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Import payments with the Star cash receipts tool

Christa Mason
Updated

This article only applies to firms using Star as their practice management system.

Firms on Star that want Aiwyn payment files imported and allocated without anyone pressing a button can use this to coordinate the three-party setup between Star, the firm, and Aiwyn.

Set up automated imports

Before you start

  • The Star Receipts Batch Import tool is not a Star default tool, so it has to be configured before it can be used.
  • Star configures the tool itself. The configuration is written in SQL and no-code.
  • The firm needs Task Center or another automation tool to move Aiwyn's CSVs into the tool. Task Center is a common choice, but it is not required.

Steps

  1. Contact Star to configure the Receipts Batch Import tool for your firm. Discuss any pricing or contract implications directly with Star.
  2. Decide where Aiwyn's CSVs will be deposited, and plan the automation that will sweep them into the tool from there.
    • Secure email, such as ShareFile — the automation takes the files from email, downloads them to a network directory, then sweeps them into the tool.
    • Network folder — a firm associate drops the CSVs into a network folder, and the automation screens that folder for files and sweeps them into the tool.
  3. In the setup meeting with Star, agree the file naming convention. Files need to be named based on the GL bank account, and potentially on the payment type.
  4. Build the stored procedures in Task Center or your other automation tool to take the CSVs Aiwyn creates and import them into the tool.
  5. Tell Aiwyn what it needs in order to produce the right files:
    • The file naming convention agreed with Star.
    • Any additional payment reporting logic and file structure, if it differs from your current setup.
    • The email address that should receive the daily payment files.
  6. For detailed configuration, refer to the StarReceiptsBatchImport_ConfigAndProcessing_v2-0.pdf configuration and processing manual.

If a CSV is misnamed, the import process will not work. Make sure its name matches the convention agreed with Star. If a file is imported twice, payments already reconciled by the first import will not be reconciled again.

Import a payment file manually

Firm staff who reconcile Aiwyn payments in Star can load the daily invoice payment file as a receipts batch and skip the manual entry that normally precedes allocation.

Before you start

  • Your Star user must have access to the cash receipts import tool. If it is not available to you, a Star system administrator has to grant it.
  • These steps apply only to invoice payments that appear on your invoice payments report file. Aiwyn sends that file each morning of a deposit, or from the previous day's transactions, depending on your payment report preferences.
  • You need both Star PDM (the desktop version) and Star Cloud.

Steps

  1. Receive the payment import file from Aiwyn.
  2. Download the files.
  3. Save them to your desktop. You can delete them afterwards.
  4. In Star PDM, go to Tools > Cash Receipts Import.
  5. Select the entity, if your firm uses multiple entities.
  6. Choose the invoice payment file for that entity.
  7. Set Payment Type to Aiwyn import.
  8. Select Import, then check that Batch Receipts lists the payments you just imported.
  9. Select Approve.
  10. Go to Star Cloud.
  11. From the dashboard, select the Cash Receipts/AR module.
  12. Select Batch Selector.
  13. Find the batch you imported in PDM.
  14. Add it to your receipts screen.
  15. Open the batch, select the individual invoice payments, and complete the allocation the way you normally would.

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