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Upload - Disbursement Upload Template in Excel - Setup and Import Steps

Excel Template Format

When using Excel (.xls/.xlsx) for a disbursement upload, each file handles only one type of charge (e.g., one file for Appara service, another for Filing & Registration, another for Debt Recovery Network). This is because each upload is linked to a single disbursement code and GL account, and taxes are defined based on the disbursement code setting.
Cost recovery template in Acumin for a CSV or XLS disbursement upload file to be created by supplier

Required Columns

The Excel spreadsheet columns must be mapped in the exact order they appear when you set up the upload template in Acumin. The available field names you can select from are:

Column

Field Name

Required?

Notes

1

TransactionDate

✅ Mandatory

Date of the disbursement. Format must match the date format selected in the template (e.g., MM/DD, YYYY/MM/DD, etc.)

2

Matter (or Client+Matter)

✅ Mandatory

Client-Matter code (e.g., 1234-001). If using Client+Matter combined, the client number comes first, separated by a dash. Client and Matter can also be in separate columns.

3

Value or Qty

✅ One is required

Use Value if the disbursement code is rated as "Percentage of Cost." Use Qty if rated as "Cost per Unit." Never define both.

4

Member

Recommended

The User ID / Member number in Acumin. If not provided, the matter's responsible member is substituted.

5

Description

Optional

Free-text description for the charge

Additional optional fields available include: EntryCode, TaskCode, Rate, Client (separate), NumberDialed, Filter, Time, Duration.

Formatting Rules

  • Amount fields must not contain commas or decimal points — dollar values and cents are combined (e.g., $34.55 should be entered as 3455).

  • Date format in the Excel file must match the date format selected on the upload template (options include MM/DD, YYYYMMDD, DDMMYYYY, etc.)

  • Do not include header rows in the data file — only data rows

  • Qty and Value cannot both be defined for the same disbursement type — this will cause negative entries.

Example Excel Layout (for a "Percentage of Cost" charge like Interest)

Column A (TransactionDate)

Column B (Matter)

Column C (Value)

Column D (Member)

Column E (Description)

01/15

1234-001

5000

113

Appara service charge

01/15

4237-002

2500

145

Appara service charge

Step-by-Step: Setting Up the Upload Template in Acumin

Before uploading, you need a template configured in Acumin for each disbursement type:

  1. Navigate to Environment → Entry Upload Schemas → Disbursements (or right-click in the Show Electronic Uploads list and select New).

  2. In the Upload Properties form:

    • Enter a Format Name (e.g., "Appara Service").

    • Select the Excel radio button.

    • Map your data fields — select field names (TransactionDate, Matter, Value/Qty, Member, Description, etc.) in the exact column order they appear in your Excel file.

    • Set the Date Format to match your Excel file's date format.

    • Assign the corresponding Disbursement Code (e.g., the code for Appara service charges).

    • Set the File to Import path — the full file path including file name and extension (e.g., Y:\ERS\ApparaCharges.xlsx). Optionally append /Delete to auto-remove the file after upload.

  3. Click OK to save.

Repeat for each disbursement type (Filing & Registration, Debt Recovery Network, etc.).

Step-by-Step: Uploading the Excel File

Once the template is set up and your Excel file is placed in the designated folder:

  1. On the side task bar, open the Disbursement Sheet form.

  2. In the form, click the Upload icon to launch the Show Electronic Uploads form.

  3. Highlight and double-click on the disbursement template you want to upload.

  4. The system will confirm the number of entries uploaded.

  5. In the list, the template will display:

    • A yellow checkmark ✅ if this disbursement type has been uploaded but other types sharing the same file still have not.

    • A green checkmark ✅ if all disbursement types for this file have been uploaded. Only at the green checkmark stage will the file be deleted/renamed to prevent double-uploading.

  6. Disbursement entries will appear on the Disbursement Sheet for review, completion, and posting. If there are more than 250 entries, they will appear in groups of 250 — the next batch appears after the current batch is posted.

Disbursement upload - Steps to upload the ERSCUST data file

Important: The Qty vs. Value selection must match the disbursement code's rate structure — using the wrong one will either block the upload or produce incorrect entries. If you're unsure about the rate type for Appara, Filing, or Debt Recovery Network codes, check with your system administrator before building the template.

Related Document:

Why Are Dates Incorrectly Defaulting to Today's Date During an Excel Upload?