Integrating PayDocker into your business is an important step to ensure seamless connectivity and maximum efficiency. To do so, you can invite your partners (Service providers or hotels) onto our platform through uploading a CSV file and inviting the users onto our platform.
In this article, we will cover how to download, fill up and upload the CSV file:
- Importing users
- Demand or Supply Partner Import Template
- Property Import Template
- Object import template
- Token import template
- Understanding errors when uploading
- Verifying the information captured
- Inviting users
You may also choose to import your bookings as well, which we will be detailing in this article: Integrate your existing bookings
We will use importing a Property as an example. The process will be the same for importing demand or supply partner, token and object, unless otherwise stated in the article.
Retrieving CSV Template
1. Click Import (1), then select Property (2) in the left panel.
2. On the Property page, select CSV Imports (1), then click Download CSV template (2).
Understanding import templates
Let's breakdown the template to understand the information that you would need to input for all types of files:
💡 Ensure to delete all sample information from our template after downloading it.
Demand or Supply Partner Import Template
| Heading | Explanation | Requirements/Answers to use |
| Partner ID | A unique identifier that you must assign to the Partner for this upload, serving as the unique ID for tracking purposes. |
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| Partner Name | Name of the Partner that will be onboarded. It will be officially recognized as the Partner's name on PayDocker. |
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| Partner Email | Email address of the Partner. |
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| Country ID | Country where the Partner is located at. |
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| Currency ID | Currency that the Partner will be transacting in. |
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| Heading | Explanation | Requirements/Answers to use | ID Location |
| Category | The group of transactions to which this smart contract is applied. |
Category could either be:
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| Branch ID | Branch ID of the specific branch engaging in the transaction with the Partner. |
Input 1 ID for each Partner |
Settings → Branches → Branch ID |
| Model ID | Model ID of the payment model applicable to this Partner. |
Input 1 ID for each Partner |
Settings → Models → Model ID |
| Payment Terms ID | Term ID of the payment terms applicable to this Partner. |
Input 1 ID for each Partner |
Settings → Terms → Term ID |
| Dispute Terms ID | Term ID of the dispute terms applicable to this Partner. |
Input 1 ID for each Partner |
Setting → Terms → Term ID |
| Tax IDs | Tax ID of the dispute terms applicable to this Partner. |
Optional, input up to 5 IDs for each Partner. Otherwise, leave blank. |
Settings → Taxes → Tax ID |
Property Import Template
The property's platform operates somewhat differently from yours. Each property owner has a single master account, enabling them to log in and manage each of their properties separately, as long as the property is registered on PayDocker.
Our CSV Template is tailored to match their system. Within the template, you will find sample information provided for reference.
Below is a breakdown of each major section along with guidance on how to complete the template effectively:
Structure
As noted earlier, each property owner has one master account, allowing them to log in and manage their properties individually. Hence, it's crucial to inform us which account serves as the master and which represent the individual properties.
| Heading | Explanation | Requirements/Answers to use |
| Master | Indicates whether this account serves as the Master Account overseeing all properties. |
Main Account: Yes Properties under this Main Account: No |
| Master ID | Identifies the Master Account to which the property belongs. |
Main Account: NA Properties under this Main Account: |
Master Account
Once you've established the framework, complete the master account details. You can import multiple partners in a single upload, as long as the number of rows is within 1000 or file size is less than 3MB, enabling several master accounts to be imported simultaneously. Remember that the account ID you assign will function as their invitation redemption code.
| Heading | Explanation | Requirements/Answers to use |
| Account ID | A unique identifier that you must assign to the Main Account for this upload, serving as both the unique ID for tracking purposes and the Redemption Code. |
Main Account: PropD / Prop123 / NameofHotel001 etc. If rejected, please try another ID. Properties under this Main Account: NA |
| Account Name | Specifies the Master Account to which the property is associated. |
Main Account: PD Property Test Team D Properties under this Main Account: NA |
| Account Email | Email address of the Master Account. Redemption email will be sent to this account. |
Main Account: PDPropD@paydocker.com Properties under this Main Account: NA |
Individual Properties
Now that the master account details are set, you can add the details of each property for registration on PayDocker.
| Heading | Explanation | Requirements/Answers to use |
| Property ID | A unique identifier that you must assign to the properties for this upload, serving as the unique ID for tracking purposes. |
Main Account: NA Properties under this Main Account: PDPropD1 / NameofHotel001 etc. |
| Property Name | Name of the Property that will be onboarded. It will be officially recognized as the property’s name on PayDocker. |
Main Account: NA Properties under this Main Account: PD Test Property D1 |
| Property Email | Email address of the property. Property email must differ from the Main Account's and should not be repeated among different properties. |
Main Account: NA Properties under this Main Account: PropD1@paydocker.com / PropD2@paydocker.com |
| Country ID | Country where the property is located at. |
Main Account: NA Properties under this Main Account: ISO 2 digit country codes e.g. AU |
| Currency ID | Currency that the property will be transacting in. |
Main Account: NA Properties under this Main Account: ISO 3 digit currency code e.g. AUD |
Smart Contract Details
To streamline the onboarding process for your property partners, Smart Contracts can be established with each property at this stage. This section encompasses the preparations made in step 1. Simply make a note of the IDs of each function and input them into the template.
