The Account Importer tool is located in Tools > File Importing > Account Importer. This tool allows you to add accounts in bulk using a spreadsheet file, rather than manually entering them one at a time on the New Account screen.
When you first use the Account Importer tool, we recommend looking at the Pre-Import Checklist first. This checklist gives you detailed steps on cleaning up your file so SimplicityCollect can read it properly. This is the most important step, for if your spreadsheet is not properly formatted, the resulting information in Simplicity may be unreliable.
NOTE: MAKE SURE TO VERIFY YOUR DATA ONCE IT IS IMPORTED! Don’t worry if you make a mistake; after importing your file there will be a Roll Back button available for you to undo the imported accounts and debtor profiles. However, all importing, data verification, and data mapping is the responsibility of your company.
1) Navigate to Tools > File Importing > Account Importer.
2) After you use the Pre-Import Checklist to clean your file, save this file somewhere you can remember, such as your computer’s desktop.
3) Going back to Simplicity and click on Browse / Choose File to select the clean spreadsheet file that you just saved. Then click the button Prepare File for Uploading.
4) In the box named Step #2 we will create a new mapping by clicking Create New File Map. A mapping is the associations between the names of your columns (the names in the first row of your spreadsheet) and the appropriate fields in Simplicity. If you always receive a specific type of file from a client, the mapping will most likely be the same for that client each time. You can save a mapping with a unique name so that you can re-use it again in the future.
5) The screen will change and you will see a box called Mapping Name. Name the mapping with a name that you will differentiate it from other mappings. (e.g. “Client A Data Mapping”).
6) Choose an item under File Column. These items refer to the column headings in the spreadsheet file you are importing.
7) Choose the item under Account Element. These items refer to fields in SimplicityCollect where you would like your selected files data to show up.
8) Click Add>> to tie together the fields you selected from File Column and Account Element, and they will move to the Mappings list.
Each field you map from File Column and Account Element will disappear from these columns and show up in Mappings. The only exception to this are the Account Elements named: Debtor Phone, Debtor Cell, and Debtor Fax. You can map an unlimited number of File Column fields to these elements.
9) If you need to add Co-Debtor information, select the # Co-Debtors in File drop-down box and choose how many you would like to add. This will expand the Account Element list with more options to choose from.
10) Once you have formed the associations (mappings) needed, choose whether you want the checkboxes on the bottom checked or not. By default, they are set to the most common settings and do not necessarily need to be changed.
FIRST BOX: If you check the box to Lump financial claims on a single account, Simplicity will create only one account for debtors that have multiple claims with a single creditor, and combine ALL of the balances into one. The original claim amounts can be viewed individually. This will only work with accounts that have a matching Creditor Name and Debtor SSN OR if you import accounts with the same Account Number.
SECOND BOX – NOT COMMONLY RECOMMENDED: If you check the box to Set All Account Balances To Zero, this will zero out ALL accounts in the system by adjusting the balances (similar to using the option in Settings > Collection Statuses). This is not restricted to just the spreadsheet being imported, but EVERY account in the system. **To enable this option, contact SimplicityCollect support**
THIRD BOX – NOT COMMONLY RECOMMENDED: If you check the box to Update Balance if Account Exists, and if a matching Account Number is found, the system will adjust the balance of that account to zero. Then it will add the new claim amount from your spreadsheet. **To enable this option, contact SimplicityCollect support**
FOURTH BOX : If you check the box to Auto-populate Claim Received Date with current date if empty, this will automatically enter the import date in the Claim Received field of the account.
IF CLIENT DOESN’T EXIST:
- If you mark Add account and new client, this will create a new client in the system based on the information included on the spreadsheet, and add the associated account under this client distinction.
- If you mark Skip Account, the Client will not be created in the system and the account will not be added. There will be a message on the result file that indicates which accounts this applies to.
IF DUPLICATE DEBTOR SSN IS FOUND:
- FIRST RADIO BUTTON – MOST USED/RECOMMENDED: If the system finds that a debtor’s SSN in the spreadsheet matches one that already exists in Simplicity, it won’t create a duplicate debtor record (profile) and instead attach the existing debtor record to your newly imported account. This prevents the current information about that debtor (addresses, phone numbers, etc.) from being overwritten by the possibly old debtor information in the spreadsheet.
- SECOND RADIO BUTTON: This button forces Simplicity to create a new debtor record (profile) for your imported accounts, instead of using one that already exists.
11) Click Save New Mapping to return to the list of 4 steps.
12) Under Step #2 make sure your new mapping is selected from the drop-down list:
13) OPTIONAL: Step #3 provides you the option of entering in a Portfolio Name and information on how much the portfolio was purchased for, the date it was purchased, etc.
14) In step #4 click Import Accounts. You will be returned to the original screen, but below you will see your pending import file. When it is complete you will see how many accounts were imported and a hyperlink to the Results of your import.
- If you see that your accounts did not import properly (or only some did), the downloaded Results file will say in the first column what the problem was. You can use this information to figure out what might have caused the issue, and what account(s) were not imported.
15) After importing, verify the new accounts have the correct data in the proper fields, and that it is showing up correctly. You can do this by returning to the Home screen and searching/filtering for your new account.
16) If your accounts do not look correct, you can use the following options to fix them:
- Click the Rollback Button to undo the import so you can fix your file and try again. Your original mapping will still be available to edit and use.
- Use the Account Updater to change information in fields such as Client name, Charge Off Date, Claim Amount, etc. Using the Account Updater requires that the Account Number or Client Claim Number exists on the file.
- Use the Debtor File Updater if your debtor’s information such as debtor phone numbers, addresses, employer, or any debtor specific custom fields are not correct. Using the Debtor Updater requires that the Account Number or SSN exists on the file.