The Payment Imports feature in Accounting>Payment allows you to make payments in bulk by uploading a list of Payment Transactions to AlayaCare that are then automatically allocated toward the corresponding Client balances. Once you have uploaded your list of payments, you will be able to see detailed information about whether each payment was successfully allocated to the correct invoice or balance.
To use this feature, the Bulk Payment Generic Upload Feature Flag in Settings>Features must be enabled.
Available Funder Types
You can currently only import Payment Transactions made by Client Individual and Funder Individual type Funders using the Payment Imports feature.
File Requirements for Bulk Payment Generic Upload
Payments must be imported as a CSV file. The CSV file must follow the AlayaCare Standard format for Payment Imports. For each transaction, you must include a Transaction Reference Number, CRN/BTP/Invoice # (one of the three, which you then indicate in the Import Payments dialogue), Posting Date, Amount, and Payment Method.
To download the CSV template that AlayaCare uses, go to Accounting>Payment>Payment Imports and select the Import Payments button. In the dialogue, select AlayaCare Standard as the Type and click the Download button under Download Template.
The template will download automatically. Fill in the correct transaction details in the corresponding fields to create your CSV file to import.
Uploading Your Payments List
Once you have created your Payments list in an CSV file, you can upload the file to AlayaCare. Select the Import Payments button in Accounting>Payment>Import Payments.
After selecting AlayaCare Standard as the Type, select the Upload File button and choose the file from your computer you wish to upload.
Next, indicate the Reference ID for transactions that is specified in the file: Invoice Number, Customer Reference Number (CRN), or Bill-To Party Reference (BTP). When you have finished, click Import.
Imported Bulk Payment Statuses
Once you have uploaded the file, you will be able to see whether all the transactions have been successfully allocated toward the correct balance or invoice by looking at the Status column in the Import Payments screen. The possible Statuses are Success, Partial Success, or Failure.
If the status is Partial Success or Failure, click the downward arrow next to Download and select View Results.
In the CSV file, you will be able to see details of the errors that occurred and prevented the transactions from being successfully imported.
If your agency has set up Client Individual-type Funders to make payments using the Australian payment method BPAY, you can use the Import Payments feature to import a list of the BPAY payment transactions into AlayaCare so they can be allocated toward the corresponding Client balances.