How to Import and Export Data Using CSV Files in PayHelm

PayHelm supports CSV file integration for both importing data into your account and exporting reports for analysis. This guide will show you how to use CSV files to upload order information and export your PayHelm reports.

What is a CSV File?

CSV stands for "Comma-Separated Values." It's a simple file format used to store data in a table structure, where each line represents a row and commas separate the columns. CSV files are universal and can be opened by almost any spreadsheet or data application.

Common applications that work with CSV files:
• Microsoft Excel
• Google Sheets
• Apple Numbers
• LibreOffice Calc
• Any text editor (Notepad, TextEdit, etc.)

CSV files are ideal for data transfer because they're lightweight, widely compatible, and easy to work with across different platforms and applications.

Importing Data with CSV Files

Manual Order Upload

PayHelm's Manual Order Upload feature allows you to import additional order data that may not be available through your connected platforms. This is useful for adding information like product costs, gateway fees, shipping costs, and tracking details.

What You Can Upload

Using the Manual Order Upload, you can import:

• Product costs
• Gateway fees
• Shipping costs
• Shipping methods
• Tracking information
• Meta data for your custom PayHelm reports

How to Upload a CSV File

1. Navigate to Integrations in your PayHelm account
2. Look for Manual Order Upload in the list of integrations
3. Click on the integration to open it
4. Prepare your CSV file with the required data format
5. Click the upload button or drag and drop your CSV file
6. PayHelm will process the file and import the data
7. Review the imported data to ensure accuracy

Preparing Your CSV File

Before uploading, make sure your CSV file:

• Has column headers in the first row that match the expected field names
• Contains clean, properly formatted data
• Uses the correct date formats if including dates
• Has one row per order or item you're uploading
• Doesn't contain special characters that might cause import errors

Best Practices for Importing

• Test with a small file first: Upload a few rows initially to ensure your format is correct
• Keep a backup: Always maintain the original CSV file in case you need to re-upload
• Use consistent formatting: Keep date formats, number formats, and text consistent throughout
• Verify after upload: Check that your data imported correctly by viewing it in PayHelm reports

Exporting Reports with CSV Files

PayHelm allows you to export any report to CSV format, giving you the flexibility to analyze your data in your preferred spreadsheet application.

Export Options Available

When viewing a report in PayHelm, you have three export options:

1. Export To CSV - Downloads the report as a CSV file to your computer
2. Export To Email - Sends the report as a CSV attachment to your email
3. Export To Google Drive - Saves the report directly to your Google Drive account

How to Export a Report to CSV

1. Navigate to the Reports section in PayHelm
2. Open the report you want to export
3. Apply any filters or date ranges to show the data you need
4. Click Apply to generate the report with your selected criteria
5. Click the Export To button in the top-right corner
6. Select Export To CSV from the dropdown menu
7. Your browser will download the CSV file
8. Open the file in your preferred spreadsheet application

Export To Email

If you prefer to receive the report via email:

1. Follow steps 1-5 above
2. Select Export To Email from the dropdown menu
3. The report will be sent as a CSV attachment to your registered email address
4. Check your inbox and download the attachment

This is useful when you want to share the report with team members or access it from a different device.

Export To Google Drive

To save directly to Google Drive:

1. Follow steps 1-5 above
2. Select Export To Google Drive from the dropdown menu
3. If this is your first time, you may need to authorize PayHelm to access your Google Drive
4. The CSV file will be saved to your Google Drive
5. Access the file from Google Drive on any device

This option is convenient for automatic backup and for accessing your reports from anywhere.

Working with Exported CSV Files

Opening in Microsoft Excel

1. Open Microsoft Excel
2. Go to File > Open
3. Select your downloaded CSV file
4. Excel will automatically format the data into columns
5. You can now use Excel's features to analyze, chart, or pivot your data

Opening in Google Sheets

1. Go to Google Sheets (sheets.google.com)
2. Click File > Import
3. Upload your CSV file
4. Google Sheets will convert it to a spreadsheet
5. Use Google Sheets features for analysis and collaboration

Learn more about importing CSV files to Google Sheets

Opening in Apple Numbers

1. Open Apple Numbers
2. Drag and drop the CSV file into Numbers, or use File > Open
3. Numbers will import the data as a new spreadsheet
4. You can now work with the data using Numbers' tools

Common Use Cases

Adding Missing Cost Data

If your ecommerce platform doesn't automatically sync product costs or shipping costs, use the Manual Order Upload to add this information. This enables PayHelm to calculate accurate profit margins and ROI.

