Import/Export
Load a client’s file with an automatic duplicate check, export debt to hand off or sell, and look up exported accounts.
Loading a File
- Dashboard → Import/Export → Import → pick the placement file (CSV, .xlsx or .xls). Download Template gives you a file whose columns match by themselves.
- Client and portfolio: pick the client (or type a new one), the portfolio name, placement date, type of debt and your commission %.
- Match the columns: TraceForge guesses which column is which. Fix any it got wrong. Columns you don’t match can be kept as custom fields.
- File numbers and fee: give the accounts new file numbers (letters plus a starting number) or use the ones in the file, and add a fee if you charge one.
- The duplicate check runs by itself. Look over what it found, then click Load.
- The column matching is remembered for each client, so the next file from them matches itself.
- New accounts land in New Biz, unassigned. Use Assign Work to hand them out.
- Past Imports has Remove Unworked, to undo an import nobody has touched yet (admins only).
Loaded Debt
Import/Export → Loaded Debt lists every package imported into TraceForge: client, portfolio, date imported, accounts, New Biz, open, exported, placed, balance now, collected, and the first and last file number.
Most accounts are on top. Click any column heading to sort by it (click again to flip it). By Portfolio adds up the packages in each portfolio. The box at the top finds a client, portfolio or file number.
Duplicates
Every file is checked against your accounts, against CollectionsMax if it’s connected, and against itself. Everything still loads; duplicates are marked Possible Duplicate and linked, so you see them under Dupes on the account.
Same client account number = a duplicate debt. Same SSN, or same date of birth and name = an existing debtor.
When the load finishes, the list of duplicates goes to the admins’ Notifications tab, where it can be downloaded for Excel.
Exporting Debt
- Import/Export → Export.
- Tick the packages to export. Accounts that are paying or paid are always left out.
- Leave out Deceased and Bankruptcy, or include them: included ones are marked DO NOT WORK in the file and shaded red in Excel.
- Pick Excel or CSV, say where they’re going (another office, rotated, sold to…), and click Export.
- The file has the account info and every address and phone number on the account. No notes.
- Exported accounts move to Exported Accounts. They stay viewable for chargebacks and disputes, but nobody can change, call or charge them, and they leave every queue. The file can be downloaded again any time.