You can import text files with charge information in Property Management.
- From the Tools menu, select Import Charges
- For the Import file, click [...] and browse to the location of the text file you want to import. Click Open.
- Type the name for the Rejected records file, or click [...] to browse to an existing file.
- Click Start.
- Review the journal for any rejections. If corrections are needed, edit the reject text file that was selected in step 3. Then import the edited text file.
- When all the charges are imported, post the entries from Tasks, Post Entries.
Each line in the import file is a separate entry that contains the necessary fields required to produce a Property Management charge. The fields on each line are separated by commas. If a field is omitted from the import file, there must be a comma separator inserted for the omitted field. Spaces and tabs preceding or following commas are ignored.
The table below shows the import format for the charge record type.
| Import Order |
Item |
Type |
Length |
Notes |
| 1 |
Import format ID |
Alpha |
5 |
Required. Must be "PMCHG" |
| 2 |
Tenant ID |
Alpha |
10 |
Required. If the Tenant ID specified is not the primary tenant, the non-primary tenant ID will be changed to the primary tenant ID |
| 3 |
Lease ID |
Alpha |
15 |
Required if there are multiple leases for the specified tenant |
| 4 |
Revision Number |
Alpha |
3 |
Required if a tenant has a lease with multiple revision numbers |
| 5 |
Unit |
Alpha |
10 |
If the unit is not specified in the import file, the Primary Unit of the lease will be used. If specified, the unit should be one of the units associated with the lease; you are warned if it is not |
| 6 |
Charge Type |
Alpha |
10 |
Required |
| 7 |
Charge Date |
Date |
10 |
Required |
| 8 |
Charge Amount |
Numeric |
11.2 |
Required |
| 9 |
Deposit Type |
Alpha |
20 |
Required if the Charge Type is DEP. (Cannot be specified if Charge Type is not DEP.) |
| 10 |
Tax Group |
Alpha |
6 |
If not specified in the import file, this field will be determined from the Lease Charge Controls. Use empty quotes (e.g., " ") to indicate that the field should be left blank and not be determined from the Lease Charge Controls. |
| 11 |
Item ID/Misc Code |
Alpha |
20 |
This is used for both the Item ID and Misc Code fields. |
| 12 |
Transaction Date |
Date |
10 |
If not specified in the import file, this field will be set the same as the Charge Date. |
| 13 |
Accounting Date |
Date |
10 |
If not specified in the import file, this field will be set the same as the Charge Date. |
| 14 |
Description |
Alpha |
30 |
If not specified in the import file, this field will be determined from the Charge Type setup. Use empty quotes (e.g., " ") to indicate that the field should be left blank and not be determined from the Charge Type setup. |
| 15 |
Reference |
Alpha |
10 |
If not specified in the import file, this field will be determined from the Charge Type setup. Use empty quotes (e.g., " ") to indicate that the field should be left blank and not be determined from the Charge Type setup. |
| 16 |
Accrual Debit Account |
Alpha |
29 |
See notes about GL accounts below |
| 17 |
Accrual Credit Account |
Alpha |
29 |
See notes about GL accounts below |
| 18 |
Print On Invoice |
Check box |
1 |
If not specified in the import file, this field will be determined from the Lease Charge Controls. |
| 19 |
Invoice Number |
Alpha |
15 |
Optional. If specified, the invoice will not print during Print Invoice (Reports menu). To print the invoice, you will have to use Reprint Invoice (Reports menu) |
When you import a taxable charge, the associated tax transactions are also created.
Notes about General Ledger Accounts in the PM Import Charges task:
- General Ledger account numbers may be entered in the import file with or without punctuation (e.g., 12-456-100.10 or 1245610010 or 12456100.10)
- If the import file does not specify either of the General Ledger accounts (e.g., the Accrual Debit account or the Accrual Credit account) they will be determined using the Charge Type and the Lease Charge Controls
- If the import file does not specify either of the General Ledger accounts, the system attempts to match the charges when importing. For example, if there is an existing prepayment for RENT for $200 and a charge is imported for RENT for $500, then two transactions will be created: One charge for $200 that affects the prepayment account and one charge for $300 that affects the receivable account
- If the import file specifies one, but not both, of the General Ledger Accounts, the specified General Ledger account is used and the unspecified account is determined using the Charge Type and the property prefix.
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