Summary: This article will provide instructions for performing Property and Homeowner Imports, both for updating existing account and for creating new Property records.
The Property And Homeowner Import type will allow you to add, update, or replace homeowner and property data.
As an attachment to this article you'll find the Excel Import Template configured for Property and Homeowner Imports. Columns AssocCode and Account or OldAccount are required.
- For updating existing property records, you will use the Account column to associate the information in your import spreadsheet with the appropriate account you are updating.
- For creating or importing new Homeowner records, such as creating the property records for a new association under your management, you will use the Old Account column (which will be the account number for the previous management company or the previous software used). Please be sure that you confirm the OldAccount numbers you are using in your import do not already exist in Vantaca. If you use an OldAccount number that already exists in Vantaca, your import will override the existing account with that Old Account number, as opposed to creating a new Property record/ account. If the owner is not yet in the system, use either their old account number from their prior software, or if that doesn't exist, just use a random, unique (doesn't exist in Vantaca) number i.e 123456- and Vantaca will assign a new Account number to these owners.
To begin, hover your cursor over the Settings menu item in the top navigation bar, and select Import from the drop down menu.
Next, select New import.
On the New Import screen, use the Import Type dropdown menu to select the Property and Homeowner import type. Leave the Conversion menu set to the default option of No Conversion. Next, select your completed Import File (Excel Property and Homeowner file) from your records using the Select File button.
The import screen will allow you to view any errors in the import file. Errors are indicated by Red Cells in the spreadsheet. In the example below, the Account column was incorrectly labeled Accounts.
To correct these errors, you may selected the cell in error and correct the discrepancy manually on the import screen or, cancel the import, make changes to the excel import file, and start the import process again. Always be sure to click the Save button after a change is made to save the change and recheck the import for errors.
Now that the import is error free, we are ready to Commit the Property and Homeowner Import. The last (and probably most important) step before committing the import is selecting the correct Import Type. The import types are discussed below.
An "Append" type import will append or create new accounts (new property records). By using the "Append" import, a new unique Vantaca Account Number will be automatically generate when the import is committed. For this import you will use the OldAccount column to associate the new accounts you are creating with their old account numbers.
Append = add new accounts.
A "Replace" type import will completely remove any Accounts/Properties/Homeowners for any Association in the spreadsheet being uploaded and replace it with only the information in the Property and Homeowner Import that you are working with. If there are many errors in your data and you want to start from scratch for the given Associations, this would be the import type to select.
Replace = remove everything for the associations included in the import and replace that information with only the new data included in your import spreadsheet.
An "Update" type import will change or add to the data associated with all the Accounts in the import, finding them by comparing the OldAccount (if it exists in the import file) or the Account column. The OldAccount column is not required for this type of import if using the current Account number (which will include the Association Code prefix).
Please Note: An "Update" type import will ONLY import accounts that are in the import and that exist in the system already (which is checked based on the Old Account and/or Account columns). This will update the system to match the import's data.
Note: You don't have to use each column listed in the field list, you can delete the columns you don't want to fill out and run your import for only the columns of information you need to update. If you leave those column headers on your import, but do not populate information in those associated fields for each account that information will be replaced on the Homeowner's Property record in Vantaca with blanks!
Update = Update the existing accounts with new information and if a column matches data that already exists on the account, then replace it with the new data included in your import spreadsheet.
Once you have selected the Import Type, select Commit to import the data.