Overview

Import Receipts Overview – These modules can be used to import past sales for the receipt history only or to have the sales post on the books. Lump sum deposits can also be imported to post on the books. Each transaction will be given a batch and receipt number. Each import is a separate event. This means if the same file is imported twice, the system will create separate receipts for those transactions, but there will be duplicates in the system.

Note: A SKU must be entered on any Item or Fine prior to Importing receipts in Item Admin on the first tab.

Below are examples of how the files need to be formatted in order to import successfully.

Import Item Sales: This import will create receipts in ASBWorks from an Excel or .csv type file. The receipts will increase the ledger account balances once made into a deposit within ASBWorks. Receipts will appear in Account Statement and Item Sales Report. A combination of items may be imported in one spreadsheet, however only one Fundraiser may be affected per import. If Membership type or Inventory tracked Items are imported, the student will have the appropriate discount and inventory will be reduced accordingly.

If Options are to be imported, the format is: Option Name|(pipe character)option choice;

For Example:

Size|S;Color|Gold (no spaces or returns allowed) if importing clothing with Size and Color options.

** The “pipe character” is created by pressing the <Shift> and <\> (back slash) keys simultaneously.

Import Item Sales (off Books): This import will create receipts in ASBWorks from an Excel or .csv type file so the sales history can be brought over from another accounting system or if a Journal Entry was done to increase an account’s balance. Receipts will appear in Account Statement and Item Sales Report. Ledger account balances will not be affected and receipts will not show in Make Deposit screen. A combination of items may be imported in one spreadsheet however only one Fundraiser may be affected per import. If Membership type or Inventory tracked Items are imported, the student will have the appropriate discount and inventory will be reduced accordingly.

If Options are to be imported, the format is: Option Name|(pipe character)option choice;

For Example:

Size|S;Color|Gold (no spaces or returns allowed) if importing clothing with Size and Color options.

** The “pipe character” is created by pressing the <Shift> and <\> (back slash) keys simultaneously.

Other Amounts: This import will create receipts in ASBWorks from an Excel or .csv type file. The receipts will increase the ledger account balance once made into a deposit within ASBWorks. Receipts will appear in Account Statement. The Ledger Account and Fundraiser (if applicable) affected must be selected from the import screen.

Fines: This import will create receipts in ASBWorks from an Excel or .csv type file. Receipts will appear on Item Sales Report as balance due until paid. Amounts paid will reflect on appropriate Account Statement at that point. A combination of Fines may be imported in one spreadsheet however only one Fundraiser may be affected per import.