Import Accounts

The Import Accounts feature allows administrators to bulk upload new accounts into DebtRecoup from external systems. This streamlined process supports various file formats and includes data validation to ensure accuracy.

Click to enlarge - Initial account import screen with file upload

Accessing Account Import

1. Click the settings icon in the top navigation bar
2. Select Accounts from the left sidebar
3. Click on Import

Import Process Overview

The import process consists of seven steps:

1. Select File - Upload your data file
2. Data - Preview and validate data
3. Mapping - Match your fields to DebtRecoup fields
4. Configuration - Set import options
5. Test Import - Validate a sample
6. Import - Process the full file
7. Finished - Review results

Step 1: Select File

Supported File Formats

• CSV (.csv) - Recommended format
• Excel (.xlsx, .xls) - All versions supported
• Tab-delimited (.txt, .tsv)
• Pipe-delimited (.txt)

File Requirements

• Maximum file size: 50MB
• Maximum records: 100,000 per import
• Must include headers in first row
• UTF-8 encoding recommended

Preparing Your File

Essential fields to include:

• Account number (unique identifier)
• Debtor name (first and last)
• Original creditor
• Current balance
• Charge-off date

Recommended fields:

• Social Security Number
• Date of birth
• Phone numbers
• Address information
• Original balance
• Last payment date

Step 2: Data Preview

Click to enlarge - Data preview showing uploaded records

After uploading, review your data:

• Record Count: Total accounts to import
• Column Headers: Detected field names
• Sample Data: First 10 records displayed
• Data Issues: Any formatting problems highlighted

Common Data Issues

Invalid Characters

• Remove special characters from currency fields
• Ensure phone numbers use consistent format
• Check for hidden characters in Excel

Date Formatting

• Use MM/DD/YYYY or YYYY-MM-DD
• Ensure consistent format throughout
• Verify dates are reasonable

Duplicate Detection

• System checks for duplicate account numbers
• Option to update existing or skip duplicates
• Review duplicate handling strategy

Step 3: Field Mapping

Click to enlarge - Mapping your fields to DebtRecoup fields

Mapping Process

1. Automatic Matching: System attempts to match common field names
2. Manual Mapping: Select DebtRecoup field for each column
3. Required Fields: Must be mapped (marked with asterisk)
4. Optional Fields: Map if available in your data
5. Skip Columns: Leave unmapped to ignore

Required Field Mappings

• Account Number: Unique identifier
• Debtor First Name: Primary debtor's first name
• Debtor Last Name: Primary debtor's last name
• Current Balance: Amount owed
• Client: Select from dropdown
• Portfolio: Select target portfolio

Advanced Mappings

Phone Number Handling

• Map multiple phone columns
• Specify type (Home, Work, Cell)
• System validates format

Address Mapping

• Separate fields for street, city, state, zip
• Or use single concatenated address field
• Validates against USPS format

Custom Fields

• Map to organization-specific fields
• Must match configured custom field names
• Supports various data types

Step 4: Configuration

Import Options

Duplicate Handling

• Skip: Don't import duplicate accounts
• Update: Overwrite existing account data
• Create New: Add as separate account

Assignment Rules

• Round Robin: Distribute evenly among collectors
• Least Loaded: Assign to collector with fewest accounts
• Specific Collector: Assign all to one person
• Keep Unassigned: Import without assignment

Initial Status

• Select default status for imported accounts
• Typically "NEW" or "ACTIVE"
• Can be updated post-import

Validation Rules

Configure how strictly to validate:

• Strict: Reject records with any errors
• Moderate: Allow minor issues, flag for review
• Lenient: Import all possible records

Step 5: Test Import

Always Test First

Run a test import with 10-100 records to verify mapping and settings before full import.

Test Import Process

1. System selects sample records
2. Processes using your mappings
3. Shows results preview
4. Highlights any errors
5. Allows mapping adjustments

Reviewing Test Results

Check for:

• Correct balance calculations
• Proper name formatting
• Valid phone numbers
• Address standardization
• Custom field accuracy

Step 6: Full Import

Processing

Once test is successful:

1. Click Process Full Import
2. Progress bar shows status
3. Real-time error reporting
4. Can pause/resume large imports
5. Email notification when complete

Import Performance

• Small imports (< 1,000): 1-2 minutes
• Medium imports (1,000-10,000): 5-15 minutes
• Large imports (10,000+): 15-60 minutes

Step 7: Import Results

Success Summary

Review final results:

• Total records processed
• Successful imports
• Failed records
• Duplicate handling results
• Assignment summary

Error Handling

For failed records:

1. Download error report
2. Review specific issues
3. Correct source data
4. Re-import failed records only

Post-Import Actions

After successful import:

1. Verify Data: Spot-check imported accounts
2. Run Reports: Confirm totals match expectations
3. Notify Team: Inform collectors of new assignments
4. Archive File: Save original import file

Best Practices

Data Preparation

1. Cleanse Data: Remove duplicates, fix formatting
2. Standardize: Consistent date and phone formats
3. Validate: Check for required fields
4. Backup: Keep original file unchanged

Import Strategy

1. Import in Batches: Easier to manage and troubleshoot
2. Off-Peak Hours: Large imports during low usage
3. Test Thoroughly: Always use test import feature
4. Document Process: Note mappings and settings used

Quality Control

1. Pre-Import Audit: Review source data quality
2. Mapping Documentation: Save mapping configurations
3. Post-Import Verification: Compare totals and samples
4. Error Resolution: Address all failures promptly

Troubleshooting

Common Import Errors

"Duplicate Account Number"

• Check for duplicates in source file
• Verify duplicate handling setting
• Consider using update option

"Invalid Date Format"

• Standardize all dates
• Remove text from date fields
• Use supported formats

"Required Field Missing"

• Ensure all required fields mapped
• Check for blank values
• Verify column headers

"Number Format Error"

• Remove currency symbols
• Check for text in number fields
• Ensure decimal places correct

Performance Issues

For slow imports:

• Break into smaller files
• Import during off-hours
• Check network connection
• Contact support for large imports

Security Considerations

• Import files are encrypted in transit
• Temporary files deleted after processing
• Full audit trail maintained
• Access restricted to administrators

Related Documentation

• Manage Accounts - Working with imported accounts
• Custom Fields - Setting up custom fields
• Client & Portfolio Management - Creating portfolios for imports
• Audit Logs - Tracking import activities