How to Import Payments

Overview

In Simpro Premium, you can manually add individual payments to invoices from Invoices A screenshot of a invoices icon > Unpaid Invoices > Options > Apply Payment, or save time and reduce data entry errors by importing a payments list. Note that when bulk importing payments you can only use one payment method per import file.

Learn more in How to Apply Payment to Invoices.

In order to view content or perform actions referred to in this article you need to have the appropriate permissions enabled in your security group. Go to System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Security Groups and access your security group to update your permissions. The relevant security group tab and specific permissions for this article can be found here:

Import payments

Company Management

To prepare to import payments into Simpro Premium:

  1. Download and enter data into the Payment Import Template.
  2. Alternatively, you can create your own import list and leave out any fields that do not apply to your payments. The file must contain:
    • Invoice Number
    • Amount
    • Date
  3. Save your file in your system as a compatible file type: CSV, TXT, or ZIP. Consult your spreadsheet software for file saving instructions if required.
  4. Separate your data using the same or similar headings as the Payment Import Template.
  5. Ensure information is accurate, up-to-date and spelled correctly.
  6. Remove any special characters (such as ? # $ % @ !) as these may not import correctly.
  7. Save your file again.

Simpro Premium can recognise and import all headings and information listed in the Payment Import Template.

After preparing your recurring payments list, work through the following steps to import your list into Simpro Premium.

A screenshot of the Supplier Import page.

To adjust payment import settings, go to Utilities A screenshot of a schedule icon with a grey calendar icon and an arrow. > Import > Payments.

The options available include:

First Record Is Select Header Record if the first row contains column titles, or select Data Record if the first row contains specific data.
Payment Method Indicate which payment method was used for all of the payments. For example cash, credit card, cheque. Only one payment method can be selected for each import file.
Flag Payments as Already Exported Flag the payments as exported to your accounting package. This is useful if you raise payments in your accounting package and need to import them into Simpro Premium.

To select an import file:

  1. Go to Utilities A screenshot of a schedule icon with a grey calendar icon and an arrow. > Import > Payments.
  2. Adjust payment import settings, then click Choose File / Browse.
  3. Locate your payment import file and click Open.
  4. Click Next.

After selecting a payment import file, manually match or review your list columns with the fields available in Simpro Premium. You may have both Simpro Premium and your list open at the same time.

To match import columns:

  1. Select your import file as above.
  2. Use the drop-down lists to match your import file columns with the fields available in Simpro Premium.
    • To leave a field out of the import, select Ignore.
  3. Click Import Payments.
    • If the employee importing payments has the Company Management security group permission enabled or they have been assigned to multiple companies, payments are imported into all of the companies, in addition to the company the employee is currently accessing. Learn more in Company Management.
    • Payments can only be imported into multiple companies if shared invoice numbering is enabled. Learn more in Set up Shared Invoice Numbering.

If you have a large list of payments, you can navigate away and work in other areas of Simpro Premium, then return to the import page to check on your import. You can only perform one import at a time.

After uploading an import file, the Payments Import Complete page displays a breakdown of your import, including Payments Added / Updated / Ignored.

Click Payments imported successfully to download a CSV file of imported payments for your records, with each payment line containing their new Simpro Premium-assigned Payment ID.

Click Continue to perform another import.

After a successful import, it is recommended you manually check payments to ensure data has imported correctly. To do this, go to Invoices A screenshot of a invoices icon > Payments, click an imported payment, and check for errors. Manually amend if required.

If your file contains errors, an error message displays on the Import Payments Summary page, and the table displays the number of errors found.

Click the blue link to download a CSV file of import errors. The Error Text column explains why entries failed. Amend your payments import list accordingly and restart the import process.