This guide will cover a basic import of transactions (with assignment to contacts or companies) into Zero BS CRM. We will be using CSV Importer PRO, which allows us to import transactions.
Example Use Cases:
- You have some transaction data (separate to PayPal, WooCommerce, or Stripe, which are all covered by the CRM Sync Extensions), that you want to import periodically.
- You have an old transaction database dump and you’ve saved it as CSV.
- You’re leaving an antiquated old CRM system and they give you a CSV file with all of your transactions in
How to Import Transactions from CSV into ZBS CRM
Follow these few steps to get your transactions into Zero BS CRM. It’s a pre-requisite 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 to import. Zero BS CRM imports any .CSV file which fits the standard file format, that is 1line per record, each field separated by a comma. For example:
Transaction Unique ID,Transaction Status,Transaction Total
… this is of course a simplified version, but you can include any fields you want to map to Zero BS CRM transaction fields (including any custom fields you have set up for your transactions).
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 is by default a lot of 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) Load CSV Importer PRO and click “Transaction Importer”
To load the Transaction CSV importer, simply click “Transactions” from the top of the ZBS Menu, then “Import”:
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 – what this does is let you choose which columns from your CSV file should be matched with which fields in your Transactions in ZBS CRM.
Here you simply work down the list and choose which transaction field to map to. (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 it’s simply a case of clicking next, 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.
5) Check your Transactions
It’s best practice to give your imported transactions a ‘once over’ – this is quick and easy in Zero BS CRM, just hit ‘Transactions -> View All’ from the top menu:
Assigning Transactions to Contact or Company
If you already have contact or companies in your CRM that you’d like to assign transactions too, it’s simple to 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
- Contact Email
- Company ID
- Company Name (Must be exactly the same as in CRM – case sensitive)
Once you have a field for one of the above you can then simply 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:
… then 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.
Notes on importing Transactions via CSV File
Here is 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, ZBS 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)