Import of service packages and subscriptions

When switching from another system, the import in particular presents 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 has already been provided. If this requirement is met, you can perform this import yourself. If you do not receive this from your previous provider, please contact us with the keyword "Import support".

Requirements

• Customers have already been imported and have a unique identifier that enables 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 that controls the import processes. In the following, we refer to this as a "Package ID".
• All services contained in the service packages are already stored in Belbo

The 3 import steps are structured as follows:

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

Step 1: Import of package and subscription master data

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 purposes only and will be specified in the third import process, as this value could vary by month
  • Currently valid direct debit mandate consisting of IBAN, BIC (optional), bank account holder, account holder

Here you will find a sample import file: beispiel_paket_import.csv

Step 2: Import of services contained in packages and subscriptions

In this step, the services contained in the package are assigned. Here, actually created services (in the Prices & Competencies area) are inserted into the packages. Since progress is also imported, each line of the import always corresponds to one service. If a package contains 8x a specific treatment, 8 lines are included in the file for this. This is because each service may have already been redeemed or scheduled.

The following data is expected in the file:

• Package ID (see Import 1)
• Appointment (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.

Here you will find a sample import file: beispiel_paket_leistungen.csv

Step 3: Import of payment status of package/subscription

Each installment and each payment of the packages is imported in the last step.

The following columns are expected in the import file:

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

Here you will find a sample import file: beispiel_import_zahlungen.csv