Import & Edit Orders

The Import Order and Edit Order actions in the Data Management Tool let you bulk create and update orders. With the right setup, you can import entire product structures into orders or edit existing orders in just a few steps.

Importing Orders

This guide explains how order data is structured for import, which defaults apply automatically, and how you can use Grouping Identifiers to make sure Younium processes your source rows correctly. 

Minimum Requirements

To successfully import orders, your CSV file must include at least:

• Account Name/Number/ID

• Product Name/Number/ID

• Charge Plan Name/Number (if applicable)

• Order Grouping Identifier

Just like when creating an order manually, products inherit their settings from the product catalog. If you only provide the minimum required fields, Younium will automatically apply the default values.

Order Default Values

You can configure default order settings in:
Settings > Orders > Order Settings > Order Default Settings

Available defaults include:

• Order Type (Sales Order / Subscription Order)

• Subscription Type (Termed / Evergreen)

• Initial Term and Renewal Term

• Auto Renewal and Notice Period

• Effective Start Date and Order Date

• Payment Term and Invoice settings

Other values (like Order Status = Draft or Order Currency = Account default currency) are automatically assigned by the system.

Grouping of Source Rows

When importing, each source row usually represents a charge or a charge detail. To tell Younium how rows belong together, you’ll use Grouping Identifiers at different levels.

1. Group rows into an Order (Order Grouping Identifier)

All rows for the same order must share the same Order Grouping Identifier.

Example: Three orders for the same account

Description

• Order A: Customer 1, includes Product Y

• Order B: Customer 1, includes Product Y

• Order C: Customer 1, includes Product Y

Model (CSV-style):

2. Group products within an Order (Product Group Identifier)

If one order contains multiple products, each product must have its own Product Group Identifier.

Example: Three orders, each with 2 products

Description

• Orders A–C, each containing Product Y and Product X.

Model (CSV-style):

3. Group charges within a product (Charge Group Identifier)

If a product has multiple charges, each charge must be linked to a Charge Group Identifier.

Example: Each product includes 2 charges

Description

• Customer 1, Order A, with Product Y (Charge 1 and Charge 2) and Product X (Charge 1 and Charge 2).

Model (CSV-style):

4. Group pricing details (Price Group Identifier)

When importing pricing, each Price Detail (row) must have its own Price Group Identifier.

• Every Price Detail equals a Tier.

• The first tier always starts at 0.

• If a charge has only a single flat price, it is always tier 0 with its own Price Group Identifier.

• If a charge has multiple tiers, it always starts on tier 0 followed by 1, 2, 3 and etc. Each tier must have a unique Price Group Identifier (even though they belong to the same charge).

• ✅ Best practice: Use unique values for all Price Group Identifiers throughout the file. This makes troubleshooting and mapping much easier.

Description

• Product Y has Charge 1 with three tiers, and a flat charge.

Model (CSV-style):

Editing Orders

The Edit Orders feature allows you to bulk update editable fields across orders, order products, and charges. Since this feature lets you update any version of a charge, the reference you use will determine whether the update applies only to the latest version, all versions, or selected versions.

Important Notes

• One change at a time is recommended.
  While it’s technically possible to update multiple fields across different entities in a single import, we recommend processing one change at a time to minimize risk.

• Updates overwrite existing values.
  Bulk edits permanently replace the current value with the new one. This action cannot be undone. The only way to correct a faulty update is to run another update.

Editable Fields

Order

• Your Reference

• Our Reference

• Notice Periods (Months)

• Payment Term 

• Invoice Template 

• Disable Invoicing

• Invoice Batch Group

• Use Account Invoice Batch Group

• Description

• Your Order Number

• Remarks

• Custom Fields

• External CRM ID

• External ERP ID

Order Product

• Product Name

• External ERP ID

• External CRM ID

• Custom Fields

Order Product Charge

• Description

• External ERP ID

• External CRM ID

• Custom Fields

• Invoice Subsidiary

• Remarks

(Note: Features are not yet included.)

Editing the Latest Version

To update only the most recent version of an entity:

• Use Order Number, Order Product (OP) Number, or Order Product Charge (OPC) Number as your reference.

• These references can also be used as grouping fields when applicable.

• You can also use the respective entity IDs, provided they belong to the latest version.

Editing All Versions

Each version of an order, and each charge on those versions, has a unique system ID. By using these IDs, you can update the same order or charge across multiple versions.

• System IDs provide accurate grouping, making them ideal when updating charges across versions or handling multiple charges.

• To update all versions, use the following references:

  • Order ID

  • Order Product ID

  • Order Product Charge ID

Best Practices

To prepare for order imports, you can create a report with the base dataset “Order Product Charge Details.” From there, add the most relevant columns for your use case:

Import Order

1. Create your most common order set up manually in Younium
2. Create a report with base data set "order product charge details"
3. Add columns:
   1. Account information

      • Customer account

      • Invoice account

   2. Order Information

      • Start date

      • Contract terms (initial term, renewal term, etc.)

      • References (your reference / our reference)

   3. Product and Charge plan

      • Product number and name

      • Charge plan number and name

   4. Charge information

      • Charge type

      • Charge model

      • Date intervals (start, end, effective dates, invoiced to)

      • Other applicable details (remarks, alignment, billing timing, etc.)

   5. Charge details (Pricing details)

      • List price and price

      • Discounts (percentage or amount)

      • Tiers details if applicable

4. Export to excel/CSV

5. Adjust the file with intended information to import

6. Upload the CSV back into Data Management for processing

Notes

• At the bottom of this article, you’ll find a sample CSV with the most commonly used fields for order imports.

• Not every field is required — it depends on the complexity of your order setup.

• If the customer follows your standard catalog prices, you don’t need to include all pricing fields in the import. The product will automatically inherit its pricing and details from the catalog.

Edit Order

1. Create a report that includes:

   • Order Number

   • Order Product Number

   • Order Product Charge Number

   • Corresponding unique system IDs

2. Add the fields you want to update to the report.

3. Filter the report to target the specific entities that require editing.

4. Export to CSV.

5. Adjust the file with your intended changes.

6. Upload the CSV back into Data Management for processing.

Summary

• Import Orders: Upload new orders in bulk. Just make sure your file includes the basics (Account, Product, Charge Plan if needed, and an Order Grouping Identifier). Younium will fill in many defaults automatically, and products inherit details from the catalog.

• Edit Orders: Update existing orders, products, or charges in bulk. Remember — changes overwrite existing values, so double-check before you import. Use numbers (Order/OP/OPC) for the latest version, or system IDs if you need to update all versions.

• Best Tip: Start by creating a report with the fields you care about (account, order info, product and charge details, pricing). Export to CSV, adjust what’s needed, then upload again.

• Standard Import Order - CSV.csv1 KB