Account Import Module (AIM)

The Account Import Module allows you to import new accounts from simple data files sent by your client.  The interface allows you to receive different file formats:  Excel, comma delimited, tab delimited and pipe delimited. 

The import process requires that each data file have unique reference numbers within the data file.  If the file contains accounts with duplicate reference numbers, the process will not import accounts properly.  If you need an import process that handles duplicate reference numbers, please contact Sales.   

The import process is for simple imports of debtor accounts.  It does not update existing accounts, cannot import all CollectMax data fields, cannot import multiple claim accounts and cannot be used to import more complex file formats.  Please contact Sales for information on custom import processes for these type situations.

 To Create a AIM Template:

A new template should be created for each new format file you receive.  Once you create a template it will be available for use multiple times until you remove it.  If the file you are attempting to import is in the same format as a template that has already been created, there is no need to create a new template.

To create a template, you must have an import file.  The AIM Interface needs the import file to set the columns that must be defined.  It is recommended to use the actual data file to create the template so the formatting options are set correctly.  Blank Files may not show proper formatting and result in poor import results.

From the Main Screen of CollectMax, click the  button to display the Network Processes Screen. 

Click the  tab to display the AIM Process Screen.

Select the AIM – Template Creator entry and double click or click the   button to display the AIM – Template Creator Screen.

Start by selecting the Template Options: 

Click the    button to display the Options Screen.

• Directories:  Select the Download, Backup and Template Data Directories for this template.  Click the  button to display a browse screen and browse to find the proper directories.  These must be set or the import process cannot be completed. 
• File Format: Select the format that the data file will be in.  The AIM Interface can download XLS, or comma, tab or pipe ( | ) separated files.  If unsure what type of file you have, contact Technical Support for help in determining the file format.

Select the appropriate options from the following list.  Click the  box next to the proper selections for this data file.

• File Has Header Record:  Check the file for a header record.  If the file does not have a header record, please make sure to deselect this option or your record in the data file will not be imported.
• Format Data in Upper/Lowercase:  If the data is in all upper case and you would like it imported in proper case, select this option.
• Use SSN in Link Field:  If the data file contains a Social Security Number for the primary debtor and you would like it to download in the link field, select this option.
• Add All Data Fields As a History Memo:  To have the import process add a history note including all data fields in the file and where they were imported, select this option.
• Client Translation On:  If your file has accounts that belong under multiple clients, select this option and indicate by column letter which column should be used to determine the proper CollectMax Client ID.
• De Name Fmt:  If the debtor’s complete name in the data file is contained in only one column, select from the  list the matching format of the name in the data file.   If you do not see a format that matches your data, please contact Technical Support.
• Date Fmt:  Select how the dates columns in the data file are formatted.  If the data file has multiple formats, check the columns that will be imported into CollectMax date fields.  If those fields are formatted the same, then pick the matching format.  If those fields contain different formats, then the spreadsheet or data file will need to be reconfigured so these columns will have the same date formatting.  If a date column is to be imported into a field that is not considered a date field the format will not matter.
• If length SSN=8, add Leading 0:  Certain file formats will drop the leading 0 from a number field.  If the import process finds a SSN that has 8 numbers instead of 9, you can select this option to add a leading 0 to the SSN.  If the SSN is shorter than 8 digits or if you do not choose this option and the SSN is 8 digits, the process will download the SSN incorrectly and will have to be fixed manually.  However selecting to add a 0 is not guaranteed to be accurate.

After all the options have been set, click the  button to display the Template Definition Screen.

Enter a Template Name.   Your name should reflect something that would allow users to know what files this template should be used to import.

Select the file to be imported.  Click the  button and browse to find the import file to be defined. 

The File Columns plus the first line of data or header will be displayed in the grid.  

Each column of data will have to be translated into the proper CollectMax field.  The data in the column will be imported into the selected CollectMax field.   

Click the first column you would like to translate.  Click the  button to display the definition screen. 

Select from the  list the Tab/Screen that this column of data will appear when imported to CollectMax.  This selection is used to narrow down the selection fields for faster template creation. 

For example: If your column lists the Reference Number, you would need to select Claim for the Tab/Screen selection.  

