Tools – File Importing: Transaction Importer

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If you have to import financial transactions into more than one account this can be easily accomplished with the Transaction File Importer tool.

Using the Transaction Importer

Make sure that your file has all of these columns with corresponding data in each row:

  • Account Number OR Client Claim Number *Required
  • Transaction Description *Required
    • Transaction descriptions should match those descriptions found under the Financials tab > Trans. Descriptions sub-tab of any debtor account. You may use an existing description such as “Payment – Cash” or create your own on this same screen. Adding and updating transaction descriptions on this screen will update across all accounts within your Simplicity database.
    • When adding adjustments, use the allocation type as the transaction description such as Principal, Interest, Cost, Fee, etc.
  • Transaction Type (e.g. Adjustment, Cost, Payment, Client Payment, Netted Payment, Att. Fee). *Required
    • To determine the transaction type to use, go to the Financials tab > Trans. Descriptions sub-tab of any debtor account and click on the transcription description from the left side and the type will appear on the right.
    • When adding an adjustment, use “Adjustment” as the transaction type.
  • Transaction Amount (e.g. 25.00, -25.00) *Required
  • Transaction Date (in date format 12/31/2012) *Required
  • Does Not Affect Balance (optional) This can be used if you want the transactions to post on the account but not apply to the balance. This effectively posts and “voids” the transactions for you. To enable this, the rows must have the number 1 listed.
  • Transaction Note (ex. Check number 5647) (Optional)

See Examples below:

Importing the transaction file:

  1. Click on Tools > File Importing > Transaction  Importer.
  2. Select the file you prepared with the transaction information from your computer.
  3. Click Prepare File for Uploading.
  4. For the first time that you import you will need to create a new mapping. Otherwise you can select a previously created map. (We suggest reviewing your mapping before each import to ensure that all fields are mapped correctly).
  5. Click on Create New File Map.
  6. Match the corresponding columns from your Excel or .csv file to the appropriate transaction element. (e.g. If your file has a column named Account Number then you would click on this wording in the left column, then click on Account Number in the middle box.) Between each association that you are creating click on Add>>. The association will then move to the Mappings box on the far right.
  7. Confirm additional mapping options under the mapping columns.
    • Mark NSF – All transactions in your file will be imported and then marked as NSF.
    • Transaction Description Override – All transactions will import as the selected transaction description and the Transaction Type as it relates to under the Trans. Description screen (see above screen shot).
    • Add Transactions to Trust Account – All transactions will be imported to the Financial tab as well as the Accounting tab of each account.  transaction importer mapping options
  8. Name the mapping on the top left where it says Mapping Name. Click Save New Mapping.
  9. Select your desired mapping from the Mapping drop-down list, and click Import Transactions. You have just imported your transactions.

      NOTE: Always download the results file. This file will inform you as to which transactions were not imported, if any, and will provide an error message for failed import attempts.

      If your transactions do not look correct, you can use the Rollback button to delete the import and start over again. The original mapping you used will still be available to edit.

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