PSA L&P - Deposit: How to import a deposit

How to import a deposit

To successfully import a deposit file, you must:

 

Guidelines

  • Deposits may be imported into ParishSOFT Accounting using a CSV file.
  • Do not use special characters (dollar signs or commas) in your CSV file.
  • The deposit date must be during or after the current accounting month.
  • Several deposit transactions may be listed in the CSV file and imported at once.  (example)
    • Each unique deposit transaction will have a different transaction number in column F.
    • When one deposit is distributed among multiple income accounts, use the same transaction number (in Column F) for each line.
  • The file will not have column headers.
  • The information must be formatted as described below.  

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CSV File layout and format

This image shows into which column the information must be placed in the CSV file. The second image below gives a description or format of each field.
excel_item_placement.jpg
Description or Format of each field
excel_item_defs.jpg


A CSV file is often displayed in excel in columnar format with each column representing a field separated by a comma in the actual text. Below is the actual CSV (comma separated value) text, shown to give a visual of how one of the two optional fields (in this case Comment) would look if left blank. For context, see the Description or Format of each field above for column D, Comment. If your CSV file is created in Excel, the cell would be left blank.
csvfilewithcommas.jpg

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Steps for import

  1. Go to Ledger & Payables → Process → Import Deposit
    import_deposits.png
  2. Click the Choose File button, the browse for your properly formatted CSV file.
    Choose_File.png
  3. Click the Import button.
    Import_button.png

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Example of an imported deposit

This deposit is the result of an import which is outlined below. Each letter represents a column from the CSV file. If your organization uses Primary/Subsidiary Bank Accounts, the formatting and content of each column are the same with this caveat.deposit.jpg
Here is the file that was imported. It created two deposits but only one is shown above. The file layout and format is described below. The highlighting is to show the two separate deposits embedded in this one CSV file.
exampleofdepositcsv.jpg

  • Note, every change in column F represents a new deposit.
  • All three rows with a 1 in column F imported into Deposit 1031 and represent the income distribution for that deposit.
  • Notice, there is no header row. 

Here again, is the CSV file (displayed in Excel) with some explanations below.
exampleofdepositcsv.jpg

  • Note the first three items listed in the CSV file have a Transaction number of 1. In the actual deposit (shown below), the deposit number is 1031.
    • The Transaction number in the CSV file is used to group all of the line items that belong in one transaction.
    • Transaction Number 2 would have imported as deposit number 1032 and would have only one line item.
  • Each line in the CSV file with the same transaction number imports as one deposit with each income account in it's own line in the grid.
  • The amount of the deposit must be entered as a positive number.  The amount will credit the Income Account (Column A) and debit the Bank Account (Column G).
  • Each of the line items will show individually on account balance reports.
  • Use the same bank account for each transaction number (so all lines with a Transaction Number of 1 would use the same bank account; all lines with a Transaction Number of 2 would use the same bank account, etc.) Please click the following link to learn how to enter the bank account information if your organization uses Primary/Subsidiary Banking.
    deposit.jpg

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Primary/Subsidiary Bank Account

Primary/Subsidiary Bank Account users may enter different subsidiary bank accounts for different income distribution line items on the same transaction, but the subsidiary accounts must be tied to the same primary bank account. If the subsidiary bank accounts have different primary accounts they need to have different transaction numbers

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Error Report Example

deposit_import_error_log.png  

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Comments

2 comments
  • I want to look into this to see if it will be useful for my parish. I have a few questions.

    1. This is a good explanation of formatting the import file. What are the steps for the actual import?
    2. Can an additional column be included to populate the "Comment" field in the Deposit Header?
    3. Is there some way that I can test the process without posting to my live data in case there are file/data issues?

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  • Larry, Thank you for your good questions and comments. I have updated the article to include the actual steps for import, which was an excellent suggestion. I have added two Support Tickets to our Ticketing System for points 2 & 3. You will be hearing from the Support Team about those items very soon.

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