Import Transactions
Executive Summary
Import Transactions brings other accounting transactions recorded in AlayaCare (for example payments, adjustments and credits) into the integration so they appear on client accounts. Finance staff choose a branch, billing cycle, year and period and start an import. For every funder on that cycle whose period is still open, the system reads the period's transactions from AlayaCare, keeps those whose AlayaCare transaction type has been set up in the system with a document type, and creates an open transaction for each one that has not already been imported, for clients on the selected branch. Client accounts and billing contacts are created or refreshed from AlayaCare along the way. Each import is saved as a job in the list. Opening a job shows the transactions, accounts and messages created and lets you export them to Excel.
Key Features
- Start a new import for a branch, billing cycle, year and billing cycle period
- Import only transactions whose AlayaCare transaction type is set up with a document type and a department
- Import only transactions for clients on the selected branch
- Skip transactions that were already imported, so an import can safely be re-run
- Record each transaction as a credit or a debit, according to its document type
- Automatically create or refresh client accounts and billing contact details from AlayaCare
- Keep a history of every import with its timing, duration, included count and message count
- Filter the import history by branch (for users allowed to see all branches)
- Review the transactions, accounts and messages for an import
- Export an import to Excel (Summary, Invoices and Accounts sheets)
Typical Workflow
- Click Start A New Import.
- Confirm the Branch, select a billing cycle, confirm the Year, and select a billing cycle period. Click Ok.
- Watch the progress panel while transactions are downloaded and imported. A message at the end reports success, errors found, or that no transactions were imported.
- Find the new job at the top of the list. Check the Included and Messages counts.
- Open the job (the edit button in Manage Records, or right-click the row and choose Edit) to review the Transactions, Accounts and Messages tabs.
- Click Export to save the job to Excel, then Close.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|
| View | Open the page, start an import and review job details |
| All Branches | Choose any branch when filtering the list and starting an import. Without it, the page uses your own branch. |
| Settings View | Show View Settings |
| Settings Edit | Show Edit Settings |
Main Grid
Lists previous transaction imports for the selected branch filter, newest first (14 rows per page).
| Column | Description |
|---|
| Branch | Branch the import was run for. |
| Added | Date and time the import was started, shown in the tenant time zone. |
| Added By | User who started the import. |
| Cycle | Billing cycle imported. |
| Year | Billing year. |
| Period | Billing period number. |
| From | First date of the period. |
| To | Last date of the period. |
| Processing Start | Date and time processing began. |
| Processing End | Date and time processing finished. Blank while the import is running or if it did not finish. |
| Duration | How long the import took. |
| Included | Number of transactions imported. |
| Messages | Number of messages recorded for the import. |
| Manage Records | Edit button that opens the import details. |
Main Grid Filters
| Filter | Purpose |
|---|
| Branch | Shows the imports for the selected branch. Users without the All Branches permission are limited to their own branch. |
Changing the branch refreshes the list immediately.
Actions
| Button | Description |
|---|
| Start A New Import | Opens the Start A New Import dialog. |
| View Settings | Shown when settings view is permitted. Opens the page settings dialog, which currently contains no options. |
| Edit Settings | Shown when settings edit is permitted. Opens the page settings dialog, which currently contains no options. |
| Edit (button in Manage Records, or right-click a row) | Opens the details of the selected import. |
Dialog Components
Start A New Import
Opens from Start A New Import. Choose what to import and click Ok.
| Field | Purpose |
|---|
| Branch | Branch to import for. Only transactions for clients on this branch are imported. |
| Select A Billing Cycle | Billing cycle to import. Only funders assigned to this cycle are imported. |
| Year | Billing year. Defaults to the current year. In January and February the previous year is also offered. |
| Select A Billing Cycle Period | Period within the chosen cycle and year, shown as year, period number and date range. The list fills once a cycle and year are chosen. |
A warning is shown if no billing cycle or no period has been selected. The dialog closes when you click Ok and the import runs in a progress panel.
