Import Subscriptions in Bulk

Contents

• Overview 
• Prerequisites 
• Import File Structure
  • Subscription Tab
  • Related Subscription Objects
  • Temporary IDs
• Step 1: Build the Import File
  • Download the Subscription Import Template
  • Enter Subscription Data
  • Enter Plan Data
  • Save the Import File
• Step 2: Import Subscriptions
  • Upload the Import File
  • Review the Import Data
  • Map the Import Columns
  • Review the Records
  • Resolve Import Errors
  • Complete the Import
• Result 
• Related Topics

Overview

You can import new Subscriptions in bulk using the Import Data feature in Ordway. Subscription imports can include related Plans, Tiers, and Transaction Posting Entries.

This article explains how to prepare a Subscription import file, upload and validate the data, resolve import errors, and review the import results.

Prerequisites

Before importing Subscriptions:

• Review Import Basics: Build an Import File before creating the import file.
• Ensure the required Subscription and related object data is available.
• Review Required Fields for Subscription Imports to identify the required fields.
• Ensure you have access to Menu > Operations > Import Data.
• Prepare the import file using the Subscription import template.

Import File Structure

Subscription imports can contain data for the Subscription and related objects. When using an Excel file, related objects are provided on separate worksheets. For CSV imports, related objects are provided as separate files.

For Excel imports, related objects are provided on separate worksheets. For CSV imports, related objects are provided as separate files.

Subscription imports can include the following related objects:

• Plans
• Tiers
• Transaction Posting Entries

When auto Document Numbering is enabled via Menu > Settings > Document Numbering > Subscription ID, the temporary IDs provided in the file will be overwritten by auto-generated IDs.

Subscription Tab

The Subscription tab contains the primary Subscription information. When creating new Subscriptions, use the ID column to provide a unique temporary Subscription ID.

Example Subscription Tab

Use the ID column to add a unique Subscription ID: 

Related Subscription Objects

Related Subscription data is provided separately from the Subscription data.

Depending on the data being imported, the import file can include:

• Plans
• Tiers
• Transaction Posting Entries

Each related record must reference the appropriate Subscription using the temporary Subscription ID.

Example Pans Tab

Temporary IDs

When creating new Subscriptions, provide temporary IDs to link the Subscriptions to their related Plans, Tiers, and Transaction Posting Entries.

Each Subscription ID on the Subscription tab must be unique.

When automatic Document Numbering is enabled through Menu > Settings > Document Numbering > Subscription ID, the temporary Subscription IDs provided in the import file are replaced with automatically generated Subscription IDs.

Step 1: Build an Import File

Before creating the import file, review Import Basics: Build an Import File.

Download the Subscription Import Template

1. In Ordway, navigate to Menu > Operations > Import Data. The Import data page is displayed.
2. Locate Subscriptions.
   
3. Download the Subscriptions Sample Template in the desired format; either in XLSX or CSV.
4. Populate the template with the Subscription and related object data. 

Enter Subscription Data

Populate the following fields on the Subscription tab:

For the complete list of required fields, see Required Fields for Subscription Imports. 

Enter Plan Data

Populate the following fields on the Plans tab:

If the import includes Tiers or Transaction Posting Entries, populate those objects in their corresponding tabs or files using the required fields.

Save the Import File

After populating all required data:

1. Review the values entered in each tab.
2. Verify that temporary Subscription IDs are unique.
3. Verify that related records reference the correct temporary Subscription IDs.
4. Save the completed import file.

Step 2: Import Subscriptions

Upload the Import File

1. In Ordway, navigate to Menu > Operations > Import Data. The Import data page is displayed.
2. Locate Subscriptions. 
   
3. Click IMPORT. The Import Subscription page is displayed.
   
4. Click SELECT FILE to navigate to the populated Subscriptions template from Step 1. Accepted file types include .csv, .xlsx, or .zip.
5. Select the completed Subscription import file. The import interface supports the file types accepted by the current Import Data interface.
6. Optional: To receive the import results by email, enable Send import results to the following email address(es).
7. Click Next to continue.

Review the Import Data

The Import Wizard displays the object data to be uploaded and the corresponding spreadsheet tabs.

1. Review the objects and tabs included in the import.
2. Verify the object data to be uploaded with the corresponding spreadsheet tab.
   
3. Click NEXT to continue. 
   
4. Click NEXT to continue.
   

5. Click IMPORT. The Import Subscription dialog box is displayed.

   

6. Click START IMPORT. 
7. 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.

Map the Import Columns

The Map Columns screen displays the fields for each tab in the import file.

Ordway automatically maps fields when the column names match the corresponding Ordway fields.

1. Review the column mappings for each tab.
2. Verify that each source column is mapped to the correct Ordway field.
3. Correct any mappings that are not accurate.
4. Review the mappings for all tabs included in the import.

Subscription Tab

Plans Tab

Tiers Tab

Transaction Posting Entries Tab

Review the Records

The Import Wizard displays the number of records identified for import.

1. Review the number of records found.
2. Verify that the records are consistent with the data in the import file.
3. Click Next to Continue. The screen displays the number of records found. 
4. Click IMPORT to begin processing the records.

Resolve Import Errors

After the import is processed, Ordway displays the number of rows processed for each tab and identifies any rows that contain errors.

1. Review each tab for errors.
2. Identify rows marked with the red error icon.
3. Hover over the error icon to view the reason for the failure.
   
4. Click EDIT DATA.
5. Select the cell containing the error.
6. Correct the value.
7. Review all tabs included in the import and correct any remaining errors.

13. Once any errors are corrected, click Import.
14. Once the import completes, view the results including the number of records processed and records skipped due to errors. 

Complete the Import

When the import finishes, review the import results.

The results display information such as:

• Number of records processed
• Number of records skipped because of errors
• Import results for each tab

Review the results to confirm that the expected records were processed successfully.

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

Result

After a successful import, the new Subscription records and their associated import data are created in Ordway.

If some records fail validation or processing, those records are identified in the import results and can be corrected and re-imported.

Related Topics

• Import Basics: Build an Import File