When purchasing volume swings, accounts payable often feels it first. More receipts and more PO lines means more vendor invoices to enter, and the manual work of attaching each receipt or PO line to a voucher can turn into a bottleneck. It also increases the risk of mismatched quantities and amounts when the same invoice is being keyed in a hurry.

Cetec ERP supports importing a spreadsheet of PO lines and receipts and linking them to the correct vouchers in batch. The goal is simple: keep voucher entry accurate while reducing repetitive data entry when you are processing a stack of invoices.

Open the Voucher Import Tool

In Cetec ERP, go to the Accounting module. From the A/P menu, select Voucher Import. On the Voucher Import screen, open the link for importing PO lines and receipts to vouchers.

Prepare the Import File

Start with a .xls or .csv. You can build one manually, or export your PO line receipt list from the Receipts tab in the Purchasing module and then add the remaining columns you need for voucher matching. Before exporting, make sure the columns you need are visible.

In a typical workflow, you will add invoice-specific fields in your spreadsheet editor, for example the vendor invoice number and the vendor request amount. Those fields are what let the import group the right receipts and PO lines onto the right voucher.

Upload, Preview, and Group Lines

On the Import PO Lines and Receipts to Vouchers screen, choose your file and select whether you are importing receipts, PO lines, or both. If needed, you can also paste text using commas for columns and returns for rows.

After you import, review the preview page and confirm the system has identified your columns correctly. Then choose how to group imported lines. A common grouping is by vendor invoice number so each invoice becomes a voucher with the correct linked lines.

Finish the Import and Verify the Voucher

Save the results from the preview by clicking Update, then Finish to complete the import. Cetec ERP will show a confirmation message indicating how many lines were successfully imported.

To verify the result, go to Accounting, then A/P, then Vendor List. Open the vendor and locate the voucher, and confirm the expected PO lines and receipts are attached.

How to Decide Between Receipt and PO Line Imports

Import receipts when your voucher matching needs to follow what was actually received. Import PO lines when you are matching invoices to ordered lines and then letting receipt activity follow separately. In either case, keep your invoice number and amount columns consistent so grouping behaves predictably.

Key Takeaways

• Batch imports reduce repetitive voucher entry when you are processing high invoice volume.
• Start from an export of PO line receipts when possible, then add invoice number and amount fields in your spreadsheet.
• Use the preview step to confirm column mapping and choose a grouping method such as vendor invoice number.
• Verify the finished vouchers from the Vendor List to confirm the right lines and receipts were linked.

Conclusion

Voucher entry is one of those tasks that scales with transaction volume, even when headcount does not. Importing PO lines and receipts to vouchers in Cetec ERP gives your A/P team a repeatable way to link supporting activity to vendor invoices in batch, while keeping the review step in place before you finalize the vouchers.