Summary

The Import Receipts window is used to import payment data from CivicPay Online and third party applications through a user-configurable import file.

This is a premium feature. Contact Springbrook support for more information.

Step by Step

1     Create a Cash Receipts batch.

• Select the New Billing palette in CR> Cash Receipts. This will expand the Cash Receipts palette and display the steps of the Cash Receipts process.
• Select New from the Cash Receipts batch number drop-down menu to create a new batch. This will open the New Batch window.
  • If there are open batches in the Cash Receipts process, you can create a new batch without affecting the transactions in the open batches.
• Enter a Batch Month and Batch Year. These fields default to the current calendar period and are used for reference only. The batch month and batch year do not affect the receipt or journal entry date of the transactions in the batch.
  • The receipt date is entered when each receipt is generated and the fiscal period the transactions are posted to is determined by the Journal Entry Date entered when creating the GL Distribution Report (CR> Cash Receipts> GL Distribution).
• Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
  • You can also manually create a new batch by entering a Batch Number and clicking the Save icon.

2     Import the receipts.

• Select the Configuration of the import file.
  • The Configuration drop-down field will display all of the import configurations created in the application.
    • Import configurations are customized import layouts that will take the data from a third-party application export file and reconfigure it to meet Springbrook layout requirements.
    • Import file configurations are created and maintained on the Import Configuration Maintenance window (SS> Maintenance> Import Configuration).
  • Once a configuration is selected, you can click the Layout icon to display additional information about the expected layout of the import file.
    • If the import file does not match the expected configuration, the import process will encounter an error and the file will not be imported.
• Select a Layout for the import file if you are importing a file formatted by a third-party vendor.
  • This field will only be enabled when importing a non-configurable import file.
• Enter a Receipt Date that will be associated with the imported receipts.
  • This date can be edited on each individual imported receipt in the Receipts step.
• Select a Pay Method that will be assigned to the imported receipts.
  • The pay method can be edited on each individual imported receipt in the Receipts step.
  • This field will be disabled if the Use record pay method toggle is checked below.
• Enter the File Name or click the field label to browse to the desired import file.
• Check the Use record date toggle to pull the receipt date from the contents of the import file.
  • If the system cannot recognize a receipt date on a specific line item in the import file, or if this toggle is not checked, the value in the Receipt Date field above will be used.
• Check the Use record pay method toggle to ignore the pay method selected above and instead use the pay method associated with the imported receipts.
  • If this toggle is checked and an imported receipt does not include a valid pay method, an error will occur and the import will not proceed.
  • The pay method associated with the imported receipt can be edited on the Receipts step.
• Check the Create one receipt for all lines in file toggle in order to allow users to import all the individual lines in the import file into a single receipt. The resulting receipt will include one receipt line item for each line in the import file.
  • If a Pay Method is selected above, all line items will be aggregated and one pay method line will be created for the total.
  • If Use record pay method is checked above, all line items will be aggregated by pay method and one total line will be created for each pay method.
  • When this toggle is checked, the Use record date toggle will be disabled and the imported receipt will use the Receipt Date specified above.
• Click the Confirm icon to import the file.
  • If the import file includes any UB accounts that are in Delete status, a warning message will appear on the import step. This warning message is informational only and will not prevent you from importing the receipts.

3     Process the CR Receipts batch.