Introducing our new Transaction Item Adjustment Feature

Transaction Item Adjustment Feature

Introducing our new feature to handle transaction adjustments at the item level in bulk.

This gives you greater control over your transactions, as you can cancel or adjust individual items within transactions simultaneously, with the transaction and commission values then updating automatically in accordance with the tracked commission rule. Batch item adjustments help you manage unconfirmed transactions on a bigger scale.

We know transaction management can be an admin-heavy task, so this feature is designed to make things smoother and more flexible. It helps you handle transactions more efficiently before they're confirmed, making daily tasks easier.

You can download a CSV file with the transactions, in the correct template for processing, make your edits to item actions, then upload the file back into the Webgains platform to apply the changes in bulk.

Adjusted transactions will recalculate sale value according to the items cancelled/adjusted, and commission amount according to the tracked Smart Commission rule.

How it works

High-Level Workflow

1. Download the Transaction Item Report CSV which shows the item-level information for transactions.

2. In the file, make item-level changes like cancelling items or adjusting sales values.

3. When you're done, upload the file to apply the updates.

4. Check back in the platform Upload History to see if the file has been processed successfully and correct any errors if necessary.

Step 1 - Download Transaction Item Report

Transaction item editing is performed from the Transaction Management page.

To select the transactions to be edited you’ll need to download a Transaction Item Report. This a CSV file of transactions where each row shows an item within a transaction.

Without selecting any individual transactions, you can download all transactions that are still editable.

You can use the filters change the date range, specify particular publishers or enter individual order references. You can also select transactions included in the file by selecting rows in the transaction table using the checkboxes.

Step 2 - Make the adjustments in the file

Once you’ve downloaded the file, you can open the CSV in an application such as Excel and edit the affected transaction.

The ‘instructions’ row (Row 2) must be kept within the file - do not remove this row.

The fields in grey should not be edited and are for reference only, it’s just the last columns that are used to make changes.

You will receive an error if you change the column values marked as Do Not Edit.

To make adjustments, you’ll need to enter an Action in the TransactionItemAction for the specific item you want to change

The actions are:

• cancel

• adjust

To cancel an item, enter cancel in this column in the row for the item you want to to cancel. You will also need to enter a very short entry in the ChangeReason column, to show why the item is cancelled (e.g. ‘Returned').

To adjust an item, enter adjust in this column in the row for the item you want to adjust the value of. In the transactionItemModifiedvalue column enter the new value for the item. Again, you 'll need to enter a short reason in the ChangeReason column.

Step 3 - Upload the file

Important: The ‘instructions’ row (Row 2) in the CSV must be included in the upload.

You can then upload the file for processing by dragging it into the upload area. The file needs to be a CSV file and less than 8MB.

If there are any immediately obvious issues in the file upload attempt (e.g. no data or a badly formatted file), you will be alerted immediately in the platform.

The file will then be checked for any errors and to see if the transactions can be edited before the transactions are updated. This may take some time for a very large file uploads.

You will receive an email saying whether the file has been processed successfully or whether there are any errors.

After the file is uploaded and then processed, you will receive an email to confirm the outcome of the processing.

Step 4 - Check the file has been processed

In the upload history panel, you'll be able to see a list of transaction adjustments file that have been uploaded and whether they have been successfully processed.

There are 3 possible outcomes:

• Completed – the file has completed with 0 errors and all of the adjustments have been made

• Failed/unknown error – the file could not be processed at all. The whole file needs to be reuploaded

• Completed with errors – in this scenario some of the changes couldn’t be made. Next to the status you’ll see a download icon which will download a list of issues in the uploaded file. You’ll need to correct these issues, and reupload only the transactions which have errors.

  • Common errors may include;

    • Modified values not added for Adjustments.

    • Change reason not provided.

    • Transaction is already cancelled, or recall period has already passed.

    • Transaction could not be found.

    • You will receive an error if you change the columns marked as Do Not Edit.

If you require any support using this feature, or managing your transactions, please contact your Webgains account manager/point of contact.