Homeowner and Property Imports

Use Vantaca to perform Property and Homeowner imports, both to update existing accounts and create new property records.

The Property and Homeowner Import type includes three different modes that allow you to append (add), replace, or update homeowner and property data.

Important:

• You can delete the columns you don't want to update. Do not leave empty columns in the import file as each account with that associated column will update with blanks in the homeowner or property record.
  
  
• Confirm that Old Account numbers in your import file do not already exist in Vantaca or your import will override the existing account with the Old Account number instead of creating a new account/property record. If the owner is not yet in the system and there is no Old Account number, use a unique number that does not exist in Vantaca (for example, 12345678) and Vantaca will assign a new account number to these owners.

Append (Add)

Creates new accounts or property records for a new association under your management from the information in the uploaded spreadsheet. When you use this import type, a unique Vantaca account number automatically generates when the import completes. Use the OldAccount column (account number from the previous company or software) to associate the newly-created accounts with their old account numbers.

Replace

Removes all accounts/properties/homeowners for the associations in the uploaded spreadsheet and replaces it with the newly uploaded data. If you have a lot of errors in your current data and you want to start from the beginning for an association, use this import type. 

Update

Updates existing account information in the system to match the import data. The import compares the Account column in your import spreadsheet with the account in Vantaca that you want to update. The import will also use the OldAccount column (if in the import file), but it is not required if you use the current Account number (which includes the Association Code prefix). You cannot import or change Old Account numbers through an Update import, you must update existing Old Account numbers manually. 

**If you are updating select information, remove any additional columns so that the import file only includes the columns that you wish to update (assoccode is a required column). Column headers with empty columns will wipe existing data**

Perform an Import

To import property and homeowner information:

1. Download and then enter your import information into the attached Property and Homeowner Import Template Excel file.
   Note: AssocCode is a required column and you must also include the Account or OldAccount column. 
2. Navigate to Settings > Import.
   The Imports screen displays.
3. Click the Imports tab.
   
   
   
   
4. Click New Import.
   The New Import screen displays.
5. Provide the following information:
   
   
   
   
   • Import Type: Select Property and Homeowner.
   • Import Mode: Select the appropriate mode depending on if you want to Append, Replace, or Update.
   • Conversion: Select No Conversion (default).
   • Import File: Click Select files, navigate to and select your completed Property and Homeowner Import File, and then click Open.
     The import spreadsheet displays on the screen.
6. If the file contains no errors and you want to keep the import information, click Commit.
   OR
   If the file contains errors (indicated by red cells), correct them by completing the steps in the following Correct Errors section.

Correct Errors

The import screen shows errors as red cells in the spreadsheet on the screen. In the following example, the Assoc Code column information did not match any existing association code.

To correct errors:

1. Double-click the red cell and correct the discrepancy manually. Remember to click Save after each change and then recheck the import for errors.
   OR
   Cancel the import by going back to the Imports screen, click Delete beside the import, and then update and reimport the file.  
2. When the import is error-free, click Commit to import the data.