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AP Smart Spreadsheet resources
Information for Special Districts related to Accounts Payable (AP) made through the Oracle EBS financial system
Submitting vouchers
- Warrant (check) pickup is on Wednesdays
- Electronic signatures or email approval is accepted
- Submit all vouchers at least five days prior to the payment due date
If you have questions, please email SpecialDist.AP@kingcounty.gov.
These documents are for special districts for which King County performs warrant issuance services.
| Document | Version | File Type |
| AP Smart Spreadsheet | v2.4 | XLS |
| AP Smart Spreadsheet User Guide | 050724 | |
| AP Smart Spreadsheet Test Import File (Warrant Data Entry) |
v1.0 | CSV |
| AP Authorized Signature Form | 073112 | |
| AP Authorized Signature Form User Guide | 101722 | |
| Warrant Request Process Quick Reference | 101722 |
If King County receives voucher payment requests from your district and prints your warrants, please contact Accounts Payable for questions regarding interfaced voucher files, warrants, affidavits, and warrant reports.
Frequently Asked Questions (FAQ)
Use the v2.1 Smart Spreadsheet. This is compatible with both the 32-bit and 64-bit versions of Excel.
Use the v2.1 Smart Spreadsheet. This is compatible with both the 32-bit and 64-bit versions of Excel.
Use the v2.1 Smart Spreadsheet. This is compatible with both the 32-bit and 64-bit versions of Excel.
Use the v2.1 Smart Spreadsheet. This is compatible with both the 32-bit and 64-bit versions of Excel.
You may have experienced a connectivity issue or there may be invalid characters, such as extra double quotes, in the file.
Go to Axway and double check the uploads monitor to check if the XLS file was uploaded instead of the CSV file. If so, try uploading and selecting the CSV file.
The sum of the Invoice Amounts for all transactions does not match the sum of all Line Amounts. Check that the sum of the Line Amount equals the Invoice Amount for every transaction. Correct inconsistencies as needed.
Enter CA for both State and Country.
This means the Invoice Number associated with the payment is already in Oracle EBS for the payee. Please verify you have entered the correct Invoice Number and are not duplicating a payment.
You have submitted a CSV file with the same file name in the past. If you are using an AP Smart Spreadsheet, simply re-export a new CSV file and upload through Axway.
Double check the ZIP code to match with the City and State, and double check the spelling of the address as well.
Check to verify that a valid Fund Number is entered.
Send an email to SpecialDist.AP@kingcounty.gov to reject the file in BPM.
>Send an email to SpecialDist.AP@kingcounty.gov so we can open a Help Desk ticket for you.
Right click on the file, then delete.
Try using a fresh Smart Spreadsheet.
Re-enter the Fund number.
Yes. The entire file is rejected and a new file needs to be submitted.
Try using a fresh Smart Spreadsheet.
Go to the Configuration tab and update the vendor options in Row 26 - "Use Vendor Tab for Warrant Entry?" You can choose "Yes" or "No" in the drop down menu.
Go to the Configuration tab of the Smart Spreadsheet to change the email address.
Try using a fresh Smart Spreadsheet.
Open a fresh Smart Spreadsheet, then copy and paste the vendor list.
Use the v2.1 Smart Spreadsheet.
The workaround is to copy and paste the information into the spreadsheet.