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Import Fee Schedule

Purpose Statement

The Import Fee Schedule feature allows administrators to efficiently bulk upload multiple fee schedule items into the system using a standardized Excel template. This feature streamlines the process of setting up billing structures by eliminating the need for manual, line-by-line entry of fee schedule data.

Background Information

Fee schedules are critical components of the billing system that define standardized rates for various services provided by Fire/EMS departments. The import functionality is particularly valuable during initial system setup, annual rate updates, or when migrating from legacy billing systems. This feature supports bulk operations while maintaining data integrity through comprehensive validation processes.

Required Permissions

  • Invoicing Management - Required to access the Invoicing module
  • Fee Schedule Administration - Required to view, create, and modify fee schedules
  • Data Import - Required to perform bulk import operations
  • Administrator Role - Typically required for fee schedule management functions

Video


Step-by-Step Guide

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1. Click on Invoicing.


Click on Invoicing.



2. Click on Fee Schedule.


Click on Fee Schedule.



3. Click on Import Fee Schedule.


Click on Import Fee Schedule.



4. Click on Download sample spreadsheet.


Click on Download sample spreadsheet.



5. Sample Spreadsheet.
  1. Billable Category Required
  2. Type - Required
  3. Line Item - Required
  4. Unit - Required - hour or hourly
  5. Fee - Required
  6. Billing Code
  7. GL Code - Code can only contain letters, digits, dots or hyphens – max 40 characters
  8. GL Code Description
  9. Status - Active (default) or Inactive

Sample Spreadsheet.



6. Select Choose File and Select the file to import.
  1. Restricted to *.xls format.
  2. Maximum file size 46 MB.
  3. Only Flat Fee Types fee's, no formula based fee's permitted.

Select Chose File and Select the file to import.


7. Click on Import.


Click on Import.



8. Example message for duplicate values.
  1. Update/overwrite existing records and import new records.
  2. Reject the duplicated rows; only import new ones.
  3. Cancel the operation.
  4. A file with the duplicate line items have been downloaded.

Example message for duplicate values.



9. If duplicate values found, a duplicate file will be downloaded.
  1. Duplicate values will not be imported.


If duplicate values found, a duplicate file will be downloaded.


10. Error Message. The file will not be imported.


Error Message. The file will not be imported.



11. Validation Warning.


Validation Warning.



12. Example Validation error file. The file will be downloaded.
  1. Validation Errors will be displayed in column J.
  2. In this example, a space is present causing the error.

Example Validation error file. The file will be downloaded.



13. Example Imported Fee Schedule item:

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Best Practices

Data Preparation:

  • Always use the official sample spreadsheet template to ensure proper formatting
  • Verify all required fields are completed before importing
  • Remove any spaces or special characters that might cause validation errors
  • Test with a small batch of records before importing large datasets

File Management:

  • Keep backup copies of your original data files
  • Use descriptive file names with dates for version control
  • Verify file format is .xls (not .xlsx) before uploading

Error Prevention:

  • Double-check GL codes meet the character requirements (letters, digits, dots, hyphens only)
  • Ensure unit fields contain only "hour" or "hourly" values
  • Review for duplicate entries that might conflict with existing records

Troubleshooting & FAQs

Q: Why is my file being rejected during upload? A: Verify your file is in .xls format, under 46 MB, and contains no formula-based fees. Only flat fee values are permitted.

Q: What does the validation error in column J mean? A: Column J displays specific validation errors for each row. Common issues include extra spaces in required fields, invalid characters in GL codes, or missing required data.

Q: How do I handle duplicate records? A: When duplicates are detected, choose whether to update existing records, skip duplicates, or cancel the import. A duplicate file will be downloaded showing the conflicting entries.

Q: Can I import formula-based fees? A: No, the system only accepts flat fee amounts. Convert any calculated fees to their final monetary values before importing.

Q: What happens if some rows have errors but others are valid? A: The system will import valid rows and provide an error file highlighting problematic entries that need correction and re-import.