How to Import Payments in WP Ever Accounting

    Managing payment data is now effortless with WP Ever Accounting’s Import Payments feature. This tool allows you to upload payment details in bulk using a CSV file, saving time and ensuring accuracy. Here’s a step-by-step guide to help you get started.

    What is the Import Payments Feature?

    The Import Payments feature enables businesses to process payments efficiently by uploading bulk payment data into the system. A preformatted CSV file allows you to input all necessary details, such as payment numbers, amounts, and dates.

    Step-by-Step Guide to Import Payments

    • Access the Tools Menu: Go to Accounting > Tools from your WordPress Dashboard. Here, you’ll find options for Import and Export.
    • Select the Import Tab: Click on the Import tab. Scroll down to the Import Payments section.
      import payments in wp ever accounting - import payment tab
      • Download the Sample CSV File: Under the Import Payments section, click the link to download the sample CSV file. Save the file to your device for reference.
      • Prepare the CSV File: Open the sample file in Excel, Google Sheets, or similar software. Fill in the required and optional fields for each payment:
      FieldDescriptionExample
      Payment NumberA unique identifier for each payment.PAY-0001
      Payment Date*The date of payment (format: YYYY-MM-DD).2024-12-22
      AmountTotal payment amount.200.00
      CurrencyA three-letter currency code (e.g., USD).USD
      Exchange RateThe customer’s ID is associated with the payment.1.10
      ReferenceAny applicable reference number.REF2024
      NoteAdditional notes or remarks.Final Payment
      Payment MethodThe method used for payment.Bank Transfer
      Account ID*The ID of the account for the payment.105
      Contact IDThe customer’s ID associated with the payment.201
      Category IDThe category to which the payment belongs.10
      Attachment IDFile attachment (e.g., JPG, PNG).receipt2024.png
      EditableIndicates whether the details are modifiable.Yes
      import payment data 1
      • Save the completed file in .csv format.
      • Upload the CSV File: Return to the Import Payments section. Click Choose File and select your prepared CSV file.
      • Start the Import Process: Click the Import button to process the file. The system will add the payment entries to your database.
      • Review the Import Results: After the import is complete, review the summary of imported payments. Any errors or skipped entries will be highlighted for correction.

      Required Fields for a Successful Import

      Mandatory Fields:

      • Payment Date
      • Account ID
      Fields marked with an asterisk (*) are mandatory. The system will skip the corresponding payment entry if these fields are missing.

      Download the Sample CSV File

      To simplify the process, download the sample CSV file and use it as a template for your data.

      Click here to download the sample CSV file for importing payments.

      FAQs About Import Payments in WP Ever Accounting

      Can I import payments without filling out all the fields?

      Yes, but mandatory fields like Payment Date and Account ID must be completed.

      Is there a limit to the number of payments I can import at once?

      No, WP Ever Accounting supports bulk uploads without a limit.

      What happens if my CSV file contains errors?

      The system will skip invalid entries and notify you of errors. Correct the issues and re-upload the file.

      Can I update existing payments using the import feature

      No, this feature is for adding new payments. Existing payments must be updated manually.

      What file format is supported for importing payments?

      Only .csv files are supported.

      How can I verify that my import was successful?

      After the process, review the summary and check your payment list in Sales>Payments List.

      Certain fields must be pre-configured in the database before importing to ensure a successful import process. For instance, if you attempt to import a payment entry with a currency that has not been created or is missing from the database, that payment entry will be skipped. Therefore, make sure that categories, currencies, and accounts are properly set up in the database beforehand.