An admin user can either manually import transactions via Trading Programs' user interface or use SFTP to securely transfer files to Trading Programs. This article covers how to import transactions manually.

Firstly, you will need to click on Config at the top of the page and then on Transactions in the drop-down menu. This will take you to the transactions page.

To help you, it is possible to download a csv template into which you can enter multiple transaction lines by clicking on the CSV template link (as shown in the screenshot below).

In this template, you will be required to enter the correct information for each transaction line under the header row that is already populated.

Once completed and saved, simply click the Browse button and select the file you wish to upload into Trading Programs.

You will then have the option of ticking or unticking the available ‘Includes supplier references’ and ‘Ignore duplicates’ options.

The Includes supplier references option indicates whether Trading Programs should expect the supplier to be populated or not, whereas Allow duplicates indicates whether Trading Programs should prevent any duplicate transaction lines from being imported or not.

Once complete, click the Import button (see screenshot below).

Trading Programs will then validate that the data values provided are in an acceptable format to be imported into the system.

If all is ok, your transactions data from the file will be added to the relevant database. If it is incorrect, however, Trading Programs will display an Import results message displaying rejected rows or reasons why the file was not processed (as shown in the example below).

Reconciliation

Every time transactions are imported into the system, Trading Programs will automatically run a reconciliation task for the new transactions. When reconciling transactions, Trading Programs attempts to match the new transaction data to the dimension items that already exist in the system, based on the references that have been specified within your transactions files.

A reconciliation task can also be triggered in one of two ways: either it can be reconciled automatically by Trading Programs (as pre-determined by a fixed schedule), or the reconciliation process can be manually triggered by an admin user.

Automatic reconciliation

An admin user is able to enable and configure the automatic reconciliation process by clicking on Config at the top of the page and then on Processing in the drop-down menu.

Clicking on the Reconciliation tab will take you to a new page where you will notice a panel on the right-hand side containing the reconciliation process settings that can be enabled and configured according to your business needs.

Manual reconciliation

As an admin user, you can also manually trigger the running of the reconciliation process, if required. To do this, you will need to click on Config at the top of the page and then on Transactions in the drop-down menu.

In the Reconcile transaction lines section on the right of your page (as shown in the screenshot below), simply select All or one of the available suppliers from the list.

You also have the option to tick the Allow duplicates box. When "Allow duplicates" is unticked (the default behaviour) the system will prevent imported transaction lines from being reconciled if it is a duplicate of an existing transaction line. When "Allow duplicates" is enabled, the system will not prevent duplicate unreconciled transaction lines being reconciled.

Finally, click the Reconcile button, triggering a message stating “The Reconciliation Process has been queued and will run shortly” to be displayed in the top right-hand corner of the page (as shown below).

If you are experiencing issues when attempting to reconcile transactions please see the troubleshooting article.

If you would like more information on this topic, or have any queries, then please book an appointment with a member of our Client Services team.