This use case example will cover importing new Subscriptions in bulk.
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:
- Plans
- Tiers
- Transaction Posting Entries
Important: When creating new Subscriptions, you must provide temporary IDs to link the Subscriptions to the Plans and/or Tiers and Transaction Posting Details. On the Subscriptions tab, all of the Subscription IDs must be unique.
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.
Example Subscription Tab
Use the ID column to add a unique Subscription ID:
Example Pans Tab
Step 1: Build an Import File
Be sure to review Import Basics: Build an Import File article before proceeding.
- Within Ordway, navigate to Menu > Operations > Import Data.
- Download the Subscriptions Sample Template in the desired format; either .csv or .xls.
- Populate the data. Reference required fields for Subscription Imports.
For this use case where we are importing new Subscriptions, we will include:
Subscription Tab:
- ID (temp ID as mentioned above)
- Customer ID
- Contract Term
- Contract Effective Date
- Contract Term End Date (required for Termed Subscriptions)
- Separate Invoice - Populate Yes to allow imported Subscriptions to be included in Billing Runs
- Billing Start Date
- Service Start Date
Plans Tab:
- Subscription ID (temp ID as mentioned above)
- Charge ID
- Charge Name
- Plan ID
- Product ID
- Save the file when finished.
Step 2: Import Data
- Within Ordway, navigate to Menu > Operations > Import Data.
- Select Proceed next to Subscriptions.
- Click Select File to navigate to the populated Subscriptions template from Step 1. Accepted file types include .csv, .xlsx, or .zip.
- 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.’
- Click Next to continue.
- Verify the object data to be uploaded with the corresponding spreadsheet tab.
- Click Next to continue.
- Select the Date Format in the import file to match the Date Format field drop-down in the Import Wizard.
- 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
- Click Next to Continue.
The screen displays the number of records found.
- Click Import to continue.
- 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:
- Once any errors are corrected, click Import.
- Once the import completes, view the results including the number of records processed and records skipped due to errors.
- Click Done. You are automatically returned to the most recently visited page.
Step 3: View Import History
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