Importing cost account automatically on a schedule in PitneyShip Pro or PitneyShip Enterprise

If you need to add new cost accounts on a regular basis, you can schedule regular imports from an SFTP server.

• To use scheduled imports, you must have a CSV file stored on an SFTP server.
• Whatever changes you make to your import source file will be added to your PitneyAnalytics cost accounts. However, your source file must stay in the same format.
• You can only schedule one location at a time. If you want to schedule imports for multiple locations, repeat this scheduling process for each location.

The features and options you see may vary depending upon your role and subscription. If you have any questions regarding your permissions, please contact your administrator.

Determining which method to use

There are two different methods of scheduling cost account imports depending upon your subscription features.

Method 1: Without "Cost Accounting" account list management service

The following characters are not allowed for cost account names or codes:

& - ^ double spaces

If you do not use the "Cost Accounting" account list management service, your Cost Accounts screen in PitneyAnalytics will look like this. It will have an Automatic Import List tab and the Import button will have a drop-down menu. You will use Method 1.

Method 2: With "Cost Accounting" account list management service

The following characters are not allowed in cost account names or codes with "Cost Accounting" account list management service:
- ~ ` ' ^ & | { } [ ] " ; < > = ö á í ó é ñ — –
double spaces or leading spaces
@ may not be used when importing but may be added manually after accounts are imported

If you do use the "Cost Accounting" account list management service to synchronize your cost accounts across all of your Pitney Bowes products, your Cost Accounts screen in PitneyAnalytics will look like this. It will have a Schedule Import tab and the Import button will not have a drop-down menu. You will use Method 2.

Method 1: Without "Cost Accounting" account list management service

1. Select Settings > Cost Accounts.
2. Select Import > Automatic Import.
3. Select Download a .csv template.
4. Make sure that the format of your cost accounts file matches the format of the template file.
   Important: The data columns must be in the same order as in the template.
5. Select the Text Delimiter that is used in your file.
6. Enter the SFTP Filename Path and SFTP Server URL.
   Note: Include the port number at the end of the URL. For example SFTP-PITNEYCLOUD.COM:22
7. Select the Authentication Option you wish to use.
   • If you selected Password, enter the SFTP Username and Password.
   • If you selected SSH Keys (PEM Format), enter the Username, then select Choose File and upload your SSH Key file in PEM format.
8. Select the Test Access button to test the connection.
9. If you want to use PGP encryption when transferring your files (PitneyShip Enterprise only):
   1. Select Enable PGP Encryption.
   2. Check Enable PGP Encryption.
   3. Select Download PGP Encryption Key to download the key.
   4. Use the key to encrypt your file.
   5. Place your file on the SFTP server.
10. Select Notifications.
11. Enter the email address(es) you want to be notified if the import fails.
12. Select Schedule.
13. Select the Days and Time you wish the import to occur.
14. Select Continue.
15. In the Configure Automatic Import window, match your CSV file fields in the Your CSV Fields column with the PitneyAnalytics fields in the Location Fields column, then select Save Configuration.
16. Select Import.

Method 2: With "Cost Accounting" account list management service

1. Select Settings > Cost Accounts.
2. Select the Schedule Import tab.
3. Select the location you want to associate with your cost account list.
4. Select Add Config.
5. Enter your SFTP Username and SFTP Password.
6. Enter the SFTP Filename Path and SFTP Server URL.
   Note: Include the port number at the end of the URL. For example SFTP-PITNEYCLOUD.COM:22
7. In the Emails field, enter the email address(es) you want to be notified if the import fails.
8. Select the Frequency of the import.
9. Select Continue.
10. Map the cost account fields to the fields in your CSV file.
11. Select Save and Close.

Related topics

• Cost Account File Import Specifications