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ADP  Payments  Tutorial  Series How to Import a Batch ADP Payments supports four types of imports: Customers, Payments, Recurring Payments and List Items. Each of these import types is outlined below. • Customer The customer import batch is used for importing a customer list, with or without payment account information, into ADP Payments without processing any transactions for the imported customers. Customer imports are comprised of two sections: information about the customer (name, company, billing address, phone, email, etc.) and the customer’s payment accounts.   You can import one bank account and one credit card account for each Customer Record. These accounts will be labeled as the “default” accounts for this customer. Importing a payment account with a Customer Record is optional. • Payment Payment imports are used to process one‐time payments. When the payment import file is uploaded, the system immediately creates new customers for each row without a Customer ID, processes a credit card or Echeck (ACH) payment for each customer in the file, and emails a receipt for that payment. There are two payment import row formats, and a single payment import file can contain a combination of both formats: • Existing Customer Payment Import Row This import row format is used if you have a Customer ID for the person being charged. You provide the ADP Payments Customer ID and the amount and type of payment. The system processes the payment using the default account for the payment type selected. • New Customer Payment Import Row This import row format is used when you want to create a new customer in ADP Payments and process a payment for that customer at the same time. Your import file must contain all required fields for a Customer Record and all required fields for a one‐time payment. • Recurring Payment Recurring payment imports are used to enter and activate recurring payment schedules for both billing schedules and payment plan schedules. When the recurring payment import file is uploaded, the system immediately creates new customers for each row without a Customer ID, activates the schedules, sends an email to the customer confirming the schedule, and processes a transaction for any payments scheduled for the current day. It also emails a receipt. There are two recurring payment import row formats, and a single recurring payment import file can contain a combination of both import formats: • Existing Customer Recurring Payment Import Row This import row format is used if you have a Customer ID for the person being charged. When you provide the Customer ID along with the schedule details and type of payment, the system processes the scheduled payments using the default account for the payment type selected. • New Customer Recurring Payment Import Row This import row format is used when you want to create a new customer and enter a schedule for that customer at the same time. You must provide all required fields for a Customer Record and all required fields for a recurring payment schedule. • Items The Item import is designed to enable you to import a product or service catalog for use with creating ADP Payments invoices. Each item is comprised of a name, description and unit price. 

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  • ADPPaymentsTutorialSeries

    How to Import a BatchADPPaymentssupportsfourtypesofimports:Customers,Payments,RecurringPaymentsandListItems.Eachoftheseimporttypesisoutlinedbelow.

    CustomerThecustomerimportbatchisusedforimportingacustomerlist,withorwithoutpaymentaccountinformation,intoADPPaymentswithoutprocessinganytransactionsfortheimportedcustomers.Customerimportsarecomprisedoftwosections:informationaboutthecustomer(name,company,billingaddress,phone,email,etc.)andthecustomerspaymentaccounts.

    YoucanimportonebankaccountandonecreditcardaccountforeachCustomerRecord.Theseaccountswillbelabeledasthedefaultaccountsforthiscustomer.ImportingapaymentaccountwithaCustomerRecordisoptional.

    PaymentPaymentimportsareusedtoprocessonetimepayments.Whenthepaymentimportfileisuploaded,thesystemimmediatelycreatesnewcustomersforeachrowwithoutaCustomerID,processesacreditcardorEcheck(ACH)paymentforeachcustomerinthefile,andemailsareceiptforthatpayment.Therearetwopaymentimportrowformats,andasinglepaymentimportfilecancontainacombinationofbothformats:

    ExistingCustomerPaymentImportRowThisimportrowformatisusedifyouhaveaCustomerIDforthepersonbeingcharged.YouprovidetheADPPaymentsCustomerIDandtheamountandtypeofpayment.Thesystemprocessesthepaymentusingthedefaultaccountforthepaymenttypeselected.

    NewCustomerPaymentImportRowThisimportrowformatisusedwhenyouwanttocreateanewcustomerinADPPaymentsandprocessapaymentforthatcustomeratthesametime.YourimportfilemustcontainallrequiredfieldsforaCustomerRecordandallrequiredfieldsforaonetimepayment.

    RecurringPaymentRecurringpaymentimportsareusedtoenterandactivaterecurringpaymentschedulesforbothbillingschedulesandpaymentplanschedules.Whentherecurringpaymentimportfileisuploaded,thesystemimmediatelycreatesnewcustomersforeachrowwithoutaCustomerID,activatestheschedules,sendsanemailtothecustomerconfirmingtheschedule,andprocessesatransactionforanypaymentsscheduledforthecurrentday.Italsoemailsareceipt.Therearetworecurringpaymentimportrowformats,andasinglerecurringpaymentimportfilecancontainacombinationofbothimportformats:

    ExistingCustomerRecurringPaymentImportRowThisimportrowformatisusedifyouhaveaCustomerIDforthepersonbeingcharged.WhenyouprovidetheCustomerIDalongwiththescheduledetailsandtypeofpayment,thesystemprocessesthescheduledpaymentsusingthedefaultaccountforthepaymenttypeselected.

    NewCustomerRecurringPaymentImportRowThisimportrowformatisusedwhenyouwanttocreateanewcustomerandenterascheduleforthatcustomeratthesametime.YoumustprovideallrequiredfieldsforaCustomerRecordandallrequiredfieldsforarecurringpaymentschedule.

    ItemsTheItemimportisdesignedtoenableyoutoimportaproductorservicecatalogforusewithcreatingADPPaymentsinvoices.Eachitemiscomprisedofaname,descriptionandunitprice.

  • How to Import a BatchThebasicstepsforimportingabatchfilearethesameforeachImporttype,andareoutlinedbelow.Fordetailedinstructionsonhowtoimporteachtype,seethefollowingsections:

    ImportingaCustomerBatchinChapter6oftheADPPaymentsUserGuide.

    ImportingOnetimePaymentsinChapter4oftheADPPaymentsUserGuide.

    ImportingRecurringPaymentSchedulesinChapter4oftheADPPaymentsUserGuide.

    Watchthis3minutevideotoseehowitsdone.Detailedstepbystepinstructionsareprovidedbelow.TIP:UsethescreenmagnificationfeatureinAcrobattoenlargethevideo.

    Besuretoprepareyourimportbatchfileproperly.Fordetailedrequirementsandfieldparametersforimportbatches,seeAppendixC:ImportRequirementsintheADPPaymentsUserGuide.

    ADPPaymentsTutorialSeries HowtoImportaBatch Page2of6

  • Followthestepsbelowtoimportacustomer,payment,recurringpayment,oritemsbatchfile:

    1. ClickSettingsinthetopnavigationbar.

    2. ClicktheimportcentertabtoopentheImportCenterdashboard.

    3. FromtheImporttypedropdownboxselectCustomer,Payment,RecurringpaymentorLineItemtomatchthetypeoffileyouareimporting.ThefilecannotcombinemultipleImporttypes.

    4. EnterashortdescriptivenameforyourimportintheImportnamefield.ThisnamewillbeusedwhenreferencingthisparticularimportbatchintablesontheImportCenterdashboard.

    5. EnterashortdescriptionoftheimportintheImportdescriptionfield.(Optional)

    6. IntheFiletypedropdownbox,selectthetypeoffileyouareimporting.Youcanusea.csvfile(recommended)orapipedelimitedtextfile.TIP:ToconvertanExcelfileto.csv,usethesaveascommandandselect.csvasthefiletype.

    7. Ifthefileyouareimportingcontainsaheaderrow,checktheFirstrowisheadercheckbox.Ifthereisnoheaderrow,leavethisboxunchecked.TIP:UsingaheaderrowisveryhelpfulforthefieldmappingthatyouwillperforminStep11.

    8. ClicktheBrowsebuttontolocatetheimportbatchfileonyourcomputer.NOTE:IntheGoogleChromebrowser,thebuttonwillsayChooseFileandwillbetotheleftofthefield.

    9. Clickuploadtobegintheimportprocess.

    ADPPaymentsTutorialSeries HowtoImportaBatch Page3of6

  • 10. Thesystemperformsapreliminaryvalidationofyourfile.Ifitiscorruptorunusable,youwillseeanerrormessage.Otherwise,youwillseetheMapFieldTitlesscreen,shownbelow:

    Thefirstcolumndisplaysthevaluesinthefirstrowofeachcolumninyourfile.Thesewilleitherbethevaluesinyourheaderrow,orthefirstrowofdata(ifyourfiledoesnotcontainaheaderrow).

