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Import Fee Schedule

Purpose Statement

The Import Fee Schedule feature allows administrators to quickly upload multiple billing fees into the Invoicing module using a standardized spreadsheet. Importing fee schedules saves time, reduces manual data entry, and helps ensure consistent billing records across your agency.

Background Information

Fee schedules define the billable categories, line items, and associated fees used within the Invoicing module. Rather than creating each fee individually, administrators can download the provided sample spreadsheet, populate the required fields, and import multiple records simultaneously.

Using the sample spreadsheet helps ensure the data is formatted correctly and minimizes import errors.

Required Permissions

Users should have permissions that allow them to:

  • Access the Invoicing module
  • View and manage Fee Schedules
  • Import fee schedule records

Note: The exact permission names may vary by agency configuration. Verify that the user has the appropriate Invoicing administration permissions before attempting an import.

Video

Step-by-Step Guide


1. Navigate to the Fee Schedule

  1. Open Invoicing.
  2. Select Fee Schedule.
  3. Click Import Fee Schedule.


2. Download the Sample Spreadsheet

  1. Select Download Sample Spreadsheet.
  2. Save and open the spreadsheet.

The sample file contains all required columns needed for a successful import.


3. Complete the Spreadsheet

Populate the spreadsheet using the required fields:

  • Billable Category (Required)
  • Type
  • Line Item
  • Unit
    • Each
    • Hourly
  • Fee
  • Billing Code
  • GL Code
  • GL Code Description
  • Status
    • Active
    • Inactive


4. Format the GL Code Correctly

When entering the GL Code, follow these requirements:

  • Letters are allowed.
  • Numbers are allowed.
  • Periods (.) are allowed.
  • Hyphens (-) are allowed.
  • Spaces are not allowed.
  • Maximum length is 40 characters.

If the GL Code does not meet these requirements, the import will fail validation.


5. Import the Spreadsheet

  1. Return to Import Fee Schedule.
  2. Select Choose File.
  3. Browse to the completed spreadsheet.
  4. Select the file.
  5. Begin the import.


6. Review Import Results

If the import completes successfully, verify the imported fee schedule entries.

If validation errors occur, download the error file, correct the issues, and import the spreadsheet again.


7. Resolve Duplicate Records

If imported records match an existing Category, Type, and Line Item, you'll receive a duplicate record warning.

Choose one of the following options:

  • Update existing records and import new records.
  • Reject duplicate records and import only new records.
  • Cancel the import.


8. Correct Validation Errors

Common validation errors include:

  • Invalid file type (for example, an unsupported Excel file)
  • Required fields left blank (such as Fee)
  • Invalid GL Code formatting
  • Duplicate fee schedule records

Correct the identified issues before importing again which will show in column J

Example Validation error file. The file will be downloaded.

Best Practices

  • Always download and use the provided sample spreadsheet.
  • Import a single test fee before importing your complete fee schedule.
  • Verify imported records after each import.
  • Use the Inactive status when preparing fees that should not yet be available.
  • Review GL Codes carefully to ensure they meet formatting requirements.
  • Correct validation errors before attempting another import.

Troubleshooting & FAQs

Why did my import fail?

Review the downloadable error file generated during the import. It identifies the records that failed validation and explains the reason.

Why is my GL Code being rejected?

GL Codes may only contain letters, numbers, periods, and hyphens. Spaces are not permitted, and the value cannot exceed 40 characters.

What happens if my spreadsheet contains duplicate fee schedule records?

The system detects existing records with the same Category, Type, and Line Item and prompts you to update existing records, reject duplicates, or cancel the import.

Can I import inactive fees?

Yes. Setting the Status to Inactive allows you to import fees without making them immediately available for use.

What file should I use for my import?

Always begin with the downloadable sample spreadsheet provided in the Import Fee Schedule window to ensure the file structure and required columns are correct.