Import Transactions in Bulk

There are two files to download to support your import, there is a reference spreadsheet which you can look at to understand the import options, and there is an import template which you will edit and fill with your import data. Please download our reference Import Profile here to view all of the options for your import file: All mandatory fields are shown in Red All optional fields are shown in Grey This file is a reference file only Please download our blank Import Template here (this is the file you will add your import data into):

Open the ‘BLANK Transaction Import Template’ file (download available above), this will open an Excel file which will only contain column headings, these will be listed in the first row This is the file that you will be working from, amending, and adding data to Open the ‘EXAMPLE Transaction Import Template’ file (download available above), this will open an Excel file with further information and example data for each available import column This file is a useful reference, to understand what data is required in each column Make sure that you have the following mandatory columns included within your 'BLANK Transaction Import Template’ file Date TransactionMethodID InvoiceID Amount Tax ExternalID Progress to the next step, to fill your import file in with your Transaction data

Using the 'EXAMPLE Transaction Import Template’ file as a reference, add in your Transaction data into your 'BLANK Transaction Import Template’ file The below table outlines each column that you can include in your import file: Column Description Format Rules Date Mandatory This is the Date and time of the Transaction Date This must use the same Date & Time format as your Platform TransactionMethodID Mandatory This is the method used for the Transaction. This lets the Platform know how the Transaction was paid Number This needs to be in a number format as follows: 2 = BACS 3 = Card 9 = Cheque 10 = Cash 17 = Voucher InvoiceID Mandatory This is the Invoice ID, NOT the Invoice Reference This can be found by going to Finance > Invoices and adding in the ‘ID’ column to your DataGrid. Please see our dedicated page for adding columns to your DataGrid Number This is MUST match an Invoice ID already within your Platform. Make sure the Invoices are committed before importing the Transactions Amount Mandatory This is the total Amount of the Transaction (including tax) Number Do not put a currency symbol in front of your Amount as the Platform will automatically assign the currency of the relevant Training Provider when it imports the transactions Tax Mandatory This is the Tax paid for the Transaction Number Do not put a currency symbol in front of your tax amount as the Platform will automatically assign the currency of the relevant Training Provider when it imports the transactions ExternalID Mandatory This is the ID for an External Payment system you may use. This helps with identifying the payments between accessplanit and your external system Text We recommend using a Prefix for your External ID to help differentiate payments from refunds originally recorded within your accessplanit Platform, e.g. ‘Sage…’ , ‘Xero…’, ‘Quickbooks…’ If your organisation/business operates using Languages where the following special characters are present - Č, Š, Ž and Ć - and you wish to use the importer to upload content containing these characters to the platform - you will need to contact the accessplanit Support Team.

Once you have all the information you require within your import file, you can then save it as a .csv file Within Excel, click the ‘File’ option in the top left hand corner Click ‘Save as’ Using the drop down box under the file name, select CSV (comma delimited) (*.csv) and name your file (for example ‘New Transactions Import’) Click the ‘Save' button to complete the Save Your Import file has now been saved, ready for importing. Please Note If your organisation/business operates using other Languages, when saving a .csv file, ensure that the document is saved with ‘,' rather than ';’ as this can prevent the document from Importing

Open the ‘Administration’ menu from the Profile options at the top-right of your platform Scroll down the page until you find the ‘Import Profiles’ menu option The menu is in alphabetical order Click on the ‘Import Profiles’ option to be taken to the Import Profiles page Click the ‘New Profile’ button at the top right corner of the page to create a new Import Profile Provide a ‘Profile name’ for your Import Profile We advise providing your Profile with a unique name so that's its easily identifiable Select ‘Transaction’ as your import ‘Destination’, this lets the Platform know that you will be importing Transaction information The next step is to upload the .csv file that you created and saved earlier, click the selecting the ‘Choose file’ button and selecting the file from your saved location Leave the ‘Header Label Row’ set to '1', this tells your platform that the column headings of your import are in the first row Click the ‘Next ->’ option at the top right of your page to proceed to the column mapping step for your Import Profile In the column mappings step you will match each column in your import file (Source column) to a Transaction setting in your accessplanit platform (Destination column), this is where you define where the information in your import file will be imported to and displayed in your platform, much of this will be pre-populated for you! If you see ‘IGNORE' within the 'Destination Column’, you will need to select the correct column from the drop down option Leaving it as IGNORE will mean that the Platform will ignore this column in the file when running the Import When running an Import, your platform needs to know which column(s) can be used to uniquely identify each row, this is important as the importer supports both creating Transactions and updating Transactions, if each row is not uniquely identified by its key columns there is a risk that the existing Opportunities will be overwritten with the details of new Transactions. Use the ‘Key column' field to select 'Yes’ for your unique identifiers. Key Columns for Transactions Key Column(s) are used to identify Transactions, so that your platform to differentiate between one and another. For example, if you have two Transactions with the same Amount, your platform needs to know the difference between the two, in this case you could set your key columns to InvoiceID and ExternalID, because this combination will be different on the two Transactions. Click the ‘Finish’ button at the top right of your page to complete your Import Profile Click the ‘OK’ button to return to the ‘Import Profiles’ page Your Import Profile has now been created Please note The columns within your Import Profile MUST match the columns within your .csv file exactly otherwise your Import will not work.

