Your CRM enables ISO's to import any residual report as long as it's in either an Excel or CSV file format and contains at least the following columns:
- MID/Account #
- DBA/Merchant Name
- Net Income
Once you have verified that your Excel or CSV report contains the minimum required columns, you are ready to import the file to the CRM.
The import process consists of the following steps:
- Uploading your residuals report.
- Mapping your residual report columns to the corresponding CRM columns.
- Setting your field formats (optional).
- Previewing your settings and completing the import.
Note: If the CRM detects new merchants in the file you're importing, it will provide you with an option to automatically create new accounts for such merchants during the import process (in step 4).
Step 1. Uploading Your Residuals Import
To begin your import click on the Residuals menu in the top navigation bar, and click Import Residuals to open the Import Residuals page:
Note: The Import Residuals page may also be opened via the Manage > Administration > Residuals > Import Residuals menu.
Once the Import Residuals page is opened, select your import options and the Excel or CSV file to be uploaded:
Once the file has been uploaded, select the processor and the month and year for the report, and if needed change the deposits month:
If your Excel file comes with multiple tabs, you will able to select those tabs in order to merge the report data before it's imported into the system.
To import multiple tabs, simply select the tabs and click the Merge Settings button:
A popup window now appears where you need to select the Merchant ID column (MID) on each of the enabled tabs. You also need to select the DBA column on at least one tab:
After you've made your selections click the Save button.
The enabled tabs are now shown on the File Settings dropdown, and you can hit the Import button to begin importing the residuals data:
Once the report is imported you will be transferred to the residuals report mapping page.
Note that the fields from various Excel tabs are shown with the appropriate tab name prefixes.
In the below example the highlighted fields came from the "Detail" tab in the Excel document:
Step 2. Mapping Your Residuals Report
Here is an example of the residuals report mapping page:
To create a new mapping, drag and drop the residual report column from the right side of the mapping page to the appropriate CRM residual field on the left (into the Input column):
To delete a mapping, click on the "x" sign on the column that you wish to remove:
Here is an explanation of the available CRM fields, and what report column they should be mapped to:
|Map This CRM Field:||To This Residual Report Column:|
|Merchant ID||Report column containing the MID or Merchant's Account Number. Only numerical values are accepted.|
|Merchant Name||Report column containing the DBA or Merchants 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 contribute to the volume should be dragged to the "+" section, while items that decrease the volume (e.g. credits) should be dragged to the "-" section.|
|Income||Individual income columns (optional). Adding individual income columns to this section will enable them to be modified via the CRM's Residual Templates.|
|Expenses||Individual expense columns (optional). Adding individual expense columns to this section will enable them to be modified via the CRM's Residual Templates.|
|Total Income||Report column that represents the Total Revenue (before expenses).|
|Total Expenses||Report column that represents the Total Expenses.|
|Net||Report split percentage column. You may optionally map this column if the ISO receives a percentage of the Net. The split percentage will be multiplied by the Net column.|
|Special Columns||Columns that may be used to calculate the unit cost (optional). In order to use this feature, your file must contain 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 (optional). Columns mapped here will be hidden from all users.|
|Calculations||Additional calculated columns (optional). The calculated column must be based on an existing column in your residuals file. More info: Calculated Columns|
Once you have mapped your fields, click the Submit button and you will be brought to an optional field formatting page.
Step 3. Configuring Field Formats
In this step, the Formats page will open which you can optionally use to change the formats of your report fields:
To change the format of the fields, first select all of the fields that will be changed to the same format (e.g. Integer).
After that, select the desired format using the Choose Format drop-down menu, and click on the Set Field Format button in order to apply the change.
You may change your field formats to any of the following formats:
- Integer - Field that contains a whole number (e.g. Number of Transactions, Auth Count)
- Float number - Field that contains monetary values or values with a decimal (ex. Income, Expense)
- Percent - Field that contains a percentage (e.g. Basis points, Split)
- Date - Date field
- String - a field that contains alphabetical characters (e.g. Sales Rep, Sales ID)
When finished, click Continue to Import button in order to move on to the final step.
Step 4. Previewing And Completing The Residual Import
In the final step, the CRM will show a preview of your residuals upload.
If new merchants have been found in your report (those not already existing in the CRM) you will now have the opportunity to automatically add those merchants to the CRM prior to completing the residual upload.
The new merchants will be shown in a table, and you may select those that you wish to create new accounts for:
After you've selected the new merchants to be created, select the merchants' Datasource and Group, and click Add Selected Merchants.
The new merchant accounts will not be automatically created and the Preview Residuals page will show the number of the residual report rows that will be imported, as well as the number of merchants:
Click the Import button in order to complete your import. Once the process is completed, you will receive a confirmation message:
Using the buttons on the confirmation message, you may now continue to upload more reports or view the residuals you just imported, or publish the report so it's visible to users.
More info: How to Update Mapping for Residual Reports