Trade File Import

Each week, PROMISe issues a trade file that contains updates about the claims you submitted: paid, denied, adjusted, or voided. You must download and import this file into Stratus so your system knows what’s been processed and what still needs attention.

If you don’t import trade files:

  • Claims will stay marked as unpaid in the system.
  • Billing reports will take longer to run.
  • You won’t be able to process voids or adjustments (ICNs are required).

✅ Important: Download and import trade files every Monday, even if you bill monthly. Always import in date order — oldest first.

Step 1: Download and Unzip the PROMISe Trade File

  1. Log into the main PROMISe account for your agency (billing location).
    1. Your Main Agency Location is: ____________________________________
  2. Go to: Trade Files menu → Click the file name (first on the list).
  3. The file will download to your Downloads folder as a zipped folder.
  4. Open the folder. It will have a yellow icon with a zipper.
  5. Click the Extract All button on the top ribbon.
  6. Choose where to save the unzipped file and click Finish.

📝 Tip: Note the file location—you’ll need it in the next step.

Step 2: Import the Trade File into Stratus

 The trade file must be unzipped before import. Zipped files will not import.

NAVIGATION: RECEIPTS/835 menu > Trade File Import

  1. In the Select File field, click the 📎 paperclip icon.
  2. Browse to your unzipped folder and select the .dat file.
  3. Status Option: Leave this blank to include all claim types.
  4. Check the Notify box and Click Process.
  5. Once complete, you’ll receive a prompt. Click YES to view the report.

Step 3: Review the Trade File Import Report

The report includes three sections:

  1. Voided
  2. Denied
  3. Paid

What to Look For

The report will always be grouped in this order

  1. Denied Claims: Review the denial reason code and fix as needed before rebilling.
    1. Example: “This invoice claim line is a duplicate of a previously paid claim.”
      → No action needed.
    2. Example: “Service Indicated, But No Units Available In The Home And Community Services Information System (HCSIS)”
      → Request more units; resubmit after received
  2. Voided Claims: Review the PROMISe void reason; correct the issue and resubmit if appropriate.
  3. Error Finding the Following Records – Service Line Not Found Paid
    1. This means the trade file contains a claim that can’t be matched in the system. Possible reasons:
      1. Claim was submitted directly to PROMISe, not from Stratus.
      2. Billed rate doesn’t match what’s in Stratus.
      3. Daily services were combined into one line item (e.g., CPS billing), which doesn’t match individual lines in the system.
    2. You may need to adjust rates or service details in Stratus to correct this.
    3. You may use Manually Matching a Payment to a Service with Payment Applications to link payments to services manually
  4. Paid Claims: No action needed. If the first page shows as PAID, the entire report is paid.

Step 4: Follow-Up – Run the Service Detail by PROMISe Status Report

Best Practice: Run the Service Detail by PROMISe Status report weekly for the prior week’s claims.

It helps you:

  1. Track what still needs to be billed
  2. Follow up on denied claims
  3. Confirm what’s paid and move forward confidently

See Review PROMISe Claim Status

2/2026

NEED MORE HELP?  Submit a ticket to the Help Desk or call (814) 535-7810 or (800) 889-3388