You may also click to Show All and all available fields will be shown in the fields list.   The Tab/Screens available for selection are:

Bank – Primary Debtor’s Bank Information
Claim – Account Balances and Fields on the Claim Tab
Co-Debtor – Secondary Debtor Fields
Co-Employer – Secondary Debtor’s Employer Fields
Debtor – Debtor Fields
Employer – Debtor’s Employer Fields
Filing – Filing Information
History – For Fields that can go in Account History
Judgment – Judgment Fields
Plaintiff – Plaintiff Fields
Show All – All available Fields
Skip – For Column that should be Skipped and not Downloaded
Summary – Fields available on the Summary Tab
UV – User Fields

Next, select the proper field from the  list.   If the field is not listed, try selecting another tab or Show All to find the field you need.  

Once the column has been translated, click the  button to display the template screen and grid again.  

Continue to translate each column until the entire file has been completed.  If a column is not defined, the process will consider that column as one that should be skipped and that data will not be downloaded.  Be sure all import columns are translated prior to importing accounts.

After all Columns have been defined and Options set, click the  button on the Template Screen. The new Template will be created on the main screen of the AIM Interface.

 To Import Accounts Using an Existing Template:

From the Main Menu of CollectMax, click the  button to display the Network Process Screen.

Select the  tab.   Select the Template to be used for the import process and double click or click the  button.  The Template Download Screen will be displayed.  

To review the template for accuracy, click the  button. 

To review the options for accuracy, click the  button. 

While reviewing the Template or Options, modifications can be made to both.   If multiple modifications should be made, you can remove this template and create a new template.   

 Importing Accounts :

Client Translation Table

The Client Translation Table must be configured so that the accounts are imported to the proper clients.  If the accounts should all be attached to a single client, click the  button to display the Translation Screen.

In the AIM Client field, enter a * .  In the Client ID field, select the proper CollectMax Client.  

If the accounts should be attached to multiple client accounts, enter the client translations based on the selected translation column in Options.  The AIM Client should be the data in the selected translation column.  Only one entry per translation is needed.  You should only need to define each client code once.  Once it is defined it will remain defined for subsequent downloads using this template.

Click the  button to select the Download Settings.  All download settings are optional except for status code.  A status code must be selected to successfully import the accounts. 

 Download Settings: 

• Initial Status:  Select the opening status of the imported accounts. 
• Type: Select a Type Code to be added to all imported accounts.
• Originator and Responsible:  See the Help Topic Network Assignment for instructions on how to set the proper Originator and Responsible settings.    
• Initial Document 1 & 2: Select from the  list a document to put on the print list for each account imported. These documents will be on the print list to be printed by you after the import.  The import process does not print the documents on import.
• Initial Action Item: Select from the  list an action to be added to the account with import.
• First Acct Num: Select the first CollectMax account number to use when importing the data.  Subsequent added accounts will be imported with the next available number after the number entered.  Leave the options set to AUTO if you would like the import process to add one to the highest number in the system when adding accounts.

Click the  button and select the file to be imported.

Click the  button and select to process the import report to Screen, Printer or File.   The preview process will begin. 

If there is problem with the file or the translations an error should be displayed indicating the problem.  Try correcting the error in the file, template or client translation table.  If you are unable to figure out the problem or need help in correcting the issue, contact Technical Support.

Possible Errors in Importing:

Excel Open – Excel must be closed to import an excel file
No Client Translations – Check the Client Table
Selecting to import a column with words into numeric field – Check the translation on the indicated problem fields
Date Formatting – Check all the columns that are importing into a date field and make sure your options are set to the proper date format.
Currency Formatting – Make sure your balance columns are not formatted as currency.
Formulas – Make sure that all the data in the columns is actual flat data and not a formula result.  There are methods to taking a formula field and flattening it to the result.  Formula cannot be imported into a numeric field.

If no error is displayed a preview report will be displayed to screen, printed to the printer or saved as a file per your process selection.  Once that has been reviewed for problems, select to finalize the import process by importing the accounts.

A final report will be displayed, printed or saved to file per your process selection.  The accounts will now be available in the debtor find form. 

Please review a couple of imported accounts for accuracy.  If the import was incorrect, please delete the imported files.  Correct the template and re-import. 

 Printing a List of Available Fields:

The AIM Interface will allow you to print a complete list of available download fields for your or your client’s reference.   

From the Template Creator Screen or the Template Download Screen, click the   button and a report will be generated to screen.  From there you can export or print the report.

 Removing an Old/Outdated Template:

From the AIM Processes Screen, select the template to be removed and double click or click the  button.  On the download tab, click the  button and follow the prompts to completely remove the template.  Once removed you will not be able to restore this template.   Make sure that this template is no longer needed prior to removing it.