Data Import - Express Import

This article is part of a series on importing records into PensionPro. Specifically, this article focuses on Client, Employer Data, and Plan data. Importing this information to create new records is accomplished by saving the necessary data in Excel workbook format, then uploading the data using Power Tools. This article will cover obtaining and completing the proper template, and uploading that template to PensionPro.

Note: A number of fields on the import template must match an established List Value. List Values are used throughout PensionPro to populate the contents of many dropdown lists. More information can be found in the article List Values.

Warning: This Power Tool is only intended to add new records to PensionPro; it cannot be used to add additional data to, or update, existing records. In some cases, this functionality may be provided by another Power Tool (such as the Field Update category of Power Tools). For more information, refer to the article Power Tools.

Tier Availability: Track, Team, Business

Security Rights Required: Access Power Tools

Express Import Basics

Using the Express Import will create the following record types:

Company: A Company record is used to collect information about any business or organization—such as addresses and phone numbers—as well as any contacts within that organization.
Client: A Client record is necessary for any organization with one or more Plans being managed by the firm. This record helps consolidate information that is not specific to any one Plan, such as yearly employer data or client notes. A Client record is always linked to a corresponding Company record.
Employer Data: Employer Data is the Client-related data that is collected yearly as part of annual administration. This includes company information, principle stakeholders, family members, and other businesses owned.
Plan: A Plan record contains information useful in managing and administering the Plan, such as specifications and fee schedules.

Note: The Express Import is intended to be a quick way to get running with new Client, Employer Data, and Plan records, but it is not as thorough as other import tools. If more data is available at the time of import, it may be better to make use of the following imports instead:

Obtaining an Import Template

Blank templates can be downloaded directly from PensionPro. It is always best to download a fresh copy of the template whenever an import needs to be performed to ensure that it is up to date with PensionPro's current standards.

To obtain a copy of the import template:

Select Power Tools > Import > PensionPro Setup > Express Import to launch the Express Import Power Tool.
The Power Tool begins at Step 1: Options. Select More > Download Template. A blank template will be saved to the device.

Completing the Import Template

Both the Client and Plan templates follow the same general structure:

Row 2 contains the column headings for each field to be imported.
Row 1 denotes whether each field applies to the Client, Employer Data, or Plan record.

The field headings in these templates are color-coded to denote importance, as follows:

Yellow: The field is required.
Orange: The field is not required, but is recommended.
Blue: The field is only required if other related fields are being added (for example, Address Type is required if an address is present).

Warning: Deleting columns from the import template, or editing the names of any column headers, will cause the import to fail.

The following notes provide insight on completing the Express Import template; these notes may not be comprehensive of all available columns.

Minimum required Client data:

Location Name	Must match the name of one of the firm's Locations.
Client ID	Must be an alphanumeric value between 3 and 25 characters in length. The ID does not require a specific format, but each Client ID must be unique.
Client Name	Each Client name should be unique.
Status	References a List Value, located under Core > General > Status.

Optional Client data:

Address

One address can be imported.

Address 1, City, State, and Zip Code are required address elements.
State requires two (2) or three (3) characters for US state or Canadian province abbreviations, respectively.
Address Type is required if an address is present. This references a List Value, located under Core > General > Address Type.
PensionPro only supports US and Canada addresses.

Number

One phone number can be imported.

Number requires ten numeric digits. No specific formatting is required. Extensions are not supported.
Number Type is required if a number is present. This references a List Value, located under Core > General > Number Type.

Minimum required Employer Data:

Employer Identification Number	Must be 9 numeric characters in length. Do not include a dash.
Client Fiscal Year End Month	Represents the month that the Client's fiscal year ends. Must be a numerical value from 1 to 12.
Client Fiscal Year End Day	Represents the date that the Client's fiscal year ends. Must be a numerical value from 1 to 31, and be valid for the selected month.
Plan Year Start and Plan Year End	The first and last date of the Plan Year. The period of time created by these dates cannot overlap an existing Plan Year (as found on the Client tab > Employer Data view). MM/DD/YYYY format.

Optional Employer Data:

Entity Type

References a List Value, located under Core > Client\Employer > Entity Type.

Minimum required Plan data:

TPA Plan ID	Must be an alphanumeric value between 3 and 25 characters in length. The ID does not require a specific format, but each Plan ID must be unique.
Plan Name	Each Plan name should be unique.
Plan Type	References a List Value, located under Core > Plan > Plan Type.
Plan Year End	The final day of a Plan Year, in MM/DD format.
Status	References a List Value, located under Core > Plan > Status.
Service Effective On	The date that the Plan's service became effective, in MM/DD/YYYY format.
Admin Type	References a List Value, located under Core > Plan > Plan Admin Type.

Optional Plan data:

IRS Plan Number	Must be 3 alphanumeric characters in length.
Valuation Frequency	References a List Value, located under Core > Plan > Valuation Frequency.
Trust ID	Must be 9 numeric characters in length. This should not be an EIN.
Notes	One Note may be added to the created Plan. Note Text cannot be longer than 2000 characters. Note Category references a List Value, located under Core > General > Note Category. Additional Notes can be imported at a later time; refer to the article Data Import - Notes.

Importing the Template

Once the template is complete, it can be imported via Power Tools.

Select Power Tools > Import > PensionPro Setup > Express Import to launch the Express Import Power Tool.
In Step 1: Options, use the File Selection box to select the import template, then select Next.
- If an issue with the template is detected, an error message will appear in red containing a link to an error log. Selecting the link opens a new Error Log tab, which summarizes any errors (which will prevent the import) or warnings (which will not prevent an import, but may signal undesired results).
Step 2: Preview will display the records as interpreted by PensionPro. Review the data, then select Next.
- If one or more records contain issues that are preventing a successful import, an error message will appear in red containing a link to download an error log. This error log is a copy of the import template, but with any cells containing errors highlighted in red. Hovering over a highlighted cell will display a note containing the associated error message.
Step 3: Review summarizes the data to be imported. Select Execute.
When Step 4: Finish is reached, the data is queued for import. The user will receive two notification emails:
1. The first notification is sent immediately to confirm that the import has been queued.
2. The second notification is sent when the import has been successfully completed.