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Managing Tracked Product Items for a Purchase

Corey Syrnyk
  • Updated

In Stax Bill, it is possible to add one-time purchases to a customer's account without the product(s) being part of a plan to which the customer is subscribed. More than one product item can be included in a purchase. Each item must have a unique reference number that can be used for tracking

This article deals with how to manage those tracked product items, specifically:

Note

For more information about one-time purchases, see Purchase Products Outside of Plans Overview.

Add Product Items

Multiple product items can be added to the same purchase. You can add these through the Stax Bill UI, or using the Bulk Product Upload described in the next section.

To create a product item directly in Stax Bill:

  1. Navigate to the Customer Dashboard for the customer making the purchase.

  2. In the Purchases section, click the number under "Pending" to open the Purchases page.

  3. Locate the purchase to which you wish to add product items, then click Details.

    The Edit Purchase page appears.

  4. Scroll down to the Quantity section. Enter the first tracked item's reference number, name, and description. Click Add.

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    Note: The reference number must be unique for each tracked item.

  5. Repeat step 5 to add additional product items.

 

Bulk Upload Product Items

If you have many items to add, using the Bulk Product Item Upload may be simpler. This wizard guides you through exporting a starting CSV file, populating it with product item details, then uploading it to Stax Bill.

To upload multiple product items at once:

  1. On the Edit Purchases page, in the Quantity section, click Bulk Product Item Upload.

    ti2.png

    The import wizard appears.

  2. Click Export starting data file.

    ti3.png

    This exports a CSV file named Import_PurchaseProductItems.csv to your default Downloads folder. This is the file in which you will enter product item details.

  3. Open the CSV file and enter each tracked product item's name, description, and reference number.

    ti4.png

    Note: the reference number MUST be unique for each item.

    When you are finished populating the file, save your changes.

  4. In the Stax Bill import wizard, click Choose File. Navigate to and select the CSV file, then click Open.

  5. Click Upload File.

    The file structure is validated to ensure that the file contains the correct number of columns with the correct headings. If successful, a success message appears. If unsuccessful, an error report appears, and you must go back to the CSV file to correct any issues identified.

    ti5.png

  6. Click Start Record Validation.

    Each record is checked for validity. When complete, a validation summary appears. Any errors, for example, items that already exist in Stax Bill or duplicates within the CSV file, are reflected on this screen.

    ti6.png

  7. If there are errors, Click Download Results to see results for every item in the import CSV file, or Download Failures to see only the records that caused errors.

    Note

    If items in the import CSV file already exist in Stax Bill or are duplicated in the CSV file, they will not be imported. If duplicates are within the import CSV file, NEITHER record is uploaded.

  8. Click Import Validated Records to import the valid items from the import CSV file.

    Invalid items are excluded.

    When the upload is complete, you can Download Results before closing the wizard. The results CSV file contains a "Successful" column with a yes/no success indicator and an "Error" column with the error description for items not imported.

  9. Click Close to exit the wizard. The uploaded product items appear in the Quantity section grid on the Edit Purchases page.

 

Search for Product Items

You can search for product items by reference number, name, or description in the Quantity section of the Edit Purchases page. The following tips will assist you with your search:

  • Partial search is supported for all fields

  • Use the Sort functionality to change the "sort by" field and sort order

  • If there is more than one page of search results, use Previous, Next, Skip to the page, and Page size below the grid to navigate through the pages of items.

  • If you select an item, then alter your search, select another item, and continue selecting additional items, your selections are retained until you leave the Edit Purchases page. An indicator under the search area shows how many records are currently selected.

    ti7.png
 

Delete Product Items

To delete tracked product items:

  1. Use the search tools to find the item(s) you wish to delete.

  2. Click the checkbox beside each item to be deleted.

  3. Check that the number of selected items matches your expectation, then click Delete.

    ti8.png

  4. Click Save to commit your changes.

    The deleted items are removed from the product items grid.

 
 

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