How to import bulk transactions in RevRec?

Modified on: Fri, 9 Dec, 2022 at 7:49 PM

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.

Import Transactions

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

FieldDescription
Customer IDThe identifier for the customer this order is being sold to.
Customer NameA descriptive name for the customer
Order NumberThe unique order number
Order Item NumberThe unique line number for the item in this order
Product CodeA unique identifier for the product being sold (for example, the SKU)
Order Start DateThe date on which this overall order was placed.
Service Start DateOptional: When a performance obligation for this line item/service begins
Service End DateOptional: 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
QuantityNumber of items sold
List PriceList the Unit Price of the line item
Unit PriceUnit Price of the line item
Sale PriceOptional: Quantity • Unit Price
CurrencyCurrency of the contract


Billing Schedule

FieldDescription
Billing DateDate when the invoice was sent to the customer
Customer IDThe unique customer ID
Invoice NumberA unique identifier for the invoice (not the line item)
AmountThe amount for the invoice line item
CurrencyCurrency of the customer


Service Delivery

FieldDescription
Log DateThe date on which the service is provided
Order NumberThe unique order number
Order Item NumberOptional: The unique line number for the item in this order
Customer IDThe unique customer ID. Only used if Order Number and Order Item Number is not provided
Product CodeA 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 DeliveredThe amount of work (units) delivered under the arrangement


Expense

FieldDescription
Reference NoUnique identifier for the expense
Product CodeUnique identifier for the product
Expense CodeA code used to identify a certain expense
Expense DateThe date on which expense is effective
Expense AmountThe total amount of the expense
Order numberSales Order Number
Start DateStart date of the expense. If selected as the expense date then the start date will default to the expense date value
TermTerm in the month for which the expense will be provided. If a term is provided, an end date is not required.
End DateEnd date of the expense
ClassClass of the expense, an attribute for reporting purpose
DepartmentDepartment related to expense, an attribute for reporting purpose
LocationLocation 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

FieldDescription
FieldDescription
Billing DateDate when the invoice was sent to the customer
Customer IDThe unique customer ID
Order NumberThe unique order number
Order Item NumberThe unique line number for the item in this order.
Invoice NumberA unique identifier for the invoice (not the line item)
AmountThe amount for the invoice line item
CurrencyCurrency of the customer


Reference Information Files Field Descriptions

If you need to update reference information you can do using the following two worksheets:


Product

FieldDescription
Product CodeA unique identifier for the product being sold (for example, the SKU)
Product NameA descriptive name for the product
Product FamilyOptional: An optional grouping of products that are similar.
Is RecurringOptional: TRUE if the product is subscription-based. FALSE otherwise
Product TypeOptional: A grouping used in the PERCENT_NET SSP rule for products whose relative price is dependent on each other
List PriceThe list price per unit for the total term sold
TermFor recurring or subscription products the total term for which the product has been contracted (specified in months)


Customer

FieldDescription
Customer IDThe unique customer ID
Customer NameA 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


Related Articles

How to save and share a report in RevRec? 

How to Customize a Report in RevRec? 

How are the revenue and commission recognized in RevRec Journal entries? 

How to find the Unearned Revenue Rollforward Report in RevRec?

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