AllGo Mastercard - Paid Replacements, Refunds,Cancellations HubSpot Import Process

Step 1. Create the Import Spreadsheet

• On your desktop drive, go to AllGo Group > Operations >  AllGo Mastercard - Orders

• For Replacements:

  • Open HubSpot Daily Replacements Tickets Imports - TEMPLATE and save as (press F12) a new file in the HubSpot Replacements Import Files - Current Year folder. Change the name of the file to "Replacement Import [Todays date] [Time of import]"

• For Cancellations and Refunds:

  • Open HubSpot Daily Cancellations Tickets Imports - TEMPLATE and save as (press F12) a new file in the HubSpot Cancellations Import Files - Current Year folder. Change the name of the file to "Cancellations Import [Todays date] [Time of import]"

Step 2. Locate Paid Orders

• In the AllGo Mastercard - Xero Invoice Tracking Google Sheet, Select either;

  1. Replacement Card Invoices (Xero) page for Replacements
     
     OR

  2. Cancellation & Refund Invoices (Xero) page for Refunds and Cancellations
     
     
     
     
• In either page find the Payment status Column, select the filter button and choose the option "Paid".
  
  
  
  
• Next copy all of the Invoice No. / Ticket No. before the any Import Complete rows.
  
  
  
  
  
  
• Paste all of the Invoice No. / Ticket No. into the import file you had previously opened.
  
  
  
  

• In the top row of tracker find the Import Complete and select "Imported".
  
  

4. Importing into HubSpot

Once you have the import spreadsheets completed as per above, you can then proceed to import either the Cancellations or Replacement spreadsheets into their respective pipelines

The import will use the Invoice No. / Ticket No. from the Tracker to match the tickets in the import file and update the status of the ticket in HubSpot.

Video: How to Import Order Import File Data into HubSpot

1. Go to the Pipeline of the tickets you would like to import (Replacements or Cancellations & Refunds).

• • In the top right corner, click Import.
    
    

2. Start the Import

• • Under 'Import a file', select Import Data.

• • Choose Advanced Imports (all objects).
  • Select Tickets.
  • Click Next.

• • In the Tickets file box, click the hyperlink text 'choose a file' to open a file select window.
  • Select your previously created Import file from the shared drive (e.g., Replacement Import 29.09.25 (9.00am)).

• Press Next.

3. Check the Property Mappings

If the Import File has been prepared correctly, the 'Map columns in your file to ticket properties' screen will look like this. All values should be mapped correctly, and if not they should be changed by selecting any dropdowns showing incorrect values and fixing them:



For an explanation of each Import File header, their corresponding property and their purpose in the import, see the table below.

• There will be a number of blank unmapped columns. ONCE THE ABOVE PROPERTIES ARE CORRECTLY MAPPED, tick 'Don't import data in unmapped columns' (bottom right of the screen) to remove them, which should allow you to continue.
• Press 'Next'.
  
  

4. Finish the Import

Once the import is complete, the imported tickets' properties will be updated accordingly, automatically moving them from 'Awaiting Payment' to - "Paid'.

To continue with the support ticket please see either:

• AllGo Mastercard - Replacement Cards
  

• AllGo Mastercard Cancellations & Refunds