Import of service packages and subscriptions

When switching from another system, the import in particular represents a major challenge. Here we describe how the sometimes very time-consuming import of service packages and subscriptions can be successful.

First of all, it is important that the data can be retrieved in a structured form or ideally have already been provided. If these conditions are met, you can perform this import yourself. If you do not receive these from your previous provider, please contact us with the keyword "Import Support".

Prerequisites

• Customers have already been imported and have a unique identifier that allows the assignment of service packages and subscriptions. This additional customer field must already be created. In the following, we refer to this as a "Customer ID".
• All service packages, subscriptions and customer agreements have a unique internal identifier by which the import processes can be controlled. In the following, we refer to this as a "Package ID".
• All services contained in the service packages have already been created in Belbo

The 3 import steps are structured as follows:

1. Import of subscriptions without payment status and without service information
2. Import of the contained services
3. Import of the payment status

Step 1: Import the master data of packages and subscriptions

In the first import process, the characteristics of the packages are imported. The following data is required in this CSV/Excel file:

• Customer ID
• Package ID
• Package name - free text
• Creation date (dd.MM.yyyy)
• Payment method
• Total package value
• If a down payment was made: amount of down payment
• If installment payment:
  • Number of installments
  • First direct debit
  • Planned installment per month - this value is for information only and will be specified in the third import process, as this value could vary per month
  • Currently valid direct debit mandate consisting of IBAN, BIC (optional), bank account holder, account holder

You can find a sample import file here: beispiel_paket_import.csv

Step 2: Import of services contained in packages and subscriptions

In this step, the services contained in the package are now assigned. Here, actually created services (in the Prices & Skills area) are added to the packages. Since progress is also imported, each row of the import always corresponds to one service. If a package contains a certain treatment 8 times, the file contains 8 rows for this. This is because each service may have already been provided or scheduled.

The file therefore expects the following data:

• Package ID (see Import 1)
• Date (dd.MM.yyyy HH:mm) - if this field is empty, this service has not yet been provided/scheduled
• Group - name of the service group, the service to be linked here
• Service - name of the service contained in the group "Group"
• Unit price - price of the service

Important: If the target service is not found, this service will be ignored. It is therefore important that all services are imported before the import.

You can find a sample import file here: beispiel_paket_leistungen.csv

Step 3: Import of payment status of package/subscription

Every installment and every payment of the packages is imported in the last step.

The import file expects the following columns:

• Package ID (see Import 1)
• Due date (dd.MM.yyyy)
• Paid on (dd.MM.yyyy) - if empty, this payment is still due
• Amount
• Payment method
• Text - free text field which is attached to the payment
• If direct debit is used: Returned direct debit - "true" if this payment has already been returned

You can find a sample import file here: beispiel_import_zahlungen.csv