Use Vantaca to perform Property and Homeowner imports to update existing accounts and create new property records. You can use the following imports:

• Property and Homeowner
• Multi-Owner Property and Homeowner

 Contents:

• Property and Homeowner Import
  • Import Modes
• Multi-Owner Property and Homeowner Import
• Perform an Import
• Correct Errors

Property and Homeowner Import

Use this import to add or update homeowners in your associations.

Important:

• You can delete the columns in the template that 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 no Old Account number exists, use a unique number that does not exist in Vantaca (for example, 12345678) and Vantaca will assign a new account number to these owners.

Import Modes

This import type includes three different modes that allow you to append (add), replace, or update homeowner and property data.

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. 

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

Multi-Owner Property and Homeowner Import

The Multi-Owner Property and Homeowner import works the same as the previous import but allows you to add multiple homeowners to the same property account. It includes the following additional columns:

• IsPrimary: If the homeowner has Yes in this column they are designated as the primary homeowner for the account. If more than one homeowner is uploaded for a single account (old or new), then only one homeowner can have this set to Yes or an error occurs. If no homeowner is designated as Yes in this column, then the first record for the account is added as the primary.
• HomeownerID: If a value is provided, the system checks for valid existing homeowners with that ID and upon commit relates them with the new account. If a Homeowner ID is added that doesn't match in the system, an error occurs.
  Important:
  • If there is an existing HomeownerID, the system keeps the existing name, address, contract info, etc. and does not update with the data in the import file. 
  • Upon commit a portal key is created for each HomeownerID without a key. If one already exists, it will remain.

The primary homeowner's name appears in the Homeowner List and in the Homeowner Header on the account. All other owners with the same OldAccount number are added as additional homeowners on the property account using a separate Homeowner ID (HOID) related to the property account.

Currently, Append is the only available import mode option for this import type.

Important: In the import template, make sure to add all homeowners related to an account as separate rows, using the same OldAccount number.

For information about:

• Downloading Import templates, see the "Import Templates" article.
• General import information, see the Vantaca Library Import section. 

Perform an Import

To import property and homeowner information:

1. Download and then enter your import information into one of the the attached Import Template Excel files.
   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 or Multi-Owner Property and Homeowner (depending on which type you want to import).
   • Import Mode: Select the appropriate mode depending on if you want to Append, Replace, or Update.
     Note: Multi-Owner imports can only use append at this time.
   • Conversion: Select No Conversion (default).
   • Import File: Click Select files, navigate to and select your completed 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.