Importing Bus Mileage Information Using Association Notes

Mileage information needed for the B6T Form can be saved to each Account as an ASSOCIATION NOTE.

Here's a general overview of how it works. Below this overview, you'll find step-by-step instructions.

OVERVIEW:

• You'll create an association code named "Mileage" in the Association Editor.
• You'll add that association to the accounts getting the B6T form.
• On each account's Mileage association, you'll place an ASSOCIATION NOTE with the account's particular mileage information.
• The system will recognize THE NOTE of an account's Mileage association as the mileage information to use on the B6T form!

You'll be adding the associations and association notes in bulk:

• You'll give the accounts their Mileage association and association notes IN BULK using the "Import Associations" option available on the regular Import Accounts tool.
• To facilitate the bulk import, you'll create a spreadsheet with a column containing the Account IDs, a column containing the code name Mileage all down the column, and a column containing each account's particular MILEAGE INFORMATION.

STEP-BY-STEP INSTRUCTIONS:

• Create a spreadsheet with a column containing the Account IDs, a column containing the code name Mileage all down the column, and a column containing each account's particular MILEAGE INFORMATION.
• Create an association 'Mileage' available for Accounts. You can do this in Tools -> Association Editor. YOU MUST NAME THE ASSOCIATION PRECISELY. IT MUST BE CALLED MILEAGE.
• Next go to 'Tools' -> 'Data Maintenance' -> 'Import Accounts' 
• In the source tab, choose your file.
  
• Check off that your file has Column Headers if your file has this. (Note: In general, using Column Headers makes it easier to manage spreadsheets.) 
• In the Field Mapping tab, click 'Insert All', then go to the row that has the association name ('Mileage') and association note (actual mileage distance). Follow the naming given here exactly -- AccountID, AssociationCode and AssociationNote (exactly per the screenshot below).DO NOT fill in the Data Format or Destination Field columns for any other column you included on your spreadsheet. If you do, that column will be uploaded to the import screen, as well, and may ruin your available import options (depending on the column). YOU ONLY NEED the Account ID, Association Code, and Association Note columns to carry over to the main import screen!
• In the 'Match Existing, select the Accounts you would like to import and click 'Import Associations'.
  
  This will always add a new mileage association (not replace existing ones). To delete associations in bulk, use the association maintenance screen Data Maintenance.
  
  Test Bulk Action

  Note: It is always good practice to test 1 account before doing a bulk action.
  Updating Addresses 

  You will need to update the mileage if a Student moves to a new address.