Skip to content

Import Carrier Statements (Excel Statements)

The Import Carrier Statement (ICS) tool automates the entry of commission payments from digital carrier files. It supports Excel formats (.xls and .xlsx) as well as .csv files. For PDF-only statements, use the Reconcile Carrier Statement tool instead.

💡 Why Use This

Use Import Carrier Statements when:

  • Your carrier provides a digital file — ICS is the fastest way to post an entire carrier statement in one step rather than entering each policy individually.
  • You receive the same file format each month — The system remembers your column mappings so subsequent imports require minimal setup.
  • You need a full audit trail — Every import is saved as a named session that can be reviewed or reversed in its entirety.

🗺️ How to Access

  1. Open the Carrier record.
  2. Click Import Carrier Statement.
  3. Select your file when prompted. Cloud users: use the Paste box to upload the file to the server first.

Before You Import: Key Rules

Review these requirements before starting an import:

  • Required columns — You must map Policy #, Billing Date, Premium, and Commission for a successful import. All other columns are optional.
  • CSV column headings — The first row of a CSV file must contain column names. Excel files can specify any row as the header row during mapping.
  • Missing policies — If a Policy # is not found in the database, it will appear as an error. Use the Create Policies button in the ICSE screen to add it, then retry.
  • Multi-carrier files — While you must select a specific carrier to start the import, your file can contain multiple carriers if you map a Carrier Name column.
  • Adjustments — The first payment posted for a policy in a specific billing month is the primary commission. Any additional payments for the same policy and billing month are posted as adjustments.
  • Sessions — Every import is tracked as a named session. If you need to undo the entire import, use Reverse Import Session.

Step-by-Step Import Process

1. Select Carrier and File

Choose your carrier and click Import Carrier Statement. You will be prompted to locate your file.

File Selection and Upload

2. Define Column Mappings

Map the columns in your file to the fields in Commission Tracker. The system remembers these mappings for future imports from the same carrier.

  • Column Heading Row — Specify the row number containing your headers. ICS highlights this row in green and ignores all rows above it (shown in gray).
  • Add Map — Click to link required and optional fields such as Receive Date or Check Number. You can save multiple distinct mappings for one carrier if they send different file formats.

Mapping Interface and Row Highlighting

3. Finalize and Import

Once your mapped columns appear in green, verify the Receive Date, Check Number, and Check Date, then click Import.

Final Mapping Review

Post-Import Actions

After the import completes, the system displays an import summary. From here you can:

  • Resolve Errors — View payments that failed to import (such as missing policies) and correct them in the ICSE screen.
  • Review Success — Generate a report of all successfully imported payments to verify against your statement.
  • Audit — Check the Agency Payments Received report using the Import/Reconcile filter to confirm totals.
  • Reverse Session — Remove the entire import if errors are found in the source file.

Partial Imports

If you cancel an import mid-way, reverse the partial session immediately to avoid incomplete data in Payment History.

Post-Import Summary and Session Management

🔧 Troubleshooting

Policies are showing as errors after import. The Policy # in your file did not match any existing policy in the database. Open the ICSE screen, create the missing policy using the Create Policy button, and then retry the payment.

My column mappings aren't saving between imports. Mappings are saved per carrier. Verify you selected the same carrier before importing. If the carrier's file format changed (different column names or order), you may need to create a new mapping using Add Map.

I imported the wrong file or need to start over. Use Manage Import or Reconcile Session to reverse the entire session. All payments from that import will be removed and the billing months will return to Open status.

Payments are posting as adjustments instead of primary commissions. A payment for that policy and billing month already exists. If the previous payment was incorrect, delete it from Payment History first, then re-run the import.

Need help? Contact support@commission-tracker.com