Import Cleared Checks

The Import Cleared Checks routine marks the Cleared checkbox of each GiftWrap payment record identified in a file.

This function can be used to clear checks using a file supplied by your custodian bank, for example. The import file must meet the format specifications described in the Import file requirements section below, so you might need to manipulate the file supplied by a bank prior to importing it into GiftWrap.

1. Choose Utilities > Import Cleared Checks in the Menu Bar.

2. Choose the organization or organizations for which you will be importing data on cleared checks.

3. Mark the First line is column header check box if your file includes column headers (strongly recommended).

4. Click .

5. Browse to the file whose contents you wish to import. Click Open.

6. Click Import. If you see an error log, see Notes below.

7. Once the import completes, a message will report the number of records in the file that were imported successfully and the number that were not imported.

Import file requirements
Import Cleared Checks can import data from a file that is in comma-delimited (.csv). Numbers should not include commas and any text value, such as a bank account number, must be contained in quotes if it includes a comma. The easiest way to save a comma-delimited file is to work in Excel and, when done, save the file as type .csv. When you save an Excel file in .csv format, Excel will automatically place quotes around any text value that contains a comma.

Each line in the import file should correspond to the check row(s) for a unique check number and organization in GiftWrap. Each line must contain a check number, a check amount, and a bank account number.

In order for the check rows that correspond to a specific check number to be marked as cleared, all three values on the line must match the corresponding values in the check rows in GiftWrap. The bank account number must match the bank account number stored for the organization and gift type that generated the payment (see Where to enter bank account numbers in GiftWrap below). Import Cleared Checks will mark as cleared only those check rows in GiftWrap that meet these criteria.

Note: GiftWrap doesn't store a net amount and check amounts that are combined into a single check all share the same check number. When Import Cleared Checks evaluates whether a check amount in the file matches the net amount for a check row in GiftWrap, it does the following :

1) It locates all check rows in GiftWrap that match the check number and bank account # in the file line.

2) It adds up the Gross Amounts in all those check rows.

3) It subtracts all Federal Withheld and State Withheld amounts from the sum of all the Gross Amounts determined in (2). This is the net amount for the check row.

Optional column headers

While column headers are not required by GiftWrap, we strongly recommend that you include them in the file. Column headers can simplify proper formatting of the import file. They also make the file's contents easier to understand.

The column headers in the Import Cleared Checks file can use any names you want, but should relate well to the field they label. For example, use a header such as Check# to label the Check Number field. You can use uppercase or lowercase letters in the column headers. As with all records in the file, each header must be separated by a comma.

File format
Each line of the import file must be laid out as follows:

Check #, Net Amount, Bank Account #

For example, a line containing a Check # of "1234", a Net Amount of "$400.00", and a Bank Account # of "122-1234" would look like this in comma-delimited format :

1234,400,122-1234

If the file were in tab-delimited format, each comma above would be replaced by a tab character. If the file were in Excel format, the values would be in columns in the order described above.

A three line file might look like this, for example:

1234,400,122-1234
1235,1200,122-1234
1236,375.75,122-1234

Where to enter bank account numbers in GiftWrap: Enter the bank account numbers that will be used in Import Cleared Checks files in GiftWrap in the Gift Type EFT Detail tab of the associated Organization Information page. For each gift type listed in an organization's Gift Type EFT Detail list, enter the bank account from which payments made by that gift type are drawn. For a check to be marked as cleared, the Bank Account # you enter here must match the bank account number in the import file for a check issued by the same organization and same gift type.

Notes:

· If you see an error log, we recommend that you fix the errors in the file that it identifies, then run Import Cleared Checks again.

You can print the error log or save the log in a file that you can print or review later. Click Continue and go to the next step in the procedure.