This use case example will cover importing updated Credits in bulk. 

Updating Credits can be streamlined in Ordway by exporting Credits 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. 

If you use Importing Credits to edit charges in an import file, make sure to include all other charges for the Credit. This ensures that items are not inadvertently removed from the Credit during import.

Import File Structure

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

• Credit Line Items
• Invoice Credit
• Billing Contact
• Shipping Contact

Update Billing & Shipping Contact Information

It is not necessary to populate the Billing Contact and Shipping Contact tab when importing new Credits. This data is automatically retrieved from the Customer. 

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 > Operations > Credits.

2. Check the desired Credit(s) to export on the left side of the Credits list.

3. Click Export Credits from the Actions menu.

4. Establish Parameters:

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

5. Click Export when finished. 

6. Save the file to your desktop.  

7. Open the Export file and update the fields you are importing. 

8. Populate the data. Reference required fields for Credit 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. 

For this use case where we are importing updated Credits, we will include:  

Credit Tab:

• ID
• Customer ID
• Amount

Credit Line Items Tab: 

• Credit ID
• Line Number
• Product Name
• Credit Amount
• Price
• Quantity
• Taxable Tax Override

Invoice Credit Tab:

• ID 
• Name
• Type
• Status
• Website
• Payment Terms
• Currency

Billing Contact Tab: Populate only if there are changes

• Credit ID
• First name
• Last Name
• Display Name
• Email
• Address fields (Address 1, Address 2, City, State, Zip, County, Country)

Shipping Contact Tab: Populate only if there are changes

• Credit ID
• First name
• Last Name
• Display Name
• Email
• Address (Address 1, Address 2, City, State, Zip, County, Country)

9. Save the file when finished. 

Step 2: Import Data

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

2. Select Proceed next to Credits.

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

4. Optional: Send import results in an 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. Click Next to continue. 

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. 

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. 

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

Credit Tab

Credit Line Items Tab

Billing Contact Tab

Shipping Contact 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 per tab 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. 

Note: Be sure to check each tab included in the import and correct all errors.

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