📥 Importing Payments in Trovata TMS
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🏗️ Overview
Payment imports allow you to bulk load payments from external sources (ERP systems, spreadsheets, TMS exports) rather than entering them one by one.
Source File → Validation → Mapping → Import → Workflow Routing → Bank Transmission
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📋 Supported Import Formats
Format | Description | Best For |
CSV | Comma-separated values | Excel exports, simple payrolls |
XLSX | Excel spreadsheet | Manual payment batches |
XML | Structured markup | ERP system exports (SAP, Oracle) |
ISO 20022 | pain.001 XML standard | SWIFT/bank-grade payments |
NACHA | ACH file format | US domestic ACH batches |
MT101 | SWIFT message format | International wire batches |
BAI2 | Bank statement format | Reconciliation-based payments |
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🔧 Step-by-Step Import Process
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Step 1: Prepare Your Import File
Ensure your file contains the required fields:
Field | Required? | Description |
Payment Date | ✅ Yes | Value/settlement date |
Amount | ✅ Yes | Payment amount |
Currency | ✅ Yes | ISO currency code (USD, EUR) |
Beneficiary Name | ✅ Yes | Payee name |
Beneficiary Account | ✅ Yes | Bank account number |
Routing/SWIFT Code | ✅ Yes | ABA routing or SWIFT BIC |
Payment Type | ✅ Yes | Wire, ACH, Check |
Debit Account | ✅ Yes | Your bank account to debit |
Reference/Description | ⚪ Optional | Payment memo/reference |
Line Code | ⚪ Optional | ATOM internal line code |
Entity/Cost Center | ⚪ Optional | For allocation purposes |
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Step 2: Download the Template
Trovata TMS Menu → Cash Management → Payments → Import → Download Template
Choose your preferred format (CSV, XLSX, XML)
Template includes all required columns with validation rules
Sample data included for reference
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Step 3: Navigate to Payment Import
Trovata TMS Menu → Cash Management → Payments → Import Payments
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Step 4: Upload Your File
Option | Description |
Manual Upload | Browse and select file from your computer |
SFTP Drop | Automated file drop from ERP/system |
API Push | Real-time import via REST API |
Scheduled Import | Auto-import on a schedule (daily, hourly) |
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Step 5: Field Mapping
If your file columns don't match Trovata TMS's standard names:
Import Wizard → Field Mapping Step: ├── Map "Vendor Name" → Beneficiary Name ├── Map "Pay Amount" → Amount ├── Map "Pay Date" → Payment Date └── Save mapping as template for future imports
> 💡 Tip: Save your field mapping as a named template so you don't have to re-map every time!
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Step 6: Validation & Error Review
ATOM automatically validates each record:
Validation Check | Error Example |
Required fields | Missing beneficiary account |
Amount format | Non-numeric value in amount field |
Date format | Invalid date "13/45/2024" |
Currency code | Unknown currency "XXX" |
Routing number | Invalid ABA routing number |
Duplicate detection | Same payment already exists |
Limit check | Exceeds daily payment limit |
Sanctions screen | Beneficiary on OFAC list |
Handling Errors:
Validation Results: ├── ✅ 47 records passed — ready to import ├── ⚠️ 3 records have warnings — review recommended └── ❌ 2 records failed — must fix before import
Fix & Re-upload — correct errors in source file
Import Valid, Skip Errors — import passing records only
Export Error Report — download list of failed records
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Step 7: Review & Confirm Import
Before finalizing, review the import summary:
Summary Item | Details |
Total records | 52 payments |
Total amount | $2,450,000.00 |
Currency breakdown | USD: $2.1M, EUR: €350K |
Payment types | Wire: 12, ACH: 38, Check: 2 |
Value dates | Today: 20, Tomorrow: 32 |
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Step 8: Submit for Workflow Approval
Once imported, payments automatically enter the approval workflow:
Import Complete → Payments Created → Routed to Approval Tiers → Bank Transmission
Each payment follows your configured workflow rules
Approvers notified automatically
High-value payments escalated per threshold rules
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🔄 Automated/Scheduled Imports
For recurring imports (e.g., weekly payroll):
Trovata TMS Menu → Administration → Scheduled Imports → New Schedule
Setting | Example |
Source | SFTP server / shared drive |
Frequency | Daily at 7:00 AM |
File Pattern | payroll_*.csv |
On Success | Auto-submit for approval |
On Error | Email alert to treasury team |
Archive | Move processed files to /archive |
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🔗 ERP Integration Imports
ERP System | Integration Method |
SAP | IDoc / BAPI direct integration |
Oracle ERP | REST API / file-based |
NetSuite | CSV export → SFTP |
Workday | API connector |
Microsoft Dynamics | XML file export |
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📊 Post-Import Monitoring
After import, track your payments:
Trovata TMS Menu → Cash Management → Payments → Payment Monitor
Status | Meaning |
IMPORTED | Successfully loaded, pending workflow |
PENDING | In approval queue |
APPROVED | Approved, queued for bank |
SENT | Transmitted to bank |
CONFIRMED | Bank acknowledged receipt |
REJECTED | Bank rejected — needs investigation |
FAILED | System error — contact support |
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🆘 Common Import Issues & Fixes
Issue | Fix |
File format not recognized | Check file extension and encoding (UTF-8) |
Date format errors | Use MM/DD/YYYY or YYYY-MM-DD consistently |
Amount with currency symbols | Remove $, €, £ — numbers only |
Routing number invalid | Verify 9-digit ABA or 8/11-digit SWIFT BIC |
Duplicate payment flagged | Check if payment already exists in system |
Import template outdated | Re-download latest template from ATOM |
Large file timeout | Split into batches of 500 records max |
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🔐 Security & Audit
Control | Description |
Import log | Every import logged with user, timestamp, record count |
File hash | Checksum validation prevents tampering |
Approver notification | Imported payments trigger approval alerts |
Rollback capability | Can void entire import batch if needed |
Audit trail | Full history of who imported what and when |
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