What information should I enter to import fees
It's best if you download our template using the link above in order to see which columns are going to be necessary to be fill out in order to complete the import.
Alternatively you can use your own spreadsheet (please note that only .csv files can be uploaded) and after that you'll be able to match the columns in your files to the columns in OfficeRND - more on that later.
In order for the fees to be imported, you need to:
- Navigate to Settings>> Import.
- Click on the Fees tab.
If your custom role does not give you access to the Settings section, you can import the fees by:
- Navigating to Community>> Fees.
- Clicking on Import fees.
The main columns that you can fill out are the following:
Email - email of the member or the company to which the fee is going to be assigned.
Company - name of the company to which the fee is going to be assigned.
Member - name of the member to which the fee is going to be assigned.
Important: Companies and members must exist in the system prior to importing their fees
Note: If you do not enter a company and only a member, then the fee is going to be associated only with the member.
If you do not enter a member and only a company, then the fee is going to be associated with the company alone.
Location - the location to which the fee is going to be assigned.
Date - the date when the fee occurred. Please use one of the following date formats:
YYYY-MM-DD, DD/MM/YYYY and MM/DD/YYYY
Name - the name, which is going to be used for the fee.
If no name is set then the name of the plan is going to be used for the name of the fee.
Price - the price that is going to be set for the fee. If entered, this will override the price of the plan, if left empty the default price of the plan will be used.
Plan - the plan that is going to be used for the fee. If no plan is entered, then the fee will be associated with the default one-off fee account.
Quantity - the quantity of the fee. If left empty the system will count it as a single fee.
After you create your sheet file with all of the necessary data you'll be able to upload the file using the "Upload CSV" button.
Upon uploading the file that you've created the system will check for any inconsistencies and you will be unable to click the "Continue" button, until the errors have been resolved.
What should I do after I upload the file
Choose date format from which OfficeRnD will parse the dates
You'll first need to select the date format that you're currently using in your csv file in order to help OfficeRND set the dates of the fees correctly.
Note: This is extremely important, because if the format is not set correctly fees could be imported with the wrong dates.
For example if you're using either DD/MM/YYYY or MM/DD/YYYY the date format needs to be chosen appropriately, otherwise the day and month of a fee could be switched around.
Choose locations from which OfficeRnD will match customers
Choosing a location is optional. By default it matches customers from all locations. You can select more than one location if you need to.
Selecting is location is important in certain cases, and it's best explained with an example. Let's say that you have Location 1 and Location 2. In both locations you have a member/company with the same name/email. If you upload a file for the member in Location 1 and try to validate it, it will colour the whole line in red with an error message "Multiple Customers Found With Name:****" . If you choose the location of the correct customer with this selector, it will only look into this location to match and will not throw an error.
Note: If you have duplicating customers in different locations and try to import fees for locations that those duplicating customer are in, you will encounter the above mentioned error. The only solution will be to move the problematic customer fees in a separate import file just for the correct location. Another option would be to avoid having customers with duplicating identifiers.
After completing an import you'll be able to save a preset.
This means that the next time you're uploading a file for import, you can select any presets that you've saved under "Choose a matching preset".
That way any columns that you previously matched with your previous import are going to be automatically set to the way they were during that particular import.
By default the OfficeRND imports use the email as the unique identifier when uploading a fee.
This means that even if you don't enter a name for the member you'll still be able to import a fee for a member with a specific email address.
However if you'd like to use another value as a unique identifier you can click "Change unique identifier" under "Customer Identification".
This will allow you to match one of the columns in your file to a column in OfficeRND, which is going to serve as a unique identifier, e.g a custom property - more on custom properties here.
If you decide that you don't want to set another unique identifier you can click "Revert to default" to use the default identifier.
In the bottom of the import page you'll be able to see two rows of columns:
The first row displays the default columns in OfficeRND.
The second row displays the columns of the uploaded file. You can match your columns to the columns in OfficeRND so that you can make sure that the data from your columns is going to be used in the default ORND column.
If there are any errors or inconsistencies in the data, the system will display a warning and will not let you continue.
You'll be able to see a description of the problem either on the row that's problematic or on the whole column.
Upon clicking "Continue" you'll be able to see a short review of the number of fees you're going to import.
You'll also be able to save a preset CSV for future imports.
In order to finalise the import you can click the "Import" button, after that the system will start importing all of the relevant data and will notify you once the process has been completed.
All of the imports that have been completed recently will appear in the UI of OfficeRND. If they were successful they're going to have a "Completed" tag next to them.
If they weren't they'll have a "Pending" tag and you'll be able to click on the cogwheel next to them and select either "Continue" to continue with the import or "Delete" if you'd like to remove it.
Clicking the name of the file will also allow you to continue with the import.