Adding your purchase order line items to a simulated database

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You can simulate your purchase order database by adding entries to a purchase order table in the default Microsoft Access APTLook database. You add your purchase order line items to the simulated database for the Datacap Accounts Payable POLR feature. POLR matches the line items from your invoices to line items in purchase orders.

You can add the actual purchase orders that are related to one or more of your invoice images. Or you can use the invoice images to create the purchase order line item entries.

To add your purchase order line items to the POTable in a simulated database:

  1. Open Windows Explorer, go to \\Server\Datacap\APT\APTLook.mdb and make a copy of the database.
  2. From the Windows Start menu, select your database client and select Microsoft Office Access.
    The Microsoft Access main window opens.
  3. Select File > Open, go to \\Server\Datacap\APT\APTLook.mdb.
  4. Right-click on the file and click Open.
  5. Double-click POTable to open it.
    The POTable: Table is displayed with default data.
  6. On the Edit menu, point to Go To and select Last.
    The row marker moves to the last row in the table.
  7. On the Edit menu, point to Go To and select New Record.
    A row is added to the table.
  8. For each line item, press Tab to move to the next column, and enter your data in each column.
    For example, enter the purchase order number, line item quantity, line item number, description of item, and purchase order line number.
  9. Repeat the previous two steps to add the purchase order line items on which you want APT to do line item matching.
  10. Select File > Save, then close the POTable window, the APTLook window, and the Microsoft Access window.