iMIS Billing Payment Importer provides you with the ability to import financial transactions into iMIS, also referred to as “lockbox processing.” The importer is designed to import and process mass payment data from an external import file, allowing you to avoid entering this data manually, transaction by transaction. This module helps you if your payments are received and recorded by an outside organization, such as a bank (lockbox) or an affiliated organization, if this organization can supply the payment data in a usable electronic form.
This module requires at least two data elements to be resident in your import files: the payment amount and the customer ID (either the primary ID or the Major Key of each customer who has paid). For example, if you will be receiving data from an affiliated organization, such as the national or state organization and the receiving organization does not know the customer ID, be sure to have an organization-wide common identifier (such as a certificate number) in the data. You must maintain this common identifier in the Major Key field.
The benefits of using this interface instead of simply importing the data include the following:
■ Provides a single interface for iMIS Billing payment transactions
■ Uses the payment records to create dues payment transactions, which debit cash and credit income or deferred income
■ Automatically applies each customer payment record amount to that customer's open balances until those balances are closed
■ Any residual payment amount creates open credit balances, which you can refund or apply to future sales
The payment data that is imported will only be applied to a line item that already exists on the customer's Billing tab and has an outstanding positive balance. Importing payment data will not create new line items nor apply an amount against a line item that has a zero or negative balance. If the imported payment exceeds the balance, an overpayment will be applied to the line item. If the line item does not exist, an open AR credit invoice will be created for the payment amount.
To enable the Billing Payment Importer
As with all iMIS modules, you must have this system enabled on the iMIS System Setup level. Refer to your service provider for more details.
To format billing data for import
The transaction format is tab- or comma-delimited input, with various types of records allowed in a single stream. The import file must contain a single batch header record, followed by any number of cash payment records.
Note: You cannot use the Dues Importer for accrual Dues billing cycle. You must use the AR Importer for accrual dues billing. To use the AR Importer, the System field (third field) under the Cash Payment Record should be AR. Make sure to insert the Invoice Number (sixth field) under the Cash Payment Record.
The major transaction formats include the following:
All Records
|
|
Field Name |
Data |
Comments |
|
1 |
Record Type |
|
Identifies the type of record |
|
2 |
Batch Number |
10 chars, all upper case |
|
Batch Header
|
|
Field Name |
Data |
Comments |
|
1 |
Record Type |
BH |
Always “BH” |
|
2 |
Batch Number |
10 chars, all upper case |
|
|
3 |
Batch Date |
Date |
Date of batch |
|
4 |
Batch Description |
60 chars |
|
|
5 |
Control Count |
Numeric |
Optional |
|
6 |
Control Amount |
Monetary |
Total of the batch of payments |
|
7 |
Cash Account Code |
10 chars, all upper case |
Code assigned through AR/Cash> Set up tables > Cash accounts; indicates the cash account where the funds were deposited |
Cash Payment Record
|
|
Field Name |
Data |
Comments |
|
1 |
Record Type |
PAY |
Always “PAY” |
|
2 |
Batch Number |
10 chars, all upper case |
Optional; if blank, defaults to batch header's batch number |
|
3 |
System |
DUES |
|
|
4 |
Member ID |
10 chars, customer ID |
Can substitute Major Key, if prefixed with * (asterisk) |
|
5 |
Date |
Date |
Optional; if blank, defaults to batch header date |
|
6 |
Product Code |
Character |
Optional; payments can be applied to specific Product Codes by including the Product Code in this field |
|
7 |
Amount |
Individual payment amount |
Total amount of the check or credit card payment |
|
8 |
Check/CCType |
Check # or credit card type |
Optional |
|
9 |
CCNumber |
Credit card # |
Optional |
|
10 |
CCExp |
Credit card exp |
Optional |
|
11 |
Name On CC |
Name on credit card |
Optional |
|
12 |
CCAuthorize |
Credit card authorization code |
Optional |
|
13 |
Name |
60 chars for audit trail |
Optional but important. Will print on the transaction report to identify the customer/subscriber. |
|
14 |
Comment |
255 chars |
Optional but important. Will print on the transaction report and related inquiries to explain the transaction, such as “Dues Payment” or “Subscription Payment." |