Note: This process imports each RMS transaction separately, not the sum of the RMS transactions for the selected dates. 

Note: In order to use this process, account numbers in RMS must be the same as the Student ID in Student Billing.

Note: This process assumes tax will be calculated in Student Billing based on the billing item instead of in RMS. If you wish to calculate sales tax in RMS instead, you will need to download the Detailed Sales Report with Tax and include the Total Sales with Tax in the data file instead of Total Sales.If this file needs to be downloaded, please reach out to Support and reference this knowledge base article. 


1. Create the Detailed Sales Report and export it to Excel

 a. Sign into Store Operations Manager.
 b. Click Reports, Detailed Sales.
 c. Filter the report on the appropriate dates and click Change.
 d. Click OK to run the report
 e. Select the Show/Hide columns icon and mark the following columns to be included in the report: Supplier, Customer, Account Number, Date Sold, Total Sales, Description (optional). Supplier needs to be the first column.
 f. Click Export on the menu bar of the Report. 
 g. Select Destination: File, File Format: Comma Separated Values (CSV), and click OK.
 h. Select a destination to save the report and click Save.
 i. Add the report to Memorized Reports for future use.

2. Modify the Excel data file

 a. Open the report in Excel.
 b. Remove the Supplier column.
 c. Remove all header rows.
 d. Sort the Report by Customer and remove all rows for transactions that are not On Account transactions. These transactions will have no customer or a generic customer listed. These credit card transactions do not need to be imported.
 e. Sort the Report by Amount.
 f. Rename the columns as follows:

 i. Date Sold = Transaction Date
 ii. Account # = Record ID
 iii. Total Sales = Amount
 iv. Description = Comments

 g. Add a column for Post Date, Due Date, Category, Billing Item ID
 h. Enter the appropriate dates in the Post Date and Due Date columns.
 i. Enter Flat Rate Item in the Category column.
 j. Enter the Bookstore transaction Billing Item ID in the Billing Item ID column.
 k. Order the columns as follows:

 i. Customer
 ii. Record ID
 iii. Transaction Date
 iv. Post Date 
 v. Due Date
 vi. Category
 vii. Billing Item ID
 viii. Amount
 ix. Comments

 l. Format all date columns to use 3/14/2001 format.
 m. If necessary, format the Record ID column to retain leading zeros.

 i. Highlight the column and select Format Cells.
 ii. Select Custom, 0.  
 iii. In the type field, enter 0000 (The number of zeros needs to match the number of characters in the Record IDs)

n. Cut all rows that contain a credit in the amount column and paste the cut rows into a new Excel data file that will be used to import   credits.
o. Save the new data file in CSV format.
p. Return to the charge data file. 
q. Save and close the charge data file.
r. Upload the charge data file to the hosting Files folder.

3. Import the charges to Student Billing.

 a. In Student Billing, select Administration, Import records.
 b. Create a new charge import parameter.
 c. On the General tab, mark the option to import new records and make sure the option to Validate Data only is selected.
 d. Select the charge data file from the hosted Files folder.
 e. Select Record ID to match records in the import file with existing records.
 f. On the File Layout tab, verify the correct data appears.
 g. On the Fields tab, verify the fields are mapped correctly. 

 i. The fields should be mapped based on the column headings in the data file. 
 ii. The Customer field does not need to be mapped.

 h. Once you verify that all fields are correctly mapped, select Validate Now.
 i. Once the validation processes with no exceptions, unmark the Validate data only box on the General tab.
 j. Select Import Now.
 k. Save the RMS charge import parameter for future use.
 l. Once the import process, spot check a record to verify the charges were imported.

4. Modify the credit data file.

 a. Open the credit data file that you saved in step 2n.
 b. Delete the Due Date column.
 c. Verify that the Record ID and Date columns are formatted according to steps 2 l-m.
 d. Format the Amount column to display credits in red instead of negative numbers.

 i. Highlight the column and select Format Cells.
 ii. Select Number, 1234.10 (in red).

 e. Save and close the credit data file.
 f. Upload the credit data file to the hosted Files folder.

5. Import the credits to Student Billing.

 a. In Student Billing, select Administration, Import records.
 b. Create a new credit import parameter.
 c. On the General tab, mark the option to import new records and make sure the option to Validate Data only is selected.
 d. Select the new credit data file.
 e. Select the Record ID to match records in the import file with existing records.
 f. On the File Layout tab, verify the correct Data appears.

 i. The numbers in the Amount column should appear as normal text, containing no negative signs.

 g. On the Fields, tab, verify the fields are mapped correctly.

 i. The fields should be mapped based on the column headings in the data file.
 ii. The Customer field does not need to be mapped.

 h. Once you verify that all fields are correctly mapped. Select Validate Now.
 i. Once the validation processes with no exceptions, unmark the Validate Data Only box on the General tab.
 j. Select Import Now.
 k. Save the RMS credit import parameter for future use.
 l. Once the import processes, spot check a record to verify the credits were imported.