Importing On-Book Receipts into ASBWorks


This import feature allows you to create receipts in ASBWorks using data from a .CSV file. It is useful for transferring sales history from another accounting system. This is used when a student owes for item and/or is making payments towards an item not in ASBWorks. 


Key Details:

  • Imported receipts will appear in the Account Statement and Item Sales Report.
  • You may import a combination of items in one spreadsheet; however, only one fundraiser can be affected per import.
  • Any difference between the total amount and the payments made will be added to the student’s account. 
  • If the import includes Membership types or Inventory-tracked items, the student will receive the appropriate discount, and inventory levels will be adjusted accordingly.
  • Items MUST have SKUs, inside of Admin->Item Admin->edit your item



File Requirements: 

  • The file must be saved in .CSV format (comma-delimited).
  • Column headings must be exact, no extra spaces or characters. Even a trailing space can cause the system to reject the file.
  • If Options are included, use the format:
    Option Name|Option Choice
    (Use the pipe character | to separate the name and choice.)

For Example:

Size|S;Color|Gold (no spaces or backspaces allowed) 


 

File Example:

 

Starting the Import Process in ASBWorks

To import receipts from a .CSV file into ASBWorks, follow these steps:

  • Go to: Tools > Import Tools > Import Receipts
  • Select Import Type: Choose Item Sales.
  • Enter a Description: This description will appear on the screen and on the printable summary after the import is complete.
  • Item Option: Optional, this has already been included in your .CSV file under the 'Options' column. 
  • Fundraiser: Optional, only use this if you'd like to link a fundraiser to the receipts being imported. 
  • Choose the File to Import: Browse and select your prepared .CSV file.
  • Start Import: Click the Begin Import button to begin


System will validate the import then complete process:


After the upload is complete, you may print the confirmation: 


Receipts awaiting deposit will batch on the Make Deposit screen: