Schools often need to import a .csv file of ancillary transactions such as charges, credits, or payments. One example is a school librarian that has a list of book fees captured in an excel file. The librarian may send this file to the business office to record and charge the fees.
Export as a Billing Template
To get started, you'll need an export file to record all of the financial data you need to import. Within the 'Search & Reports' page, you can create a search of your current enrolled students.
Then click on 'Export'-->'Export as a Billing Import Template.'
IMPORTANT: PLEASE READ
The import template will require the following information:
- IMPORT.billing_category: Type in the billing category name you want the charge/credit/payment assigned to. IMPORTANT: Billing categories are case sensitive and need to match the exact capitalization in your billing categories setup page.
- IMPORT.billing_type: Indicate if this is a charge, credit, or payment.
- IMPORT.amount: Type in the dollar amount of the line item. The $ sign does not need to be included. Credits and payments need to have a negative (-) sign in front of the amount to be credited.
- IMPORT.posted_date: The date MUST be in the following format of mm/dd/yyyy By default, the year will be in the 'yy' format. If you highlight the date cells and right click, select 'format cells.' Then select the 3/12/2012 date format. If you skip this step, your import/validation will fail with an error that the posting date is invalid.
- IMPORT.description: Provide a description of the line item for your ledger.
Import a file
To import a .csv file, click on the 'Billing' tab-->'Import.' Then click on the blue 'Import Billing Transactions' button in the upper left. If you ever need to refresh the list, click on 'Reload.'
Next you'll need to choose the file for import and set a few criteria.
- Choose file: Click here to upload the .csv file from your computer.
- Description: Type a description of the line items you're importing
- Validate Only?: Check this box if you prefer to test the file before importing.
- Submit Import: This button will either submit the validation if this option was checked or it will run the import process.
Once you submit the import/validation, you'll see the following columns:
- User: The email address of the user that imported the file or that ran the validation.
- Date/Time: The date and time that the file was imported or that the validation was run.
- Duration: The amount of time it took for the file to import or for the validation to run.
- Description: This is the description you define for the import file.
- Uploaded File: Displays the name of the .csv file you import/validate
- Import Status: Indicates if the import/validation succeeded or failed.
- View: You'll see different messaging based on the success or failure of a validation/import.
A failed import/validation will display a list of errors.
If the import file validated successfully, you will see a confirmation message as shown below.
If the import succeeded and the ledger entries were created, you will see the details of the imported data per billing account as shown below.
You can now see all of the imported transactions reflected in the associated account ledgers. For this example, the book fee we imported is now the most recent transaction that was added to the ledger based on the date.