The Bulk Import Records feature allows users to upload multiple Other Debit and Other Credit records at once using a .csv file. This helps accounting staff avoid manually creating debit or credit records one by one for each owner, property, or room.
Step 1 : Open Bulk Import Records
Log in to PMS Host.
Go to Owner Report > Statement/Reports tab.
Click the Bulk Import Records button.
Step 2 : Select Upload File
In this step, you need to select where the imported records will be applied.
Select the Owner from the dropdown. You can select more than one owner if needed.
The system will show the owner’s agreement period, so you can confirm whether the selected owner is valid for the import period.
If an owner does not have an intersecting agreement period with the selected owner or period, that owner will be disabled.
Hover over the disabled owner to see the reason why the owner cannot be selected.
Select the Period from the dropdown.
The period is shown by month and year.
The available period is based on the selected owner’s agreement period.
After the owner and period are selected, the system will show the owned room list.
Select the room from the Room dropdown/list.
The owned room table will display:
Owner name
Property name
Room type name
Room name
Click Next to continue to the file upload step.
Validation:
The Next button will remain disabled if the user has not selected the required data, such as Owner, Period, and Room.
Step 3 : Upload the CSV File
In this step, you need to upload the file that contains the debit and credit records.
Click Click here for the .csv template to download the CSV template.
Fill in the template based on the available fields.
Make sure the file follows the provided template format.
Upload the .csv file by dragging and dropping the file into the upload area, or by clicking the upload area and selecting the file.
The maximum file size is 5 MB.
After the file is successfully uploaded, the system will show the uploaded file name as a preview.
Click Next to continue to the field matching step.
Step 4 : Match the Imported Fields
In this step, you need to match the columns from the uploaded CSV file with the available system fields.
The system will automatically detect the columns from the uploaded CSV file.
The detected columns will be shown under the Imported Field section.
The system will also show a preview of the first uploaded data for each imported field.
At the top of the section, the system will show:
Total uploaded rows from .csv
Total matched fields
Total unmatched fields
Use the Matching Field dropdown to map each imported field to the correct system field.
Available matching fields are:
Record Type
Ref ID
Recognition Date
Item Name
Description
Amount
Each matching field can only be selected once.
After a field is selected, it will no longer be available in the other matching field dropdowns.
Use Not Set if you want to remove or switch the selected mapping.
Make sure all required fields are mapped correctly before continuing.
Click Next to continue to the import confirmation step.
Notes:
Unmapped columns will not be imported.
The matched and unmatched field count will be updated automatically after the user maps or unmaps a field.
Step 5 : Confirm the Import
In this step, you need to review the import mapping before starting the import process.
Review the import summary.
The system will show how many fields are mapped and unmapped.
If the mapping is incorrect, click Back to return to the field matching step.
The previous field mapping will remain saved when the user goes back.
If all data is correct, click Start Import.
The system will start importing the records.
Step 6: View Successfully Imported Records
After the import process is completed successfully, the system will show a successful pop-up.
The pop-up title will show: The record has been successfully imported.
The pop-up will display a list of imported records.
The imported record table will show:
Property name
Room
Record Type
Action
The Property name column shows the property where the record was imported.
The Room column shows the room where the record was imported.
The Record Type column shows the record type, such as:
Other Debits
Other Credits
Click the action button to open the related report.
The report will open in a new tab on the owner’s detail/report page.