Tenant Charge Import

The tenant Charge Import Module requires additional licensing. If you are interested in licensing this module, please contact your sales account manager.

The purpose is to import Tenant Charges that have been entered into an Excel sheet and imported into SPECTRA as a .CSV format file.

The following fields are required for import:

- Invoice Number (12 Characters- alphanumeric)

- Charge Code (10 Characters- alphanumeric. The codes must be valid codes existing in Spectra)

- Building ID (10 Characters- alphanumeric- Must be a valid ID existing in Spectra.)

- TenantPay ID (14 Characters- alphanumeric. Must be a Valid ID existing in Spectra)

- Charge Amount (Numeric with 2 decimal places)

- Invoice Date (MM/DD/YY)

- Posting Date (MM/DD/YY the same for each line in the file.)

- Charge Description (50 Characters- alphanumeric)

Setup

Add the TenantPay ID to your Tenant Record Lease Detail Screen:

The TenantPay ID field accepts up to 14 alphanumeric characters, and this will need to match the .CSV file exactly.

Note: If you double click the TenantPay ID box, the system will assign an ID for you. You can also generate Tenant ID’s for an entire building under System Tasks > Spectra Utilities > Generate Tenant Payment IDs.

Reporting

For a listing of Tenants with TenantPay ID’s please use the Database Listing Report: Building> Select a Report > Database Listing

You may also select "TenantPayID" as a merge field to export from the Database Listing:

Procedure

Create your Excel file to Import: (Note: The BuildingID column should be Formatted as a text)

Save the file as .CSV format

The .CSV File will open with Notepad and look like this:

Note: Excel will not keep a leading zero unless you format the Column as Text. If you Building ID’s that start with a zero, you will need to either go back to the Excel Sheet and format that column as a Text field or open the .CSV file in Notepad, and enter the zeros in. You can use the Find and Replace option.

Import your Charges.Under Tenants > Charges > Tenant Charges

Click Import A/R Invoice Batch:

When the file has imported, you will get a pop up confirming the Import is successful, and the number of invoices imported:

You can view the batch to verify accuracy before posting:

Click Post

The Charges will now appear on the Tenant AR record.

Payments can be applied to these charges through either a Regular Receipt batch or Rapid Entry batch.