What are the options for getting card transactions into NextGen?
Harris NextGen publishes no public API, so no card platform can feed transactions into it directly. A district's choices are manual entry — typically working through a monthly p-card statement — or NextGen's file import routines. Past a few cardholders, the import route is the only one that scales without consuming the business office.
Why not work from the bank's statement export?
Because the bank's export is shaped for the bank. It has the bank's columns, raw merchant strings, and no fund or account coding. Turning it into something NextGen accepts means re-shaping the spreadsheet, coding every line to the district's chart, chasing receipts for the audit file, and fixing rows the import rejects — a recurring project that lands at close, every month.
What does the import workflow look like step by step?
1. Capture each transaction with merchant, date, amount, and a receipt image for documentation.
2. Code each charge to the district's fund and account structure. Coding at transaction time, by the cardholder or approver who knows what was bought and why, beats back-coding a statement weeks later.
3. Build the import file in the exact layout your NextGen installation's import routine accepts, with the district's actual codes.
4. Import into NextGen. Inside the district's environment, run the import, review the batch, and post. With a correctly formatted file, minutes.
How does Vergo automate the preparation?
Vergo handles steps 1 through 3. Its corporate cards capture spend as it happens; cardholders snap receipts from their phones; the business office applies coding inside Vergo, with rules auto-coding recurring vendors; approvals are logged per transaction. Vergo then produces a custom-built CSV export matched to the import format your NextGen installation expects, so the downloaded file is already importable — no spreadsheet rework, no re-keying.
Called by its right name, this is a file-based integration, not an API sync — NextGen offers no public API to anyone. Since NextGen runs on-premise in the district's environment, the file handoff fits naturally: nothing external touches the district's system, and the import runs on the office's schedule.
What should the district confirm at setup?
Which NextGen import routine and field layout your installation uses for this transaction data, and that the fund and account structure in Vergo mirrors the district's chart. Vergo matches the export once, then maintains the format so it does not drift.
Can card transactions feed NextGen automatically?
Not by API — NextGen publishes none. The automated path is a structured import file, which Vergo prepares matched to your NextGen layout; the business office imports and posts on its own cadence.
What layout does the NextGen import file need?
The layout your installation's import routine expects, with the district's actual fund and account codes. Vergo builds the export custom to that layout so files import cleanly.
Where does the coding happen?
In Vergo, at transaction time. Cardholders and the business office tag each charge to its fund and account, rules handle recurring vendors, and the coding travels into the import file.
How much time does this save the business office?
The monthly statement-reconciliation project — re-shaping, coding, receipt-chasing — collapses into a minutes-long import and review, because the file arrives pre-coded and correctly formatted.
