Batch Loading

Here you define data maps for each import file you receive. File Layouts for Import of Debts are created on a client by client basis. File Layouts for Import of Payments can be created for clients and banking institutions.

Templates Import of Cases

Tools > Batch Updates > Batch Load Setup > Templates – Import of Cases

Where indicated, enter the client code that represents the client new cases are to be loaded against.

Select the operator to assign the new cases to.

Select any action wizard to run against the cases when they are created.

IMPORTANT: The Mass Processing Schedule must be run after the import of cases to ensure any action wizard is run. Please note that the action wizard must be flagged as an initial action and cannot have any prompts within; because the scheduler will not be able to process it.

Select any cause code/nature of business where indicated.

Select the preferred payment allocation for the newly created debts.

Select if the import file delimiter is tab or comma delimited where indicated.

In some instances it will be necessary to massage the data being loaded. For example, if the mailing address does not contain the state, DebtCol staff can write a post process to use the postcode to locate the matching state and update the address accordingly. In such cases you will need to obtain a quote for the post process. DebtCol will add the post process program name in the field labeled “Post Program”.

Multiple Debtors based on Columns

Where the import file allows for the creation of multiple debtors/subjects per case and all the debtors/subjects appear on a single row, select the tab labeled “Multiple Debtors Based on Column”.

Tick “Check for multiple debtors”

Nominate the column number that the additional debtors will start from, where indicated.

In “Multi Debtor Offset”, stipulate the number of columns to jump when processing multiple debtors.

Multiple Debtors based on Rows

Where the import file allows for the creation of multiple debtors/subjects per case and additional debtors/subjects appear on separate rows, select the tab labeled “Multiple Debtors Based on Rows”.

The debt value must be consolidated when multiple debtors/subjects appears over separate rows. As such, the file being imported must be sorted by the clients account reference, or some other data field that is unique to each case. This ensures all the multiple debtors/subjects are related back to the correct case.

Tick “Consolidate only for debtors spread over multiple rows”

In the field labeled “Consolidate on Data in Column”, enter the number of the column where the client reference (or other data field that is unique to each debt) appears in the import file.

In the field labeled “Totalling column”, enter the number of the column containing the amount of the debt. Leave blank if you do not need to consolidate the debt because it appears in full on the first row containing the primary debtor.

In the field labeled “Date of Debt Column”, enter the number of the column containing the date of the debt.

Creating the Data Map between the file and DebtCol

From the select box labeled “Update DataBase Field”, select the database field you would like to update.

In the column labeled “With Column Number”, update the column number containing the data you would like mapped to the field listed in the previous column.

In some instances, a mask may need to be applied to reformat or restructure the incoming data. For example, where the date in the import file is formatted as MMDDYY, select the input mask of “Convert date from MMDDYY” and this will ensure this date merges in a format readable by DebtCol.

On the row relating to the mapping of the debt values, nominate the component of the debt it relates to from the list labeled “Debt Allocation”.

Click “Save” on the Action Bar.

Now you have a template you can use each time this client sends in a file of cases in this same format.