Client Payment Import

Client Payment Import

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This article is part of the Imports section.

Find all related articles here:
 
The Client Payment Import tool in CPL allows you to upload a file from your bank or provider, so CPL can record payments against the relevant client accounts.

Getting Started


  1. Go to the Tools menu.

  2. Select Data Import from the drop-down, then choose Client Payments.

This will open the Client Payments Import Wizard on the Data File Import screen.

Uploading the File


InfoHere you'll find import templates that you've requested and for which CPL has configured the Data Definitions File. This file helps map the data correctly. 

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CPL will give you a sample .CSV file to assist you before you start importing client payments.

To upload your file:
  1. Highlight the appropriate import template.

  2. Click the folder icon in the bottom-right corner to browse for the CSV file.



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    Make sure the file isn't open, as open files cause import errors.

  3. Select the file and click Open to start the upload. A progress bar will appear and a pop-up will confirm successful import. Click OK.

  4. When the progress bar shows 100%, it will display the number of processed payments. Click Show Details for more information:



  5. If you see "0 rows were not understood", it means all rows were processed successfully. Otherwise, issues will appear in red and need resolving before you proceed. Click Next:


Validating the Data


On the Validation screen each payment appears in the grid at the top, displaying one of the following icons:
    1. A green tick indicates that the payment row can be imported: 
    2. A stop sign shows that there are missing posting details, preventing import: 
    3. A document with an arrow indicates it has been imported previously and will not be imported again: 

Review and resolve any data issues:
  1. Check the box in front of each row you wish to import.
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Only the rows marked with a green tick can be imported.
  1. To organise the grid by the symbols, click on the empty cell above the column:



  2. To view details for a specific row, click on it to display the details in the Posting Details section at the bottom. Here you can adjust some details as needed.

    For example, if the correct client hasn't matched automatically, click on the binoculars icon to search for them:



  1. To search for a client, do the following:

    1. Enter the client's name, address, or account number in the search box.

    2. Highlight the correct result.

    3. Click Open Client to view the client account (optional).

    4. Click Select to choose the client.



    5. You can also use the Search by Balance Due checkbox to enter a balance range and display clients who owe within that range:

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Once you've finished selecting a client, click on another row in the grid to refresh the selection there. 
  1. You'll also need to address any other missing information until the stop sign turns into a green tick.
  1. As you resolve any missing information, each payment will auto-select itself in the Select column once it has all the required details:


  1. The Nominal and Payment Type columns should be populated in the grid. You can amend these manually for each payment as needed.  
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If a payment reference doesn’t match the client account number in CPL, you can manually match it to the correct client. In future imports, CPL will automatically match the payment as long as the reference stays the same.

Splitting the Client Payment


While a payment is highlighted in the grid, you can use the Posting Details section to allocate a percentage of the total payment to any outstanding Float or Proposed Works balance:
  1. Adjust the Amount field to split the payment between the Float and PW Amount fields. If part of the payment should go toward a proposed work, select the appropriate one from the Proposed Work drop-down.

  2. The last column on the right shows any outstanding amounts, helping you split the payment correctly:



  1. In the next screen, you’ll have the option to pay off the outstanding float first for all clients, before applying the payment to the balance.
  1. Once all payments have green ticks, make sure they’re selected and click Next to move to the Payment Posting screen.
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You can process only some payments now. Upload the same file again later and the system will display the document icon with an arrow at the start of the rows that have already been imported.

Payment Posting Screen


The Payment Posting screen will display all selected payments. Review them before posting to CPL. If you need to make changes, click Back to return to the Validation screen.

At the bottom-left, you can choose to settle clients' floats as part of their balance. By default, the system processes one payment per client, but selecting Settle Float will pay off any outstanding float first, then the remainder will go toward the balance:



Ticking this option will move the relevant amounts into the Float column:



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​This applies to all clients in the list.

A warning will appear, click OK to continue:



Once you're satisfied, click Post to process the payments. The progress bar will update and once finished, click Next to continue.

Reconciliation Import Screen


The next screen is the Reconciliation Import screen. If it's blank, no further action is needed. Click Next to move to the final Summary screen.

Summary Screen


A Processing Report message will appear, followed by the Data Import Payment Report. This lists the posted amounts and the batch number:



You can save or print this report using the icons at the top.

This is the final step of the import process. Click Finish to complete it.

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The imported payments will appear on the Transaction Activity tab of the relevant client accounts.

The Bank Nominal from your CSV file and the Client Control Nominal will be updated accordingly.

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