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Download - How to Import a Batch - Online Payment Software - … to Import a Batch ADP Payments supports four types of imports: Customers, Payments, Recurring Payments and List Items ... You

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  • ADPPaymentsTutorialSeries

    How to Import a BatchADPPaymentssupportsfourtypesofimports:Customers,Payments,RecurringPaymentsandListItems.Eachoftheseimporttypesisoutlinedbelow.

    CustomerThecustomerimportbatchisusedforimportingacustomerlist,withorwithoutpaymentaccountinformation,intoADPPaymentswithoutprocessinganytransactionsfortheimportedcustomers.Customerimportsarecomprisedoftwosections:informationaboutthecustomer(name,company,billingaddress,phone,email,etc.)andthecustomerspaymentaccounts.

    YoucanimportonebankaccountandonecreditcardaccountforeachCustomerRecord.Theseaccountswillbelabeledasthedefaultaccountsforthiscustomer.ImportingapaymentaccountwithaCustomerRecordisoptional.

    PaymentPaymentimportsareusedtoprocessonetimepayments.Whenthepaymentimportfileisuploaded,thesystemimmediatelycreatesnewcustomersforeachrowwithoutaCustomerID,processesacreditcardorEcheck(ACH)paymentforeachcustomerinthefile,andemailsareceiptforthatpayment.Therearetwopaymentimportrowformats,andasinglepaymentimportfilecancontainacombinationofbothformats:

    ExistingCustomerPaymentImportRowThisimportrowformatisusedifyouhaveaCustomerIDforthepersonbeingcharged.YouprovidetheADPPaymentsCustomerIDandtheamountandtypeofpayment.Thesystemprocessesthepaymentusingthedefaultaccountforthepaymenttypeselected.

    NewCustomerPaymentImportRowThisimportrowformatisusedwhenyouwanttocreateanewcustomerinADPPaymentsandprocessapaymentforthatcustomeratthesametime.YourimportfilemustcontainallrequiredfieldsforaCustomerRecordandallrequiredfieldsforaonetimepayment.

    RecurringPaymentRecurringpaymentimportsareusedtoenterandactivaterecurringpaymentschedulesforbothbillingschedulesandpaymentplanschedules.Whentherecurringpaymentimportfileisuploaded,thesystemimmediatelycreatesnewcustomersforeachrowwithoutaCustomerID,activatestheschedules,sendsanemailtothecustomerconfirmingtheschedule,andprocessesatransactionforanypaymentsscheduledforthecurrentday.Italsoemailsareceipt.Therearetworecurringpaymentimportrowformats,andasinglerecurringpaymentimportfilecancontainacombinationofbothimportformats:

    ExistingCustomerRecurringPaymentImportRowThisimportrowformatisusedifyouhaveaCustomerIDforthepersonbeingcharged.WhenyouprovidetheCustomerIDalongwiththescheduledetailsandtypeofpayment,thesystemprocessesthescheduledpaymentsusingthedefaultaccountforthepaymenttypeselected.

    NewCustomerRecurringPaymentImportRowThisimportrowformatisusedwhenyouwanttocreateanewcustomerandenterascheduleforthatcustomeratthesametime.YoumustprovideallrequiredfieldsforaCustomerRecordandallrequiredfieldsforarecurringpaymentschedule.

    ItemsTheItemimportisdesignedtoenableyoutoimportaproductorservicecatalogforusewithcreatingADPPaymentsinvoices.Eachitemiscomprisedofaname,descriptionandunitprice.

  • How to Import a BatchThebasicstepsforimportingabatchfilearethesameforeachImporttype,andareoutlinedbelow.Fordetailedinstructionsonhowtoimporteachtype,seethefollowingsections:

    ImportingaCustomerBatchinChapter6oftheADPPaymentsUserGuide.

    ImportingOnetimePaymentsinChapter4oftheADPPaymentsUserGuide.

    ImportingRecurringPaymentSchedulesinChapter4oftheADPPaymentsUserGuide.

    Watchthis3minutevideotoseehowitsdone.Detailedstepbystepinstructionsareprovidedbelow.TIP:UsethescreenmagnificationfeatureinAcrobattoenlargethevideo.

    Besuretoprepareyourimportbatchfileproperly.Fordetailedrequirementsandfieldparametersforimportbatches,seeAppendixC:ImportRequirementsintheADPPaymentsUserGuide.

    ADPPaymentsTutorialSeries HowtoImportaBatch Page2of6

  • Followthestepsbelowtoimportacustomer,payment,recurringpayment,oritemsbatchfile:

    1. ClickSettingsinthetopnavigationbar.

    2. ClicktheimportcentertabtoopentheImportCenterdashboard.

    3. FromtheImporttypedropdownboxselectCustomer,Payment,RecurringpaymentorLineItemtomatchthetypeoffileyouareimporting.ThefilecannotcombinemultipleImporttypes.

    4. EnterashortdescriptivenameforyourimportintheImportnamefield.ThisnamewillbeusedwhenreferencingthisparticularimportbatchintablesontheImportCenterdashboard.

    5. EnterashortdescriptionoftheimportintheImportdescriptionfield.(Optional)

    6. IntheFiletypedropdownbox,selectthetypeoffileyouareimporting.Youcanusea.csvfile(recommended)orapipedelimitedtextfile.TIP:ToconvertanExcelfileto.csv,usethesaveascommandandselect.csvasthefiletype.

