You can add account credit to many customers at once, or expire credit they already have, with the customer import on the Customers screen. This is most useful when you move to WithWine from another system and need to bring customers' credit balances across, or correct balances afterwards.
Check and clean your data before you import. Check every amount, credit class and expiry date in your file. Start with a test file of a few customers, check their Credit / Balance tab, then import the rest. See What should I check in my data before importing it into WithWine?
To add credit to one customer, use Add Credit on their customer record instead. See How to add credit to a customer's account
Before you start
Decide which credit class each balance belongs to, for example Everything or Shipping Dollars. The class decides what the credit can be spent on. See What are the different types of credit?
Decide when each credit expires. Every imported credit needs an expiry date.
Write dates as yyyy-MM-dd, for example 2027-06-30, and set the date column to text format so your spreadsheet program doesn't change it.
How to add credit
Your CSV file needs these columns. All three are required for the credit to be added:
Email: the customer's email address.
Additional Credit - Credit Class: the class of credit, for example Everything or Shipping Dollars.
Additional Credit - Expiry Date: when the credit expires, for example 2027-06-30.
Additional Credit - Amount: the amount, as a number, for example 30.
Go to Customers.
Click + Import Customers CSV.
Under CSV file, click Choose File and select your file.
Scroll to the Account Credit section. Check that the three Additional Credit fields show the right columns from your file.
Click Import.
Read the Import Complete pop-up, then click Close.
Each row adds a new credit to the customer's account. It doesn't replace credit they already have.
How to expire existing credit
Expiring credit by import is mainly for correcting balances after a migration, for example when credit was imported twice or with the wrong amount. It sets the credit's remaining balance to $0.
Your CSV file needs these columns. All three are required, and they must exactly match the credit you want to expire:
Email: the customer's email address.
Expire Existing Credit - Credit Class: the class of the credit, for example Shipping Dollars.
Expire Existing Credit - Expiry Date of Credit: the credit's current expiry date, for example 2027-06-30.
Expire Existing Credit - Remaining Balance of Credit: the amount left on that credit right now, for example 15.
Find these values on the customer's record: open the Credit / Balance tab. Then follow the same steps as for adding credit, checking the three Expire Existing Credit fields in step 4.
What happens next
The customer's credit balance shows next to their name on the Customers screen.
On the customer's record, the Credit / Balance tab lists each credit with its class, remaining amount, expiry date, initial amount and created date. Imported credit has an Import label. Click All Credit to see expired credit too.
Customers aren't emailed or notified when credit is added or expired by import.
Customers can spend imported credit the same way as any other credit. See How customers use their credit
Troubleshooting
The import finished but no credit was added: check that all three Additional Credit columns are filled in for that row and matched in the pop-up. If any one is missing, no credit is added.
The credit wasn't expired: the class, expiry date and remaining balance must exactly match one credit on the customer's account. Open the Credit / Balance tab and copy the values from there.
A row failed with a date error: write the date as yyyy-MM-dd and set the column to text format.