Tips and Tricks #23: How to avoid errors while importing data in bulk or migrating from other systems to Zoho Subscriptions

Tips and Tricks #23: How to avoid errors while importing data in bulk or migrating from other systems to Zoho Subscriptions

To import your data successfully, you will need to ensure that the rows and columns in your import files match with our sample import files, which can be downloaded from any import screen in Zoho Subscriptions

However, even after doing this, you could still run into validation errors, which prevent your data from being imported. This could happen if Zoho Subscriptions has not been configured for the data in your import file.

Here are a few examples of validation errors:
  • You try to import transactions with the transaction mode as "Check" but you haven't added "Check" as a mode of payment in Zoho Subscriptions.
  • Your import file contains subscription details and plan codes for importing subscriptions but you haven't created a plan with that particular plan code in Zoho Subscriptions yet.
When it comes to importing data in bulk, especially from other systems, checking or validating each and every record in a huge import file can be time-consuming and tiresome.

This week's tip can help you breeze through the validation process with the click of a button.

This is article is part of a series of tips and tricks. Missed our previous post? Read up on localizing your product prices in Zoho Subscriptions.

How It Works

Simply import your data into Google Sheets and run our Google Apps Script (linked below). The script will communicate with Zoho Subscriptions via an API and check if the selected data in your import file exists in Zoho Subscriptions.

After making the necessary changes in Zoho Subscriptions, run the script again to double-check your import file. If you find that nothing has to be changed, go ahead and import the file into Zoho Subscriptions.

Setting It Up
  • Import the data that you want to validate into Google Sheets.
  • Click the Plus icon in the bottom left corner to create a second sheet.
              

We'll be using this second sheet to run our script on the data that needs to be validated, which is the payment mode, in our example. To do this, you'll need two columns on the new sheet, one with the data that needs to be validated (payment mode) and one with our script's response. Here's how to do it:

  • Enter a column name for the data that needs to be validated in the cell A1 and a column name where our script will display it's response in the cell A2. We've named our columns "Payment Mode" for A1 and "Exists in Zoho Subscriptions?" for A2.
          

  • Enter the following formula in the cell A2 to list out all the unique payment modes from our first sheet:
          =UNIQUE(Sheet1!D2:D)

         

          Note: This formula contains D2:D, since the values for the payment mode start on the cell D2 in                          our first sheet, so modify this if necessary.
  • Go to Tools > Script Editor and paste our script, which is available on GitHub. Enter your Auth Token and Organization ID in this script, since it uses Zoho Subscriptions' APIs.
Now, all that's left to do is create a button which can run this script.
  • Create a button by going to Insert > Drawing from the toolbar.
          
  • Right click on the button and click the 3-dot menu.
           
  • Select Assign a script.
  • Enter the function name of our script, which is syncPaymentModes and click OK.
           

You're all set! Go ahead and click the button to validate your data.



Let us know if this helped your business! Also, feel free to write to us at support@zohosubscriptions.com or leave a comment below, if you have any questions regarding this tip.

Cheers,
Varun Steven
The Zoho Subscriptions Team

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