Assigning records to a Site
 
 
The easiest way to assign records to a Site is during the import process.  You have several options.

 

When to use which option?  Always try to use the easiest, as presented in order.

1. Simple                                        When the site number is in a separate field

2. Lookup field with the Site Index                When the merchant number is in a separate field
3. Lookup field with the Site Index - Rules        When the merchant number is not in a separate field (embedded)

 
 
 
1. Simple
Typically used in G/L import files - as you have more control over the content.
 

When to use: If you have your site numbers in a separate field.

 
During the import process - at the Mapping Window - map the field Site (or Site_Field for Alphanumeric).
Note: Only one of the above will be visible based on your numeric vs. alphanumeric selection.

 

 
 

Remember - You do not need to use the Site Index table to use the Sites feature

The Site Index is only used to convert values into site numbers.

If you have the site numbers in a separate field in the files you import, you are all set.  Do not use the Site Index table.

 

 

 

 

2. Lookup field with the Site Index

This will enable you to convert the merchant number into an internal site number.
 

When to use: If you have your merchant numbers in a separate field.

 

If your data has a merchant number in a separate field - you can use the the Lookup_Site field.
Note: There is also a 'Lookup_Site_Drop_Leading_00s' which drops leading zeroes.

 

As we are now using the Lookup_Site field, we will need to populate the Site Index table with both the External (Merchant numbers), as well as the corresponding internal site numbers.

 

When populated, the Site Index table looks like:

 

See Populating the Site Index table for more information.

 

 

 

3. Lookup field with the Site Index - Rules Based (Advanced)

This will enable you to convert the merchant number into an internal site number, even if the merchant number is embedded

 

When to use: If you have your merchant numbers embedded within a text field - very common in bank statements.

For example, the description on your bank statement may look like:

Credit Card Des:Dep ID:4409234702

 

Next steps:
a. Set up the Rules table to extract the merchant number to the Lookup_Site field

 

 

b. Then, populate the Site_Index table with the Merchant Account and Site number information.

See the Site Help file for more information.

 

 

 

 

My bank already converts the merchant number to a site number, but it is still embedded within the description.

How do I work with just a site number?

 

Follow the identical process as above - but when you populate the Site_Index table, populate the Site number in both the External and Internal fields (see below):