Friday, 20 September 2013

Importing sales from Squarespace or Paypal into Organise

This tutorial requires Organise version 7.2.2 or higher.

(At time of writing this version is currently available from Organise's home page, soon from other download websites and from the Mac App Store after Apple's approval.)

First you'll need to obtain your data in csv format from your provider.

You'll find a new menu item - File > Import > Special.
Choose squarespace or paypal as appropriate.

There are two paypal imports because for reasons unknown I've seen two different formats from Paypal. Either try each menu item in turn and see which works best, or preview your csv and check whether the customer address is in one field with commas separating (paypal) or the parts of the address are in separate columns (paypal2)

Organise will attempt to import the information; for each line in the csv it will create:

  • an Order
  • Billing and Delivery Contacts if the information is in the csv. If a Contact with the same name and postcode exists already, Organise will not duplicate it but link to the existing one.
  • an Item in your inventory if an Item with the same item number doesn't exist already
  • a payment on the Order for the amount paid
Although the Orders list will be behind the Open file dialog, you may be able to see whether the expected information is in the columns. If something looks wrong or you know you've made a mistake, you'll be able to click 'Doesn't look right' to abandon the import. Otherwise press OK to continue. (You can of course later select the imported information and delete it if you need to).

Note that the new Orders will bear a transaction ID (known in Squarespace as the Payment Reference) displayed opposite Organise's own reference number. This isn't editable (but you can select and copy it) so you have a permanent reference to the original Squarespace / Paypal transaction. It also allows Organise to avoid importing the same record again if you try to import the same file again or import another file containing overlapping information.

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