IMPORTING BATCH TRANSACTIONS

LegalSuite has an Import function which can be used to import batch transactions into the program. Files can be imported from excel, comma delimited files or xml. It is very important to remember that the files can be imported ONLY IF they are in the correct Format.

FORMAT FOR BATCH TRANSACTIONS

When importing data using the excel format, the first line is the heading line and must contain the names of each field. The first field must always have the word “BatTran” in it. BatTran Records cannot be updated, they can only be added.

Below is an example of what the Interest Import must look like in

EXCEL

COMMA DELIMITED FILE

FIELDS

BookType	The following batch types are supported: J – Journal, R – Receipt, P – Payment, F – Fee, D – Disbursement, I – Investment and B – Creditor If left blank then the BookType will be set to J
	Dr Account: You can debit a matter, business account or creditor.
Matter1	The Matter to be debited Use FileRef, @OldCode, %AlternateRef or #RecordId
Business1	The Business Ledger to be debited Use Description, @OldCode or #RecordId
Creditor1	The Creditor to be debited Use Description, @OldCode or #RecordId
Description1	Debit Description
	Cr Account: You can credit a matter, business account or creditor.
Matter2	The Matter to be credited Use FileRef, @OldCode, %AlternateRef or #RecordId
Business2	The Business Ledger to be credited Use Description, @OldCode or #RecordId
Creditor2	The Creditor to be credited Use Description, @OldCode or #RecordId
Description2	Credit Description
Date	Batch Date. Leave blank to use Todays Date
Year	Batch Year. Leave blank to use Current Year
Period	Batch Period. Leave blank to use Current Period
Amount	Batch Amount
VatRate	VAT Rate (1,2,3, N,E,Z,'No Vat','VAT Exempt','Zero Rated')
VatType	VAT Type 1 = Output (Capital), 2 = Output (Other), 3 = Output (Exempt), 4 = Output (Zero Rated), 5 = Input (Capital), 6 = Input (Other) 7 = Payment, 8 = Refund
VatIE	VAT Inclusive or Exclusive (I or E) If this field is left blank it will default to ‘E’
VoucherFlag	Automatic Check No (Payment Batch Only)
VoucherType	Receipt Batch 1 = Cash, 2 = Cheque, 3 = Postal Order, 4 = Credit Card 5 = Direct Debit, 6 = Dishonored, 7 = Other, 8 = Electronic Pmt Payment Batch 1 = Cash, 2 = Cheque, 3 = Postal Order, 4 = Credit Card 5 = Direct Payment, 6 = Dishonored, 7 = Other, 8 = Electronic Pmt
Voucher	Voucher, Cheque, or Receipt  Number
Option1	See Appendix B For Values
Option2	See Appendix B For Values
ReceiptDetails	Details To Print On Receipt (Receipt Batch Only)
CollCommFlag	Charge Client Collection Commission (Receipt Batch Only) (0=No, 1=Yes, 2=Use Matter Setting)
AgentFlag	Charge Agent Allowance (Receipt or Fee Batch Only) (0=No, 1=Yes)
AgreedFeeFlag	Charge an agreed fee (Receipt Batch Only) (0=No, 1=Yes, 2=Use Matter Setting)
AddToCollDebitFlag	Send To Debtors Account (0=No, 1=Yes)
AddFileNoteFlag	Add To Debtors Account (0=No, 1=Yes)
InvestmentAccount	The name of the investment account for a matter (Used when receiving money, paying money and charging interest on investment accounts.  Leave blank to use matters default investment account.
VatMatter	When posting to the VAT Provision account you must specify a matter the transactions is for (Journal batch to Vat Provision)
Party	A Party For the matter.  This is used when making payments to a party. The field must contain the Party’s (MatterPrefix, @OldCode or $Name, followed by the role the party plays on in the matter optional followed by a sorter number.  Each field must be separated by an underscore. If no sorter number is found and a party plays the same role more than once then the first one will be used e.g. <Field Name=”Party”>ABC1_Creditor (Admin)</Field> or <Field Name=”Party”>ABC1_Creditor (Admin)_1</Field> If the party is not found then it will be automatically be added to the matter.
DebtorCollCommFlag	Charge the debtor collection commission (Receipt Batch Only) (0=No, 1=Yes)
Comments	A batch will be created with this name. If left blank the batch will be called import. E.g. Receipt (Import) or Receipt (12/10/2006)
Reserved	Used when importing Split Receipts (This is the reserved portion of the receipt)

HOW TO IMPORT THE BATCH TRANSACTIONS

Go to the “File” menu and select “Import/export”.

Select Import Data

The Following Screen will appear:

Filename – Enter the name of the file to wish to import.  Valid files are files ending with the following extensions:

.xml      -           xml files

.xls       -           excel files

.csv      -           comma delimited files

If you have any other Import/Export queries you can click on the  icon on the Import screen.

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