Importing data from a CSV file

If your billing system is not supported by Galvix or you prefer not to connect it, you can manually import transaction data into Galvix. Just like with a connected billing system, Galvix will identify transactions, products, and customers from the imported data.

Preparing the CSV File for Import

To ensure a smooth import process with minimal errors, it’s important to format the CSV file correctly. The data in exported CSV files might not always be compatible with Galvix, so understanding the required format is essential for a successful import.

Currently, Galvix supports importing transactions via CSV. A sample transactions CSV file is available, detailing mandatory, optional, and conditional fields, along with the required data formats.

You can download Galvix’s sample transactions CSV file by clicking here. The fields outlined in the template are:

transaction_id - Unique identifier for this transaction in the billing system

• This is mandatory.
• Multiple line items of the transaction should be listed as different rows with the same transaction_id.

transaction_date - The date and time when this transaction was finalized.

• This is mandatory
• The format accepted by Galvix is yyyy-mm-dd hh:mm:ss.
• If time is unavailable, use 00:00:00 as the value.

transaction_type - There are 2 accepted values here:

• Order - Corresponds to invoices or regular orders where the customer is billed for the products/services offered by the seller.
• Refund - Corresponds to credit memos, credit notes, or other type of order refunds.

If this column is left blank, Galvix will consider the transaction to be ‘Order’

transaction_reference_id - transaction ID of the original transaction against which this refund was raised

• Conditional field - This field is only required if transaction_type is ‘Refund’.

channel_name - Name of the channel where this transaction was finalized.

• E.g. Amazon, eBay, Etsy, etc.
• This value can be used to exempt transactions from a specific channel.

exemption_type - Type of exemption if the transaction is exempt from sales tax.

• If empty no exemption will be applied to the transaction.

shipping_address_line1 - The first line of a street address.

shipping_address_line2 - The second line of a street address.

shipping_address_city - Name of the city.

shipping_address_state - Name of the State

shipping_address_country - Name of the Country

• Values in this field should be the 2-letter country code. E.g., US = United States

shipping_address_zipcode - Shipping address ZIP code.

• Include ZIP+4 if available for accurate tax calculations.

billing_address_line1 - The first line of a street address.

billing_address_line2 - The second line of a street address.

billing_address_city - Name of the city.

billing_address_state - Name of the State

billing_address_country - Name of the Country

• Values in this field should be the 2-letter country code. E.g., US = United States

billing_address_zipcode - Billing address ZIP code.

• Include ZIP+4 if available for accurate tax calculations.

total_shipping_charge - The total cost incurred in shipping or delivering the included products.

• This should exclude any tax collected on the shipping charge.

total_shipping_charge_tax_amount - The total tax collected on the cost of shipping or delivering the included products.

• This should exclude the actual cost of shipping.

customer_id - This customer's unique identifier in the billing system.

customer _name - Name of the customer.

customer_email - Email ID of the customer.

• This field is mandatory if the customer_name is empty.

currency - The currency used in this transaction.

• E.g., USD, CAD.
• If left empty, Galvix will consider this field as ‘USD’.

line_item_product_id - Unique identifier of this product in the billing system.

• This field is mandatory.

line_item_product_name - Name of the product.

• This field is mandatory.

line_item_product_description - Description of the product.

line_item_amount - The amount of the product or service. (unit x unit price - discount)

• This field is mandatory
• This should exclude any tax collected for this product/service.

line_item_sales_tax - The total tax collected on the amount of product or service.

• This should exclude the actual cost of the product/service.
• If this field is left empty, the total line item sales tax of the transaction will be considered as '0'.

Uploading the CSV File

Once the data is formatted correctly, upload it to Galvix by:

1. Navigate to Settings → Data Import.

2. Click on the ‘Import Data’ drop-down button.

   Select ‘Transactions’. In the dialog that appears:

3. • Step 1: Upload the CSV file.
   • Step 2: Select the row containing column names.
   • Step 3: Map columns from your file to Galvix’s required fields. Galvix will auto-map similar column names, but you should review them for accuracy.
   • Step 4: Verify data. Galvix will display the imported data, highlighting any errors. Use the live editor to fix any issues if needed.

After resolving errors, click ‘Submit’. The uploaded file will appear under Settings → Data Import with a status of ‘Processing’ until all rows are processed.

Troubleshooting Failed Rows

Once the import is complete, the status will change to ‘Completed’.

• The Imported Rows column shows the number of successfully imported rows. Clicking on it will display the transactions.
• The Failed Rows column shows rows that were not imported. Clicking it will download a CSV file with two additional columns:
  • import_status – Indicates whether the row was ‘Success’ or ‘Failed’.
  • import_message – Displays the reason for failure.

Review and correct any errors in the failed rows before re-importing the data. If you need assistance, contact Galvix at support@galvix.com.