This guide will cover a basic import of transactions, with assignment to contacts or companies, into Jetpack CRM.
We will be using CSV Importer PRO, which allows us to import transactions.
Example Use Cases:
- You have some transaction data that you want to import periodically. (separate from PayPal, WooCommerce, or Stripe, which are all covered by the CRM Sync Extensions)
- You have an old transaction database dump that you saved as CSV.
- You’re leaving an antiquated CRM system and they give you a CSV file with all of your transactions.
How to Import Transactions from CSV into Jetpack CRM
Follow these steps to get your transactions into Jetpack CRM. It’s a prerequisite that you have the CSV Importer PRO extension installed because the default CSV importer in the core CRM only deals with contact importing.
1) Getting your CSV File Ready
Before we can import anything, we need to have a file. Jetpack CRM imports any .CSV file which fits the standard file format, that is 1 line per record, each field separated by a comma. For example:
Transaction Unique ID,Transaction Status,Transaction Total
AB123,Succeeded,199.99
This is a simplified version, but you can include any fields you want to map to Jetpack CRM transaction fields, including any custom fields you have set up for your transactions. We have a specific documentation page where you can learn how to map CSV Importer Fields. We also have a specific page to help you format your CSV file correctly.
Here’s the header line for the CSV Example file we include in CSV Importer PRO:
Transaction Unique ID,Transaction Status,Transaction Ref,Transaction Currency,Transaction Net,Transaction Tax,Transaction Discount,Transaction Tax Rate,Transaction Fee,Transaction Total,Transaction DateTime
As you can see, there are, by default, many fields you can fill in. For now, what’s important is that you have the basics (Unique ID, Total, Status) in proper CSV format.
2) Go to the Transaction Importer page
To load the Transaction CSV importer page, click Transactions from the top of the Jetpack CRM menu, then click Import.
Alternatively, you can also go to Tools → CSV Importer Pro, and click on the Transaction Importer link.
3) Select your File & Map Fields
Once you’re in the Transaction importer screen, select your file from step 1 with the Choose File button and click Start CSV Import Now.
Next, you’ll be presented with the Map Columns page. This page lets you choose which columns from your CSV file should be matched with which fields in your Transactions in Jetpack CRM.
You can work down the list and choose which transaction field to map. If you’re automatically assigning to contacts or companies, see the section below for a special guide on that.
4) Run the Import
After you’ve mapped the fields, you can proceed by clicking the Next option, checking the fields over, and when you’re ready, hitting Run Import.
If your file is large and/or your server has low memory settings, the importer may run over several pages, but you should be done within a minute or two. We have some suggestions to speed up the import.
5) Check your Transactions
It’s best practice to give your imported transactions a “once-over”’. It’s a quick action to take in CRM: click Transactions → View All from the top menu.
Assigning Transactions to Contact or Company
If you already have a contact or companies in your CRM that you’d like to assign transactions to, you can have the CSV Importer automatically assign these for you.
First of all, you must include one of the following as a field/column in your CSV file:
- Contact ID (make sure to remove
#in front of the contact ID number under the Contact ID column). - Contact Email.
- Company ID.
- Company Name (must be exactly the same as in CRM – it’s case-sensitive!).
Once you have a field for one of the above. You can click on Import your CSV file, and at step 2, Mapping fields, you need to map that field to the corresponding option from the drop-down list.
As you run the import, each transaction line will be assigned to the contact or company (in B2B mode) as specified in the mapped field.
Good Practice for Transaction Imports
- Use a 000000.00 format for numbers.
- Ensure transactions are all in the currency that Jetpack CRM is using.
- Ensure there are no duplicate transactions.
- Historical archive data could be saved into a custom field such as ‘Notes’. Please note that there is a 2000-character limit.
- Remove redundant columns in the import file.
- If contact and transaction data are all in one file, import the contacts first, review those, and then import the transactions. Transactions will map to the contact e-mail address.
- For the first import, import a small number of rows and inspect the imported data in Jetpack CRM. This will minimize issues while completing the import.
- If no transaction status exists, consider adding one of the default ones.
Notes on importing Transactions via CSV File
Here are a few notes to keep in mind when importing transactions via CSV file with CSV Importer PRO:
- Statuses: when you don’t pass a transaction status, Jetpack CRM uses the first of your transaction statuses as a default (it’s best to pass this specifically).
- Dates: passed dates must be in WordPress post_date format (Y-m-d H:i:s).
- Always save as UTF-8 Encoding when you can.