The import files program used with Govcollect give syou the flexibility to import just about any external file into GovCollect.  Any external payment file is import into a batch and you should reference that help desk article.  Other files like property taxes are always imported into the IMPORT table.  The only other kind of import is for data conversion when getting started.


The example below is a simple property tax import.  It focuses on just the import step of getting an external file into the import table.


1. Please look at your navigation tree and locate "audit." Under "audit" you will see "Import Files." Please refer to the picture below:


2. Once you have clicked "Import Files" a  browse window will appear such as the picture below.  The program can import data from many different sources.  A CSV is the most common.  That is a Comma Separated Value text file.  That means if you look at the data in Notepad you will find a "," between each field of data.



3. Once you have selected the type of data source or selected saved procedure (MAP) click "Next Step" and the following browse window will appear.  If this is a new import and you want to be able to do it again then enter a MAP Name so the system will save your map.


4. Click the button at the end of the source file field and locate your file you want to import.  Once you have located and click OK, you will see the path to your file in the source file name field.  Click NEXT step to continue to select a destination (target) file.



5. Push the search button at the end of the field and locate the file you want to the import to insert the final data into.  On tax imports that will be the import.dbf.  Then click the NEXT STEP button.



6. The Mapping screen is not hard to figure out.

A. Source Fields are the fields in order from the CSV file you are importing.

B. Field contents show you what the data looks like in each of the Source fields so it is easier for you to match it up into the right field in GovCollect.

C. EXISTING Field Name - Since we selected an existing table, IMPORT, we already know all of the possible fields we want to be able to pick from for import.  This drop down box allows you to select any field that exists in the IMPORT table.


Steps to follow:

1. Pick a source field.

2. Select a field from the "Existing Field Name" drop down.

3. Push the "+ Select Field" button and your field is now mapped.

3. repeat this for every field in the source file (csv).  If you have a field you do not want to import, select IGNORE from the drop down list and add it to the map.  EVERY FIELD MUST BE ACCOUNTED FOR IN THE MAP.


Once all the fields are mapped the screen will tell you so and ask you to click the FINISH button.  When you click FINISH the import of that data will begin.  Wait for the red light to turn green.


WARNING - field lengths can mess you up.  for example if your source file has an account number length of 22 but the destination account number field length is 20, you will loose the last 2 digits so you should look at your source file ahead of time to idntify any length issues.


We have not included every scenario in this introductory help article.  Other items that will come up include:

1. Using the runcommand.exe to massage the data once it is imported.

2. Yes you can repeat an import BUT you must zap the data from your first import.  the import program ADDS TO data in the destination file.  It does not overwrite data.

3. If you do not know where some of the fields should be mapped to just ask a support technician.

4. MAKE SURE the file you get each year from the assessor has not changed or your map will not be correct.

5. You can edit a map by simply double clicking on the field in the mapped area and the program will ask you if you want to remove it from the map.  Say yes.  Then you can remap it properly.

6. The fields do not have to be in order in the mapped area.


NOTE: Yes you can create your own table

This import program has the ability to allow you to create your own table as the output if you are doing some special data work.  When selecting a TARGET table you would type in your own table name.  By doing this when you go to the mapping screen it will look like this image:



The difference is you will now NAME the target field name as will as the field type and length before pushing the ADD FIELD button.