File import

Importing files allows the manual transfer of external data into Prophix One Cash Management . This process uses system-generated templates and is applicable to both balances and documents.

This feature allows users to manually import data using XLSX or CSV files that conform to predefined templates. The integration is governed by the settlement date—so, only files with dates after the selected window are processed. Extending the window range results in a longer-term cash flow projection.

Import files

  1. Click the Files tab to open the Files page.

  2. Choose a date in the Import form field. All imported information will start from that date.

  3. You have the options to import either Balances or Documents.

  4. Choose the import rule you want to apply. See Import rules.

  5. Click .

  6. Download the standard import file.

  7. Populate the required fields as instructed in the file.

  8. Upload the completed file.

Import rules

Rules apply to importing balances and documents.

Balances

When importing balances, the following rules apply:

  • Update existing account and entity balances

    Only the balances related to the accounts and entities specified in the template will be replaced.

  • Overwrite all balances

    Completely replaces all existing balances for the specified period with the data provided in the imported file. It requires the user to include every relevant account and entity in the file . Any balance not listed will be cleared from the system.

Documents

When importing documents, users can choose from the following rules:

  • Update existing

    Replaces balances or documents in the system only where matching records (by account or entity or ID) exist in the file. Unmatched entries remain unchanged.

  • Add to existing

    Appends new records from the file to the system without modifying or deleting any existing data. This is ideal for incremental imports where only new balances or documents are added.

  • Overwrite all data

    Completely replaces all existing data within the selected scope (balances or documents) and date range with the content from the import file. All existing records will be cleared and replaced. Therefore, ensure the file contains a full dataset to avoid data loss.

After the import

  • The system shows an aging page for documents that are due but not received or paid.

  • Users can add information about the origin of documents and their history.

  • The system allows editing of documents and includes a document file feature.

  • Users can view daily balances, including the sum of all inflows and outflows for a specific account or business entity. This data usually comes from the ERP system, and users may need to create queries to format the data correctly.

  • Proceed to Cashflow to see the Cash flow views.