Overview

Updated 10/18/2021

This article explains how an import is setup and processed in the Avionté Core application. For details about how to import from the Core application into the ACA Companion application.

• Click here for more information on the ACA Companion Application - Import & Sync.

Setup/Mapping
Demo Video - ACA Import Process
User Permission
Import/Export Mapping
Import Process
    Import Process Steps
Successful Import
Potential Processing Errors
Fix Errors
    To fix the errors
Ignore Data Errors
FAQ

Setup/Mapping

The Avionté Core application can import ACA data from an outside source; a spreadsheet for example.

Previously, Avionté offered a handful of standard imports and exports to feed data into Avionté regarding employee healthcare enrollment or push data out from Avionté to vendors to offer insurance to eligible employees (Standard ACA Import, Essential StaffCare (ESC) Import, ESC MEC Import, and the ESC MVP Bronze Export.) With the introduction of the ACA Companion application, only one import is now used - the ACA Import.  Details about exporting employee data for employees with an average of more than 30 hours worked in a week can be found in the ESC MVP article.

• Click here for more information on the ACA Export - ESC FI-MVP Bronze Plan

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Demo Video - ACA Import Process

A spreadsheet template is available for download at the bottom of this article. The spreadsheet can be used to insert insurance offers and their corresponding declinations and enrollments straight into the Companion application. 

The "MemberCode" and "Months" columns should use the codes below. Using the following standard format, each month should be coded separately using Y, N, or D. 

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User Permission

Users involved in the import will need specific permissions.

1. From the Start Page, click the Actions drop-down menu and select Admin Tools. 
   
   
2. Under "Category," click System.
   
   
3. Under "Select," double click Report. The "Admin System Server Report" window will load.
   
   
4. Click the Advanced Query tab at the top of the window. 
   
   
5. In the "Advanced Query" pane at the top of the window, enter "ACA Import" into the search field under the "Query Name" column.
   
   
6. In the "Advance Query Users" pane, place a checkmark in the box next to the users that should have access to the Standard ACA 1094/1095 AQ. 
   
   
7. Click Save to save the changes.

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Import/Export Mapping

In Admin Tools > Import Export Mapping > Mapping Type Data tab, search for ACA Import in the Group Description tab. Click through each Mapping Type Name line item and create the mappings in the lower half of the screen.

• Source System Value = Verbiage from spreadsheet that you are importing.
• Recommended Value = Avionté's recommendation for the Mapped Value. This may or may not pre-populated and is not required. 
• Mapped Value = Verbiage from Companion Application to which the spreadsheet items will be mapped. A selection will be available.

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Import Process

Import Process Steps

1. From the Main Menu, navigate to Back Office > Import Export
   
   
2. Click New Batch. Please ensure the spreadsheet is not open. 
   
   
3. Enter information for the following fields: 
   
   

   Field	Description
   Mapping Group	ACA Import
   Processing Method	The system will auto select "ACA Import."
   File	Select your file location and worksheet.
   Year ID	Select the correct year.
   Benefit Package	Select the Benefits Package for which you are importing. If you already completed the Benefits Package column in the spreadsheet, the value in the spreadsheet will override the value selected here in the Parameter section. (optional if this information is included as a column in your spreadsheet)
   Insurance Plan	Select the Insurance Plan for which you are importing. If you already completed the Insurance Plan column in the spreadsheet, the value in the spreadsheet will override the value selected here in the Parameter section. (optional if this information is included as a column in your spreadsheet)

4. Click Finish.
   
   
5. Click Process Import Export Batch.
   
   Note: If you select a benefits package and insurance plan here, it will use those for any lines on the spreadsheet which do not have a Benefits Package or Insurance Plan already listed. The Benefits Package or Insurance Plan in the spreadsheet will always override what is selected here in the Import Export Batch screen.
   Note: If an error message is generated, review the Setup Error Table below to fix the issue. Once the issues have been resolved, you may re-run the import.

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Successful Import

When the import has been run successfully, the message "The import batch has been processed successfully" will display. Click OK to close the window. 

The import has created offers in the ACA Companion Application, along with their corresponding enrollments or declinations based on the spreadsheet's data.  To view this information, navigate to the employee's record in the Employee Plan Details tab of the ACA Companion.  

• Click here for more information on the Employee Plan Details tab

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Potential Processing Errors

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Fix Errors

To fix the errors

1. Click the Validation & Error tab to view the report.
   
   
2. Open the error by clicking the plus (+) symbol to the left of the row of data.
   
   
3. Review the error description(s) and return to the original spreadsheet to fix the error(s). 
   
   
4. Discard the batch by selecting the Actions drop-down menu and selecting Discard Batch.
   
   
5. Start the process again, with the new file. 
   
   

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Ignore Data Errors

1. Ignore the error by typing a number "1" in the "Ignore From Import" row within the "NewValue" column. 
   
   
2. When all errors have been sufficiently dealt with, process the batch again by selecting Process Batch. 
   Note: Although the errors were ignored, they will still need to be fixed manually in the database.

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FAQ

1. Can you confirm whether ESC clients need to have the Avionte ACA Companion Module to offer our MEC plan?
•  No, it is not required for the MEC plan.  The ACA Companion is required for the ESC Bronze plan. 
2. Can you confirm whether ESC clients need to have the Avionte ACA Companion Module to offer our Bronze plan?
• Yes, you need the ACA Companion for the Bronze Export.
3. Does the requirement of the Avionte ACA Companion Module depend on the version of Avionte a client uses?
• ACA relies on having payroll data in Avionte, whether that is Classic or Bold, self-hosted or hosted.  The dependency is that they are processing paychecks in Avionte.
4. If a group comes to ESC and wants to offer a MEC or Bronze plan but does not yet have the Avionte ACA Companion Module, how long does it take for your team to equip a group with the ACA Companion Module?

• • • Set up time varies and can take several days to several weeks.  Generally, a couple of weeks as it depends on the client filling out the ACA workbook and training completed.

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