Creating a Payment Import File for Existing Customers

ReceivablesPro import files must be in .csv (comma delimited text) format or pipe delimited text format. All fields, including date fields, must be formatted as text fields. All credit card account numbers must also be entered without any dashes or spaces.

You can use column headers in your file if you like. (You can also upload files without headers.) You do not need to use the ReceivablesPro field names in your header row. Use field names you will easily recognize, since you will be mapping these fields to ReceivablesPro system fields during the import process.

For more information on proper formatting of ReceivablesPro import files, see Appendix C: Import Requirements. (For details specific to Payment imports, see One-time Payment Import Requirements in Appendix C.)
NOTE: You can include as many fields as you like in the import file, but the system will only import data for the fields you map to ReceivablesPro system fields. This saves time when exporting data from another system, since you will not need to filter the data before uploading the file into ReceivablesPro.

When entering payments for existing customers you cannot edit existing values in a Customer Record. Any changes you make to Customer Record fields will be ignored if you provide and map a Customer ID in your import row.

For example, if for Customer ID 1234 the system shows a first name of “Bobby,” you cannot change that to “Robert” by entering “Robert” in the “First Name” field of an existing customer Payment import file.

Only the following required and optional fields are available in Payment import files for existing customers: (See One-time Payment Import Requirements in Appendix C for details.)

Required Fields

Customer ID
Payment Amount
Payment Type (Enter “ACH” or “CC”)

If Payment Type = “ACH”, then ACH Type is also a required field. Enter “PPD” “CCD” “WEB” or “TEL” (See Authorizing Echeck (ACH) Transactions for more information on ACH Types.)
NOTE: If you enter “CCD” as the ACH Type, there must be a Company Name included in the Customer Record, or the payment will fail.

Optional Fields

Invoice number
P.O. Number
Description
Payment Custom Fields

A sample new customer Payment import file created in Excel is shown below:

NOTE: The First Name and Last Name columns are for reference purposes. They will not be mapped as part of the import into ReceivablesPro.

The easiest way to set-up and save your Payment import file is to create it in Excel then export it as a .csv file. To do this, use the “save as” function in Excel, and select “comma delimited .csv” as the file type.

Once you save an Excel file as a .csv file, it is very important that you do not open or edit the .csv file in Excel prior to importing it into ReceivablesPro. Doing this will corrupt the file and cause import errors.

If you need to make a change to the data in your Payment import file, open the Excel file, edit the file, then use the “save as” function again to save the edited file in .csv format.

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