Import Templates

Importing of Debtors, Accounts, Payments, Adjustments, and Victims is possible in Revenue Results. This allows automatic entry of import files rather than manually entering them into the system. Very often interface files will be generated from your other system of record into Revenue Results for collections.

The Import templates define what information will be transferred in the file and matching rules to consider.

This section contains the following topics:

Creating an import template

To create an import template:

Step 1: Navigate to Administration > Other > Define Import Templates.

 

Step 2: From the Import Type drop-down list, select the Import Type that you want to create, and click the Add  button.

 

Step 3: In the Define Import Template window, click the Template Definition tab.

Note: Depending on the selected template type (Debtor, Payment, Adjustment, or Victim), the options in the Selected Fields list will vary. The following screenshots show an example of a debtor import template.

 

Step 4: In the Template name field, type the name for this template.

Note:Revenue Results does not allow duplicate names for import templates.

 

Step 5: In the Description field, type a description for this template.

 

Step 6: From the Import Mode drop-down list, select the Import Mode (debtor and accounts in one file or debtor information only).

 

Step 7: In the Available Fields are, highlight the Available fields to use and click the Right Arrow  button to move it to the Selected Fields area.

Note: Fields can also be dragged and dropped into the Selected Fields area.

 

Step 8: In the Allow Update column, do the following:

  • Select Yes to allow the overwriting of existing data with new data upon import.
    Note: This is typically helpful for updating addresses, phone numbers, email, and so on.
  • Select No to not allow the overwriting of existing data upon import.

 

Step 9: Reorder fields by selecting the field to move, then using the Up Arrow  and Down Arrow  buttons to match the order of the columns in your file.

Note: The selected fields MUST be in the same order as the columns in your import file to import correctly.

 

Stpe 10: Click Insert Ignored Field to insert an additional field that the system will ignore during the import. This is helpful if you cannot alter the source file and there is a field that is not necessary to import.

Note: Again, make sure this field is in the same order as the file.

 

Step 11: Click the Import Settings tab.

 

Step 12: Select Ignore first line of import file (header information) to have the importer ignore the first line of an imported data file.

 

Step 13: In the Fields area, choose your data delimiter. The choices are:

  • ,(comma)
  • <Tab>
  • | (pipe)

A Data Delimiter signals to the importer, stating that Revenue Results needs to move to the next piece of data when importing.

 

Step 14: In the Records area, do one of the following:

  • Select Record delimited with to let the carriage return or line feed determine the length of a record.
  • Select Fixed length and type a length into the field to specifically limit the record length.

 

Step 15: In the Defaults area, do the following:

  • From the Debtor type drop-down list, select your default debtor type.
  • From the Account type drop-down list, select your default account type (if any).
  • From the Line Item type code drop-down list, select your default line item type.
    Note: These default values will be overridden if your import template explicitly specifies these values.

 

Step 16: Click the Matching tab.

When importing data into Revenue Results, the system must first match the Debtor to place the information, then match the account specific to the Import data. If a match is found, Revenue Results merges the existing data with the imported data. If no match is found, the system creates a new record.

 

Step 17: In the Debtor Matching Options area, do the following:

  • Select Use debtor number to have the system match incoming debtors with existing debtor numbers.
  • Select Use field: Reference 1 to have the importer attempt to match accounts with the information in the Reference 1 field.
  • Select Use the debtor matching rules to use the system’s debtor matching rules for matching debtors upon import.
  • Select Use the following custom field and select a custom field from the drop-down list to match incoming debtors on a custom field.
    Note: Debtor matching usually works best with one of the Debtor Matching Options selected. To learn more about Debtor Matching rules definition, click here. Unique identifiers such as Debtor Reference numbers are also typically effective for matching upon import.

 

Step 18: In the Account Matching Options are, do the following:

  • Select Use account number to have the system match incoming account numbers with existing account numbers.
  • Select Use field: Reference 1 to have the importer attempt to match accounts with the unique identifier information in the Reference 1 field. This ensures that the system will not duplicate an existing account.
  • Select Use field: Reference 2 to have the importer attempt to match accounts with the unique identifier information in the Reference 2 field. This ensures that the system will not duplicate an existing account.
  • Select Use field: Reference 3 to have the importer attempt to match accounts with the unique identifier information in the Reference 3 field. This ensures that the system will not duplicate an existing account.
  • Select Use the following custom field and select a custom field from the drop-down list to match incoming debtors on a custom field.

 

Step 19: Click Save Changes.

 

 

Editing an import template

You can edit existing templates in Revenue Results.

To edit an existing import template:

Step 1: Navigate to Administration > Other > Define Import Templates.

 

Step 2: Select an existing Template and click the Edit  button.

 

Step 2: Follow steps 3 through 19 of Creating an Import Template.

Note: If new Custom Fields have been added, they will not be visible on an existing template. You need to create a NEW Import template to see any additional custom fields that you have added.

 

 

Deleting an import template

To delete an import template:

Step 1: Navigate to Administration > Other > Define Import Templates.

 

Step 2: Select an existing Template and click the Delete  button.

 

Step 3: At the Are you sure you want to delete the selected template? prompt, click Yes.

 

Step 3: In the Manage Import Templates window, click Close.

 

 

Copying an import template

You can duplicate an existing import template (to provide a starting point for a new template, for example).

To copy an import template:

Step 1: Navigate to Administration > Other > Define Import Templates.

 

Step 2: Select an existing template and click the Copy  button.

Step 2: Follow steps 3 through 19 of Creating an Import Template.

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All Support Team Members (866) 684-7387 RR_Support@revq.com
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Aaron Burge (Installation) Ext. 5710 Aaron.Burge@revq.com

 

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