Any payment file that comes into GovCollect from an outside source will follow the steps below. Common examples include lock box, mortgage files and online payment files. The import tool allows you to do an import on a file one time or set up a map for that file layout so you can reuse that import quickly.
How to Import a Payment file from a 3rd Party
1. Step 1 is to select the type of data you are importing. The most common form is CSV or Comma Separated Value. This does not mean the data you are importing is always going to be separated by a comma. The data could also be separated by spaces or tabs which you can select. Another easy way to import data if you have it in an excel spreadsheet you can click "Save As" and then click "Save as CVS."
2. Once you have selected the type of data you are importing then you need to select or enter a map name. You may use a preexisting map or a new map that you may want to create and use in the future. In this example the map name is Nshelbylibrary_lockbox.dbf. If you are doing a new import and leave the map field blank, your map will not be saved for future use. You can have maps for any type of import such as data conversion, tax assessment imports and payment files.
3. Once you have entered the map you can click "Next Step" and the next browse window will appear: Please refer to the picture below:
4. This browse window is telling you to select your CVS file name. Click the button with the arrow to find your file name. We will assume you saved the payment file you received from your bank lock box into your GovCollect product folder. This will be in your GovCollect product folder such as the picture below:
5. In this case our file name is "2000_20121206." and click "Open."
6.Once you click open it will copy that file name back to the Data Importer browse window such as the picture below:
7. Once you are finished click "Next Step." Now that you have selected your "file name" you will now find your "Target Table." This is basically telling the system where to put the information. When importing a payment file you WILL NOT hit the arrow button to find your target table because all payment files are imported into a BATCH table.
YOU WILL CLICK THE "PRODUCE BATCH FOR LATER PROCESSING" OPTION.
Please refer to the picture below:
8. Once you hit the "PRODUCE BATCH FOR LATER PROCESSING" button on the page it will bring you to the picture below where you are able to select the type for this batch, which in this case is a "Lock Box" and enter in any description or comments. Also you are able to enter the effective date for this file IF it is not on each payment entry in the file the bank sent you. This Effective date if entered will be inserted on every entry in the file. Once you have entered the type and effective date click "Continue."
9. In this case the system will assign the next Batch number in order "BH22.dbf" as our target table and the type is a "lock box."
* Note that the "Character Fields CSV" has two options to "Remove Left and Right Spaces." It will help to check both of those just in case your data has unnecessary spaces in between information.
10. Once you hit "Next" a window will pop up saying the fields have been mapped such as the picture below:
11. Step 4 is showing you the "field map" So under "Field Mapping" you will see in this example that Field001 is the payment, Field002 is the Check_NO or check #, and Field 3 is the ID number from your import file. If you are not happy with this mapping you can always change the mapping.
12. If you are happy with the mapping click "Finish" and like the picture below the light will be red until all the data is imported in which the light will turn green.
13. Once the data is finished importing and the light is green click "close."
14. Next you will refer back to the navigation tree and find "payments" and click on "Batch." When you click "batch" it will ask you to log in again which is normal. Please refer to the picture below to locate "Batch."
15. When you are finished logging in the picture below will appear. Here you will click "Edit Existing Batch."
16. Once you click "Edit Existing Batch" you will be asked to select a batch file. Please refer to the picture below. For this example we selected "BH22."
17.Once you select the batch you want you can click it and it will take you to the next browse window:
18. All your entries will be present so push the ADD UP BATCH button and confirm the total matches what the bank said is in the file. If it is correct, click Close and POST your batch.
19. Push the POST BATCH button. Select the Batch number in this example BH22 and click OK. The picture below will be displayed.
When you click "Post a Batch" you may get asked the question you see in the picture below:
The system is smart and can recalculate an account while posting to it in a batch. The two most common times that you want to use the EFFECTIVE DATE on the line item in your batch and recalculate a charge is to back date and put a discount back in effect or to back date and remove penalty and interest.
Pay attention to these hints below for clicking YES or NO.
**NOTE: For PENALTIES:
-If you want to leave a penalty on an account click "YES"
-If you want to remove a penalty on an account click "NO"
-If you want to leave a discount click "NO"
-If you want to remove a discount click "YES"
Just like posting a normal payment batch, you will see a progress bar and when finished, you will see a finished box.