Data Loader - Paid Magazine Subscriptions
Users can use Data Loader to import files containing subscription payments that have already been processed on another platform. This functionality is designed for one-time, pre-paid subscriptions for individual customers, ensuring that external payment data can be seamlessly integrated into Omeda. By loading these records, users can maintain consistency between platforms, keeping subscription data synchronized without duplicating payment collection. This helps ensure accurate customer records, reduces manual data entry, and streamlines cross-platform subscription management.
How to Map a File that Includes Payment Data
For your convenience, download the template below to ensure the required and recommended fields are included in your file. Fields highlighted in red are required when uploading paid magazine data.
General Mapping Step
After following the steps to upload the data in, the following fields recommended and required when loading paid data in can be found below:
Category | Field | Required? | Additional Mapping Step | Additional Info |
|---|---|---|---|---|
Product - Magazine | Term | Yes | Term Mapping | Users will need to translate the incoming field of the file for term to the amount of issues requested. Example: Term field in file says “1 year” and the 1 year term for the product is 12 issues. User will put “12” in the Term text box. |
Payment | Amount Paid | Conditional - If Financial Reporting Preferences is set to Earning, then required. | The amount paid by the customer. This field should be used when financials should appear on financial reporting in Omeda. | |
Payment | Payment Type | No | Payment Type Mapping | If Payment Type is not mapped, and the Amount Paid is greater than $0, the Payment Type will be defaulted to CASH. |
Payment | Deposit Date | No | If Deposit Date is not mapped, the Deposit Date will be defaulted to the Transaction Date (if mapped). If Transaction Date is not mapped, then both Transaction Date and Deposit Date will default to the date the file was processed. | |
Payment | Sales Tax | No | ||
Payment | Gross | Conditional - If Financial Reporting Preferences is set to Non-Earning, then required. | The amount paid by the customer. This field should be used when financials should NOT appear on financial reporting in Omeda. | |
Payment | Product Price | Yes | The price of the product at the time of sale. | |
Payment | Payment ID | No | This can include the last 4 digits of a credit card or the check number. If a full credit card number is detected, the file will fail processing. | |
Payment | Postage | No | ||
Billing Address | All fields currently supported by Postal Address | Conditional - If Postal Address is already mapped, Billing Address fields will not be required. | Users have the option to map Billing Address separate from Postal Address. If Billing Address is not mapped, the Postal Address will be used as the Billing Address. |
Term Mapping
The Term Mapping step allows users to match incoming values from a file to the correct number of issues a customer has paid for. This provides greater flexibility and customization when processing subscription terms.
For example, if a magazine product publishes 12 issues per year, and the incoming file includes terms like "1 Year" or "2 Years", users can map those values to 12 and 24 issues, respectively.
Payment Type Mapping
The Payment Type Mapping step enables users to match incoming payment type values from a file to the accepted payment types in Omeda. This enhances flexibility by allowing a wider range of data to be processed without requiring manual adjustments.
Settings Step
Users will notice two new fields on the Settings step when Payment fields are mapped on the General Mapping step; Sales Channel and Financial Reporting Preferences.
Sales Channel: This will allow you to select which sales channel the orders originated from. Each file/template will be dedicated to one Sales Channel. If there are multiple Sales Channel within a file, it is suggested to break those files out by Sales Channel and upload them individually.
Financial Reporting Preferences: This is a niche use case but in the event your organization does not track financial reporting at Omeda, you have the option to not have the financials from incoming files reflect on the financial reports. In order to accomplish this, you would need to select the Non-Earning option. If you do wish to have the financials from the file reflect on your financial reporting in Omeda, you would keep it as the defaulted option, Earning.
Users who do select the Non-Earning option will be required to map the Gross field on General Mapping in replacement of the Amount Paid field.
Users who select the Earning option should use the Amount Paid field when mapping the amount paid by the customer.
Built-in Payment Status Logic:
To save user’s time and the need to map additional fields, we built in logic to identify what the Transaction Type of the paid subscription should be based on the incoming values of a few selected fields.
If Amount Paid equals the Product Price, then Payment Status will be Paid With Order.
If Amount Paid is less than Product Price, then Payment Status will be Bill-me/Credit.
If Amount Paid is $0 and Product Price is $0 and Term is greater than 0, then Payment Status will be Free-Term.
If Amount Paid is $0 and Product Price is $0 and Term equals 0, then Payment Status will be Controlled. Payment Status will also be controlled if none of the payment fields are mapped.
Considerations
Supports Individual Magazine Subscriptions Only – Data Loader currently accepts only individual magazine subscription data. It does not support group subscriptions, gift subscriptions, or any other product types.
Pre-Paid Orders Only – All incoming data must consist of orders that have already been paid for on another platform. Data Loader does not process payments.
No Full Credit Card Numbers – Data Loader does not accept full credit card numbers in files or webhooks. If a full credit card number is detected, the processing step will fail. However, including only the last four digits is allowed.
No Auto-Renewals – Data Loader does not support auto-renewing subscriptions. All incoming paid orders will be processed as one-time transactions.
No Paid Kills/Refund Processing – Data Loader does not handle paid kills or refunds.