Importing Old Reports

Often, the best way to get started using WinTOTAL’s billing system is to import your old reports so that you have data to work with.  To import your old reports into WinTOTAL’s billing system so that you can track your billing history, run reports on past work, and much more…

1. From desktop billing, click the Import Wizard button in the toolbar.
   
   
2. A list of reports in your File Cabinet appears.  To filter the list, click the Edit Options link at the top of the screen.
   
   
3. In the Import Options screen, you can filter the reports you import into WinTOTAL’s billing system based on their age.  If desired, choose a type of date (like Signed or Modified date) from the available drop-down menu.  Then, from the Before menu, choose a cutoff date before which you wish to filter reports from billing.
4. In the Folder Exclusion section, click any folder you wish to exclude from the import process in the Available Folders list on the left.  Then, click Add to add those folders to the exclusion list on the right.  If you wish to remove folders from the exclusion list, click the folders in the Excluded Folders list on the right and then click Remove.
5. To include the subfolders within each folder listed in the Available Folders box, check the Include Subfolders box.
6. In the Contact Options section, you must choose a method of handling problematic contacts in your old reports.  To ensure accuracy, WinTOTAL’s billing system requires that the contacts in your report are also listed in your contacts database.  If they are not listed in your contacts database, WinTOTAL adds them to your address book as “ad-hoc” contacts and continues to import your old reports.  If WinTOTAL encounters a problem with the Bill To contact in your old reports, you have several options for how it can handle those contacts.  Options are:
   • Always Skip Import – Leaves the report out of WinTOTAL’s billing system
   • Always Use Lender – Uses the contact listed as the Lender in the report as the Bill To contact in the report
   • Always Use Client – Uses the contact listed as the Client in the report as the Bill To contact in the report
   • Always Prompt – WinTOTAL asks you what you want to do for each problematic report
7. Once you’ve marked your options, click OK.
8. Click Next in the Import Wizard screen to begin the import process.  Keep in mind that this process can take a long time if you have a lot of old reports you wish to import into WinTOTAL’s billing system. 
9. As WinTOTAL imports your old billing data, if you need to pause the import for any reason, click Pause.  Otherwise, click Finish when the import is complete to close the Import Wizard.

Throughout the import process, WinTOTAL may encounter a number of contacts in your reports that it can’t find in your contacts database.  In many cases, these contacts were simply freehand typed into the order form and, as such, they don’t exist in your contacts database.  In order to accurately track your billing activities over time, WinTOTAL needs to associate each order and invoice with a specific contact in your contacts database.  To simplify this process, WinTOTAL creates ad-hoc contacts for any freehand contacts in your order form that it cannot match to an existing contact in your database.  For more information on ad-hoc contacts, see the Ad-Hoc Contacts section of this user’s guide.

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