Financials: Import student miscellaneous ledger transactions

Importing student miscellaneous ledger transactions is useful when you are starting a new Charms account and have existing credit and/or debit transactions to enter. 

General import template information

• The template contains several columns. If the column heading font is red, the field is required.
• Do not move, delete, or rename columns.
• Do not change the template name. 
• Do not re-import a template. After an import, if you need to make changes to the data, do that manually in Charms.
• For money fields, do not add currency signs.
• For measurement fields, enter a number. No need to add the word inches or pounds/lbs.
• For date fields, use mm/dd/yyyy format.
• If there is a number in parentheses after the column name, that is the maximum number of characters you can enter for that field.
• If there is a pound sign in parentheses after the column name (#) enter a number in that field.

Import opening balances

1. On the Main Sections menu, click Imports.
2. At the top right, for Select Upload Type, select Import Misc Balances.

3. Click 

   

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4. Open the CharmsOpeningBalances template and save it with the same name. Remember where you saved the template.
5. In the template, fill in the required fields (shown in red). This template has two fields and both are required.
   1. (Required) Enter the Student ID.
   2. (Required) For Opening Balance, enter the amount of money for the transaction. NOTE: For debits, enter a negative number.
6. For Enter description for this upload, enter an explanation for the transaction. This entry displays on the Transaction Detail tab of the student's miscellaneous ledger.

7. Click 

   

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8. Navigate to your template and select it.
   1. You can click in the Drop Files or Click to Upload area and select your template.
   2. As an alternative, you can drag your template from its location and drop it into the Drop Files or Click to Upload area.

9. Charms uploads the information and if there are no errors, you receive an import successful message. Click 

   

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The transaction(s) are added to the student's miscellaneous ledger and you can view the data on the Transaction Details tab.

Fix import errors

If there are import errors, Charms displays a failed error message and no records are uploaded.

1. To see the errors, click View Data. Errors are shown in red so you can easily spot the problem.
2. Go back to your template, correct the errors, and save the template. Remember to use the same template name.

3. Return to Charms, and on the Import Miscellaneous Balance File page, click 

   

   
   
4. Navigate to your template and select it.
   1. You can click in the Drop Files or Click to Upload area, and select your template.
   2. As an alternative, you can drag your template from its location and drop it into the Drop Files or Click to Upload area.
5. Continue this process until the template loads successfully.