In the following import file example, two cash payment records follow the batch header line. Make sure that your Cash Account code exactly matches the setting on the Set up cash accounts window.
BH,DUES030802,3/08/02,Dues Payments for 3/08/02,,195.00,CASH
PAY,DUES030802,DUES,152,3/08/02,,95.00,1234,,,,Marcie Farmhaven,,,Dues Payment
PAY,DUES030801,DUES,111,3/08/02,,100.00,VISA,4610-8904-4005-4568,9/02,,C98084,Richard Harris,Dues Payment
Note: If your import fails, check your import file for stray spaces, missing tabs, and so forth.
To review history before importing billing transactions
Before you introduce third-party transactions into your iMIS data file, view the relevant payment history for items such as dues for a sample customer (one who will be affected by the incoming data).
1. From Customers, select Manage customers to open the Manage customers window.
2. Find the customer's record.
3. Select the Billing tab.
4. Click the History or Current button located at the bottom of the Billing tab. This is where your imported transactions should appear after the import process.
Note: You can review the outstanding balances by printing the Open Items by Name report.
To perform the billing import
Caution! Back up your database. Before performing the import, it is very important that you make a current backup of your iMIS database. If your import is in error, you can restore your database from the backup copy; otherwise, you must manually delete each transaction in the imported batch.
1. From AR/Cash, select Enter and edit transactions> Import transactions to open the Select import file window.
2. Select the tab- or comma-delimited file that you prepared.
Note: If a message is displayed indicating that the Cash Account code does not exist, check that the name of the Cash Account code in your import file matches the one in your iMIS-system Cash Account Table on the Set up cash accounts window.
3. When complete, open the Manage batches window.
4. To review the results of the import, select the open import batch on the Open Batches window and click Print Selected.
5. (optional) To finalize the transactions, select the open import batch on the Open Batches window and click Post Selected.
To verify the billing import
To verify that your transactions have correctly posted to your iMIS data file, view the relevant payment history again for your sample customer:
1. From Customers, select Manage customers to open the Manage customers window.
2. Find the customer's record.
3. Select the Billing tab.
4. Click History and compare the contents of the History view, where the imported transactions should appear. Note whether the Paid Thru date advanced.
To view open credits from a billing import
If the payment amount imported was larger than the total outstanding balance for a customer, the amount of the overpayment automatically creates an open credit. To view overpayments by an individual:
1. From Customers, select Manage customers to open the Manage customers window.
2. Find the customer's record.
3. Select the AR/Cash tab.