Step 1: Build an Import File

Overview

Whether importing data from another system or populating an Excel spreadsheet manually, it is best to follow some recommended steps to ensure that the data transfer is seamless and accurate. 

1. Decide on the Data

Determine the scope of the import.

Consider the following questions:

• Are you creating new Subscriptions and Contracts or updating existing records?
• Is this a one-time import or a recurring import from another system?
• How much data will be imported?

Understanding the volume and frequency of imports helps establish the structure of the import file and the effort involved.

2. Download a Sample Import Template

To ensure the import process is successful, verify that the data in the import spreadsheet has a corresponding field in Ordway.

Ordway sample templates serve as a reference and foundation for building import files. Each template includes all available fields for creating or updating records for the selected object.

For more information on field requirements for each object, refer to the Object Documentation articles.

Example
The Subscription sample template includes separate tabs for:

• Subscription
• Plan
• Tiers
• Transaction Posting Entries

3. Export Existing Data

Managing data often requires updating records in bulk. In most cases, the easiest way to build an import file is by exporting existing data from Ordway.

We recommend using filters to limit the export to only the records that require updates.

You may not need all fields included in the export file. Remove unnecessary fields or leave them unmapped in the Import Wizard.

Refer to the Object Documentation articles for additional details.

To export data:

1. Navigate to the applicable module.
2. Filter the records to export.
3. Click More > Export. 

For more information, refer to the Exporting data. 

4. Perform Data Cleanup

Review the data and determine which fields must be included in the import file.

Whether starting from a sample template or an export, this process may include:

• Aggregating data from multiple sources
• Removing unnecessary fields
• Standardizing values and formatting

5. Build your File

When using the import wizard to update records, it is important to understand the following: 

• A blank cell in the import spreadsheet will overwrite/delete data in the corresponding field for that record in Ordway.
• We recommend building a file from an export to ensure you have all of the data you need to update. This is especially important for multi-object imports because the process will replace all of the child records with the data you provide in the file. 
  Example: A Subscription has three charges, but you only want to update one charge, all three charges must still be included in your import file. This ensures that when the charges are overwritten there are new ones to replace them during the Subscription import. 

When using the import wizard to create records, it is important to understand that:

• A temporary ID must be generated for the records in the import file when importing multiple objects such as Customers and Contacts together or Subscriptions, Charges & Tiers. The ID is required to link the parent object (i.e. Subscription or Customer) with the child object (i.e. charge or contact).
• When migrating data from Production to Sandbox or vice versa, we recommend turning on manual Document Numbering for all in-scope objects. This way you can export the data from one company and ensure the IDs in your new company remain the same upon import. This ensures a smoother data migration.

6. Format your Data

Here are a few quick tips on formatting data:

• To retain leading zeros for fields such as phone, zip code, account number, etc., format the column in the import file as text. Excel defaults to formatting these fields as numbers when a format isn’t specified.
• Make sure to use consistent date formats throughout your import file. Ordway exports dates in the format YYYY-MM-DD but oftentimes when you enter a date, Excel defaults to your preferred date format. Select the columns with dates and choose a format. This same date format must also be selected in the Import Wizard. 

7. Review your Data

As always, review your import file at least once before you import.