What are the options for getting card transactions into AptaFund?
Harris AptaFund does not publish a public API, so no card platform can feed transactions into it directly. A district's real options are two: key card activity in manually — usually from a monthly p-card statement — or bring it in through AptaFund's file import routines. For any district with more than a few cardholders, the import route is the one that scales.
Why is the statement-download approach painful?
A raw export from a bank or card provider is built for the bank, not for a school ERP. It carries the bank's columns, merchant strings instead of account codes, and no fund or account coding at all. Someone in the business office has to re-shape that spreadsheet, decide the coding for every line, chase receipts, and fix any rows the import rejects. That work repeats every month, and it lands at the worst time — close.
What does the import workflow look like?
1. Capture each transaction with merchant, date, amount, and a receipt image for the audit file.
2. Code each charge to the district's fund and account structure. Coding at transaction time, by the person who made or approved the purchase, is faster and more accurate than back-coding a statement.
3. Build the import file in the structure your AptaFund environment accepts — its columns, its ordering, your actual codes.
4. Import and post. Run the import in AptaFund, review, and post. With a correctly formatted file this is a minutes-long step.
How does Vergo automate the preparation?
Vergo covers steps 1 through 3. Its corporate cards capture spend as it happens; cardholders snap receipts from their phones; the business office applies fund and account coding inside Vergo, with rules auto-coding recurring vendors. Vergo then produces a custom-built CSV export matched to the import format your AptaFund environment expects. No spreadsheet surgery, no re-keying — the file is ready when you download it.
To be exact about what this is: a file-based integration, not an API sync. AptaFund offers no public API to anyone, so a matched import file is the working automation path — and it leaves the business office in control of when entries reach the books.
What should a district confirm during setup?
Two things: which import routine and field layout your AptaFund environment uses for this kind of transaction data, and that the fund and account structure in Vergo mirrors the district's chart. Vergo matches the export to that layout once, then maintains it.
Can credit card transactions feed AptaFund automatically?
Not through an API — AptaFund does not publish one. The automated path is a structured file import. Vergo prepares a CSV matched to your AptaFund import format so the manual work disappears from the district side.
What format does AptaFund need the file in?
The layout your environment's import routine expects — specific columns and your district's account codes. Vergo builds the export custom to that layout so files import cleanly.
Who codes the transactions to funds and accounts?
Cardholders and the business office, inside Vergo, at transaction time. Rules can auto-code recurring vendors. The coding travels with each line into the import file.
How long does the monthly import take?
With a matched, pre-coded file, the import and review step typically takes minutes. The month-end statement reconciliation project it replaces is where the hours used to go.
