Import Order Payments in Bulk

TABLE OF CONTENTS

• How to Import new payment(s)

In this article, we will cover:

• How to Import payment(s).
  
  

How to Import new payment(s)

To import payment data directly from a CSV file instead of manually adding each payment record:

Step 1: Step-1: Log in to the Asaan Retail portal.

Step-2: Hover your cursor to the flyout menu on the left and click on the Import tab.

Step 3: On the pop-up window, set Data Type to Import Payments (also choose Order Delivery Status). Then, click on the Download Template button.

Note: You can only import payment for the orders with fulfillment status “Fulfilled” (Having delivery status “Delivered”, “Delivery Failed”, or “Returned”). The reason for segmenting Delivered, Delivery Failed, and Returned Orders separately is due to their varying payment process. Consider the following instances:

Step 4: After downloading the CSV file, open it > Read the instructions > Scroll down > Fill payment data in the columns under relevant fields like

• Tracking Number - Tracking number of the courier booked
• Shipment Charges - The shipment charges (Charged by Courier Service) incurred while shipping the order to the customer
  
  
  

You can also create this table in Google Sheets. Don’t forget to download the Google Sheets file as CSV. (File > Download > Comma Separated Values - CSV)

Note: Don’t remove the “#” sign before the attribute (exists only once in the 1st row) or the values in the first row (Attributes Name) will be imported as payment data or cause an error for a wrong input type.

Step 5: After setting up your payment data in CSV file format. Select the file and upload it. Make sure that your

• Data Type is set to Import Payments
• Payment Account is selected (Not mandatory)
• Payment Mode is selected
  
  

Note: If you are using Asaan Retail’s finance & accounting features and want to add a transaction to your chart of account it is recommended to select a payment account. Otherwise, you can leave it unselected.

Step 6: To check whether the import is completed successfully, hover your cursor to the flyout menu on the left > Click on Sales > In the drop-down menu, click on orders. You can see the orders (the ones you provided as courier tracking numbers) will be marked as PAID & PAYMENT POSTED (as in the said case we have selected the chart of account to record transaction).

You can also check your transactions in the chart of accounts. (Financials > Chart of Accounts > View Transactions)

Click on the View Details button to view the flow of payments. For instance:

Shipment charges are deducted (DEBIT) from expenses and added (CREDIT) to the HBL account

The order amount is deducted (DEBIT)  from the customer’s account and added (CREDIT) to the HBL account

To view Expenses deducted as shipment charges, click on the Financials > Expenses

Note: If you don’t choose the payment account, your payment status will be marked as PAID only (Not PAYMENT POSTED). For instance:

Another way to check your chart of account transactions (directly from the orders detail), click on the PAYMENT POSTED OPTION and you will find the details of your transactions.

To view booking charges against the tracking ID. Go to Sales > Orders > Click on the order number.

Tracking ID and Shipping charges as shown in the order details.

Tracking ID and shipping charges we provided in the CSV file