FACTS Import

The Facts Import Utility allows you to import payments, returned checks, and adjustments using a specific file format. Refer to the file layout reference for the layout required for import.

Choose Import File

Three types of transactions are present for use with the program:

1. Payments: imported into Payment Information and can be applied to the oldest invoice or assigned as unapplied cash or miscellaneous cash.
2. Returned Payments: imported into Invoice Processing as an invoice.
3. Balance Adjustments: imported into Invoice Processing as an invoice.

1. Click Choose File, then select the text file you wish to import.
2. Click Import FACTS File to begin the import, or click Cancel to return to the main Accounts Receivable page.

FACTS Import Proof Report

The Accounts Receivable FACTS Import Proof Report displays. The following information displays for each item being imported:

1. Customer #
2. Customer Name
3. Date
4. Code
5. Amount
6. Bill To #
7. Bill To Name

Note: The Customer and Bill To columns display names pulled from the program based on the Name ID # field in the import file. They do not reference the Customer Name field in the import file unless the Name ID # does not match a Name ID in the program. The Code column references the type of item being imported. There are three codes: 02 (payment), 03 (returned payment), and 04 (balance adjustment).

The Customer # field refers to the Name ID within the program. If a number in the file does not match a name, a note in red indicates that the referenced Customer # is not a valid customer person id.

Note: Records without a Customer # that matches a Name ID in the program ARE NOT imported.

1. To correct any invalid names, click Cancel and edit the text file.
2. Begin the import again.

At the bottom of the report are amounts for Total Payments, Total Returned Checks, Total Adjustments, and Total Invalid. Once the preview displays, you can navigate the pages, export to several formats (for example, PDF, Excel, Word), and Print.

1. Click Import File to continue the import, or click Cancel to return to the Facts Import page.

Import File

1. Select the Revenue Center, Item for Returned Checks, Item for Adjustments, and Source for Unapplied Cash from the drop-down lists.
2. For Apply Payments, select one of the following:
   • To Oldest Invoices
   • As Unapplied Cash
   • As Miscellaneous Cash
3. Click OK to continue the import, or click Cancel to return to the Facts Import page.

Disburse FACTS Import

The FACTS Import report displays detailed import information, with page breaks for Payments, Returned Checks, and Adjustments. Once the preview displays, you can navigate the pages, export to several formats (for example, PDF, Excel, Word), and Print.

1. Click Disburse FACTS Import to finalize the import, or click Cancel to return to the Facts Import page.

Imported Payments are in Payment Processing, while imported Returned Checks and Adjustments are in Unposted Invoices. Proceed to those areas to finalize these items.

Updated July 15, 2026 04:37