How to import bulk transactions in RevRec? : Chargebee Help Center

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

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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How to import bulk transactions in RevRec?

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