    7. Ifthefileyouareimportingcontainsaheaderrow,checktheFirstrowisheadercheckbox.Ifthereisnoheaderrow,leavethisboxunchecked.TIP:UsingaheaderrowisveryhelpfulforthefieldmappingthatyouwillperforminStep11.

    8. ClicktheBrowsebuttontolocatetheimportbatchfileonyourcomputer.NOTE:IntheGoogleChromebrowser,thebuttonwillsayChooseFileandwillbetotheleftofthefield.

    9. Clickuploadtobegintheimportprocess.

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  • 10. Thesystemperformsapreliminaryvalidationofyourfile.Ifitiscorruptorunusable,youwillseeanerrormessage.Otherwise,youwillseetheMapFieldTitlesscreen,shownbelow:

    Thefirstcolumndisplaysthevaluesinthefirstrowofeachcolumninyourfile.Thesewilleitherbethevaluesinyourheaderrow,orthefirstrowofdata(ifyourfiledoesnotcontainaheaderrow).

    ThesecondcolumncontainsdropdownboxesusedtomapfieldsinyourfiletoADPPaymentssystemfields.

    TheChooseSavedMappingdropdownboxenablesyoutoselectasavedmappingschema.TIP:Thefirsttimeyouimportafiletherewillbenosavedmappingschemas.Youwillbeaskedtosaveyourmappingschemaeachtimeyoucreateanewonewhileimportingafile.

    TheresetmappingbuttonwillclearallvaluesintheSystemFieldNamesdropdownboxessoyoucanbeginthemappingprocessagain.

    Thehelpbox,locatedundertheresetmappingbuttonprovidesdefinitionsforalloftheADPPaymentssystemfields.Selectafieldnamefromthedropdown,anditsdefinitionwillappearunderthebox.

    ADPPaymentsTutorialSeries HowtoImportaBatch Page4of6

  • 11. Foreachcolumnyouwanttomapfromyourfile,selectacorrespondingADPPaymentsfieldfromtheassociateddropdownbox,asshownbelow.Ifyoudonotwanttomapafieldfromyourfile,leavethecorrespondingdropdownboxsettoSelectColumn.RequiredfieldsdifferforeachImporttype,aremarkedwithasasterisk(*),andappearatthetopoftheSystemFieldNamesdropdownbox.TIP:Selectedfieldswilldisappearfromthelistofavailablefields.Thispreventsyoufromaccidentallycreatingduplicatemappings.

    12. Whenyouhavefinishedmappingfields,clickthecontinuebutton.

    13. Onthenextscreen,shownbelow,enteranameforthemappingyoujustcreatedintheMappingNamefield.YoucanselectthismappingatalaterdatefromtheChooseSavedMappingdropdownboxtoquicklymapafileusingthesamecolumnstructure.TIP:Youarerequiredtosaveyourmapping.Evenifyouneverexpecttouseitagain,storingitwillsavetimeifthereisanerrorprocessingyourfileandyouneedtouploaditagain.

    14. EnteraDescriptionforthemapping.(Optional)

    15. Clickthesave&continuebutton.

    ADPPaymentsTutorialSeries HowtoImportaBatch Page5of6

  • 16. TheApproveFileImportforProcessingscreenappears,asshownbelow:

    Thetopline(inwhite)containstheADPPaymentssystemfieldnames,inalphabeticalorder.

    Thesecondline(ingray)appearsonlyifyourfilehasaheaderrow,andcontainsthefieldnamesinthatheaderrow.

    Thefollowing5lines(inwhite)containthefirst5datarowsfromyourfile.Youcanscrollthroughtheminthetable.

    17. DoublecheckthatyourmappingcorrectlymatchedfieldsinyourfiletoADPPaymentssystemfields.

    a. Ifyouseeanerror,clickthebacktomappingbuttontoreturntothemappingscreen(Step11.),correctanyerrors,andproceed.

    b. Whenyouresatisfiedwiththemapping,clicktheapprovebatchbutton.

    18. Whenthefileissuccessfullyuploadedandqueuedforprocessing,youllseeanonscreensuccessmessage,asshownbelow.(Ifthereareerrors,youllseeanonscreenmessageindicatingthecorrectionsthatneedtobemade.)

    19. ClicktheimportcenterlinktoreturntotheImportCenterdashboardandviewthestatusofyourfile.

    20. YouwillseeyourfileinoneoftheImportCentertables.

    ImportsQueuedforProcessing:Ifyourfileisinthistable,itiswaitingtobeprocessed.Checkbacklaterforafinalstatus.

    ImportsNeedingAttention:Allorpartofthefilehasnotbeenprocessed.ClicktheViewErrorslinktoviewproblems.TIP:SeeTroubleshootingImportBatchErrorsinChapter8oftheADPPaymentsUserGuideforinstructionsonhowtotroubleshootNeedsAttentionbatches.

    ProcessingImports:Yourfileiscurrentlybeingprocessedbythesystem.

    CompletedImports(shownbelow):Yourfilehasbeenprocessedbythesystemandallrowsweresuccessfullyimported,allcustomersoritemswereadded,paymentswereprocessed,andschedulesweresaved.

    ADPPaymentsTutorialSeries HowtoImportaBatch Page6of6


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