Matching units and choosing who pays

This article covers the two steps in the bulk upload wizard where you are likely to spend the most time: Units and Payer. It is for anyone running a bulk upload of fees and leases who wants to understand what each match, tag, and button on these two steps actually means, and why the wizard asks for your confirmation as often as it does. If you upload bank details only, the wizard skips these two steps. For the rest of the wizard, see Uploading your fees and leases, step by step.

Why this step exists at all

Your spreadsheet has a column with a unit number in it, for example "304". To you, that plainly means one particular unit. To the system, "304" is only a piece of text until it is matched to a real unit record at your property. Most of the time that match is obvious. Sometimes it is not: your file might say "304-A", or have a typo, or use an old unit label that has since been renamed.

The wizard will never guess silently and move on. If it cannot be completely sure which unit a row means, or which person should be billed, it stops on that row and asks you to say so yourself. This costs you a click or two on the rows that need it, and it is what stands between an ordinary spreadsheet mistake and a fee landing on the wrong resident's account.

The Units step

On this step, you confirm which real unit each line in your file belongs to. The screen reads: "Exact matches are confirmed already. Anything below an exact match needs your confirmation before the import can continue."

At the top, a banner tells you where things stand: either "All N units resolved. Every CSV value matched an existing unit." or "N rows need confirmation. M matched exactly. Confirm the suggested unit or pick a different one."

Exact match

A row is an exact match when the unit label in your file is identical to a unit already recorded at the property. Exact matches need no action from you. They are already confirmed.

Suggested match

When your file's label is close to a real unit but not identical, for example "304-A" instead of "304", the wizard offers its best guess as a suggestion. A suggestion is never treated as decided on its own. You have to press Confirm, or pick something else, before it counts.

Needs a pick

Some rows have no close candidate at all, exact or otherwise. These are tagged "Needs a pick", and you must search for and choose the correct unit yourself, or skip the row.

The four row tags

Each row carries one tag, shown on the right:

• Exact match: your file's label matched an existing unit exactly.
• Confirmed by you: you pressed Confirm on a suggestion.
• NN% suggested: an unconfirmed suggestion is waiting for your decision. The percentage is how close the match is.
• Needs a pick: no candidate was found at all.

Only rows tagged "NN% suggested" or "Needs a pick" require action from you.

Confirm

On a row with a suggested match, press Confirm Unit to accept it. The tag changes to "Confirmed by you".

Pick a different unit

Every row also has a Pick a different unit... search field. Use it if the suggestion is wrong, or if the row needs a pick and had no suggestion at all. Search for the correct unit and select it.

Skip this row

Press Skip this row to leave that line out of the import entirely. A skipped row does not import, and you will not be asked to choose a payer for it on the next step either.

What protects you here

Under the buttons on every unresolved row, the wizard states: "Nothing is saved until you confirm. A suggestion on its own never imports against a unit." This is not a formality. It means an automatic look-alike match, on its own, can never become a real fee against the wrong unit's residents. Until you take an explicit action on a row, either confirming, picking, or skipping, that row cannot be committed as-is.

A row on the Units step needing confirmation, with its Confirm, pick, and skip options.

A unit with a frozen billing account

A frozen billing account is one that staff have deliberately locked from taking any further charges, usually because of a dispute or another account issue that is being handled separately. It is not something the resident did wrong, and it is not automatic.

Because a bulk import would otherwise add a new charge straight onto that locked account, the wizard stops on that row rather than deciding for you. You see a panel: " has a frozen billing account", with "Importing a lease here will bill against a frozen account. Confirm it on purpose, or skip this row and handle it separately." Two buttons are offered:

• Confirm and import anyway: goes ahead and creates the lease against the frozen account.
• Skip this row: leaves the row out, so you can deal with that unit separately.

A unit with an open transfer

If a unit already has a scheduled ownership or occupancy transfer that has not finished yet, any row targeting that unit is skipped automatically. There is no choice offered for these rows, so you do not need to hunt for a button that is not there. The wizard shows a read-only note stating how many rows this affects. If you want those rows included in this import, you need to finish or cancel the transfer outside this wizard first, then upload those rows again in a later batch.

Before Continue works

Continue stays greyed out until every row in your file is either matched (exact, confirmed, or picked) or skipped. While it waits, it reads "Continue enables once every source unit is resolved".

The Payer step

On this step, you choose who should be billed for each unit's fee or lease. The screen reads: "Choose the payer for each unit before creating its fee and lease." Only the rows that need a person are listed. A banner reads either "N matched automatically, M needs you." or "Every payer is resolved."

Rows that resolve themselves

You do not have to do anything on a row where the email in your file matches exactly and points to the one person on the unit. The same goes for a row where payer_name was left blank and the unit has one current payer. These rows are tagged "No action needed" ("Email match" or "Current payer") and sit under Matched, which you can open or close with Hide matched.

If payer_name was left blank and the unit has no payer, or has more than one, the row asks you to choose: "Choose a payer. This unit has no payer, or more than one."

The four confidence tags

Each row shows a tag describing how confident the match is:

• Email match: the email in your file matched a real person's email exactly. This is the strongest possible match.
• Name match: the name in your file matched a person on that unit.
• Close name match, check it: a name is similar but not identical, worth a careful look before you accept it.
• No match: nobody on the unit matched the name in your file at all.

When there is a match: Switch person

If the row shows Email match, Name match, or Close name match, a single button, Switch person, is available. Use it only if the automatic match picked the wrong person; otherwise you do not need to press anything on that row.

When there is no match: two choice cards

Rows tagged "No match" show two choice cards instead:

• Invite : "Suggested. Adds a new invited person to Unit and makes them this row's payer."
• Choose someone on this unit: "Opens the same picker used to switch a payer: registered and pending people on Unit ."

The two choice cards shown for a row with no payer match.

What Invite actually does

Choosing Invite opens a small panel titled "Invite ". If your file already had an email for this row, you see "Invitation email: