Lesson 9.1: Using Import/Export Features

One of the most time-consuming aspects of setting up or maintaining a financial system is manual data entry. FastFund Online provides powerful Import and Export utilities to streamline this process. Whether you are migrating data from a legacy system, integrating data from a third-party application (like an external payroll service), or simply updating your budget in Excel, these tools allow you to move large amounts of data quickly and accurately.

This lesson covers how to import and export Entity names (Clients, Vendors, Other Names), how to manage Budgets using Excel, and how to import financial transactions through Batch Processing.

1. Importing Names (Entities)

FastFund allows you to import lists of Clients, Vendors, and Other Names. This is particularly useful during your initial system setup or when acquiring new constituent lists.

File Requirements:

• Format: The file must be in .CSV (Comma Delimited) format.

• Templates: You must use the specific FastFund template for the data type you are importing. This ensures the columns (Name, Address, City, etc.) map correctly to the database fields.

The Import Process:

1. Navigate: Go to Utilities > Data Imports > Names Import.

2. Download Template: Click the link for the type of name you wish to import (Other, Client, or Vendor). Save the CSV template to your computer.

3. Prepare Data: Open the template in a spreadsheet program (like Excel). Copy and paste your data into the corresponding columns.

    ◦ Note: Do not change the column headers.

    ◦ Required Fields: Ensure required fields (like Client Number or Vendor Number) are populated. If the Number field is blank, the system may auto-generate one based on the Name abbreviation.

4. Upload: Back in FastFund, select the Names type from the drop-down.

    ◦ Control Accounts: If importing Clients or Vendors, you will be prompted to select the default Accounts Receivable or Accounts Payable control account to link them to.

5. Browse and Import: Click Browse to find your saved CSV file, then click Import.

6. Review: A summary window will appear showing total records, valid records, and errors. If errors exist (e.g., duplicate ID numbers), the system will alert you to correct the file before proceeding.

2. Exporting Names

You can export your entity lists to a CSV file for use in mail merges, external analysis, or to create a backup of your contact data.

To Export Names:

1. Navigate to Utilities > Data Exports > Names Export.

2. Select the Entity Type (Clients, Other, or Vendors) from the drop-down menu.

3. Click Export.

4. The system will generate a zipped CSV file containing fields such as Name, Contact, Address, Phone, Email, and Tax IDs (for Vendors).

3. Importing and Exporting Budgets

Entering monthly budget figures for every account manually can be tedious. FastFund allows you to export your budget structure to Excel, fill in the numbers there, and import it back into the system.

The Workflow:

1. Export the Template: Even if you have no budget numbers yet, export the budget first. This creates a CSV file containing your exact Chart of Accounts structure and the correct Fiscal Year columns.

    ◦ Go to Lists > Accounting > Budgets.

    ◦ Open a Budget Year (or create a new one).

    ◦ Click the Export dropdown and select CSV.

2. Edit in Excel: Open the file. Enter your annual or monthly budget figures in the appropriate columns.

    ◦ Tip: FastFund calculates the Total column based on the sum of the months during import.

3. Import the Budget:

    ◦ Return to Lists > Accounting > Budgets.

    ◦ Click Import Budget.

    ◦ Browse for your edited CSV file and click Import.

    ◦ Note: The import overwrites existing budget data for the accounts included in the file.

4. Importing Transactions (Batch Processing)

FastFund can import financial transactions generated by third-party systems, such as payroll service providers or credit card statements. This is handled through Batch Processing.

Supported Transaction Types:

• Cash Disbursements (e.g., Payroll checks, Debit card charges)

• Cash Receipts (e.g., Daily sales, Donations)

• Vendor Invoices

• Revenue Journal (Client Bills)

• General Journal Entries

Unsupported Types: You cannot import transactions that require a link to a specific open document, such as Bill Payments (CD-AP) or Client Payments (CR-AR), because the import file cannot validate the link to the specific invoice being paid.

The Batch Import Process:

1. Navigate: Go to Transactions > Activities > Batch Processing.

2. New Batch: Click New + and select Transaction Import.

3. Download Template: Select the transaction type (e.g., General Journal Entry) to download the required CSV template.

4. Upload: Select the Import Type and the Control Account (e.g., which Bank Account for cash disbursements). Browse for your file and click Import.

5. Review: The system creates an Unposted Batch. You must open the batch, review the transactions for invalid accounts or missing entities (highlighted in red), and edit them as necessary.

6. Post: Once verified, select the transactions and click Post Selected.