Overview
The Import Residuals feature enables ISOs to upload residual reports into the CRM using Excel or CSV files. This helps centralize residual data, reduce manual entry, and make imported reports available for review, reporting, and publishing within Merchant Central.
If Merchant Central detects new merchants in the file you’re importing, it will automatically create new merchant accounts during the final step of the import process (if the merchant creation option is enabled). For each newly created merchant, you can also choose to automatically create a linked lead.
This article explains how to upload and import a residuals report. It also shows how to map report columns, update an existing mapping when a processor changes its report format, set field formats, and compare report logs when reviewing residual discrepancies.
Prerequisites
Before importing a residuals report, make sure your report is saved as an Excel or CSV file and includes, at minimum, the following columns:
- MID/Account #
- DBA/Merchant Name
- Net Income
You should also know the processor, report month and year, and deposits month for the residuals file you are importing.
ℹ️ To compare report logs, you must be an administrator-level user with access to view and export residual report logs.
Navigating to Import Residuals
To open the Import Residuals page, expand the Residuals menu in the main sidebar, then click Residual Import.
You can also access the page by going to Manage → Residuals → Import Residuals.
How does the residuals import feature work?
The residuals import feature allows ISOs to bring processor residual report data into the CRM and align that data with CRM residual fields (see CRM field mapping reference below for a complete list of available fields).
The import process includes four main steps:
- Upload your residuals report.
- Map your residual report columns to the corresponding CRM columns.
- Set field formats, if needed.
- Preview your settings and complete the import.
If your report includes merchants that do not already exist in the CRM, you can choose whether to create new merchant accounts before completing the import.
☝️ For each new merchant created from a residuals report, Merchant Central can also create a linked lead automatically. To enable this, contact Merchant Central Support and ask them to enable the CREATE_LEAD_FOR_NEW_MERCHANT feature flag. The lead status is based on the Auto Created Lead Status setting for the group assigned to the residuals report.
After a report has been imported, administrators can use report logs to review residual preparation details. The Compare Logs feature helps administrators compare previous logs against current preparation results to identify changes more quickly.
How to upload your residuals import
Upload the file
- On the Import Residuals page, select your import options and choose the Excel or CSV file you want to upload.
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After the file is uploaded, select the processor, report month, and report year. If needed, update the deposits month.
Merge multiple Excel tabs
If your Excel file contains multiple tabs, you can select the tabs you want to merge before importing the report data into the CRM. In the example below, we’ll show you how to import an Excel file containing two tabs: Detail and Summary.
- Select the tabs and click Merge Settings.
- In the popup window that appears, select the Merchant ID column, or MID, for each enabled tab. You must also select the DBA column on at least one tab.
- Once you've made your updates click Save. The enabled tabs are now shown in the File Settings dropdown. You can now click Import to begin importing the residuals data.
- In the next step, click Create New Mapping.
- The mapping page is now opens up and you can begin the mapping process. Note that the fields from different Excel tabs display with the appropriate tab name prefix. In the example below, the highlighted fields came from the Summary tab in the Excel file.
ℹ️ If the columns in the uploaded file match the mappings saved with a previous import, then the saved mappings will be automatically applied, and you can review the mappings using the View Mappings button.
How to map your residuals report
To create a new mapping, drag the residual report column from the right side of the mapping page and drop it into the appropriate CRM residual field on the left, in the Input column.
Delete a mapping
To delete a mapping, click the x on the column you want to remove.
CRM field mapping reference
Use the table below to determine which residual report columns should be mapped to each CRM field.
| Map this CRM field | To this residual report column |
| Merchant ID | Report column containing the MID or merchant account number. Only numerical values are accepted. |
| Merchant Name | Report column containing the DBA or merchant name. |
| Transactions | Report column or columns that make up the total number of transactions. |
| Volume | Report column or columns that make up the total volume. Items that increase volume should be dragged to the + section. Items that decrease volume, such as credits, should be dragged to the - section. |
| Income Component | Individual income columns, if applicable. Adding individual income columns to this section allows them to be modified using CRM Residual Templates. |
| Total Income | Report column that represents total revenue before expenses. |
| Expense Component | Individual expense columns, if applicable. Adding individual expense columns to this section allows them to be modified using CRM Residual Templates. |
| Total Expenses | Report column that represents total expenses. |
| Net | The Net column should equal the total deposit that you received from that processor that month. This is the Net Residual paid to the ISO, before any downstream residuals are paid. |
| SIC Code | Optional column to include the merchant's SIC code. |
| Pass Through Column |
Optional column specifying the net pass-through setting for each row. Valid values are 0–3:
|
| Special Columns | Columns that can be used to calculate unit cost, if applicable. To use this feature, your file must include the total cost for the item and the number of units that contribute to the cost. |
| Hide columns | Report columns that should be excluded from the Residuals Details tab. Columns mapped here will be hidden from all users. |
| Calculations | Additional calculated columns, if applicable. The calculated column must be based on an existing column in your residuals file. More info: Calculated Columns |
☝️ The Expense column will always be adjusted to ensure the equation Income - Expense = Net remains balanced. For example, if a merchant’s mapped values are Income: $100, Expense: $0, Net: $50, the system will automatically adjust the Expense amount to balance the equation. The resulting values would be Income: $100, Expense: $50, Net: $50.
After mapping your fields, click Submit. The CRM opens the optional field formatting page.
How to update an existing residual mapping
If your processor changes column headings or adds new columns to its residual report, your existing mapping may no longer match the updated file.
To update the mapping, open the existing processor mapping from the Manage Mappings tab on the Residuals Import page, and use it as a reference while importing the updated residual report. If the report columns still match the saved mapping, Merchant Central applies the existing mapping automatically.
If any columns have changed or been added, create the necessary mappings for the updated report, using the previous mapping as a guide. When finished, click Submit, review the field formats if needed, and continue with the residual import.
How to preview and complete the residual import
In the final step, the CRM displays a preview of your residuals upload.
If the report includes new merchants that do not already exist in the CRM, you can choose which merchant accounts to create before completing the residual upload.
The new merchants display in a table. Select the merchants you want to create, select a user group, and click Add Selected Merchants.
The new merchant accounts will now be created. Once the process is completed, the page displays the number of new merchants that were added. You can now finish importing the residuals report by clicking the Import button.
When the import is complete, a confirmation message appears. From the confirmation message, you can continue to upload more reports, view the residuals you just imported, or publish the report so it is visible to users.
How to compare report logs
Administrators can use the Compare Logs feature to review changes between previous residual report logs and the current report preparation results. This makes it easier to identify discrepancies in residual values, such as changes to Agent Net amounts, without manually reviewing each log line by line.
This feature is available to administrator-level users who can view and export residual report logs.
When to use Compare Logs
Use Compare Logs when you need to investigate why residual totals or individual values changed after a report was previously reviewed, exported, or used for payout calculations.
For example, an administrator may use this feature to:
- Compare a current residual report against a previous report log.
- Identify changes that affected Agent Net totals.
- Review discrepancies before publishing or republishing residuals.
- Confirm what changed between earlier exported results and current report data.
Comparing report logs
- Click the Residuals Import link in the main sidebar.
- Open the Imported Residual Reports tab.
- Click the Show Report Logs shortcut in the Actions column for the appropriate report.
- The report log page now opens up. Click View on the log you wish to inspect further.
- The Residual Report Details popup now appears as shown in the below image. Select a log to compare the report with and click the Compare button.
- Review the comparison results to identify differences between the selected log and the current report data.
The comparison highlights differences between the selected historical log and the current report preparation results, helping administrators quickly locate the values that changed.
Frequently Asked Questions
- What file formats can I use for a residuals import? You can import residual reports in Excel or CSV format.
- Which columns are required in the residuals report? The file must include, at minimum, MID/Account #, DBA/Merchant Name, and Net Income.
- Can I import an Excel file with multiple tabs? Yes. Select the tabs you want to include, click Merge Settings, and choose the Merchant ID column for each enabled tab. You must also select the DBA column on at least one tab.
- Can the CRM create new merchants during the import? Yes. If the CRM detects merchants in the file that do not already exist in the CRM, you can select which merchants to create during the preview step.
- When should I use Compare Logs? Use Compare Logs when you need to identify what changed between previous residual report logs and the current report preparation results, especially when investigating changes to totals such as Agent Net.
- What should I do if my processor changes the columns in its residual report? If your processor changes column headings or adds new columns, open the existing mapping from the Manage Mappings tab and use it as a reference while mapping the updated report. If the report column names have not changed, Merchant Central can automatically apply the previously saved mapping.