Oil Well, Quick Start Guide (importing data). Sample Sheets for Download Residential Aging List Residential Writeoff List Commerical Aging List Commercial Writeoff List Importing data consists of 2 basics tasks: Step 1: Importing your write-off data (clients that have not paid and are considered written off). Step 2: Importing your aging data (clients that are currently overdue on payments) Easiest Method: Import Write-Offs, Import Aging Data with option to Resolve Missing Records Step 1: Import Write-off Data (Commercial or Residential) 1. If you have a Commercial Account, start with your Commercial Data (Data is broken into Commercial and Residential data - separate databases). After you have followed all steps for Commercial data go back and follow these steps for Residential data. Export your data into a Microsoft Excel Format (xls) with the below columns. Columns with an asterisk (*) are required. Commercial Fields Residential Fields * Company Name * First Name * Street Address * Last Name Apt/Suite (Optional Format if not included above) * Street Address * City/Town Apt/Suite (Optional Format if not included above) * State * City/Town * Zip Code * State Phone Number (optional) * Zip Code Tax ID (optional) Phone Number (optional) Amount Owed (optional) Social Security Number (optional) Date Written-off MM/DD/YYYYY (optional) Amount Owed (optional) Date Written-off MM/DD/YYYYY (optional) Note: The more information you provide the more accurate and efficient searches will be. Note: The Date Column is very important to include; you can list write-offs dating back 7 years. Note: The write-off data is the most important information; These records represent the clients you are looking to avoid doing business with. 2. Select: Import Data from the Main Menu 3. Select: 4. Commercial Write-Off List or 2. Residential Write-Off List 4. Click the button: Select File to Import, browse for your file and click open. 5. Click the button: Import file 6. The system will now read the first record in your file and show you the values on the left side. On the right side will be a drop down menu for each value. Match up values of your records with the drop down menu categories. Once this has been done once, the system will remember your matches for the next import. 7. If your Excel file has the column names listed as the first record (ie. Company name, Address, etc..) then select the option at the bottom to Skip the first row. 8. If you are satisfied that everything looks correct, click Import the above data. 9. Depending on the amount of records you have, the process can take anywhere from a few seconds to a couple minutes to complete; wait for a response. 10. If the system fails to read your file, please contact us immediately so we can determine the issue. 11. If the system was successful in reading your files it will read: Records have been imported. You have now successfully imported your write-off’s. 12. Done: You may now import your aging list. Step 2: Import Aging Data (Commercial or Residential) 1. If you have a Commercial Account, start with your Commercial Data (Data is broken into Commercial and Residential data - separate databases). After you have followed all steps for Commercial data go back and follow them for Residential data. Export your data into a Microsoft Excel Format (xls) with the below columns. Columns with an asterisk (*) are required. Fields below are different from Step 1 Commercial Fields Residential Fields * Company Name * First Name * Street Address * Last Name Apt/Suite (Optional Format if not included above) * Street Address * City/Town Apt/Suite (Optional Format if not included above) * State * City/Town * Zip Code * State * Days Overdue * Zip Code Phone Number (optional) * Days Overdue Tax ID (optional) Phone Number (optional) Amount Owed (optional) Social Security Number (optional) Written Off (Optional format) Amount Owed (optional) Resolved (Optional format) Written Off (Optional format) Resolved (Optional format) Important: Written Off and Resolved Columns are optional formats. If it is easier and you are able to include your Write-offs and Resolved clients with your aging data you may choose this format. Placing any value in this column will trigger that record to be written off or resolved. If you choose not to use this format the system can Automatically resolve your clients for you. Each time you import your aging data, you can tell the system to match up your import with all active files on the system. Any records that are Missing from your import that are still active on the oil well system will be immediately flagged as resolved (meaning the client is paid up). Again, this is optional and you can choose not to have it automatically resolve. 2. Select: Import Data from the Main Menu 3. Select: 1. Residential Aging List, or 3. Commercial Aging List 4. Click the button: Select File to Import, browse for your file and click open. 5. Click the button: Import file 6. The system will now read the first record in your file and show you the values on the left side. On the right side will be a drop down menu for each value. Match up values of your records with the drop down menu categories. Once this has been done once, the system will remember your matches for the next import. 7. If your Excel file has the column names listed as the first record (ie. First Name, Address, etc..) then select the option at the bottom to Skip the first row. 8. If you are satisfied that everything looks correct, click Import the above data. 9. Depending on the amount of records you have, the process can take anywhere from a few seconds to a couple minutes to complete; wait for a response. 10. If the system fails to read your file, please contact us immediately so we can determine the issue. 11. If the system was successful in reading your files it will read: Records have been imported. You have now successfully imported your write-off’s. 12. Done: You may now repeat these steps for Residential Data