| Review the available fields, required fields, valid values, and field-specific requirements for importing Subscriptions into Ordway. |
For a walkthrough of updated subscription pricing and removing charges, see Updated Subscription Pricing & Remove Charge.
Note: Importing Subscriptions includes the following tabs:
The tabs required for a successful import depend on the data you are importing.
Contents
- Before You Begin
- Subscription Imports
- Field Requirements
- Subscriptions Tab
- Plans Tab
- Tiers Tab
- Transaction Posting Entries Tab
- Import Comments
- Related Topics
Before You Begin
- Review Stel 1: Build an Import File to learn how to prepare an import file.
- Review Step 2: Import Data for information about importing data.
- Download the Subscription import template from the Import Wizard.
- Make sure you have the required permissions to import Subscriptions.
Subscription Imports
A Subscription import file can include the following tabs:
- Subscriptions — Contains the fields available for creating, updating, activating, renewing, and canceling Subscriptions.
- Plans — Contains the fields available for importing charges associated with a Subscription.
- Tiers — Contains tier information for Subscription charges.
- Transaction Posting Entries — Contains transaction posting information for Subscription charges.
The tabs required for an import depend on the data being imported.
Field Requirements
The following indicators identify field requirements:
| Indicator | Description |
|---|---|
| X | Required for the specified operation. |
| * | May be required based on settings or additional selections. |
| — | No specific requirement is defined. |
Subscriptions Tab
The Subscriptions tab contains the fields available for creating, updating, activating, renewing, and canceling Subscriptions.
| Field | API Name | Type | Create | Update | Activate | Renew | Cancel | Valid Values | Notes |
| ID | id | Text | X | X | X | X | X | — | — |
| Customer ID | customer_id | Text | X | — | — | — | — | — | — |
| Billing Contact ID | bill_contact_id | Text | — | — | — | — | — | — | — |
| Shipping Contact ID | shipping_contact_id | Text | — | — | — | — | — | — | — |
| Contract Term | contract_term | Text | X | X | — | — | — | — | If no value is specified, defaults based on General Settings. When Termed is selected, a Contract Term End Date is required. |
| Renewal Term | renewal_term | Text | — | — | — | — | — | — | If no value is specified, defaults based on General Settings. |
| Auto-Renew | auto_renew | Boolean | — | — | — | — | — | Yes, No | If no value is specified, defaults based on General Settings. |
| Currency | currency | Text | — | — | — | — | — | — | — |
| Exchange Rate | exchange_rate | Number | — | — | — | — | — | — | — |
| Status | status | Text | — | — | X | X | X | Active, Draft, Cancelled, Expired, Paused | — |
| Version Type | version_type | Text | — | — | — | — | — | New, Change, Renewal, Cancel, Resume | — |
| Version | version | Number | — | — | — | — | — | — | — |
| Coupon Code | coupon_code | Text | — | — | — | — | — | — | — |
| Separate Invoice | separate_invoice | Boolean | — | — | — | — | — | No | Leave blank to include imported Subscriptions in Billing Runs. |
| Contract Effective Date | contract_effective_date | Date | X | X | — | X | — | — | Renewals default to one day after the previous contract term end date. |
| Order Placed At | order_placed_at | Date | — | — | — | — | — | — | — |
| Billing Start Date | billing_start_date | Date | X | — | — | X | — | — | — |
| Service Start Date | service_start_date | Date | X | — | — | X | — | — | — |
| Cancellation Date | cancellation_date | Date | — | — | — | — | X | — | If not specified, defaults to the current date in UTC. |
| Cancellation Type | cancellation_type | Text | — | — | — | — | — | end_of_current_period, end_of_previous_period, end_of_contract_term, custom | If Cancellation Date is not provided, Cancellation Type is used to determine the date. |
| Current Term Start Date | current_term_start_date | Date | — | — | — | — | — | — | — |
| Current Term End Date | current_term_end_date | Date | — | — | — | — | — | — | Required when Termed is selected as the Contract Type. |
| Pause Effective Date | pause_effective_date | Date | — | — | — | — | — | — | — |
| Resume Date | resume_effective_date | Date | — | — | — | — | — | — | — |
| Extend Contract On Resume | extend_on_resume | Boolean | — | — | — | — | — | Yes, No | — |
| Pause Contract by Type | pause_by_type | Text | — | — | — | — | — | — | — |
| Resume Contract by Type | resume_by_type | Text | — | — | — | — | — | — | — |
| Billing To Parent Customer ID | bill_to_parent_customer_id | Text | — | — | — | — | — | — | — |
| Payment Term | payment_terms | Text | — | — | — | — | — | — | — |
| Notes | notes | Text | — | — | — | — | — | — | — |
| Auto Price Percent Increase on Renewal | renewal_increment_percent | Number | — | — | — | — | — | — | — |
| Defer Start Date | defer_start_date | Boolean | — | — | — | — | — | Yes, No | — |
Cancellation Date and Cancellation Type
If the Cancellation Date is not provided, Cancellation Type is used to determine the cancellation date.
