Bulk Import Transaction Inquiries

 Warning

This feature has been temporarily disabled in the New Publisher Dashboard (Beta) while our engineers are making changes. We are diligently working on a solution. To use this feature, toggle back to the Legacy Publisher Dashboard.

Introduction

Our Transaction Inquiry Overview article outlines the process for submitting a single transaction inquiry into our system. However, there are times when you may need to submit multiple transaction inquiries, possibly hundreds or thousands. Below are instructions on how to submit large volumes of transaction inquiries to our system.

To get started, go to Account then to Transaction Inquiries, then click Add New Inquiry, and then select the Bulk Upload tab. This will open a 3-step workflow to support the process.

Step 1: Select File

First, download the template that is available in Step 1 of the workflow in the dashboard. This contains all the columns needed to create your transaction inquiries.

MID
This is the unique ID for this advertiser that was assigned by Rakuten Advertising.
Order ID
The Order ID was reported by the consumer. This must be an exact match with the advertiser’s records.
Order Date
This is the order date that was reported by the consumer. You will only submit a date that is 7 days or more in the past to ensure the advertiser has had a chance to report the order. You also will not be able to submit a date that is more than 180 days in the past.
Order Amount
This is the entire order amount that was reported by the consumer. You do not have the option to select a currency when submitting transaction inquiries. We will always apply the order amount in the network currency of the advertiser.
Member ID
This is the Member ID that you have assigned to this consumer.
Comments
This is where you share any additional details that the consumer reported with their order or any other content you want to communicate to the advertiser. Some of our advertisers have thousands of transaction inquiries every month. They might not read the comments closely, or at all.

Once a file is uploaded, we are going to check two aspects of your file:

  • The file must be saved in a .csv format.
  • The file must be less than 10MB in size.

If either of those requirements is missed, you will see an error message and will not be able to proceed to Step 2.

Only one file can be submitted at a time.

Step 2: Error Check

In Step 2, the Transaction Inquiry system will go inside your .csv file to look at the data. It is looking for any missing data or formatting errors that will prevent us from uploading your file. If any errors are present, you will be required to go back to Step 1 and upload a new file.

The errors our system will check for and the guidance to fix those errors are listed below.

Error Type Error Description Guidance to Fix It
Too many rows There is a limit of 10,000 rows for this upload. Split your file intro increments of 10,000 or less.
Missing required column The FIELD_NAME column is required to be in your file. The required columns are:
MID, Order ID, Order Date, and Order Amount
Exceeded character limit One or more values in the FIELD_NAME column exceed the limit of NUMBER character(s). The character limits for fields in this file are as follows:
Order ID = 40
Comments = 2000
Formatting error One or more values in the MID column are improperly formatted. The value must be a positive whole number. The Merchant ID (also referred to as the MID) is a whole number that is typically 3-8 digits in length.
Formatting error One or more rows in the Order Date column are improperly formatted. The format is YYYY-MM-DD. In Excel, use Format Cells to convert to our accepted date format.
Formatting error One or more values in the Order Amount column are improperly formatted. The value must be a number with up to two decimal places. The Order Amount can be a whole number or a number with up to two decimal places.
For Japan, the Order Amount must be a whole number.
Under date limit One or more rows contain a transaction date that occurred less than 7 days ago. The Order Date must be at least 7 days in the past, so the advertiser has a fair opportunity to report it.
Exceeded date limit One or more rows contain a transaction date that is more than 180 days in the past. The Order Date cannot be more than 180 days in the past.

If our system does not detect any errors in your file, you will see a green confirmation message and you will be able to proceed to Step 3.

Step 3: Upload File

Rakuten provides you with an overview of what the system is seeing in the file and what we will send off for processing. That overview includes:

  • A count of rows in the file.
  • The names of the columns that will be imported.
  • The names of any columns that will not be imported.

If you see a column listed that will not import, it is either because:

  • The column name is not recognized. Be sure to use the column names provided in the import template.
  • The column is not relevant to this upload.

You do not need to act on any of these columns unless you believe this to be an error. Our system will automatically remove the columns before sending the file to be processed.

When you are satisfied, click Upload File.

File Processing

When a file is submitted for processing, our system checks the Order ID and MID associated with each transaction inquiry. Processing can take up to 8 hours.
 
Publishers can apply an Inquiry Date filter on the Transaction Inquiry main page for the date the file was submitted to see new transaction inquiries added to the system. The processing looks at both the Order ID and the MID to determine what will happen with each transaction inquiry. The results are as follows:

Scenario Transaction Inquiry Status Transaction Inquiry Resolution
If the Order ID is not in our system for that MID, a new transaction inquiry is created. Unresolved  
If the Order ID exists in our system for that MID, and the sale was attributed to your SID. Denied

Auto Resolved

Look for 'Processed in Reports with Transaction Date of DD-MM-YY' in the comments on the detail page. 
If the Order ID exists in our system for that MID, and the sale was attributed to a different publisher. Denied

Auto Resolved

Look for 'Transaction Referred by Another Affiliate' in the comments on the detail page.
If you already have a transaction inquiry for this Order ID/MID that is approved. Approved Look for 'Processed in Reports with Transaction Date of DD-MM-YY' in the comments on the detail page.
If you already have a transaction inquiry for this Order ID/MID that is unresolved. N/A The new transaction was discarded. It is no longer in the system.
If you already have a transaction inquiry for this Order ID/MID that is denied. N/A The new transaction was discarded. It is no longer in the system.

 

Next Steps

If you have any further questions about Transaction Inquiries, please contact Customer Support or read the Transaction Inquiry Overview.

Was this article helpful?
0 out of 0 found this helpful

Comments

0 comments

Please sign in to leave a comment.