Most Account Transactions are added to Vendor accounts automatically via the Payment process in the Commission Tracking System, but there are times when a batch of transactions needs to be added manually.
Account Transactions can represent any debit or credit on any Vendor, Customer or House account. For example, for draw advances or recoveries, expense reimbursements, charity donations, etc.
The Broker Pay Sheet report, which provides a balance summary and transaction details for In-House and Staff Vendors, works best when Account Transactions are added to those Vendor accounts for each Payroll withdrawal.
This import feature allows batches of Account Transactions to be created at once, a particularly useful feature for recurring transactions.
Instructions
Generate an Import Template
Users must have the following login User Groups to be able to Generate, Execute or Purge an Account Transactions import:
Accounting:AccountTransactions
Data Tools Import:Admin
Generate an import template by selecting the “Import Account Transactions” template and clicking on “Generate”.
An Excel file will be generated and downloaded. We recommend saving the file to a local or shared location before working in it.
There are 3 worksheets in the Excel file:
DTI_AccountTransactions – the actual import template
Internal Accounts – a list of all In-House Vendors, Staff Vendors and House Accounts
Transaction Types – a list of valid Account Transaction Types
The fields in the DTI_AccountTransactions import template are:
Field | Required? | Data Type | Definition |
Amount | Yes | Decimal | The amount to be credited to the "To" Vendor and debited from the "From" Vendor. |
TransactionType | Yes | Text | The Account Transaction Type - only entries listed on the Transaction Types worksheet are valid. |
TransactionDate | Yes | Date | The effective date of the transaction. |
ToVendorAccountID | Yes | Integer | The ID of the Vendor / Account receiving the credit (refer to the Internal Accounts worksheet). The Vendor / Account must be active. |
FromVendorAccountID | Yes | Integer | The ID of the Vendor /Account to be debited (refer to the Internal Accounts worksheet). The Vendor / Account must be active. |
Comments | No | Text | Any descriptive comment. |
DealID | No | Integer | The ID of the associated Deal. The Deal must be an active record (i.e. not deactivated). |
AssignmentID | No | Integer | The ID of the associated Assignment. The Assignment must be an active record (i.e. not deactivated). |
Import a Populated Template
To import a populated template, select the “Import Account Transactions” template and click on “Execute”.
Click “Continue” on the Instructions step.
On the Upload Data File page, click “Add File” to find and select your import template file.
Click “Import the File” to continue.
The system will check to make sure the data meets import requirements. If it does, a page will display with a summary of the completed process. Click “Close” to exit the import tool.
Data Validation
The system will check to make sure the data meets import requirements. If any of the records fail the validation process, an error report will display on the page.
The entire file will not be imported until all records are corrected (or the erroneous records are removed from the file).
To import a corrected file, begin the import process again.
Related articles
Overview of the Broker Paysheet Report
Diagram of the Broker Draw and Payroll workflow
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