Summary

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

Step by Step

1     Create a Cash Receipts batch.

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 VIEW LAYOUT/FORMAT 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.
• Click the SELECT FILE button to browse to the desired import file or drag-and-drop the file from your workstation to the drop area to the right of the button.
• 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.
• Check the Create Customer if not found toggle to create a new customer on import if the customer number or first name and last name on the imported receipt do not match an existing customer in the database.
  • The newly-created customer record will be populated with the customer details included in the imported receipt.
• Click the Submit button 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.