Open the .csv file that you created for your import earlier and remove data so that you only have 3-4 lines of data remaining in the file Go to ‘File’ in the top left hand corner Click ‘Save As’ to save this as a new import file Do not click ‘Save’ as this will overwrite your import file Rename this version of your import file so that you know if it is the test import file, for example 'New Transaction Import - Test File', and make sure that the format is still CSV (Comma Delimited) (*.csv) Click the ‘Save’ button to create your Test import file You are now ready to run your test import Please Note If your organisation/business operates using other Languages, when saving a .csv file, ensure that the document is saved with ‘,' rather than ';’ as this can prevent the document from Importing

Click ‘Profile’ and then ‘Administration’ in the top right corner of the Platform Scroll down the menu and click ‘Import Jobs’, the menu is in alphabetical order Click on the ‘Import Jobs’ option to be taken to the Import Jobs page Click ‘New job’ in the top right hand corner Select your Import Profile from the ‘Profile’ drop down menu. It will be prefixed with ‘Transaction’ From the File option, click on the ‘Choose File’ button and upload the Test file that you created in the previous step The ‘Initial State’ option is where you can choose to Import now, or put the Import on Hold if you would like to set the import off to run later Click the ‘Upload’ button to start the Import Job Once you have uploaded your file to start the Import Job, your page will show the Import job being processed a. ID - This is the ID number of the Import Job b. Profile - This is the name of the Profile used for the Import c. Filename - This is the name of the Import file uploaded d. Status - This is the status of the Import Job, it will begin as ‘Queued’ but will change to ‘Completed’ once the Import has finished e. Due - This is when the Import is due to run f. Started - This will be blank to begin with, once the Import Job has started, the Start date and time will populate. g. Completed - This will be blank and will populate once the Import has completed h. Row Count - This shows how many rows are to be imported i. Processed - This will show the number of rows that have been imported and will change as the Import runs. Your Import will have the status of ‘Completed’, the Completed time and date will be populated and the Processed' column number will match the same number as the ‘Row Count' column Once your import is complete, click the ‘Show Errors' button to see if there were any issues with the import Move on to the next step to check whether your Import Profile has worked or not.

Navigate to ‘Finance’ and then 'Invoices’ from the Main Navigation Menu This will open the Invoices DataGrid Using the search bar, search for each of your Invoice ID’s that you have just imported One Invoice at a time, right-click on each Invoice and select ‘Transactions’ from the context menu options Check that the details of the Transaction have been imported as expected, for example: The Amount is correct It is for the correct Invoice The External ID is correct + any other information you have imported You can do this by adding columns into the DataGrid. Please see our dedicated page for adding new Columns to your DataGrid If you are satisfied that all the sample Opportunities have been imported correctly, your testing is now complete

Go back to the original .csv file that you created earlier within Excel and open the file with all your data showing and check you are happy with the file Within your accessplanit platform, open the ‘Administration’ menu from the Profile options at the top-right of your platform Scroll down the menu and click ‘Import Jobs’, the menu is in alphabetical order Click on the ‘Import Jobs’ option to be taken to the Import Jobs page Click ‘New job’ in the top right hand corner Select your Profile from the drop down menu. This is the name of the Profile created in the step above. In this case it is ‘Transaction - New Transactions’ Select the ‘File’ you wish to upload, this is the original import file you created and saved earlier The ‘Initial State’ option is where you can choose to Import now, or put the Import on Hold if needed Click the ‘Upload’ button to start your Import Jobs Once you have uploaded your Import Job, it will show the Import Job uploading a. ID - This is the ID number of the Import Job b. Profile - This is the name of the Profile used for the Import c. Filename - This is the name of the Import file uploaded d. Status - This is the status of the Import Job, it will begin as ‘Queued’ but will change to ‘Completed’ once the Import has finished e. Due - This is when the Import is due to run f. Started - This will be blank to begin with, once the Import Job has started, the Start date and time will populate. g. Completed - This will be blank and will populate once the Import has completed h. Row Count - This shows how many rows are to be imported i. Processed - This will show the number of rows that have been imported and will change as the Import runs. Your Import will have the status of ‘Completed’, the Completed time and date will be populated and the Processed' column number will match the same number as the ‘Row Count' column There is a section at the end of the Import named ‘Actions’. Here you will find the option to ‘Show Errors’, ‘Restart’, ‘Stop’ and ‘Cancel’ your Import You can use the ‘Show Errors’ button to see if anything has stopped your Import from working correctly, if the Import Errors page is blank, this means the data in your import file hasn’t failed any validation checks Please note You can download the errors file to view more information about any failures from the ‘Import Errors’ page If you do not understand what any of the errors mean, please reach out to the support team and they will be able to provide further guidance and help you with your import Example of an Import with no errors: Example of an Import with Errors: The Import Errors page shows you which rows have failed The ‘Stop’ and ‘Restart' buttons can be used while your Import Job is processing, to pause and restart your import, please note that it can take a few seconds for these to be actioned after you have clicked them We do not recommend using the 'Delete’ button for your Import Jobs unless absolutely necessary