The Cancellation Type field supports the following values:
- end_of_current_period
- end_of_previous_period
- end_of_contract_term
- custom
Note: Cancellation Type is not included in exports but can be manually added to the import file before importing.
Plans Tab
The Plans tab contains the fields available for importing charges associated with a Subscription.
| Field | API Name | Type | Create | Update | Activate | Renew | Cancel | Valid Values | Notes |
| Subscription ID | subscription_id | Text | X | X | — | X | — | — | — |
| Subscription Line ID | subscription_line_id | Text | * | — | — | — | — | — | Required if populating Tiers. |
| Charge ID | charge_id | Text | — | X | — | X | — | — | — |
| Charge Name | charge_name | Text | — | — | — | — | — | — | — |
| Charge Type | charge_type | Text | — | — | — | — | — | Usage Based, Recurring, One Time | — |
| Quantity | quantity | Number | — | — | — | — | — | — | — |
| Discount | discount | Number | — | — | — | — | — | — | — |
| Effective Price | effective_price | Currency | — | — | — | — | — | — | Read-only. Calculated as List Price × Quantity − Discount. |
| Pricing Model | pricing_model | Text | — | — | — | — | — | Per Unit, Volume, Tiered | Defaults to Per Unit. |
| Charge Timing | charge_timing | Text | — | — | — | — | — | In Advance, In Arrears | If no value is specified, defaults based on General Settings. |
| Charge Start Date | charge_start_date | Date | — | — | — | — | — | — | If no value is specified, defaults to the Subscription Start Date. Leave blank for a one-time charge. |
| Charge End Date | charge_end_date | Date | — | — | — | — | — | — | If no value is specified, defaults to the Subscription End Date. Leave blank for a one-time charge. |
| List Price | list_price | Currency | — | — | — | — | — | — | — |
| List Price Base | list_price_base | Text | — | — | — | — | — | — | — |
| Included Units | included_units | Number | — | — | — | — | — | — | — |
| Billing Period | billing_period | Text | — | — | — | — | — | — | — |
| Unit of Measure | unit_of_measure | Text | — | — | — | — | — | — | — |
| Charge Billing Date | charge_billing_date | Text | — | — | — | — | — | — | — |
| Completion Date | completion_date | Date | — | — | — | — | — | — | — |
| Billing Period Start Alignment | billing_period_start_alignment | Text | — | — | — | — | — | — | — |
| Billing Day | billing_day | Text | — | — | — | — | — | — | — |
| Billing Period Start Alignment Month | billing_period_start_alignment_month | Text | — | — | — | — | — | — | — |
| Prorate Partial Periods | prorate_partial_periods | Boolean | — | — | — | — | — | Yes, No | If not provided, defaults to No. When this field and Back charge Current Period are both set to No or left blank, Next Full Period is used. |
| Backcharge Current Period | backcharge_current_period | Boolean | — | — | — | — | — | Yes, No | If not provided, defaults to Next Full Period. |
| Prepayment Periods | prepayment_periods | Number | — | — | — | — | — | — | — |
| Prepayment Quantity | prepayment_amount | Number | — | — | — | — | — | — | — |
| Enable Prepaid Units | prepayment_enabled | Boolean | — | — | — | — | — | Yes, No | — |
| Auto Refill Prepaid Units | auto_refill_prepaid_units | Boolean | — | — | — | — | — | Yes, No | — |
| Auto Refill Quantity | refill_qty | Number | — | — | — | — | — | — | — |
| Refill Prepaid Units For | refill_prepaid_units_for | Text | — | — | — | — | — | Billing Period, Contract Renewal | — |
| Prepaid Units Expiry | prepaid_units_expiry | Text | — | — | — | — | — | Billing Period, Contract Term, Perpetual | — |
| Refund Units On Cancel | refund_units_on_cancel | Boolean | — | — | — | — | — | Yes, No | — |
| Remove Lines On Cancel | remove_units_on_cancel | Boolean | — | — | — | — | — | Yes, No | — |
| Renewal Increment Percent | renewal_increment_percent | Number | — | — | — | — | — | — | — |
| Override Renewal Increment Percent | override_renewal_increment_percent | Boolean | — | — | — | — | — | Yes, No | — |
| Plan ID | plan_id | Text | X | — | — | — | — | — | — |
