Use the Transaction Import to add Misc-Credits or Misc-Debits to many customer accounts at once from a spreadsheet. Two optional columns let you send a debit's payment to an associated organization's payment gateway, and record a GL account on a credit.
Applies to: Org admins with access to Import Data · All plans · Customer accounts
Where: Administration > Import Data > Start Import > Transaction Import
The file
Start from the sample file (the Excel icon next to Transaction Import) and save your finished file as a .csv. Each row adds one transaction to one account.
| Column | Required? | What to enter |
|---|---|---|
| Account Id | Yes | The customer's Account ID, not the Customer ID. Get it from the Account Information report. |
| Transaction Type (Credit or Debit) | Yes | Credit adds a Misc-Credit the family can use. Debit adds a Misc-Debit the family owes. |
| Amount | Yes | For example, 25.00. Enter credits as positive amounts; they're recorded as credits automatically. |
| Description | No | Shown on the transaction, for example "Volunteer fine". |
| Associated Org | No | Debits only. The name or short name of the associated organization whose payment gateway should receive the payment when the family pays this debit. Up to 50 characters. |
| GL Account | No | Credits only. The GL account code to record on the credit, for example 4100-01. Up to 25 characters. |
How to run the import
- 1. Go to Administration > Import Data > Start Import.
- 2. Next to Transaction Import, open the instruction PDF and the sample file.
- 3. Fill in the sample file and save it as a .csv.
- 4. Click Transaction Import, click Select to choose your file, set Include Headers to match your file, and click Next Step.
- 5. Map each field on the left to the matching column in your file. For a column you aren't using, such as Associated Org, choose No Mapping, Leave Blank.
- 6. Click Next, review the messages on the confirm step, then click Queue Import.
- 7. Open Import Status, expand the row, and check the record counts and any row messages.
Sending a debit's payment to an associated organization
By default, when a family pays a Misc-Debit, the money goes to your organization's default payment gateway. If you collect fees for an associated organization that has its own gateway, enter it in Associated Org. When the family pays their balance, that payment goes to the associated organization's gateway instead.
- Leave the column blank to use your default gateway.
- The name must match one associated organization's name or short name. Capitalization doesn't matter.
- The associated organization must have its own payment gateway in effect. If it doesn't, the row isn't imported, so the money can't quietly go to your default gateway instead.
- This is the same as choosing an Associated Organization when you add a Misc-Debit by hand with Add Transaction.
Recording a GL account on a credit
Enter the GL account code in GL Account on Credit rows. The credit then reports under that GL account, for example on the Cashflow Detail by GL Account report. Leave the column blank if your organization doesn't use GL accounts.
What you'll see
- Each imported row appears on the customer's account as a Misc-Credit or Misc-Debit, with your Description.
- Families with a Misc-Debit see it as a balance due and can pay it when they sign in, if Enable Pay Balance is set to Yes under Programs > Configurations > General.
If it doesn't work
Row messages appear on Import Status when you expand the import. A row with a problem is skipped entirely. It's never half imported.
| Message | What to do |
|---|---|
| Record not loaded due to invalid Associated Org: (name) | No associated organization has that name or short name. Check the spelling against your associated organizations. |
| Record not loaded because Associated Org "(name)" matches more than one organization. | Two associated organizations answer to that name. Use the one that's unique, such as the short name. |
| Record not loaded because Associated Org "(name)" has no payment gateway in effect; the transaction would have been directed to the default gateway. | That organization has no gateway of its own yet. Leave the column blank to use your default gateway, or contact support@teamsideline.com about adding a gateway. |
| Associated Org "(name)" ignored: only a Debit is directed to an Associated Organization's payment gateway. | The row was a Credit. It was imported without the associated organization. |
| Record not loaded due to invalid GL Account: (code) | No GL account has that code. Check the codes set up for your organization. |
| Record not loaded because GL Account "(code)" matches more than one GL account. | Two GL accounts share that code. Contact support@teamsideline.com to clean up the duplicate. |
| GL Account "(code)" ignored: a GL Account is only recorded on a Credit. | The row was a Debit. It was imported without the GL account. |
| Record not loaded due to invalid Transaction Type: (value) | Enter Credit or Debit. |
| Value too long. Maximum length allowed is 50 characters. | Shorten the Associated Org value. GL Account allows 25 characters. |
Good to know
- An import can't be undone by an admin. To fix a wrong transaction, add an offsetting transaction with Add Transaction on the account, or contact support with the import's exact time from Import Status.
- The import doesn't email families. To tell them about a new fee, send a communication.