ACH Universal > Importing Transactions > Types of Import: Ad Hoc vs Profile-Based
Overview
The type of import you used is based on the type of file you are importing. Ad Hoc imports are files that contain all information required to make a payment. Profile-Based imports separate constant information from transaction information. The profile is imported once and retained by ACH Universal and transaction files are imported each time a payment is needed.
Ad Hoc
In an Ad Hoc import, each entry in the file contains all the required information (Name, Account Number, ABA/Routing Number, Amount) to pay or collect funds either to or from a customer, employee, or vendor.
 Figure 1 - Ad Hoc file |
Not all fields are visible as a name must also be included. Each entry in the file contains enough information to generate an electronic payment. If your data, after export from your accounting package, resembles this format, see Importing transactions
Profile-Based
In many situations, it is preferable to separate information that is constant for a customer, employee, or vendor (such as name, an internal ID number, account number and routing number) from information that is variable (such as payment or collections amount). The constant information is exported to a file called a profile while variable information is contained in a transaction file. Each entry in the transaction file is linked to a profile through a lookup field (either name or an ID number).
 Figure 2 - Profile-Based Files |
In Figure 2 (above), transactions to companies such as Office Depot and Dell Computers for varying amounts are linked to their appropriate vendor profile via the Name. ID number is usually the preferred lookup method. If your data resembles this scenario, see Importing Profiles.
Should I use Ad Hoc or Profiles?
There are advantages and disadvantages to each method. The current layout of your data should determine whether you do Ad Hoc imports or Profile lookups. The resultant ACH file will be exactly the same regardless of import method.
The advantage of an Ad Hoc file is that you can generate one-time payments without being forced to set up a profile for a party you will not need in the future (for example, a one-time office cleaning).
Profile-based imports make the transaction file very simple as all that is required is an amount and a lookup field. Profiles are retained automatically by ACH Universal so only one profile import is ever required.
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