Point-of-Sale Transaction Importing

Overview

This article details how to import point-of-sale transactions using the Veracross Importer tool.

Enter the Data into the POS Template

1. On the Import Processing Homepage, select Invoke Importer and log in.
2. Select New Data Import.
3. Select Accounting: POS Import and download the Accounting: POS Import CSV template.
4. Enter the POS data into the import template (see sample template and field definitions below).
5. Save the CSV file to your computer and specify a file name that identifies the contents or purpose for the file.

Field Definitions

• person_id: Person ID number from the Veracross system.
• customer_account_number: Person ID number from the source POS system
• customer_name: Person name
• transaction_source: 1 = School Store; 2 = Cafeteria (these values can be tailored for each school)
• transaction_type: 1 = Purchase; 2 = Credit; 3 = Payment
• school_year: 4 digit number representing school year associated with the transaction
• item_date: Transaction date
• catalog_item_fk: Catalog Item ID number from the Veracross system
• description: Transaction description (maximum of 60 characters)
• quantity: Number of units to be billed.
• unit_price: Price per unit.
• purchase_amount: Amount of goods/service purchased, exclusive of tax (quantity x unit_price)
• tax_amount: Tax assessed on the goods/service purchased
• total_amount: Total amount of purchase, including tax (quantity x unit_price + tax_amount)
• pos_transaction_id: Transaction ID number in Veracross assigned to the source POS system. To locate this ID, navigate to the System homepage in the Business Office side of Axiom, and click on the POS Transaction Source Listing query. Click into the record for the source POS System and the value you are looking for is in the ID field.

Load the POS Template into the Database

1. On the Import Processing homepage,  select Invoke Importer and log in.
2. Select New Data Import.
3. Select Accounting: POS Import.
4. Select the Choose File option, and locate and select the template file saved in the process documented above.
5. Click Import button to load the template data into the Veracross database.

Validate the POS Data

After the raw data has been loaded into Veracross, it must be validated to ensure that all required information was provided and that it conforms to Veracross standards.

1. On the Import Processing homepage, under the AR/Billing Importers section, click the Unprocessed Transactions, and see that the processing status will reflect Not Processed.  
2. Click the POS Import Processing function.
3. Choose Option Code 16 – Validate Imported POS detail – to validate the information
4. Click Add Import/Process POS Data.
5. Run the Transactions Ready to Import report.

Create Person Charge Items from the POS Data

This process will create Unposted Student Charges for each validated item.

1. On the Import Processing homepage, click the POS Import Processing link.
2. Specify the Option Code 17 – Create PCIs from POS detail.
3. Choose a Begin and End Item Date, if needed.
4. Specify an Item Date – date to be assigned to charge items created by this process.
5. Specify a School Year – school year to be assigned to charge items created by this process.
6. Specify a Catalog Item – catalog item to be assigned to charge items created by this process.
7. Specify the Tax Catalog Item and POS Transaction Source, if needed.
8. Click Add Import/Process POS Data.
9. View the uploaded PCIs in your Unposted Student Charge Listing report, on the AR Workflow homepage.