Merchants can set up a batch return file to facilitate a one-time post of a large number of returns to the AvantLink transaction database. The following article reviews the steps needed to successfully set up and process your file:
- Setting Up the Batch Return File
- Uploading the Batch Return File
- Confirming the Batch Return File Upload
- Items to Remember
BATCH RETURN FILE SET UP
The transaction information should be listed in an Excel spreadsheet and can be saved as comma delimited (.csv) or pipe delimited (.txt).
The return file MUST include the following headers exactly as shown:
- Merchant ID
- Transaction/Order ID
- Product ID/SKU
- Return Item Amount
- Return Item Quantity
- Return Reason Code.
Merchant ID and Transaction/Order ID are the only two parameters that MUST be completed. There might be times when the additional parameters above are not known. In this case, please include a column header row in your files with the column headers exactly as shown above whether or not you are including data in that column.
Below is more information on on each parameter:
Column Value Specifications:
| Column | Type | Description |
|---|---|---|
| Merchant ID Data must be supplied. |
integer | The Merchant ID supplied by AvantLink. |
| Transaction/Order ID Data must be supplied. |
string | The transaction or order ID that is being passed through our reporting system. |
| Product ID/SKU Data input optional. |
string | The return record Product ID or SKU from your e-commerce system. This must match the product ID/SKU provided with the datafeed file. |
| Return Item Amount Data input optional. |
float |
The return order per-item price. While the data is optional, if a partial reversal is needed, then the amount must be included. If the reversal amount is not included, the entire sale amount will automatically reverse. Important Notes:
|
| Return Item Quantity Data input optional. |
integer | The return order item quantity. |
|
Return Reason Code |
string | The reason the sale item is being reversed. Current codes are: ADJUSTMENT, CANCELED, FRAUD, RETURN. If a reason code is not entered, the system will default to RETURN. |
Type Definitions:
- String type: text or special values
- Integer type: a number without a decimal point.
- Float type: a number with a decimal point.
File Naming Convention
We can accept CSV (.csv) or pipe-delimited text (.txt) files for batch processing. Please name your file in the exact format listed below:
- Comma delimited ( .csv ): returns_[MERCHANT_ID]_Year_Month_Day.csv
EX: returns_99999_2019_01_01.csv
- Pipe delimited ( .txt ): returns_[MERCHANT_ID]_Year_Month_Day.txt
EX: returns_99999_2019_01_01.txt
Batch Return File Example
UPLOADING YOUR BATCH RETURN FILE
For AvantLink to retrieve and process the batch return file, you must upload the file via a File Transfer Protocol (FTP) software. Filezilla is a commonly used FTP software. Once downloaded, follow the steps below:
- Contact support@avantlink.com to ensure your file format is correct and to receive FTP log-in credentials.
- Upload the batch returns file via FTP software to batch.avantlink.com and place in the “returns” directory. See below.
- Batch returns are queued up at around midnight and run in order. Always make sure you have the returns file placed the day/night before you want them to run.
CONFIRMING FILE UPLOAD SUCCESS
Once the file has been created and imported to the returns folder, our system will import it within 24 hours and then delete the file. There are a few ways to ensure the file uploaded properly:
- Merchants will receive an automated email with the results of the file upload. Contact support@avantlink.com if you would like the automated email to be sent to additional contacts.
- Confirm using a number of features on the AvantLink dashboard, including:
- Quick Stats
- Trend Graph
- Top Affiliates Graph
- Confirm in AvantLink reports by selecting Performance(Beta):
- Under ‘My Reports’ select Performance Summary by Affiliate.
- Under ‘Group rows by’: select Advanced>Transactions>Order Number>Apply.
- Under ‘Metrics’: select Adjustments>Adjusted Sales>Adjustments>Apply.
- Select ‘Run Report’ and sort by Adjustments column. If there are no adjustments listed, then the file may not have uploaded properly.
- If the number of returns in the AvantLink report is less than the number of returns in your file, the missing returns may fall out of the return policy limit and cannot be returned. (Most merchants enforce a 30 day return policy, while others extend their returns beyond that timeframe.)
- Check your returns folder in FTP software. If the returns file is still in the folder the next day, please contact support@avantlink.com to ensure the file is set up properly.
- If the file is deleted from the returns folder but you're not seeing the returned sales in AvantLink reporting, it's mostly likely an issue with the data. Review the file to ensure everything is up to specifications and try again.
ITEMS TO REMEMBER
- The batch return process is meant for one-time/manual submissions. While automation is possible, it will require some additional coding from the merchant. If you have questions on best practices for automation, contact support@avantlink.com.
- Batch return files should be imported on a daily or weekly basis.
- Returns must be posted to the AvantLink system within the program’s return policy. (Most merchants enforce a 30 day return policy, while others extend their returns beyond that timeframe.)
- The batch return file must match the EXACT specifications outlined above. Please review all data carefully before submitting.
- Returns are processed on the day returned. Not the order date.
- Batch returns run at midnight. It may take up to 24 hours to see your returns processed.
ADDITIONAL QUESTIONS
If you have additional questions about how to set up your batch returns file or if you are having trouble with the returns processing, please email support@avantlink.com or see the example template below: