How to import bulk transactions in RevRec?
Scope
How to import bulk transactions in RevRec?
What are the transaction files field in RevRec?
Summary
Sometimes you just need to import your transaction data from a report or a spreadsheet. RevRec allows you to do this by leveraging our 'Import' feature. Navigate from Sync > Import icon.
Solution
Importing Transactions
In order to access this you click on Sync -> Import as shown here.
We support importing your transactions into Microsoft Excel workbooks. Each sheet is a particular type of data (the sheet and column names have to match exactly).
OrderDetails - This represents the sales order details. All the data is presented at a line item level
BillingSchedule - The amounts that are invoiced against the orders, are also tracked at a line item level.
ProfessionalServicesDelivery - Delivery of "work" against professional services type activity, expressed in units of work (typically hours).
Expense - This represents the expense incurred on the contract as contract cost and the general cost of sales as other costs.
Reference information about the customer and products.
Note that if the reference information (products/customers) is already known by Rev Rec (since you entered them earlier, synced them into the system, or entered them when you setup the Accounting Rules or elsewhere from the user interface) you do NOT need to provide them again.
An example transaction file with contact details is available here.
Transaction Files Field Descriptions
The following tables describe the fields and field names you can use to import
Order Details
| Field | Description |
|---|---|
| Customer ID | The identifier for the customer this order is being sold to. |
| Customer Name | A descriptive name for the customer |
| Order Number | The unique order number |
| Order Item Number | The unique line number for the item in this order |
| Product Code | A unique identifier for the product being sold (for example, the SKU) |
| Order Start Date | The date on which this overall order was placed. |
| Service Start Date | Optional: When a performance obligation for this line item/service begins |
| Service End Date | Optional: When a performance obligation for this line item/service ends. If not specified the system will use the term for the product that is sold |
| Quantity | Number of items sold |
| List Price | List the Unit Price of the line item |
| Unit Price | Unit Price of the line item |
| Sale Price | Optional: Quantity * Unit Price |
| Currency | Currency of the contract |
Billing Schedule
| Field | Description |
|---|---|
| Billing Date | Date when the invoice was sent to the customer |
| Customer ID | The unique customer ID |
| Invoice Number | A unique identifier for the invoice (not the line item) |
| Amount | The amount for the invoice line item |
| Currency | Currency of the customer |
Service Delivery
| Field | Description |
|---|---|
| Log Date | The date on which the service is provided |
| Order Number | The unique order number |
| Order Item Number | Optional: The unique line number for the item in this order |
| Customer ID | The unique customer ID. Only used if Order Number and Order Item Number is not provided |
| Product Code | A unique identifier for the product for which consumption information is being uploaded (for example, the SKU). Only used if Order Number and Order Item number is not provided |
| Units Delivered | The amount of work (units) delivered under the arrangement |
Expense
| Field | Description |
|---|---|
| Reference No | Unique identifier for the expense |
| Product Code | Unique identifier for the product |
| Expense Code | A code used to identify a certain expense |
| Expense Date | The date on which expense is effective |
| Expense Amount | The total amount of the expense |
| Order number | Sales Order Number |
| Start Date | Start date of the expense. If selected as the expense date then the start date will default to the expense date value |
| Term | Term in the month for which the expense will be provided. If a term is provided, an end date is not required. |
| End Date | End date of the expense |
| Class | Class of the expense, an attribute for reporting purpose |
| Department | Department related to expense, an attribute for reporting purpose |
| Location | Location of the Expense, an attribute for reporting purposes |
RevRec also supports loading invoice information at the sales order item level if your invoicing method/solution supports it. If so, you can use the following format instead
Billing Schedule
| Field | Description |
|---|---|
| Field | Description |
| Billing Date | Date when the invoice was sent to the customer |
| Customer ID | The unique customer ID |
| Order Number | The unique order number |
| Order Item Number | The unique line number for the item in this order. |
| Invoice Number | A unique identifier for the invoice (not the line item) |
| Amount | The amount for the invoice line item |
| Currency | Currency of the customer |
Reference Information Files Field Descriptions
If you need to update reference information you can do using the following two worksheets:
Product
| Field | Description |
|---|---|
| Product Code | A unique identifier for the product being sold (for example, the SKU) |
| Product Name | A descriptive name for the product |
| Product Family | Optional: An optional grouping of products that are similar. |
| Is Recurring | Optional: TRUE if the product is subscription-based. FALSE otherwise |
| Product Type | Optional: A grouping used in the PERCENT_NET SSP rule for products whose relative price is dependent on each other |
| List Price | The list price per unit for the total term sold |
| Term | For recurring or subscription products the total term for which the product has been contracted (specified in months) |
Customer
| Field | Description |
|---|---|
| Customer ID | The unique customer ID |
| Customer Name | A descriptive name for the customer |
Note that 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
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