| Heading | Explanation | Requirements/Answers to use | ID Location |
| Category | The group of transactions to which this smart contract is applied. |
Main Account: Property: Booking |
- |
| Branch ID | Branch ID of the specific branch engaging in the transaction with the property. |
Main Account: NA Property: BRx.x Input 1 ID for each property. |
Settings → Branches → Branch ID |
| Model ID | Model ID of the payment model applicable to this property. |
Main Account: NA Property: MDx.x Input 1 ID for each property. |
Settings → Models → Model ID |
| Payment Terms ID | Term ID of the payment terms applicable to this property. |
Main Account: NA Property: TMx.x Input 1 ID for each property. |
Settings → Terms → Term ID |
| Dispute Terms ID | Term ID of the dispute terms applicable to this property. |
Main Account: NA Property: TMx.x Input 1 ID for each property. |
Setting → Terms → Term ID |
| Tax IDs | Tax ID of the dispute terms applicable to this property. |
Main Account: NA Property: TXx.x Optional, input up to 5 IDs for each property. Otherwise, leave blank. |
Settings → Taxes → Tax ID |
Object Import Template
| Heading | Conditions |
| Buyer ID |
ID of the buyer, max 150 characters
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| Buyer Name | Buyer's name, max 150 characters |
| Currency | 3 letter currency code |
| Object Value |
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| Due Date |
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Invoice reference Internal reference |
Only up to 75 characters |
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Send Now |
Only "Yes" or "No" can be accepted |
Token Import Template
To ensure that this function is available to you, please ensure that your token generation automation has either been switched off, or you have enabled manual token generation on the configuration.
Here is an example of the upload template for token imports.
| Heading | Conditions |
| Seller ID |
Max 150 characters (For example, Seller001) |
| Booking Reference | Max 80 characters |
| Customer Name | Max 80 characters |
| Rooms |
Max quantity of rooms booked 999 rooms |
| Check-in / Check-out |
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Currency |
3 letter currency code |
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Token value |
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Available date |
When the token is made available, in dd/mm/yyyy format |
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Expiry date |
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Send Now |
Only "Yes" or "No" can be accepted |
Understanding errors when uploading
Encountering difficulties in importing CSV files, particularly when uploading multiple Partners simultaneously, can be frustrating. That's why our PayDocker system is designed to help you quickly identify any issues with your CSV file, enabling prompt adjustments. Here's how it works.
Identifying Upload Status Alert
Upon completing the upload process, our system will promptly alert you if there are any issues requiring attention, indicated by the Needs attention sign.
Issue Identification Procedure
To identify the issues, click into the row.
The dropdown will indicate the number of rows that require changes (1). Then, proceed to click Download Report (2), an error report will be downloaded in xlsx format.
The error report consists of two sheets.
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Sheet 1: Highlights the errors with red borders, pinpointing their exact locations.
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Sheet 2: Provides detailed information about the errors, including which rows and fields are affected, along with descriptions.
Error Resolution
Now that you've identified the errors, make the necessary updates to your CSV file according to the error report. You can refer back to Understanding import templates to guide your edits.
1. Once you've saved the file in CSV format, return to the CSV imports page (1), click Import updated CSV (2),
2. In the popup window, select Browse to select the updated file.
3. After selecting the file and ensuring it meets all the criteria (1) outlined in the popup, click on Import CSV (2).
4. Once the file has been successfully uploaded, the Completed sign will be displayed.
Verify the details of each entries
For importing users
Once you have imported your CSV files successfully, new entries will appear under Imported with the status To Validate
It is crucial that you ensure all information and details are correct before validating. Once validated, the invite will be sent and this action is not reversible.
To check the details, click the three dots (1) next to their row and select Details (2). The details will appear in a slide-out.
In the slide-out, hover over the info icon (1) next to the specific properties, and the smart contract details (2) will appear.
If you notice any discrepancies that you would like to correct, tick the checkbox next to the row (1) and select Delete (2) to remove them from this page. Then, re-upload a new CSV for that partner again.
Once you have verified the imported information, you can begin inviting the properties:
- For mass partner invitations, tick the checkbox on the header row (1) and click Validate (2).
- Alternatively, if you prefer to invite specific property partners, select the checkbox next to the specific ID (1) and click Validate (2).
After successfully sending the invitation, you will notice the following changes:
- The checkbox for validation (1) will disappear, and you will no longer be able to delete the property partner from this page.
- The status will change from To Validate to Unclaimed (2).
- Clicking on the three dots (3) at the end of the row of the specific property partner, you will see Invited (4) displayed on the dropdown menu.
Your partners will be required to redeem their accounts and verify their emails. Once they have done so, you will see the changes on your Import dashboard and receive an email regarding acceptance/rejection of the invitation.
| Status | Meaning |
| Unclaimed | Your partner has not yet redeemed their accounts. |
| Claimed | Your partner has successfully redeemed their accounts and their accounts will be automatically connected to yours. |
| Rejected |
Your partner has rejected the invitation. |
For importing objects
Once you have successfully uploaded the file, the data will be reflected on the Imported page. You will have to validate the entries, very similar to the process for importing users.
During the validation process, our system will validate all the key information uploaded. If any information is invalid, the status will display Failed. Here are some possible reasons:
- Buyer ID is not valid (You will need to establish a partnership with the buyer first)
- Currency is not active in either buyer or seller account
- Due date is more than 1 year before or after the file upload date
If your entries have failed, you can choose to re-upload those entries again with the details adjusted.
Successfully validated objects will then be generated and sent to your buyer.
For importing tokens
Once you have successfully uploaded the file, the data will be reflected on the Imported page. You will have to validate the entries, very similar to the process for importing objects.
During the validation process, our system will validate all the key information uploaded. If any information is invalid, the status will display Failed. Here are some possible reasons:
- Seller ID is not valid (You will need to establish a partnership with the buyer first)
- Currency is not active in either buyer or seller account
- Token available and expiry date is no longer valid
If your entries have failed, you can choose to re-upload those entries again with the details adjusted.
Successfully validated objects will then be generated and sent to your seller.