Credit Importer

Updated on 29 Mar 2023
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More information on managing credits on a customer's account, including the ability to manually add or subtract funds, can be found in the Manage Credits Documentation.

Importing A Credit or Credit Adjustment

Credit Transactions cannot be edited or deleted once they have been imported, so make sure to double-check your work before importing. Another transaction must be made to offset the error if a mistake is made.

1. Go to Settings > Import Export > Credit Importer.

2. Click Download Sample File.

3. Fill out your sample file. There are three columns that you will need to fill in:

Be sure not to alter the header titles in the spreadsheet or add additional columns, as the formatting must match the sample sheet. The data type should be Generic or Numeric for number values; a $ or Currency type is not accepted.

CustomerNumber	This is the customer number for the account you want to import. Add/update the credit on file.
Amount	The dollar value for the credit that you want to add/update. i.e., 30.55
Note	A field where you can add a note that can be reported on later for the credit.

CustomerNumber

This is the customer number for the account you want to import. Add/update the credit on file.

Amount

The dollar value for the credit that you want to add/update.

i.e., 30.55

Note

A field where you can add a note that can be reported on later for the credit.

4. Save the file to a spot on your computer where you will easily find the file again. Ensure that Excel is completely closed before you try to import your file. Otherwise, the import tool cannot read the proper Excel extension given to the file.

5. Click Browse and locate the sample file you saved to your computer.

6. Next, using the Credit drop-down, select whether you Add/Subtract funds to the credits a customer has on file or Reset their balance to a specific dollar amount.

Add/Subtract Credits by Amount on the Spreadsheet	The adjust option allows you to add or subtract funds from the current credit balance that the customer has on file. This is the option you will typically use. In your spreadsheet, you will want to use a positive dollar amount for additions and a negative dollar amount for subtractions, i.e.: To add, use 20.00 (a positive dollar amount) To subtract, use -20.00 (a negative dollar amount)
Reset Credit Balance to the Amount on the Spreadsheet	The reset option will automatically calculate the appropriate positive or negative dollar amount to Import and adjust the balance to the dollar value specified in the spreadsheet. For example: To reset a credit balance to $200 when a customer has a balance of $75 in credit remaining on file, a positive addition of $125 will automatically be imported to reach the $200 balance (i.e., $75 + $125 = $200). To reset a credit balance to $0 when a customer has a balance of $49.99 in credit remaining on file, a negative subtraction of $49.99 will automatically be imported to reach the $0 ratio (i.e., $49.99 - $49.99 = $0). If you wish to verify your Import after importing, you will want to check the balance total on the customer's account.

Add/Subtract Credits by Amount on the Spreadsheet

The adjust option allows you to add or subtract funds from the current credit balance that the customer has on file. This is the option you will typically use.

In your spreadsheet, you will want to use a positive dollar amount for additions and a negative dollar amount for subtractions, i.e.:

To add, use 20.00 (a positive dollar amount)
To subtract, use -20.00 (a negative dollar amount)

Reset Credit Balance to the Amount on the Spreadsheet

The reset option will automatically calculate the appropriate positive or negative dollar amount to Import and adjust the balance to the dollar value specified in the spreadsheet. For example:

To reset a credit balance to $200 when a customer has a balance of $75 in credit remaining on file, a positive addition of $125 will automatically be imported to reach the $200 balance (i.e., $75 + $125 = $200).
To reset a credit balance to $0 when a customer has a balance of $49.99 in credit remaining on file, a negative subtraction of $49.99 will automatically be imported to reach the $0 ratio (i.e., $49.99 - $49.99 = $0).

If you wish to verify your Import after importing, you will want to check the balance total on the customer's account.

7. Click Import. You will know that Import has run successfully when the popup window automatically closes.

Troubleshooting Tips

If you have trouble importing a credit, please try the tips below.

Check the headers in the import sheet; they must match the headings' formatting in the sample file. Check the order, capitalization, and spacing of the header items.
The Amount column should be set to Generic or Numeric in Excel, not Currency, including a $ before the value fails to import.

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Table of contents

Importing A Credit or Credit Adjustment
Troubleshooting Tips