Step 1: Build an Import File

Learn how to build an import file for the Ordway Import Wizard using sample templates, exported data, field requirements, and Excel formatting guidelines.

Contents

• Before You Begin
• Plan Your Import
• Download a Sample Import Template
• Export Existing Data
• Clean Up Your Data
• Build the Import File
  • Update Existing Records
  • Create New Records
  • Import Multiple Objects
  • Migrate Data Between Companies
• Format Your Data
• Review Your Import File
• Next Steps

Before You Begin

Before building an import file, make sure you:

• Know which object or objects you want to import.
• Determine whether you are creating new records or updating existing records.
• Have the required permissions for the objects you want to import.
• Review the applicable Object Documentation article for field requirements.

Plan Your Import

Determine the scope of your import before creating the import file.

Consider the following:

• 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 you import?

Understanding the volume and frequency of your imports helps you determine the appropriate file structure and the effort required to prepare the data.

Download a Sample Import Template

Use a sample import template as a reference when building your import file.

Each template includes the available fields for creating or updating records for the selected object. Review the applicable Object Documentation article to understand field requirements before adding data to the template.

For objects that contain related data, the sample template may include separate worksheets.

For example, a Subscription import template can include separate worksheets for:

• Subscription
• Plan
• Tiers
• Transaction Posting Entries

Use the template that corresponds to the object you want to import and add only the data required for your import.

Export Existing Data

When updating existing records, exporting data from Ordway can provide a useful starting point for your import file.

To export the records you need to update:

1. Navigate to the applicable module.
2. Filter the records to include only the data you need.
3. Select More > Export.
4. Use the exported data as the basis for your import file.

Remove fields that you do not need to update or leave them unmapped in the Import Wizard.

For more information, see Export Data.

Clean Up Your Data

Review and clean your data before importing it.

Depending on the source of your data, you may need to:

• Combine data from multiple sources.
• Remove unnecessary fields or records.
• Standardize values and formatting.
• Correct missing or invalid values.
• Confirm that values match the formats and requirements defined for the object.

Review the applicable Object Documentation article for field-specific requirements.

Build the Import File

Build your import file using the appropriate sample template or exported data.

The process differs depending on whether you are updating existing records, creating new records, importing multiple objects, or migrating data between companies.

Update Existing Records

When updating existing records, build your import file from an export whenever possible. This helps ensure that the file contains the data required to retain existing information.

This is especially important for imports that contain related or child records.

For example, if a Subscription has three charges and you want to update only one charge, include all three charges in the import file. When the Subscription is imported, the provided child records are used to replace the existing child records.

Create New Records

When creating records, make sure the required fields are populated according to the applicable Object Documentation article.

When importing multiple related objects together, you may need to use temporary IDs to establish relationships between parent and child records.

For example, when importing a Customer and its Contacts together, a temporary ID can link each Contact to the appropriate Customer. Similarly, a Subscription import can use temporary IDs to associate related charges and tiers with the correct Subscription.

Import Multiple Objects

Some Ordway objects contain related data that is represented in separate worksheets in the import file.

For example, a Subscription import file can contain worksheets for:

• Subscription
• Charges
• Tiers
• Transaction Posting Entries

Make sure all required parent and child data is included when updating a multi-object record.

Migrate Data Between Companies

When migrating data between Ordway companies, such as from Production to Sandbox, review the document-numbering configuration for the objects included in the migration.

If you need document numbers to remain consistent between the source and destination companies, configure manual document numbering for the applicable objects before exporting and importing the data.

Review your migration requirements and Ordway's current document-numbering behavior before starting the migration.

Format Your Data

Format your import file consistently before uploading it to the Import Wizard.

Retain Leading Zeros

For fields such as phone numbers, ZIP codes, and account numbers, format the corresponding Excel columns as Text.

Excel may otherwise interpret these values as numbers and remove leading zeros.

Format Dates Consistently

Use a consistent date format throughout the import file.

Ordway exports dates in the format:

YYYY-MM-DD

When entering or editing dates in Excel, Excel may automatically apply a different date format. Select the date columns and apply the required format before saving the file.

Make sure the date format used in the import file matches the date format selected in the Import Wizard.

Review Your Import File

Review the completed import file before uploading it to the Import Wizard.

At a minimum, verify that:

• The correct object and sample template are being used.
• Required fields are populated.
• Field values match the applicable field requirements.
• Existing records have the correct identifiers.
• Parent and child records are correctly associated.
• Unnecessary fields and records have been removed.
• Dates use a consistent format.
• Fields containing leading zeros are formatted as text.
• Blank cells will not unintentionally overwrite existing data.
• All required child records are included in multi-object imports.

After reviewing the file, continue to Import Data.

Next Steps

• Import Data — Upload your import file, map fields, review your data, and resolve import errors.
• View Import History — View the status and results of previous imports.
• Import Data in Ordway: Import Wizard vs. Traditional Import — Compare the Import Wizard with the Traditional Import Tool.
• Object Documentation — Review field requirements for the object you want to import.