| Plan Name | plan_name | Text | — | — | — | — | — | — | — |
| Product ID | product_id | Text | X | — | — | — | — | — | — |
| Product Name | product_name | Text | — | — | — | — | — | — | — |
| Default From Plan | default_from_plan | Boolean | — | — | — | — | — | Yes, No | Determines the Accounting Information for a Subscription Charge. If set to Yes, the Accounting Information is defined by the Plan. If set to No, the Accounting Information can be overridden and is no longer associated with the Plan. If no value is provided, the default is Yes. |
| Enable FMV Allocation | fmv_allocation_enabled | Boolean | — | — | — | — | — | Yes, No | — |
| Fair Market Value Unit Price | fmv | Currency | — | — | — | — | — | — | — |
| Fair Market Value Base | fmv_base | Text | — | — | — | — | — | — | — |
| Revenue Rule ID | revenue_rule_id | Text | — | — | — | — | — | — | Defaults to the Revenue Rule ID associated with the Plan selected for the Charge. |
| Recognition Start Date | recognition_start_date | Text | — | — | — | — | — | Billing Start Date, Completion Date, Charge Start Date, Invoice Date | Defaults to Invoice Date. |
| Recognition End Date | recognition_end_date | Text | — | — | — | — | — | Charge End Date, Term End Date, Custom | — |
| Commitment Type | commitment_type | Text | — | — | — | — | — | Amount, Units | — |
| Committed Units | committed_units | Number | — | — | — | — | — | — | — |
| Location ID | location_id | Text | — | — | — | — | — | — | — |
Tiers Tab
Use the Tiers tab to import tier information for Subscription Charges.
Important
When updating Tiers or Transaction Posting Entries, include all records and fields in the import file.
The import process overwrites the records during an update by deleting the existing records for the Subscription and creating new records from the import file.
| Field | API Name | Type | Create | Update | Activate | Renew | Cancel | Valid Values | Notes |
| Subscription ID | subscription_id | Text | * | * | — | * | — | — | Required when using tier-based charges. |
| Subscription Line ID | subscription_line_id | Text | * | * | — | * | — | — | — |
| Starting Unit | starting_unit | String | * | * | — | * | — | — | — |
| Ending Unit | ending_unit | String | * | * | — | * | — | — | — |
| Price | price | Currency | * | * | — | * | — | — | — |
| Type | type | Text | * | * | — | * | — | per_unit, flat_fee | — |
| Tier | tier | Text | * | * | — | * | — | — | — |
Transaction Posting Entries Tab
Use the Transaction Posting Entries tab to override the default GL accounts for specific transaction types on each Subscription Charge.
For information about default GL accounts and updating accounting information for transaction types such as Orders/Contracts, Invoice Posting, and Revenue Schedules, see Default GL Accounts and Accounting Information.
Important
When updating Tiers or Transaction Posting Entries, include all records and fields in the import file.
The import process overwrites the records during an update by deleting the existing records for the Subscription and creating new records from the import file.
| Field | API Name | Type | Create | Update | Activate | Renew | Cancel | Valid Values | Notes |
| Subscription ID | subscription_id | Text | * | * | — | * | — | — | If Finance is enabled, these fields are required. When not provided, the Transaction Posting Accounts on the Plan are used. |
| Subscription Line ID | subscription_line_id | Text | * | * | — | * | — | — | — |
| Transaction Type | transaction_type | Text | * | * | — | * | — | Orders/Contract, Invoice Posting, Revenue Schedule | — |
| Debit Account | debit_account | Text | * | * | — | * | — | — | — |
| Credit Account | credit_account | Text | * | * | — | * | — | — | — |
Import Comments
You can add comments to the import file by starting a row with #. Any row that starts with # is ignored during import. This allows you to add notes to the import file without importing the comment as Subscription data.
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