Part 1:Creating Unique Attributes

Create a new attribute for student and parent records within Student Billing by referring to the steps in How to create, edit, and add attributes in Configuration and Records 
Note: Each import will involve at least one of the newly created attributes. This attribute will allow you to easily group the newly imported parents so that the parent information can be easily exported out of Student Billing to be used in the Student Import.

 

Part 2: Importing the Individual (Parents) Records

  1. Create a data file or use the existing file exported from ON. (Parent Import Sample File) Users can add any additional fields as needed along with ensuring all of the required fields are present in the csv file. For example, users will need to add the newly created attribute type and description to the csv file.
    • You can save the file in any delimited format or in fixed length. However, the sample data file is in CSV format (BB11254).
    • *Although headers are not required in The Education Edge, we recommend using them. Otherwise, you must manually map the fields in the data file to the corresponding fields in The Education Edge. You can save the file in any delimited format or in fixed length. However, the example and the sample data file are in CSV format.
  2. Verify the file has following required fields (any additional fields can be included in the import as well):
    • Record ID [can be left blank so the system creates a Record ID OR the the users Host  ID from ON can be entered into the spreadsheet]
    • Record Type
    • Last name/Organization Name
    • Address Import ID [will be blank but required; each address should have an Address Import ID column placed before the the Address Column]
    • Address
    • City
    • State
    • Zip
    • Attribute Type
    • Attribute Description 
  3. In Administration > click Import. 
  4. Click Record (below bolded Record)
  5. Mark Import new records on the General tab.
  6. Browse to the CSV file in the Import file field
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  1. Select the File Layout tab and select the Import File does not contain field names option ONLY if your import file does not have header. If your Import File contains the field names, mark Fields names are on the first line of the import file. 
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  1. Select the Fields tab and map the fields 
  • Note: Extensions will be used in this import if the field can be imported multiple times.
  1. Save the import parameters.
  2. Click Validate now (if we marked Validate data only on the general tab) or Import Now

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Part 3: Exporting out Parent Info to Include in Student Import

  1. Click on the Query Module.
  2. Create a new Record Query.
  3. In the Criteria tab, select Record > Individual > Individual Attribute > Expand the Attribute  (The one that was created for the parent import) > Double click Attribute Description (Equal to whichever description you are using to signify that these individuals were imported from this particular batch).
  4. Save and close the query.
  5. Click on the Export module.
  6. Create a new Individual export.
  7. Select Comma-Separated Values for the Export format.
  8. Click Create Now.
  9. In the Filters tab, for the individual filter, change it from All to Selected and select the previously made query.
  10. Click on the Output tab.
  11. Click Individual > First name, Last name, Record ID.
  12. Export the information.
  13. Open the Student Import File.
  14. Enter the desired data in the appropriate columns.
  15. For Relation ID, Payer ID, and Statements Payer ID, use the parent Record ID from the previous export.

Part 4: Importing the Students  Records

  1. Create a data file or use the existing file exported from ON.  (Student Import Sample File) Users can add any additional fields as needed along with ensuring all of the required fields are present in the csv file. For example, users will need to add the newly created attribute type and description to the csv file.
    • You can save the file in any delimited format or in fixed length. However, the sample data file is in CSV format (BB11254).
    • *Although headers are not required in The Education Edge, we recommend using them. Otherwise, you must manually map the fields in the data file to the corresponding fields in The Education Edge. You can save the file in any delimited format or in fixed length. However, the example and the sample data file are in CSV format.
  2. Verify the file has following fields (any additional fields can be included in the import as well):
    • Record ID [can be left blank so the system creates a Record ID OR the the users Host  ID from ON can be entered into the spreadsheet]
    • Record Type
    • Last name/Organization Name
    • Billing Status
    • Gender
    • Billing Option
    • Current Grade
    • Address Import ID [will be blank but required; each address should have an Address Import ID column placed before the the Address Column]
    • Address
    • City
    • State
    • Zip
    • Country
    • Contact Type
    • Contact Number
    • Attribute Type
    • Attribute Description 
    • Relationships Relation ID
    • Relationships 
    • Reciprocal Relationship 
    • Payer
    • Responsibility for Paying
    • Payer ID
    • Statement Recipient Show
  3. In Administration > click Import. 
  4. Click Record (below bolded Record)
  5. Mark Import new records on the General tab.
  6. Browse to the CSV file in the Import file field
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  1. Select the File Layout tab and select the Import File does not contain field names option ONLY if your import file does not have header. If your Import File contains the field names, mark Fields names are on the first line of the import file. 
User-added image
  1. Select the Fields tab and map the fields 
  • Note: Extensions will be used in this import if the field can be imported multiple times.
  1. Save the import parameters.
  2. Click Validate now (if we marked Validate data only on the general tab) or Import Now

 

 

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