Detail
Opens from the edit button or right-click Edit on a job. Close it with Close. The top of the dialog shows read-only totals:
| Field | Purpose |
|---|
| Period | Year, period number and date range of the import. |
| Total Amount | Sum of the credit amounts of the transactions imported. Debit transactions are not included in this total. |
Click Export to save the job to Excel. The file contains three sheets:
| Sheet | Contents |
|---|
| Summary | Import details (ID, cycle, year, period, dates, processing times, duration, included count, added date and user). |
| Invoices | One row per transaction: AlayaCare id, client, billing contact, funder, credit amount, posting date and any message recorded for the same client, billing contact and funder. |
| Accounts | Client accounts used by the import. |
Tabs
| Tab | Purpose |
|---|
| Transactions | Transactions created by this import. |
| Accounts | Client accounts created by this import. |
| Messages | Errors written during the import. |
Transactions — Grid
| Column | Description |
|---|
| Client UID | AlayaCare client ID. |
| Client Name | Client name. |
| Billing Contact Id | AlayaCare profile ID of the billing contact (0 when there is none). |
| Billing Contact | Billing contact name. |
| Funder Id | AlayaCare funder ID. |
| Credit Amount | Amount, when the transaction's document type is a credit. |
| Debit Amount | Amount, when the transaction's document type is a debit. |
| Posting Date | Transaction posting date. |
The list is sorted by client name.
Accounts — Grid
| Column | Description |
|---|
| Client UID | AlayaCare client ID. |
| Client Name | Client name. |
| Funder Code | Funder code. |
| Funder Name | Funder name. |
| Billing Contact ID | AlayaCare profile ID of the billing contact. |
| Billing Name | Billing contact last name, first name. Blank when there is no billing contact. |
| Bill Contact Is Client | Checked when the billing contact is the client. |
Messages — Grid
| Column | Description |
|---|
| Invoice ID | Not used for this import (blank). |
| Invoice Number | Not used for this import (blank). |
| Client UID | AlayaCare client ID. |
| Funder Id | AlayaCare funder ID. |
| Type | Message type (Error). |
| Message | Description of what happened. |
Common messages:
| Message | Meaning |
|---|
| Transaction Type name missing Department | Error: the transaction type is set up but has no department. The transaction is not imported. |
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|
| Billing Cycles | Billing cycles offered in the Start A New Import dialog. Also covers its billing cycle periods: periods offered for the selected billing cycle and year. |
| Branches | Branch used to filter jobs and to select the branch to import. |
| Document Types | Decides whether an imported transaction is recorded as a credit or a debit. |
| Funders | Funders assigned to the selected billing cycle. Also covers its funder periods: A funder period must exist for the cycle, year and period and must be open for that funder to be imported. |
| Transaction Types | Each AlayaCare transaction type to import must be set up with a document type and a department. Types without a document type are not imported. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Start A New Import
- A new import job is saved with the branch, cycle, year, period dates, your user name and the start time.
- Funders assigned to the selected cycle are listed. For each funder, the funder period is checked. If it does not exist or is closed, the funder is skipped.
- The funder's transactions for the period dates are downloaded from AlayaCare.
- For each transaction, its AlayaCare transaction type is matched to a transaction type set up in the system with a document type. Transactions of any other type are skipped without a message.
- The client is loaded from AlayaCare. If the client is not on the selected branch, the transaction is skipped without a message.
- If the transaction type has no department, an error is saved and the transaction is not imported.
- The client account for the client, funder and billing contact is looked up. If it does not exist it is created from the AlayaCare client details (using the year of the client's first service). If it exists, name, address, phone, email, branch and billing-contact-is-client details are refreshed from AlayaCare, with the changes written to the action log. The billing contact's details are saved or updated from AlayaCare at the same time.
- If the AlayaCare transaction has not already been imported, it is counted as Included and an open transaction is created with the posting date, the department of the transaction type, the AlayaCare memo as the note, and the amount as a credit or a debit depending on the document type. Transactions already imported are left unchanged.
- If a transaction cannot be saved, an error is shown and the import stops at that point.
- When all funders are done, a message reports whether transactions were imported, whether errors were found, or that no transactions were imported. The job is updated with its end time, duration and number of transactions included.