Individual Refund Form - Import Payees option

The new Import Payees option in the Individual Refund Form is now avaliable, making it easy to upload payee information and get started faster.

What's New

The Individual Refund Form includes a front-end option to import payees. You can upload payee data directly in Aclarian using an Excel or CSV file. This is an alternative to the SFTP process. It is ideal for clients who prefer not to set up a full SFTP integration.

How It Works

A new "Import Payees" button has been added to the Individual Refund Form header. It appears next to the existing "Add Payee" button.

To import payees:

• Click the "+ Import Payees" button.
• A modal window will open with two sections:
  • Left side: Upload your file using the "Choose Files" button.
  • Right side: Download the import template if you need it.
• Select one .xlsx or .csv file. Only one file can be uploaded at a time.
• Click "Import" to load your payees into the form.

After import, the system maintains the exact payee order from your file. This order stays the same through all workflow stages.

Template Details

The import template includes an "International Address" column.

• Yes: activates the international address checkbox on the payee record.
• No: leaves the checkbox blank.

Validation

The system validates your file during import. If errors are found:

• No payees will import.
• An annotated copy of your file will download automatically.
• The file will include an "Errors" column listing each issue by row.

Validated fields include:

• Required fields: Payee Name, Address, Amount, Refund Type.
• Amount: must be a valid number.
• Refund Type: must match an existing value in the dropdown list.
• State: must be a valid two letter US state abbreviation for domestic payees.
• Invoice Number: required for clients with that setting enabled.

Draft Stage Behavior

When saved, the form enters an "In Draft" stage. At this stage, only two buttons are visible:

• Submit for Approval: available to all users.
• Delete: visible to the form creator only.

The form does not enter "First Approval" until you click "Submit for Approval."

Documents

After import, your uploaded file is automatically saved to the Documents section of the form.

Important Notes

• Clients using the existing SFTP process are not affected by this change.
• SFTP imported forms will continue to start in First Approval as before.
• This feature applies to all clients.

This enhancement is now available for all clients, no extra setup required.