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 complete the import.
During the process, you can choose to enable auto-reconciliation. When enabled, the system will attempt to match payments and generate receipts for successfully reconciled records.
This feature is ideal for colleges that need an efficient way to record payments received from external systems.
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.
Excel files are recommended for better formatting and data consistency.
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 is subject to the limits below. If your file exceeds these limits, split it into smaller batches and upload them separately.
Import without auto-reconciliation: 100 records per upload.
Import with auto-reconciliation: 50 records per upload.
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.
Field Name | Description | Notes |
|---|---|---|
Student No. | The student number that the payment is for | Required |
Payment Amount | The amount paid. Negative values will be skipped | Required |
Transaction Date | The date the payment was made | Required |
Payment Reference | The payment reference or ID supplied by the external payment provider |
Example
Below is an example of a valid import file:
Student No | Payment Amount | Transaction Date | Payment Reference |
|---|---|---|---|
12345 | 1500.50 | 15/08/2025 | FW-09213 |
12346 | 2500.25 | 16/08/2025 | CIBC-77432 |
Each row represents one external payment record that will be imported into eBECAS/EDMISS.
Import Payments
Importing the same file or records more than once will create duplicate payments.
After a successful import, ensure the same records are not uploaded again
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: Import Setup
Select the Payment Provider (source of the payments)
Select Reconcile Payments Automatically if you want the system to attempt reconciliation during the import.
When this option is enabled, additional fields will appear. Complete these fields to define how receipts should be created for successfully reconciled payments.
Refer to the Auto-Reconciliation section below for more details.
Select the file to with the data to import.
Click Next.
Step 2: File Configuration
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→ 01/12/2023mm/dd/yyyy→ 12/01/2023yyyy-mm-dd→ 2023-12-01d/m/yyyy→ 1/12/2023m/d/yyyy→ 12/1/2023
When ready, click Submit.
A window will appear where you can enter an optional description for the process. Leave it blank if not required, then click Proceed to start the process.
The import runs in the background as a Process. This allows the import and any auto-reconciliation to complete while you continue working. You will receive a notification once it has finished.
From the Process details page, you can view the status and review the logs. The logs show the result for each record, including any errors.
An Excel file will also be available, containing the original data and the import result for each row.
Reconcile Imported Payments
There are 2 different ways to reconcile imported payments:
Manual
Automatic
Manual Reconciliation of Imported Payments
Imported payments can be reconciled in the same way as any other external payment.
For step-by-step instructions, refer to the Reconcile External Payments article.
Automatic Reconciliation of Imported Payments
When setting up the payments import (view Import Payments section above), you can choose to enable automatic reconciliation.
As this process creates receipts to allocate payments, additional receipt details must be completed. These are the same fields required when creating an individual receipt.
The details entered will apply to all receipts generated during the auto-reconciliation process.
Configure default options for External Payments so they are pre-selected when creating or importing external payments.
During auto-reconciliation, the system will attempt to allocate the payment to the student’s oldest outstanding invoice first. If funds remain, it will continue allocating the payment to the next oldest invoice until the full payment amount has been applied.
When allocating a payment to an invoice, fees are applied in the following order:
Other Fees
Tuition Fees
Agent Fees
Accommodation Arrangement Fees
Accommodation Fees
Airport Transfer Fees
Insurance Fees
If the payment is successfully allocated, the system will create the relevant receipts and link them to the external payment.
The external payment will then be marked as Reconciled and will not be available for further reconciliation.
Considerations
Be aware of the following when enabling auto-reconciliation:
If a payment is allocated to multiple invoices within the same enrolment, one receipt will be created.
If invoices across different enrolments are paid, a separate receipt will be created for each enrolment. All receipts will remain linked to the same external payment.
If the payment amount exceeds the total outstanding invoices, the payment will not be reconciled. An error will be recorded in the logs. The payment amount must not be greater than the total outstanding balance.