Add a Direct Bill Transaction Batch

If you receive direct bill commission statements from a carrier, you can import them into the system using Direct Bill Transaction Import, which automatically creates a direct bill statement in the Reconciliations area. You can import direct bill transactions from CSV, XLSX, or XLS files in Comma Delimited, Excel Workbook, Fixed Field or Semicolon Delimited format.

Before you can import a direct bill transaction batch, you must have a mapping file defined in Import/Export, which specifies the file format and mappings for the import.

1. Access the Import area.
   1. To access the General Ledger from the Home screen, do one of the following:

   1. • Click General Ledger on the navigation panel.
      • Click Areas > General Ledger on the menubar.
      • Click the down arrow next to Home on the options bar and select General Ledger.

   To access the General Ledger from another area of the program, do one of the following:

   • Click Home > General Ledger on the menubar.
   • Click the down arrow next to Home on the options bar and select General Ledger.

   2. Click Import on the navigation panel or Areas > Import on the menubar.
2. Click Direct Bill Transactions under Import on the navigation panel.

3. Do one of the following:

   • Click the Add button to the left of the list.
   • With focus on the list, press [Insert] on your keyboard.
   • Press [Ctrl] + N.
4. The Add Batch - Direct Bill Transactions screen displays. Click Browse and navigate to the file with the transactions you want to import. Select it and click Open.
5. Select the Entity type and then the specific entity that sent the transactions.

6. Select a Mapping file that defines the data. See Import/Export for more information on creating mapping files.

   • Before importing mapping files, verify their formatting.
   • • Open all CSV files in Microsoft Notepad to determine whether commas or semicolons are used as delimiters between the values.
       1. Navigate to the location of the CSV file in Windows Explorer.
       2. Right click the CSV file and select Open with > Notepad.
          • If the file uses commas, select a mapping file with a File format of Comma Delimited.
          • If the file uses semicolons, select a mapping file with a File format of Semicolon Delimited.
     • Open all XLS or XLSX files in Microsoft Excel to determine whether they contain header rows and whether their cells are formatted as Text.
     • If you import an XLS or XLSX file without a header row whose cells are not formatted as Text, dates and amounts will be formatted according to Excel’s formatting settings, rather than the mapping formats set up in Configure. To ensure that the file uses these mapping formats, update the cell formatting to Text if necessary.
7. In the Start import from row field, enter the first row number that you want to import. All of the rows that follow the selected row will also be imported.
8. Select the Use premium payable from policy checkbox if applicable.

If you do not select the Use premium payable from policy checkbox, choose the correct Premium payable type and entity.

9. Make a selection in the Add to dropdown menu to specify the item to which you want the transactions to be added. The choices are Line or Policy.
10. Select the Code for the transactions.

Note: The Transaction Code will be used only if the mapping file does not have a transaction code mapped, or if the code in the data does not match any of the transaction codes available in the system.

11. Choose the Accounting month and year for the transactions.
12. Enter a Statement description.
13. Select the File items as reconciled checkbox if applicable. Importing direct bill transactions creates a reconciliation statement and automatically associates the imported transactions, but selecting this option flags the items on the statement.
14. Select the Finalize the statement checkbox if applicable.

15. Select the general ledger item with which the transactions should be associated:

    • Disbursement
    • Journal Entry
    • Receipt
    • Voucher
    • <Do Not Associate>
16. Select the Bank account to which the transaction applies.
17. Enter a Reference # or Check # if applicable.
18. Select a specific item's Detail if applicable.
19. Click Finish to return to the Import - Direct Bill Transactions list.

The transactions are not imported automatically. You must use Import Batch under Actions to load the transactions into the system. Applied Systems recommends reviewing the import before applying the transactions to make sure everything imports correctly.