Importing Custom Tracking Information

Upload tracking numbers, shipping methods, or carrier information to enhance your shipping analytics and customer service capabilities.

Exporting for Accounting

Export your sales and cost reports to CSV, then import them into your accounting software for bookkeeping and financial analysis.

Sharing Reports with Stakeholders

Export reports to CSV and share them with team members, investors, or partners who may not have direct access to your PayHelm account.

Creating Custom Dashboards

Export your PayHelm data to CSV, then import it into Excel, Google Sheets, or business intelligence tools to create custom dashboards and visualizations.

Backup and Archiving

Regularly export your reports to CSV format as a backup of your business data. Store these files securely for record-keeping and historical analysis.

Data Format in Exported CSV Files

When you export a report from PayHelm, the CSV file will include:

• Column headers: The first row contains the names of each metric or dimension
• Data rows: Each subsequent row represents a time period, product, channel, or other dimension based on your report
• Formatted values: Numbers, dates, and currency values are formatted for readability

The structure matches exactly what you see in your PayHelm report, making it easy to understand and work with.

Best Practices

For Importing

• Validate data before upload: Check for errors, duplicates, or missing information
• Use template files: If available, use PayHelm's template to ensure correct formatting
• Document your process: Keep notes on what data you've uploaded and when
• Upload regularly: For ongoing data like costs, establish a regular upload schedule

For Exporting

• Apply filters first: Set up your report filters before exporting to get exactly the data you need
• Use descriptive file names: When downloading, rename files to include the date and report type
• Keep organized: Create folders for different report types or time periods
• Export regularly: Set a schedule for exporting key reports for backup purposes

For Analysis

• Don't modify the original export: Work with a copy of the CSV file
• Document calculations: If adding formulas in Excel or Sheets, document what they calculate
• Cross-reference with PayHelm: Periodically verify your CSV data matches what's in PayHelm
• Save your work: If creating analysis in Excel or Sheets, save as .xlsx or Google Sheets format to preserve formatting

Troubleshooting

CSV File Won't Upload

If you're having trouble uploading a CSV file:

• Check file format: Ensure it's a .csv file, not .xlsx or another format
• Verify file size: Very large files may time out; try splitting into smaller batches
• Look for special characters: Remove unusual characters that might cause parsing errors
• Check encoding: Save your CSV file as UTF-8 encoding if you're including international characters
• Review column headers: Ensure they match the expected field names exactly

Data Doesn't Import Correctly

If data imports but looks wrong:

• Check delimiter: Ensure your file uses commas (not semicolons or tabs)
• Verify date format: Dates should be in a consistent format (e.g., YYYY-MM-DD)
• Check for missing quotes: If text contains commas, it should be in quotes
• Remove extra rows: Delete any blank rows or summary rows from your CSV

Export File Opens Incorrectly

If your exported CSV doesn't open properly:

• Try a different application: If Excel has issues, try Google Sheets or vice versa
• Check file extension: Ensure it saved as .csv, not .txt
• Re-download: Sometimes downloads get corrupted; try exporting again
• Import instead of open: Use the Import function in your spreadsheet app instead of double-clicking

Missing Data in Export

If exported data seems incomplete:

• Check report filters: You may have filters applied that limit the data
• Verify date range: Ensure your date range includes the data you expect
• Look for row limits: Some exports may have maximum row limits
• Try a smaller date range: If dealing with large datasets, export in smaller time periods

Security Considerations

When working with CSV files containing business data:

• Store securely: Keep CSV files in secure locations, not in public folders
• Limit sharing: Only share exports with people who need access to the data
• Delete when done: Remove CSV files from your downloads folder when you're finished
• Use encryption: For sensitive data, store files in encrypted folders or drives
• Be careful with email: When using Export To Email, ensure you're sending to the correct address

Getting Help

If you need assistance with CSV imports or exports:

• Contact PayHelm support through the in-app chat
• Visit the Help Center for more guides and articles
• Check the Integrations page for specific upload requirements

CSV files provide a flexible, universal way to get data into and out of PayHelm, giving you complete control over your business analytics and reporting.