Importing Data in Bulk 

Overview 

There could be instances when you want to import your transaction data into RevRec from a report or a spreadsheet on an ad-hoc basis. Or when RevRec does not support direct integration with the system that you're using to manage your sales or billing data, in such cases, you can use the bulk upload feature to import your data.

Importing Data in Bulk 

You can import your transactions into RevRec using a Microsoft Excel workbook. RevRec provides a Microsoft Excel-based bulk upload template that allows you to capture the transaction data from your source systems and upload them to RevRec. You can upload multiple sheets, with each sheet containing a particular type of data (the sheet and column names have to match exactly with the template). Furthermore, you can also import transactions using a .zip file containing CSV files. The CSV files must be named after the transaction table name for a successful import.

Once the file is ready to be uploaded, follow the steps below to carry out a bulk upload:

  1. Login to your RevRec site, navigate to the right environment and click Sync.

  2. On the Sync page, click the Lock icon.

  3. Click the Import Data icon, and specify a Job Name for the upload job.

  4. Drag and drop your file or click Upload to upload the file from your computer.

  5. Click Import for RevRec to process your file.

Once the upload is complete, you will see a job created on the Recent Jobs grid. You can download the data file created for a specific job by clicking the download icon.

The History Grid on the Sync Page allows you to search and access any previously imported files for each job.

The sync job created on the sync stream may identify errors due to incomplete data and need to be rectified in the source file. Learn more about sync errors.

RevRec processes five types of transaction data for revenue recognition:

  • OrderDetails: This represents the sales order details. All the data is presented at the line-item level.
  • BillingSchedule: This represents the amount that is invoiced against the orders. This is also tracked at the line-item level.
  • ProfessionalServicesDelivery: This refers to the delivery of "work" against professional services type activity, expressed in units of work (for example hours, or units shipped).
  • Expenses: This represents the expense incurred on the contract as contract cost and the general cost of sales as other costs.
  • Terminations: This represents the sales orders that are being terminated.

Transaction File Field Descriptions 

The following tables describe the fields and field names you can use to import:

Order Details

Field Name Description Required/Optional
Customer ID The identifier for the customer this order is being sold to. Required
Customer Name A descriptive name for the customer. Required
Order Number The unique order number. Required
Order Item Number The unique line number for the item in this order. Required
Product Code A unique identifier for the product being sold (for example,the SKU). Required
Order Date The date at which this overall order was placed. Required
Service Start Date The start date determines the date at which the contract's obligation will be active. Required
Service End Date The end date determines the date at which the contract's obligation will expire. Required
Term Number of months (Term) of the contract. Required, if Service End Date is not provided
Quantlty Number of items sold. Required
List Price List Unit Price of the line item. Required
Unit Price Unit Price of the line item. Required
Sale Price Optional: Quantity X Unit Price. Required
Currency Currency of the contract. Required
Subscription ID A unique identifier for each subscription created in Chargebee. This field allows you to track revenue and deferred revenue balances at the subscription level inside RevRec. Optional
Invoice Number A unique identifier for the invoice. This field allows you to track revenue and deferred revenue balances at the invoice level inside RevRec. Optional
Reference Invoice Number Reference invoice number is a unique number that is used to link associated invoices, such as credit notes to the original invoice. This field allows you to track revenue and deferred revenue balances adjusted with credit notes inside RevRec. Optional

Billing Schedule

Field Name Description Required/Optional
Billing Date Date when the invoice was sent to the customer. Required
Customer ID The unique customer ID. Required
Invoice Number A unique identifier for the invoice (not the line item). Required
Billing Amount The amount for the invoice line item. Required
Currency Currency of the customer. Required
Subscription ID A unique identifier for each subscription created in Chargebee. This field allows you to track revenue and deferred revenue balances at the subscription level inside RevRec. Optional
Reference Invoice Number Reference invoice number is a unique number that is used to link associated invoices, such as credit notes to the original invoice. This field allows you to track revenue and deferred revenue balances adjusted with credit notes inside RevRec. Optional

Service Delivery

Field Name Description Required/Optional
Log Date The date on which service is provided. Required
Order Number A unique identifier that is used to identify the sale order/contract. Required
Order Item Number Optional : The unique line number for the item in this order. Required
Product Code A unique identifier for the product for which consumption information is being uploaded (for example,thoe SKU). Only used if Order Number and Order Item number is not provided. Required
Units Delivered The amount of work (units) delivered under the arrangement. Required
Percent Complete The amount of work (in Percentage) delivered under the arrangement. Optional

Expense

Note

You must upload the orders and invoices first, and then upload the expenses through a separate file.

