Creating a Payment Import File for New 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.

Do not use commas in any of the fields when creating a .csv import file. Doing so will corrupt your data and cause values to be mapped to the wrong fields. For example, you should never enter a company name as “ABC Company, Inc.” Instead, enter “ABC Company Inc.”

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.)

When creating new customers and payments via an import file you can include any fields available in the Customer Record, as well as all fields required to process a payment for a new customer. For a complete list and description of all fields available in a new customer Payment Import see .

The following fields are required for all Payment import files containing new customers.

First Name
Last Name
NOTE: You are required to provide receipts for all payments processed via ReceivablesPro.If you import an email address for the Customer, the system can do this for you. If you do not import an email address, be certain that you are collecting contact information and providing a receipt in some other way.
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, you must also enter a Company Name for the customer, or the payment will fail.
Payment account information fields as follows:
Credit Card Accounts
Credit Card Number (no dashes or spaces)
Card Type: Enter "AMEX" or “Visa" or "Master" or “Discover"
Expiration Date (MM/YY)
Billing Zip / Postal code
Bank Accounts
Account Type: Enter “Checking” or “Savings”
Bank Name
Bank Account Number
Routing Number

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

The easiest way to create 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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