Import Transactions

The Import Transactions function is designed to import transactions from a CSV file into Arbor Finance via the Batch functionality.

8 transaction types can be imported which are:-

Income/Expenditure

• Inc - Income
• Esp - Expenditure
• I/C - Income corrections
• ESC - Expenditure corrections

Accruals

• CRT - Creditors
• DBT - Debtors
• PRE - Prepayments
• ACR - Receipts in Advance

To upload the transactions you will need to create a CSV file of the transactions with the following information.

• Type - Type of transaction using a short code as above (INC, ESP, I/C, ESC, CRT, DBT, PRE, ACR)
• Income source/suppliers - use the Account code for the Income source or Supplier
• Alternate payee - use the Account code for the alternative payee
• Analysis code - use the Analysis code
• Budget code - use the Budget code
• Payment type - this will be None, BACS, DirectDebit, Cheque or Centrallyinvoiced
• Gross - enter a number with no commas
• Nett - enter a number with no commas
• VAT - enter a number with no commas
• Reference - add the cheque number using None in the payment type
• Batch reference - add a written comment
• Bank account - enter the name of the bank account to post the transaction against (from your list in Arbor Finance)
• Details - this is a comment field for transactions
• VAT code - type the number for the VAT code used (0-8)
• Invoice no - enter the invoice number
• S16 - type Y if S16 needed
• Funding stream - add the Funding stream name
• Cost centre - add the Cost centre name

The file you produce will be a CSV file (comma-separated value) it is important not to use commas within the file otherwise this will lead to errors.

When typing values into Excel if there is a leading 0 you want to keep defining the column as a text field before entering the data.

1. Once you have prepared your file go to the System Menu and choose Import Transaction from the menu. (if this is not on the menu please check your user permissions).
2. You will now be presented with the screen below to add your file.
   
   
3. Click Choose File and browse to your CSV file.
4. Click on Open to load your file
   
   
   
   
5. If the Header Row for your file is not the first line then enter the Header Row line number in the Header line no.
6. If you have already saved a mapping for your file choose the mapping from the list.
7. Click Start Import to load the file
8. Now choose the column that contains your Transaction Types and click Next (if you have chosen a mapping then you can skip this step)
   
   
   
   
9. If you have not already chosen a saved mapping, you can now map your file headings to the ones required by Arbor Finance. Note that only the ones with a * are mandatory.
   
   
   
   
   
10. When you have finished enter a name for your mapping and click Save. This will remember your mappings for the next time.
11. You will now be presented with a Validation summary report showing you which lines have passed validation, which have failed and any warnings.
    
    
    
12. If there are any errors then you can either click the "See the summary report for full details including errors" to see the error details or Complete Import, and any lines with errors will be ignored.
13. The report will give you full details of all errors in the file which need correcting before the line will be transacted. Once you have corrected your file go back to step 1. to reload it.
    
    
    
14. Once you are satisfied with the file click Complete Import to upload your transactions.
15. You will see a confirmation message that your file has been successfully uploaded.
    
    
    
    
    
    Note: If you are in P13 then the transactions will be posted directly in Arbor Finance so the following instructions can be ignored.
16. To finish and see the results of the import, go to the View/Post Batches area in the Transactions menu.
17. Click on the relevant tab to see the transactions waiting to be posted.
18. If you have a lot of transactions you can search for them by using the Batch Reference you entered.
    
    
    
    
    
19. Select the transactions to be posted and click Post to post them. The help page on batching can be accessed here.