Miscellaneous Fees: Importing assignment fess

Import multiple miscellaneous fees at once

Use the Web Import tool to create multiple miscellaneous fees from a file rather than manually creating each fee individually. Importing fees can help streamline fee management, reduce repetitive data entry, and support high-volume fee processing.

You can import both single and recurring miscellaneous fees.

Why it matters

Organizations often need to create large numbers of miscellaneous fees across multiple assignments. Managing those fees individually can make it difficult to maintain consistency and accurately capture assignment-related charges.

Importing fees helps support:

• Consistent fee data across assignments.
• Accurate assignment-related financial records.
• Standardized fee creation processes.
• Better governance over large volumes of fee activity.
• Reliable reporting and auditing of imported fee transactions.

Who it's for

• Program Office users
• Financial operations teams
• Users responsible for bulk fee creation
• Users authorized to manage miscellaneous fee imports

How it helps

The Web Import tool allows you to:

• Create multiple miscellaneous fees from a single file.
• Import one-time and recurring fees.
• Use a standardized template for fee creation.
• Validate fee information before submitting an import.
• Associate imported fees with assignment records.
• Upload large volumes of fee data more efficiently than creating fees individually.

Availability and setup

Managing miscellaneous fees from Enterprise requires a Service Request ticket and Enterprise configuration. Your organization may also require:

• Permissions to create, edit, cancel, or reprocess miscellaneous fees.
• Approval workflows for fee review and approval.
• Access to supported features such as Cost Allocation, Purchase Orders (POs), or Security Projects.
• Permissions to import miscellaneous fees using the Assignment Misc Fees Template.

Understand fee imports

Miscellaneous fees can be imported through the Web Import tool.

The import process uses an Assignment Misc Fees Template that contains the fee information you want to upload.

During the import process:

1. Download the template.
2. Populate the template with your fee information.
3. Upload the completed file.
4. Validate the import.
5. Save the import.

After the import is complete, the fees are added to the system based on the information in the file.

Import criteria

Review the following requirements before importing miscellaneous fees.

💡 Best practice: Include the Assignment Number in your import file to help ensure fees are associated with the correct assignment.

What this means

Before importing fees, review the file carefully to ensure the information is accurate.

Because duplicate checking is not performed during import, validating fee information prior to upload can help prevent unintended fee creation.

Including assignment identifiers and validating the import before saving can improve import accuracy and reduce follow-up work.

Additional considerations

• Review assignment information before preparing the import file.
• Verify that fee statuses are appropriate for the intended outcome.
• Consider testing large imports with a smaller sample file first.
• Review validation results before saving the import.
• Use consistent naming for import files to simplify future research and auditing.

Before you begin

Ensure:

• You have access to the Web Import tool.
• You have permission to import miscellaneous fees.
• The Assignment Misc Fees Template is available.
• Assignment information has been reviewed and verified.
• The import file is complete and ready for upload.

How to import assignment fees

1. Select Preferences > VMS Settings > Data Management. A Data Management page displays.
2. Select Web Import. An Import page displays.
3. Select Add New. An Import - Status: Creating page displays.
4. From the Import Type list, select Assignment Misc Fee. ⚠️

   

   What this does: Identifies the type of data being imported.

   Why this matters: The system uses the selected import type to determine the required template and validation rules.

   In simple terms: You're telling the system that you're importing miscellaneous fees.

5. Select the link next to Assignment Misc Fees Template to download the import template.

   

6. Complete the template with the miscellaneous fees you want to import and save the file.

   💡 Best practice: Include the Assignment Number to help ensure each fee is associated with the correct assignment.

7. Enter a name in the Name field. ⚠️

   What this does: Creates an identifier for the import.

   Why this matters: Clear naming makes it easier to locate and review imports later.

   In simple terms: You're giving the import a descriptive name.

8. Select the Select link in the Select File field. A Select Import Attachment dialog displays.
9. Select Choose File and locate the completed import file.
10. Select Upload.
11. Enter a title in the Title field and select Save.
12. Optional. Configure any additional file options available on the Import - Status: Creating page.
13. Select Validate. ⚠️ 

    What this does: Checks the file for potential issues before the import is submitted.

    Why this matters: Validation helps identify formatting or data issues before fees are created.

    In simple terms: You're checking the file for problems before submitting it.

14. Review the validation results and correct any issues if necessary.
15. Select Save.
16. Select Return.

The miscellaneous fees contained in the import file are uploaded to Beeline Enterprise.

Final result

The miscellaneous fees in the import file are generated based on the information provided in the template. Depending on the statuses included in the file, fees are processed according to the associated import rules.

Key takeaway

Importing assignment fees allows you to create large numbers of miscellaneous fees efficiently using a standardized template. Validating the file before saving and including assignment information can help improve accuracy and reduce follow-up corrections.

Frequently asked questions (FAQs)

Can I import recurring fees?

Yes. Both one-time and recurring miscellaneous fees can be imported.

Do imported fees trigger approval workflows?

No. Imported miscellaneous fees do not trigger approval workflows.

Are imported fees checked for duplicates?

No. Duplicate fee checking is not performed during import.

Can I backdate imported fees?

Yes. The fee date must fall within the period when the assignment was active.

What status should I use for a new fee?

Use Scheduled for new fee records.

What status should I use to withdraw a previously scheduled fee?

Use Canceled.

What status should I use when the fee should move to Pending?

Use ReadyForValidation.

Are cost allocations supported in fee imports?

No. Cost allocations are not supported through miscellaneous fee imports.

What should I do if validation identifies issues?

Correct any issues in the import file and validate it again before saving the import.

Who should I contact if I need help importing fees?

Contact your Client Operations Manager (COM), Program Office administrator, or internal support team.

Learn more

• About miscellaneous fees
• Tips on working with miscellaneous fees
• Understanding processing & statuses
• Adding a fee
• Adding a recurring fee
• Canceling a fee
• Reprocessing a fee
• Researching miscellaneous fee details