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

CSV Parsing Options

When importing CSV files, you can configure:

Option	Description
Delimiter	Character separating columns (Comma, Tab, Pipe, Colon)
Quote Character	Character used to enclose text fields (Single Quote or Double Quote)

Quote Characters

If your data contains commas or special characters within field values, ensure those values are wrapped in quotes. Select the matching quote character used in your file to parse correctly.

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

Special status fields:

• Debtor Deceased (indicates if debtor is deceased)
• Bankruptcy status and case information

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
• Create new custom fields on-demand during import
• Supports various data types

Multiple Data Sets

DebtRecoup supports importing multiple instances of phones, addresses, and references per account.

Adding Multiple Phone Numbers

1. Navigate to the Debtor Phones tab in mapping
2. Click the + button to add another phone set
3. Map columns for Phone 2, Phone 3, etc.
4. Use the - button to remove extra phone sets

Adding Multiple Addresses

1. Navigate to the Debtor Addresses tab in mapping
2. Click the + button to add another address set
3. Map columns for Address 2, Address 3, etc.
4. Each address set includes street, city, state, zip fields

Adding Multiple References

1. Navigate to the Debtor References tab in mapping
2. Click the + button to add another reference set
3. Map columns for Reference 2, Reference 3, etc.

No Limit

You can add as many phone numbers, addresses, or references as your data file contains. Each set will be properly linked to the debtor record.

Creating Custom Fields On-Demand

If your import file contains data that doesn't match existing fields, you can create new custom fields during the import process:

1. Navigate to the Custom tab in mapping
2. Click the + Custom button
3. Fill in the custom field details:
   • Name - Field identifier
   • Label - Display name
   • Category - Account or Debtor
   • Data Type - Text, Number, Date, etc.
   • Edit Role - Minimum role required to edit
4. Click Save
5. The new field appears immediately and can be mapped

Reusable Fields

Custom fields created during import are permanent and can be used for future imports and throughout the application.

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

Import History

The Import History feature allows you to view and manage all past import operations.

Accessing Import History

1. Navigate to Administration → Accounts → Import
2. Click the History tab

Import History Table

The history table displays:

Column	Description
Timestamp	Date and time the import was started
File	Original filename with extension
Mode	Import mode used (New accounts, Update, etc.)
Accounts	Number of accounts in the import file
Step	Current step (IMPORTED for completed imports)

Available Actions

For Completed Imports

• Download File - Download the original import file for reference

For Unfinished Imports

• Resume Import - Continue an interrupted import from where it stopped
• Download File - Download the original import file
• Delete Import - Remove the unfinished import from the system

Large File Imports

Large imports may be processed asynchronously. You can monitor progress and resume if the import is interrupted.

Managing Unfinished Imports

If an import was interrupted (network issues, browser closed, etc.):

1. Find the import in the history list
2. Check the Step column to see where it stopped
3. Click the Resume button (replay icon) to continue
4. The import will pick up from the last completed step

Clean Up

Delete unfinished imports that you don't plan to complete. This keeps your history clean and frees up system resources.

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
• Automation - Set up triggers for imported accounts
• Audit Logs - Tracking import activities