How to import credit card transactions into PowerSchool Atrieve

Why is importing the only path into Atrieve?

PowerSchool Atrieve does not publish a public API, so no expense platform can post card transactions into it directly. The supported way in is the one Atrieve provides: its Import Tool and scheduled file exchanges. That makes the quality of the file the whole game — a well-shaped import file turns month-end card processing into minutes; a generic bank export turns it into an afternoon of spreadsheet surgery.

What does the manual version of this look like?

Without automation, a district finance office downloads a statement or bank CSV, chases receipts and coding from cardholders across schools and departments, re-keys or reshapes every line with the right account codes, and only then builds a file Atrieve will accept. Every column mismatch is found the hard way, at import time.

How does the workflow run with Vergo?

Vergo replaces the front half of that process and automates the file itself.

1. Spend happens on Vergo cards. Each transaction is captured at the point of purchase, and cardholders attach receipts from their phone instead of handing paper to the office.

2. Transactions are coded in Vergo. Account codes, departments, and the other fields your Atrieve import requires are applied in Vergo — by cardholders, by rules, or by the finance office — so coding happens continuously instead of piling up at month end.

3. Finance reviews the batch. Before anything moves toward the ERP, the team confirms every line is coded and receipt-backed. This review is the control point an import-based workflow gives you for free.

4. Export the Atrieve-matched CSV. Vergo provides a custom-built CSV export matched to Atrieve's import format — columns, order, and values shaped to what your import expects, not a generic download you reformat by hand.

5. Import into Atrieve. Run the file through Atrieve's import tooling the way your office already brings in other file-based data. The transactions land coded, described, and documented.

How often should you run the import?

That is your call, not a system constraint — weekly batches keep the ERP current, while a monthly batch aligns with statement reconciliation. Because coding happens in Vergo as spend occurs, the export step takes the same few minutes either way.

What makes the export "matched" to Atrieve?

Vergo builds the export around your Atrieve import format rather than shipping one universal template. During setup, the export is mapped to the file layout your import accepts, so the CSV that leaves Vergo is the CSV Atrieve expects — no renaming headers, reordering columns, or fixing formats each cycle. That mapping is what turns a workaround into a repeatable process.