Subscriptions can be imported to take bulk action such as activate, cancel, edit pricing, etc. This use case example will cover updating Subscription pricing and removing a charge. 

Importing Subscription data can be streamlined in Ordway by exporting Subscriptions that need to be updated, editing the export file to include only the data required for the update prior to importing, then importing the new data. 

Caution: When editing charges in an import file, make sure to include all other charges for the Subscription. This ensures that items are not inadvertently removed from the Subscription during import. 

Remove Charges in Bulk

The best way to remove charges in bulk is to exclude the charges from the Import file.

Import File Structure

The sample import file for Subscriptions includes nested objects which are separated into individual sheets in Excel or separate files for csv. Nested Subscription objects include: 

• Subscriptions
• Plans
• Tiers (if setup)
• Transaction Posting Entries (if setup) 

Step 1: Build an Import File

Be sure to review Import Basics: Build an Import File article before proceeding. 

1. Within Ordway, navigate to Menu > Contracts & Orders > Subscription Contracts.

2. Check the desired Subscription(s) to export on the left side of the Subscription Contracts list. 

3. Click Export Subscriptions from the Actions menu.

Establish Parameters:

• Click Current Search
• Select Export Format
• Click Process Offline when exporting more than 20K records. 

4. Click Export when finished.

5. Save the file to your desktop.  

6. Open the Export file and update the fields you are importing. Reference required fields for Subscription Imports. 

Important

When updating Tiers or Transaction Posting Entries, all records and fields must be included in the import file. The import process overwrites the records on update by deleting all of the records for that subscription and creating new records from your import file. Therefore, any records intentionally left out of the import file will be deleted. 

This use case for updating subscription pricing along with removing a charge includes: 

Subscriptions Tab:

• ID
• Customer ID
• Contract Term
• Contract Effective Date

• Separate Invoice - Populate Yes to allow imported Subscriptions to be included in Billing Runs

Plans Tab: 

• Subscription ID
• Subscription Line ID
• Charge ID
• List Price
• Plan ID
• Plan Name
• Product ID

Tiers Tab:

• Subscription ID
• Subscription Line ID
• Starting Unit
• Ending Unit
• Price
• Type
• Tier

Transaction Posting Entries Tab:

• Subscription ID
• Subscription Line ID
• Transaction Type
• Debit Account
• Credit Account

Update Pricing: 

To update pricing, edit the List Price in the Plans tab. 

Original:

Updated Price reflected in Import File: 

Plans Tab

Remove a Charge: 

To remove a charge, delete the corresponding charge rows in the Import file from all applicable tabs. In this example, we removed Charge ID CHG-00598. 

Original:

Updated removal of Charge reflected in Import File: 

Plans Tab

Transaction Posting Entries Tab

Step 2: Import Data

1. Within Ordway, navigate to Menu > Operations > Import Data.

2. Select Proceed next to Subscriptions. 

3. Click Select File to navigate to the exported Subscription data from Step 1. Accepted file types include .csv, .xlsx, or .zip. 

4. Optional: Send import results via email.
Click the toggle next to ‘Send import results to the following email address(es). Use a comma to separate each address.’ 

5. Click Next to continue.

6. Verify the object data to be uploaded with the corresponding spreadsheet tab.

7. Select the Date Format in the import file to match the Date Format field drop-down in the Import Wizard.

To edit or customize available mappings, read about how to Save Field Mappings. 

8. Verify all columns are correctly mapped on the Map Columns screen for each tab in the import file. Ordway automatically maps fields with the same name. Review all mappings to ensure they are correct. 

Note the separate tabs, each with their own mapping fields: 

Subscription Tab

Plans Tab

Tiers Tab

Transaction Posting Entries Tab

9. Click Next to continue.

The screen displays the number of records found. 

10. Click Import to continue. 

11. The screen displays the total number of rows processed and any rows with errors. View failed record reasons by hovering over the error icon in red on the corresponding row.

Fix any errors by clicking Fix Errors, then click in the individual cell to edit the value. 

Example error:

12. Once any errors are corrected, click Import.

13. Once the import completes, view the results including the number of records processed and records skipped due to errors. 

14. Click Done. You are automatically returned to the most recently visited page.

Step 3: View Import History