APBillImport

APBillImport turns vendor bills that accounts payable used to key by hand into TruckMate bills, and it is in production. It began with fuel cards: the weekly EFS statement PDF with its money-code report, and the Pilot direct-bill workbook. Each statement is parsed and reconciled to the penny against its printed total, and refused if it does not tie. The pipeline then resolves fuel cards to drivers, applies the GL mapping, and builds one AP bill per transaction date plus a separate bill for each money code.

Cash advances become driver deductions, with the advance fee deduction added automatically and linked to its parent. Any line can be flagged as a driver charge-back in review. Money codes are always coded by hand, can be split across GL accounts, and are matched by check number to a registry of issued codes that carries across weeks, with an Outstanding Money Codes view for advances not yet cashed.

Three more bill types came later, each parsed to one expense line per unit and allocated to the lease asset in effect on the service date: equipment rental invoices from six vendors, truck and trailer wash invoices from nine vendors, and a warehousing invoice. Native PDFs are read through their text layer and scanned PDFs through Tesseract OCR.

Approve and Post stages a batch with real TruckMate sequence IDs, runs a vendor and bill number duplicate check, and posts every bill and deduction in one DB2 transaction, so nothing partial can land. Every write is recorded in a ledger with its exact row footprint, and a batch can be rolled back from the app until AP posts the bill or payroll sweeps the deduction. Settings hold the write mode (staging or live), the DB2 connection, the GL mapping, and the EFS product code table.