Import External Payments

Overview

The Import External Payments feature lets you bring payment data from third-party platforms or bank feeds into eBECAS/EDMISS in a fast and simple way. It avoids manual entry and helps keep your records accurate.

You can upload an Excel or CSV file, map the columns, review the data, and then run the import.

This is ideal for colleges that need a quick method to record payments received from external systems.

Importing external payments does not allocate the payments automatically. This automation will be available in a future release. For now, imported payments create an external payment record that can be reconciled manually.

Prepare the File for Import

Before you begin, make sure the file is set up correctly for the import:

File Type/Extension

The import supports Excel (.xls, .xlsx) and CSV (.csv) formats. Each row in the file represents a single external payment record.

File Size

The file for the import must be under 5MB.

File Requirements

• Header Row: The file must include a header with the column names, and it must appear as the first row. The order and names of the columns do not need to match the system, as you will map them during the import.

• First Spreadsheet: For Excel files, only the first worksheet is used during the import. If your file has multiple sheets, ensure the first one contains the data you want to import.

• Maximum Records: The import supports up to 50 records at a time. If your file has more rows, remove the extra entries and upload them in separate batches.

• Date Values: All dates must follow a single, consistent format such as dd/mm/yyyy, as only one format is supported during the import.

• Data Validation: The system imports the data as provided. Although it validates the format of the data, it does not verify if the data itself is correct. Always confirm that student numbers, payment amounts, and transaction dates are accurate before importing.

Once your file meets these requirements, ensure that it includes the following headers and required fields.

Available Fields

Each row in the import file represents one payment record and must include the following fields.
Required fields must be present and contain valid values for the import to succeed.

Example

Below is an example of a valid import file:

Each row represents one external payment record that will be imported into eBECAS/EDMISS.

Import Payments

Once the import file is ready, you can process it in eBECAS/EDMISS Next Generation.

To start, go to External Payments Search, then click on the Import Payments button on the right side of the header.

Step 1: File Selection

Select the Payment Type that corresponds to the provider or source of these payments.

Then, upload your prepared file using the file uploader.

Step 2: Configuration

In this step, you can preview the first rows of your file and set the import options.

Data Preview

The Data Preview section shows the number of records in the file and a preview of the first rows with their headers. Review this carefully to confirm the details are correct. If anything looks wrong, cancel the process, update the file, and start again.

Field Mapping

Use the dropdown menus to map each header from your file to the corresponding system fields in eBECAS/EDMISS. Make sure that all required fields are correctly mapped.

Configuration

Use this section to configure the data format settings used in your import file. This ensures that date values are interpreted correctly during import.

Select the date format that matches the format used in your file.

Example formats:

• dd/mm/yyyy → 01/12/2023

• mm/dd/yyyy → 12/01/2023

• yyyy-mm-dd → 2023-12-01

• d/m/yyyy → 1/12/2023

• m/d/yyyy → 12/1/2023

Before continuing, review all data, field mappings, and settings.

When you click Next, the system will import the payments and create the corresponding payment records.

Step 3: Processing

Once the import starts, the system will create payment records using the data in your file.

As it runs, the result for each row will appear on the screen.

At the end, a summary will show how many records succeeded and how many failed.

If any errors occur, correct the failed rows in your spreadsheet and re-import the file.

To avoid duplicates, import only the corrected rows or create a new file that includes only the rows that previously failed.

Importing the successful records again will create duplicates.

Reconcile Imported Payments

After the payments are successfully imported, they become available for reconciliation.

For detailed instructions, visit Reconcile External Payments.