Setting Up Bulk Import Specifications for Trust (or Client) Accounting (Admin)

In this article:

• Setting Up a New Bulk Import Specification 
• Editing an Existing Import Specification 
• Delete an Existing Import Specification

Using Actionstep, you can upload bulk import receipts as well as payments using options available in the Trust menu.  

RECEIPTS

PAYMENTS

This allows you to process multiple transactions at once or, if you are setting up a new system, enter the opening balances of your trust account. Following this process, you will upload a .CSV file with the details you need. 

Actionstep provides an existing template and a pre-defined import specification. However, you can create your own specification that better represents your own firm's data and workflow. If you create your own import specification then it can match the format that you get the transactions in, reducing the need for you to rearrange columns in the .CSV file that you use for importing. 

Setting Up a New Bulk Import Specification 

To create a new import specification:

1. In Actionstep, go to Admin > Trust accounting. The Trust Accounts page appears.
2. Scroll to the Bulk import specifications section of the page and click Add Specification. The Import Specification window appears.
   NOTE:  If your list includes existing specifications, click the plus icon to add a new one.
   
3. Enter a Specification Name. 
4. Choose the Date Format that will be used. 
   NOTE:  Any dates that will be imported will be entered in your .CSV file in a certain format. Make sure you choose the correct one as a date imported in the wrong format will create a transaction on the incorrect date. For instance, 1 April 2025 could be entered as either 01/04/2025, 04/01/2025 or 2025/04/01. If imported in the wrong format, you could have the wrong date.
5. Enter a List Position. If you've set up more than one import specification, this list position will determine the order that this list will appear in relation to other lists. The list with the lowest number will appear above any with a higher number.
6. Choose a Specification Type from the two options: Bulk Receive Funds or Bulk Payment.
7. Use the Column Positions to map out the columns in your import file. Click the drop-down list for each column to choose its placement in the .CSV file. For example, in the example below, Matter ID has been mapped to Column #1 (A), the Account ID to Column #2 (B), and the Payment Date to Column #3. Since the spreadsheet does not contain Matter External Reference, this column is "not set."

   How columns are set up in the spreadsheet:

   How they are mapped in Actionstep:

   NOTE:  You will not have to map all columns. Some are interchangeable. For example, you can map the:
   — Either the Matter ID or Matter External Reference column.
   — Either the Pay To Participant ID or the Pay To External Reference or Pay To Name column.
   — Or just one of the above options.
   
   Also, some column options are for different types of payments. For example, if you are not making payments using checks, there is no need to map these columns.
8. When you are finished, click Save to save your changes and create the template. 

Editing an Existing Import Specification 

You can edit an existing import specification. 

To do this:

1. In Actionstep, go to Admin > Trust accounting. The Trust Accounts page appears.
2. Scroll to the Bulk import specifications section of the page. All existing specifications are displayed. 
3. Click the ellipses icon for the specification you want to change and choose Edit.
   The Import Specification window appears.
4. Make any changes and click Save to save them.

Delete an Existing Import Specification

You can also delete any import specifications you no longer need. 

To do this:

1. In Actionstep, go to Admin > Trust accounting. The Trust Accounts page appears.
2. Scroll to the Bulk import specifications section of the page. All existing specifications are displayed. 
3. Click the ellipses icon for the specification you want to change and choose Delete.
   
4. When prompted to confirm the deletion, click OK. The specification is removed.