Field Name Description Required/Optional
Reference No Unique identifier for the expense. Required
Product Code Unique identifier for the product. Optional
Expense Code A code used to identify a certain expense. Required
Expense Date Date on which expense is effective. Required
Expense Amount Total amount of the expense. Required
Order number A unique identifier that is used to identify the sale order/contract. Required only for Contract Cost
Start Date Start date of the expense. If selected as expense date then start date will default to expense date value Optional
Term Term in month for which the expense will be provided. If a term is provided, an end date is not required. Optional
End Date End date of the expense. Optional
Class Class of the expense, an attribute for reporting purpose. Optional
Department Department related to expense, an attribute for reporting purpose. Optional
Location Location of the Expense, an attribute for reporting purpose. Optional

Terminations

Field Name Description Required/Optional
Termination Date The date on which contract is being terminated. Required
Order Number A unique identifier that is used to identify the sale order/contract. Required
Note

RevRec also supports loading invoice information at the sales order item level if your invoicing method/solution supports it.

Terminating Sales Orders in Bulk 

You can terminate active sales orders and terminate their revenue recognition process in your RevRec site. You can terminate sales orders in your RevRec site in the following two ways:

  • Bulk upload the termination dates for multiple sales orders.
  • Manually enter the termination dates for sales order records via UI.

The support for providing termination dates via integrated third-party systems such as Salesforce and HubSpot is planned for the near future.

To provide termination date to multiple sales order records in bulk, follow these steps:

  1. Login to your RevRec site, navigate to the right environment and click Sync.

  2. On the Sync page, click the Lock icon.

  3. Click the Import Data icon, and specify a Job Name for the upload job.

  4. Provide the termination data through with a new sheet labeled Terminations with two columns - Order Number and Termination Date.

  5. Drag and drop your file or click Upload to upload the file from your computer.

  6. Click Import to process your file.

You have successfully uploaded termination dates for multiple sales order records in one go and processed them quickly.

If you upload a file with the Termination Date column as blank for sales order records, RevRec reverts the sales orders to their prior state. The revenue and expense recognition will continue as normal.

Reference Information Files Field Descriptions 

Note

If the reference information for products and customers are already available in RevRec (if you entered them earlier, synced them into the system, or entered them while setting up the SSP or elsewhere from the user interface) you DO NOT need to provide them again.

If you need to update reference information in RevRec, you can use the following worksheets or use the bulk load functionality.

Product

Field Name Description Required/Optional
Product Code A unique identifier for the product being sold (for example,the SKU). Required
Product Name A descriptive name for the product. Required
Product Familv An attribute to classify the type of product or service that is being offered. Optional
Is Recurring The is_recurring flag is a boolean (true/false) value used to indicate whether the revenue associated with a particular transaction is recurring or one-time. Required
Product Type A grouping used in the PERCENT_NET SSP rule for products whose relative price is dependent on each other. Optional
List Price List price per unit for the total term sold. Required
Term For recurring or subscription products the total term for which the product has been contracted (specified in months) Optional

Customer

Field Name Description Required/Optional
Customer ID A unique identification value assigned to a customer by a merchant, which is associated with the invoicing or billing for a transaction. Required
Customer Name A descriptive name for the customer. Required
Currency Currency of the customer. Required
Reporting Customer ID When two customers are merged in ChargeBee, the resulting customer's customer ID is known as the Reporting Customer ID.
For example, if Customer A with a customer ID of 111 is merged into Customer B with a customer ID of 222, then Customer A's Reporting Customer ID will be 222.
This field is used in RevRec as an attribute for reporting purposes.
Optional
Delayed Revenue When the payment collectability is not certain from the customer, this setting can be used to denote delayed revenue. Optional
Note

All identifiers in RevRec can include any number of letters, digits ([0-9]), hyphens ("-"), underscores ("_"), colons (":"), and periods ("."). Other special characters such as /, \,? & are not currently supported.

Example:

Valid ID Invalid ID
attribute_name attribute&name
attribute_name.1000 attribute&name/1?
attribute_name:1000 attribute/name/1000
Was this article helpful?
Loading…