Contents - Index


Import / Export Facility


 

The import / export facility is very flexible.  The order of the fields within your import file can be in any order that you desire.  The mapping of the field structures is done within the import program.  Please read this section carefully

 

There are 3 areas where the program maintains data which are related to each other by a common key.  The keys are required and must be filled.  These 3 areas and their keys are: 

 

A. PAYORS 

Required field: FEDID

Description: (Payor's employer identification number) 

 

Note:  If the number of payors to be imported is relatively few, it may be more efficient to use our program to enter the information directly. 

 

B. RECIPIENTS 

Required field: SOCSECNO

Description: (Recipient's or Employee's identification number) 

 

C. FORMS 

Required fields: FEDID

     SOCSECNO 

 

 

Prior to 1/4/12 the import procedure has changed slightly.  Prior to that it required separate import procedures for employee / recipient data and form data.  It was a two-step process.  Form data is imported separately from Employee/Recipient data.  Therefore you will run the import twice which could be done against the same file

 

As of 1/4/12 the recipient data import is now combined along with the form data import.  After the data has been read and imported you will be presented with a window showing the data that has been processed and is going to be imported.  You can run utilities against it and any invalid data will be highlighted.

 

You are responsible for ensuring that all data is complete.  It is possible that you can import incomplete data which will corrupt your exisiting data.  Therefore you should always make a backup of your existing data prior to any importing just in case there is a problem and you need to revert to your existing data.  You can use our integrated Backup / Restore Facility or use your operating system to make a copy of any file with a .tps extension.  Every form record in our system has to be linked to a payor.  That payor must be entered into the system or imported in order to view the linked form records.

 

Please note the following:

 

1.  File importing or exporting can be done via the following formats:

a. Comma delimted ASCII

b. Flat ASCII (fixed length files)

c. Dbase files

 

2.  Imported ID #'s (Payor ID# and Taxpayer ID#) may or may not have dashes embedded within them.  If you use dashes they must pertain to the standard format of XXX-XX-XXXX or XX-XXXXXXX.  If you choose not to embed the dashes, there is a separate field called TINTYPE which can contain a value indicating the format of the number.  A is for Federal ID#  format and B is for Social Security # format.  There is a special format called "C" which is discussed in the next paragraph.

 

3.  The fields for Federal ID # and Soc. Security # cannot be left blank.  A form record must always have a valid Federal ID# or Social Security #.  If you do not know what the ID# is for a recipient, then make up any arbitrary number and place the letter "X" at the end of it.  We will detect that upon import and handle it appropriately.  Optionally you can define the letter "C" in a field and import it into the TINTYPE field.

 

4.  If you do not know what any of the fields stand for, please review the Data Dictionary section. 

 

5.  If the structure of your name data is 1 combined field, that's okay.  As of 1/4/12 simply import the name into the last name field and then run the utility to break out that name.  Prior to 1/4/12, just import the combined name field into the ENTNAME2 [additional name] field in the RECPNT database.  We have a separate routine available to break out the combined name into last name and first name.

 

6.  If the structure of the city/state/zip is 1 combined field, that's okay.  As of 1/4/12 simply import the name into the city field and then run the utility to break out that combined field.

 

7.  Any field being imported to can be overridden with a default value.  Just right click on the field and define that value.  This is useful for import files that do not have a Federal ID# within them.

 

The import process is pretty straightforward.  Just follow the wizard.  A couple of things to note:

 

You will have the ability to turn the duplicate checking feature on.

The final process is the mapping of  the fields of the import file into our files.

While mapping, you can assign any constant value to any field.  For example, your import file may not have a field for the Payor's Federal ID#.  You can right-click on the FEDID field in the Import to: file and assign the Federal ID# there.

Mapping is a drag and drop procedure.  You drag the fields from your import file on the left side of the screen to the appropriate field on the right.