This section details how to import a file containing successful loan payments into MAXMONEY for bulk processing.

Receipt import can only capture receipts against an active or non-performing loan.
If your loan status is Written Off, it will not post against that loan. Depending on your file layout setups, it will post as change or against another loan .

To post a receipt against a written off loan, follow the bad debt recovered procedure

Important: If you encounter a "There was an error opening the CSV file" message in the log, it usually indicates a duplicate file name. Rename the file and attempt the import again.

MAXMONEY Setup

Before importing, the group setup administrator for the legal entity must configure the following in MAXMONEY:

Financial Ledgers

Set up a ledger for your bank account.

1. Navigate to Setups > Accounting > Financial Ledgers.

2. Add a new ledger for your bank account.

   Example:

   • Ledger: 6800-0001
   • Description: Bank Account

Financial Events

Set up an event for the receipt process.

1. Go to Setups > Accounting > Financial Events.

2. Add a new event with the following details:

   • Description: Debit Order Receipt Import
   • Transaction Description: Debit Order Receipt Import
   • Dr: 6800-0001 (Bank Account)
   • Cr: 6620-0000 (Client (Debtors) Control Account)
   • Event Attribute: Debit Order Receipt

   Example: The system will debit your bank account ledger and credit the client (debtors) control account ledger during the receipt process.

File Layout

Create a new file layout for the receipt import.

1. Navigate to Setups > File Layouts > Add New File Layout.

2. Select "Manually" for "Add File Layout."

3. Complete the following fields:

   • Description: Enter a descriptive name for your file layout (e.g., "Bank Statement Receipt Import").
   • Enabled: Select this checkbox.
   • Link Detail Entries to: Choose an option based on what's available in your import file (e.g., "Loan Account Number," "Client Number").
   • Record Identifier: Select this checkbox if your file uses a record identifier to distinguish data rows.
   • Number of Header Lines: Enter the number of header lines if your file does not use a record identifier.
   • Number of Trailer Lines: Enter the number of trailer lines if your file does not use a record identifier.
   • Additional Header: Not applicable for this process.
   • Additional Trailer: Not applicable for this process.
   • Format: Choose the format that matches your file type (e.g., "CSV," "Excel").
   • User Transaction Counter: Unselect this checkbox as it is not applicable for this import file.

4. Click Save.

Setup File Columns

After saving the file layout, you must define its columns.

1. Highlight the new File Layout header.

2. Click the Detail-button.

3. For each column in your import file, add a new detail entry.

   • Record Identifier Column Example: If your file has a record identifier, define its column here.

   • Linking Column Example: Define the column used to link the receipt to a loan (e.g., "Loan Account Number").

   • Amount Column Example: This is a mandatory column for any receipt import. It represents the payment amount the system will receipt.

     • Type: Select "Amount" if your amount is a number with two decimal places (e.g., 4321.99).
     • Type: Select "Amount in Small Currency" if the amount is represented as number * 100 (e.g., 432199 for a value of 4321.99).
     • Type: Generic Value: Use this type for all other columns in your import file, excluding the Amount and Record Identification columns.

Bank Account

Set up the bank account and link it to the file layout.

1. Go to Setups > Bank Accounts > Add new Bank Account.

2. Complete the following details:

   • Description: Enter a descriptive name for the legal entity's bank account.

   • Enabled: Select this checkbox.

   • Financial Ledger: Select 6800-0001 (the bank account ledger you set up earlier). This ledger will be debited during the receipt process, and the client will be credited.

   • Complete the Account Information section:

     • Bank
     • Branch Code
     • Bank Account Type
     • Bank Account Number

   • Complete the Receipt Import section:

     • Receipt Import Account: Select this checkbox.
     • Import file Layout: Select your newly created file layout from the list.
     • Receipt Event: Select your "Debit Order Receipt Import" event from the list. The description of this event will be used during the receipt process.

Processing the Receipt File

Once all setups are complete, you can import and process the receipt file.

1. Save the file containing the successful deductions to your PC.
2. Go to Processing > Client > Import Receipts.
3. Enter the Effective Date (this is usually your transaction date).
4. Enter the Transaction Date (this date will appear on your financial statements).
5. Select the file you saved on your PC.
6. Choose the Bank Account you set up earlier.
7. Click the Finish button to start the import process.

Viewing Receipted Payments and Logs

After the process is complete, you can view the results:

• View Receipted Payments: Generate a report by navigating to Reporting > Loan > Receipt Detail.
• View the Log: To view the import log, go to Processing > Logs > Receipt Import. Highlight an entry and click the buttons to print the Report and Log.

FAQs and Troubleshooting

Q: I'm getting a MAXMONEY error after enabling this module. What should I do? A: If users suddenly encounter errors after enabling this module, double-check all the setup configurations for this module to ensure they are correct.