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How do I import Parentmail transactions?
How do I import Parentmail transactions?

Importing ParentMail transactions

Becky Watson avatar
Written by Becky Watson
Updated over a week ago

ParentMail is a system where parents can receive information, make payments, complete forms and permissions, book parents evening and see events at every school, club, or nursery their children attend.

The principle of this exercise is broken down into the following stages:

  1. Generating a file within ParentMail +Pay of all the transactions that you want to import.

  2. Checking the file so the data and column headers are correct.

  3. Importing the file into Tali.

  4. Transferring money so you can reconcile your bank statements.

It is important to note that cash and cheque transactions can be imported into Tali from ParentMail, however please remember that these transactions should not be entered in Tali as well or you will duplicate the transactions.

Step 1 - Generating a file within ParentMail +Pay of all the transactions that you want to import

Within ParentMail go to Reports > Payment Reports. Selecting Transactions For A Selected Date Range, define the date range of the transactions you wish to export and click Generate and then click the CSV button.

In order not to import duplicate transactions always select the day before the current date as the To date.

Note: It is your responsibility to handle personal data in accordance with Data Protection legislation.

Step 2 - Checking the file so the data and column headers are correct

When you initially open the file in Excel you may need to manually edit the file so only the transactions you want to import remain. Cash and Cheque transactions can be imported as long as they have not been entered in Fund Manager already. You need to change column header “A” from Transaction Date to Date, making sure there is no space before this title. The Payment Method i.e. cash, card, cheque etc will need to change to Type.

Once you have changed the column header/s you can save the file using File > Save As, save the file to your chosen folder making sure to choose the file type CSV (comma delimited).

Note: To remove rows of unwanted data (i.e. Dinner Money), you can use the filter option or by selecting the row(s) and right clicking the mouse to select Delete.

Step 3 - Importing the file into Tali

Within Tali go to Transactions > Import Transactions.

Any Pending Uploads will be visible straightaway. Clear these at the bottom of the screen if you no longer need to import these.

Upload the CSV file you have just saved by choosing the file and clicking Upload. A list of all the transactions that you have imported should appear. From this screen you will need to select from the drop-down list either All Transactions to import everything, or choose what you would like to import.

Note: You must change the Type of Payment header in the CSV to Type to sucessfully import ePayments, cash and cheques.

  1. Choose Account.

  2. Click Filter.

  3. Choose Account Code in Tali if it does not match the Account Code you want to allocate the payments to.
    The closest matching Name should appear at the top of the Names list for you to double-check you agree with what Tali has suggested.

  4. Once you have matched all of the Names or have reached the end of the page for the first Account, click Import.
    ​Note: You can only import one page at a time

Note: If the Account does not appear then you may need to Create a New Account via Manage Accounts in Tali and return to this screen to complete the Import process

Do each Account (trip/visit/item) at a time, one page at a time, then repeat the process with the different Accounts until you have finished the import.

Note: You will not be allowed to import any Transactions that you have not matched or if you have not chosen an Account or Settlement Account to place these against or it has previously been imported.

You can view your imported ePayments via Transactions > Search Transactions, choosing the ePayment option under Type.

Step 4 - How to Transfer Money so you can Reconcile your Bank Statements

You must transfer your money via the Bank & Cash menu  > Transfer between Bank Accounts. To reconcile, you can move the money over to reconcile on your statement.

Once your ParentMail transactions have been imported into Tali you will see the ParentMail Settlement Bank Account credited with this ‘Virtual’ money. Once you have received your Bank Statement you will be able to transfer the Total Transaction net amount credited on your Bank Statement from the ParentMail Settlement Account to your chosen Bank Account so you can reconcile the Bank Account in Tali:

  1. Select Bank & Cash > Transfer between Bank Accounts.

  2. Select the Settlement Account to Transfer From.

  3. Select the Bank Account to Transfer To.

  4. Enter the Amount to transfer.

  5. Enter the Date of the transfer.

  6. Click Transfer.

You can then Record Expenditure in Tali for the debited fees, these are the fees that ParentMail charge you and debit from your bank account.

ParentMail takes fees in two different ways, either directly from the bank that they credit your payments into (they settle to the bank gross and then debit the fees) or they credit your payments net, in other words, ParentMail debit the fees before they settle to your school bank account.

If ParentMail settles to your bank account 'Gross' ie. you get all the money use Method 1 and if ParentMail settles to your bank account 'Net' ie. you get all your money less the transaction fees, then this is 'Net' and please use Method 2.

Method 1

Go to Transactions > Record Expenditure.

Note: You may need to set up an account code and an organisation as well to do this eg. ParentMail transaction fees/ParentMail Ltd

Record Expenditure>Enter the Transaction details and use Type Direct Debit against the Bank Account which has been debited. The amount should be the total amount including VAT.

Once you Save this Transaction you can split the expenditure into different Accounts if you wish.

Method 2

Go to Transactions > Record Expenditure.

Note: You may need to set up an account code and an organisation as well to do this eg. ParentMail transaction fees/ParentMail Ltd

Record Expenditure>Enter the Transaction details and use Type Direct Debit against the Settlement Bank Account NOT the bank account that has been credited with the Net amount of money. The amount should be the total amount including VAT.

Once you Save this Transaction you can split the expenditure into different Accounts if you wish.

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