Using the Import Tool to Add/Update Records
CREATING A NEW TEMPLATE
In Practice Engine, there are tools available for users with permissions to import new data into the
system. These tools can be used to add new Staff, Entries, Contacts, Clients, and Jobs by using the
Standard Import Templates under Admin > Task Pad > Import Maintenance.
Please note: This page will be blank when first setting up your template. Click the “New” button to
select from the available standard templates to create your first import
For simplification, you can add a description that matches the Import Type. This does not limit you
in creating multiple variations of the same Template. For example, you can create two or more
variations on the Contact Attributes depending on the types of attributes you are trying to import
and apply to your Contacts. We recommend familiarizing yourself with these fields to help build the
template to fit your needs.
In this document we will highlight the different types of fields, those that are required, and other
optional fields that could be used to bring in additional information for each Import Type.
Please note: Both the Import Type and the Fields within each import can be renamed to help identify
the fields in the front-end. For example, County (used in UK) can be renamed to State, which will
update the fields according to the version of Practice Engine.
Use the below information to identify the Import Type for your purpose.
|
Import Type |
New/Update |
|
Adds new deposits |
|
|
Updates existing client attributes |
|
|
Adds new clients |
|
|
Adds new clients |
|
|
Contact Attributes |
Updates existing contact attributes |
|
Staff Charge Rates |
Updates existing staff charge rates |
|
Staff Details |
Adds new staff |
|
Staff Work Profiles |
Updates existing staff |
|
Standard Jobs |
Adds new standard jobs to existing clients where Service has been added |
|
Tallie Expenses |
Adds new expenses |
|
Tax Return Jobs |
Adds new tax jobs to existing clients where Service has been ad |
BANK DEPOSITS
The Bank Deposits Import Type can be used to create new Client Receipts. This will ONLY apply to
Client Receipts and CANNOT be used to create new Retainers or Sundry Cash Entries
CURRENCY
This field is used to map the Import Template with an equivalent value within Practice Engine.
Currency is used internally to help code the Client Receipt with the selected currency from PE.
In Admin > Categories etc., search for Currencies and use the Currency (i.e., USD) to update.
BANK INDEX
This field is used to map the Import Template with an equivalent value within Practice Engine. This is
used internally to help code the Client Receipt to the correct Bank.
To find the Bank Index navigate to Entry > Bank Summary and make sure the Bank Index column is in
the selected options.
LODGEMENT TYPE
This field is used to map the Import Template with an equivalent value within Practice Engine. The
Deposit Method Code is used to map the correct Deposit Method on the Client Receipt entry that
will be created through the import.
In Admin > Categories etc., search for Deposit Method and use the Deposit Method Code (i.e.,
CHEQUE) to update the Template.
CLIENT CODE
This field is used to map the Import Control match with an equivalent value within Practice Engine.
The Client Code is used to match the Client Receipt to the appropriate Client.
There are several ways to find the Client Code in Practice Engine. In the Client Details, the Code can
be found both in the Client Tab and in the Client Name.
An easier way to identify Client Codes is by using the Client Search. Add the Client Code Column into
your search results (if not included as default). This allows you to see multiple Clients at a time and
gather their codes quickly.
AMOUNT
This field is used to denote the amount associated with the Client Receipt. This field does not have to
be formatted to currency.
BATCH COMMENTS
This field is used to denote the amount associated with the Batch Comments for the New Deposit
Batch. The character limit is 255 characters
BATCH REFERENCE
This field is used to denote the amount associated with the Batch Reference for the New Deposit
Batch. The character limit is 15 characters.
FEE NO
This field is used to map the Import Template with an equivalent value within Practice Engine. The
Fee No is used to Allocate the Client Receipt against an Outstanding Invoice in the Client’s AR. If a
Fee No is not applicable, please ensure to have a separate Template for considerations when this
field should/should not be used (i.e., Bank Deposits for Clients with OS Invoices/Bank Deposits for
Client Payments with No Invoices).
Invoice Numbers/IDs are only generated when an outstanding Invoice has been Posted in Practice
Engine. In AR Transactions for a Client, you can find the invoice number under the Client > Task Pad >
AR Transactions > Reference (Ref) Column in either the Outstanding or All Tabs.
ITEM DATE
This field is used to denote the date associated with the Client Receipt (Entry Date).
STAFF INDEX
This field is used to map the Import Template with an equivalent value within Practice Engine. The
Staff Index is used to match a Staff with the Client Receipt. To find the Staff Index, use the Staff
Search and make sure the Staff Index column is in the selected options.
CHEQUE NUMBER
This field is used to denote the Check Number associated with the Client Receipt.
CREDIT CARD TYPE
This field is used to map the Import Template with an equivalent value within Practice Engine. Credit
Card Type is used to match a Credit Card associated with the Client Receipt for those that use a
Deposit Method of Debit/Credit Card.
In Admin > Categories etc., search for Card Type and use the Card Type Code (i.e., AMEX) to update
the Template.
EXAMPLE
The file should be saved in CSV format and all fields should be formatted as General
CLIENT ATTRIBUTES
The Client Attributes Import Type can be used to update specified Client Attributes in Practice
Engine.
When updating Client Attributes through the Import Maintenance/Control, the Attribute must first be
created and assigned to the Clients through the Admin > Task Pad > Attributes & Attributes Pages
section on Practice Engine. Furthermore, when creating a Client Attribute, the Type MUST be set to
Engagement, and the appropriate fields must be available to match with the Import Maintenance
Template for this Import Type.
CLIENT CODE
This field is used to map the Import Control match with an equivalent value within Practice Engine.
The Client Code is used to match the updated Attribute in the Import Template to the appropriate
Client.
There are several ways to find the Client Code in Practice Engine. In the Client Details, the Code can
be found both in the Client Tab and in the Client Name.
An easier way to identify Client Codes is by using the Client Search. Add the Client Code Column into
your search results (if not included as default). This allows you to see multiple Clients at a time and
gather their codes quickly