    ThesecondcolumncontainsdropdownboxesusedtomapfieldsinyourfiletoADPPaymentssystemfields.

    TheChooseSavedMappingdropdownboxenablesyoutoselectasavedmappingschema.TIP:Thefirsttimeyouimportafiletherewillbenosavedmappingschemas.Youwillbeaskedtosaveyourmappingschemaeachtimeyoucreateanewonewhileimportingafile.

    TheresetmappingbuttonwillclearallvaluesintheSystemFieldNamesdropdownboxessoyoucanbeginthemappingprocessagain.

    Thehelpbox,locatedundertheresetmappingbuttonprovidesdefinitionsforalloftheADPPaymentssystemfields.Selectafieldnamefromthedropdown,anditsdefinitionwillappearunderthebox.

    ADPPaymentsTutorialSeries HowtoImportaBatch Page4of6

  • 11. Foreachcolumnyouwanttomapfromyourfile,selectacorrespondingADPPaymentsfieldfromtheassociateddropdownbox,asshownbelow.Ifyoudonotwanttomapafieldfromyourfile,leavethecorrespondingdropdownboxsettoSelectColumn.RequiredfieldsdifferforeachImporttype,aremarkedwithasasterisk(*),andappearatthetopoftheSystemFieldNamesdropdownbox.TIP:Selectedfieldswilldisappearfromthelistofavailablefields.Thispreventsyoufromaccidentallycreatingduplicatemappings.

    12. Whenyouhavefinishedmappingfields,clickthecontinuebutton.

    13. Onthenextscreen,shownbelow,enteranameforthemappingyoujustcreatedintheMappingNamefield.YoucanselectthismappingatalaterdatefromtheChooseSavedMappingdropdownboxtoquicklymapafileusingthesamecolumnstructure.TIP:Youarerequiredtosaveyourmapping.Evenifyouneverexpecttouseitagain,storingitwillsavetimeifthereisanerrorprocessingyourfileandyouneedtouploaditagain.

    14. EnteraDescriptionforthemapping.(Optional)

    15. Clickthesave&continuebutton.

    ADPPaymentsTutorialSeries HowtoImportaBatch Page5of6

  • 16. TheApproveFileImportforProcessingscreenappears,asshownbelow:

    Thetopline(inwhite)containstheADPPaymentssystemfieldnames,inalphabeticalorder.

    Thesecondline(ingray)appearsonlyifyourfilehasaheaderrow,andcontainsthefieldnamesinthatheaderrow.

    Thefollowing5lines(inwhite)containthefirst5datarowsfromyourfile.Youcanscrollthroughtheminthetable.

    17. DoublecheckthatyourmappingcorrectlymatchedfieldsinyourfiletoADPPaymentssystemfields.

    a. Ifyouseeanerror,clickthebacktomappingbuttontoreturntothemappingscreen(Step11.),correctanyerrors,andproceed.

    b. Whenyouresatisfiedwiththemapping,clicktheapprovebatchbutton.

    18. Whenthefileissuccessfullyuploadedandqueuedforprocessing,youllseeanonscreensuccessmessage,asshownbelow.(Ifthereareerrors,youllseeanonscreenmessageindicatingthecorrectionsthatneedtobemade.)

    19. ClicktheimportcenterlinktoreturntotheImportCenterdashboardandviewthestatusofyourfile.

    20. YouwillseeyourfileinoneoftheImportCentertables.

    ImportsQueuedforProcessing:Ifyourfileisinthistable,itiswaitingtobeprocessed.Checkbacklaterforafinalstatus.

    ImportsNeedingAttention:Allorpartofthefilehasnotbeenprocessed.ClicktheViewErrorslinktoviewproblems.TIP:SeeTroubleshootingImportBatchErrorsinChapter8oftheADPPaymentsUserGuideforinstructionsonhowtotroubleshootNeedsAttentionbatches.

    ProcessingImports:Yourfileiscurrentlybeingprocessedbythesystem.

    CompletedImports(shownbelow):Yourfilehasbeenprocessedbythesystemandallrowsweresuccessfullyimported,allcustomersoritemswereadded,paymentswereprocessed,andschedulesweresaved.

    ADPPaymentsTutorialSeries HowtoImportaBatch Page6of6


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