The Bulk Manual Payment Recording feature allows our clients to record manual payments across multiple customers in a single batch job process. You can use this feature whenever you need to record multiple cheques or wire transfers across your customer base and want to save time by not needing to manually record each payment on each customer individually. The Bulk Payment Recording service is the first bulk operation being made available for clients to self-administer via our new Import Jobs utility.
To access the Bulk Payment Import feature, you will need to navigate to Jobs > Imports
If you have never submitted a bulk import job you will see the following screen:
Simply select the "Manual Payment Recording" option from the drop down to start the step by step import wizard.
If you have existing import jobs you will see the following screen:
Simply select the "Manual Payment Recording" option from the Import Type drop down in the top right and press the “Create Import Button” to start the step by step import wizard.
Note: As an added bonus the import screen grid will also provide you visibility into any bulk imports that have been performed for you by our onboarding team.
Step 1: Import File
In order to use the Bulk Payment Recording feature, you will need to upload a CSV file identifying the Customer Fusebill IDs that you would like to apply payments to, along with the corresponding payment amounts.
For your convenience, you can download an initial sample of a CSV file that is already pre-formatted in the correct format for importing.
Required CSV Format:
(Required) - identifies the target customer that the payment should be applied to. Any Fusebill ID you specify must belong to your account. You can have multiple entries in the list for the same Fusebill ID.
(Required) – the amount in currency format for the desired Payment
(Optional) – a string to help identify the payment in reports (Example: Check#, Wire#, etc.)
(Required) – must be one of “Check”, “DirectDeposit”, “Cash”
You can also identify your payment import file with a Reference string to help you keep track of your imports.
Once you have chosen your File you can press the “Upload File” button to continue to the next step of the Wizard.
Step 2: File Validation
When you first upload an import file the Fusebill system will do an initial file validation structure to ensure that your file meets the basic requirements necessary to process a deeper record by record validation.
If the file you uploaded is not in the correct structure or is missing key mandatory information you will be presented with a File Validation Failed summary screen similar to this:
You must correct all primary File validation errors before proceeding to the next step of the wizard. For your convenience, the Fusebill system will identify the errors it is able to in this step. Pay close attention to the naming convention of your headers and leverage the sample CSV provided in order to help you get through this step.
If your file meets all of the initial validation you will be presented with this screen:
Simply press the “Start Record Validation” button to continue.
Step 3: Record Validation
The Fusebill system will analyze your import file to ensure that your import will be successful. During this phase your data will be analyzed to ensure that the Fusebill IDs you have specified actually exist under your account and are ready to accept manual payments.
During record validation, you can choose to stay in the wizard and watch the progress or you can exit the wizard and come back to your import job once validation is completed.
Once validation is completed you will be provided with a summary screen showing you the total count of records identified in your import. You will also see a count of all records that have passed validation and a count of all records that have failed validation.
Downloading Failed Validation Records
You can download the list of failed validation records. The failed validation file will identify the failure reasons to allow you to fix the records for a resubmit.
Step 4: Importing Validated Records
When you are ready to Import your validated records, you can first select your invoice payment allocation option.
Oldest to Newest – this is the default invoice payment allocation order. It tells the Fusebill system to automatically apply the manual payments to the oldest unpaid invoices on the target customer.
Newest to Oldest – this is an option invoice allocation order that tells the Fusebill system to automatically allocate the manual payments on the most recent posted invoices on the target customers.
When you have made your invoice allocation option selection simply press the “Import Validated Records” button and your payments will be applied to all your target customers. You can monitor the progress of your import jobs from the main import grid at any time.