Visit Financial Setup in the left Nav (Admins). To ensure near perfect "matches" of your file with the Chart of Accounts, you do have the option of editing the Chart of Accounts to reflect your communities exact accounts. By doing so, your account names will match the system exactly upon import. If not, you can of course use the system which will attempt to map your account names (categories etc) with the chart of accounts used by default in Vlge.
➡ "Accounts" when discussed in the context here means the "Chart of Accounts" - or master categories where revenue and expenses are accounted for.
In this example case, we uploaded a CSV file with the first column filled with categories (revenue and expenses) and the next two columns were two separate years. Note how our magic import identifies two distinct years and offers an import for both.
⭐️ Structure of the File
Section Headers: "REVENUE" or "EXPENSES" for example
Section Summaries: "Total Income" or "Expense Totals"
Line Items: Dues, Late Fees, Water, Gate Repair, etc - specific item totals for your budget.
The Vlge magic import uses AI to determine where the Line Items are and what Sections the report contains - however - the closer the structure matches the traditional Section - Summary - Line Item format - the more accurate the import will be. You can always adjust the import results once its complete.
👉 Step 1: Select Your File & Enter Totals
As you begin the import process, the pop up has a few fields for you to update to improve accuracy. The AI import checks the amounts detected in your file against these totals, and re-checks the file if errors are detected.
Make sure your budget is in a CSV or PDF format (CSV is best).
Read instructions listed on the import tool (remove notes, comparison columns etc)
Make sure your column headers are clear, and have the year and "budget" or "actual"
Year: Select the Year that the import covers (Required)
Budget vs Actual: Are you uploading one or both? (Required)
Revenue: Enter the total amount of Revenue or iIncome listed in your budget file.
Expenses: Enter the total amount of Revenue or iIncome listed in your budget file
The import process can take 2-3 minutes. You will see the below.
👉 When complete, your screen will look something like this:
⭐️ The import recognizes and "maps" many revenue and expense categories ("Accounts"), but given the wide range of naming conventions, some will not be recognized and will require manual mapping in the import tool.
👉 Step 2: Edit Mappings or Confirm Matches
⭐️ By clicking "Edit Mappings" you can choose which of your line items match with existing accounts from the Chart of Accounts, or you can choose to create the missing ones here.
Note that suggested matches appear just below the selection and you can simply click "Apply" to use the suggestion OR you can make the edit from the selection yourself.
The magic import system assigns a confidence level to each match and when suggestions fall below 70%, the system offers the suggestion but leaves you the choice.
👉 Optional: Creating New "Accounts"
You can always edit your Chart of Accounts in Financial Setup in Vlge. As you import existing budgets, you will have the opportunity to create new accounts where they exist on your existing budget but not yet in the Vlge Chart of Accounts.
See the Chart of Accounts guide for more detailed information.