Three main payment methods exist: online payment, bank transfer, and cash on delivery. Online payment is automatically recorded—the order is marked as paid, and this information is then imported into the Base system. For bank transfers or cash on delivery, the seller must manually record the payment.
Base supports the accounting process for these payment types. In the Orders → Import of transfers section, a seller can import files:
- bank-provided file with direct customer transfer list (traditional transfer);
- carrier-provided file with cash on delivery list.
Based on these files, the system can automatically mark orders as paid in the Base panel.
This solution offers:
- time savings. Manual transfer accounting can be extremely time-consuming. Some sellers must analyze each account deposit separately and match it to specific system orders, and with increased turnover – create separate accounts and assign new employees to manage them;
- additional control of actual account deposits. Transfer and cash on delivery imports help detect potential carrier errors.
For the system to correctly mark an order as paid, the following conditions must be met:
- the transfer title must include: order number from Base, shop order number, or transaction ID (depending on the matching parameter chosen in import format settings). To achieve this:
- for traditional transfer – inform the client to include the correct number in the transfer title,
- For cash on delivery – configure the carrier plugin to automatically add the number to the shipping label;
- the file must be imported in CSV format.
Import format
To import transfers and cash on deliveries, you can create a custom import format. Each defined format can be copied, edited, and deleted.
To create a new format, click +Add format and fill in the following details:
- Import name – any name displayed in the panel;
- Description;
- Column separator;
- Column – Title – column numbers containing transfer title (separated by commas);
- Match by:
- Order ID – order number in Base,
- Order ID in the shop,
- Transaction number;
- Column – Amount – column number containing transfer amount.
Additional options after selecting Display advanced import options:
- Column – Tracking number – column number containing shipment number;
- Omit rows;
- Trimming title start;
- Reverting price.
Transfer import cannot be undone, so we recommend using a truncated file with only a few records for the first import. This allows you to verify if the file correctly marks selected orders as paid.
File format
File requirements for correct reading:
- must contain order ID from Base/shop/transaction number. Marketplace offer numbers won’t be recognized as they don’t uniquely identify an order;
- shop order number must be at least 4 digits. This allows the system to ignore random numbers in titles that aren’t order numbers. Sometimes order numbering might need adjustment, like adding 1000 to each number. For example, number 340 would become 1340, which the system can then correctly identify;
- only CSV format is supported for transfer imports. If the file is in XLS, convert it to CSV in MS Excel using Save As and selecting CSV (comma-delimited). The file should remain in the format received from the carrier.
The imported file must have the appropriate format, with the matching number and amount located in the correct column.
Transfer import
If a client pays via traditional transfer, they must include a specific number in the transfer title for matching (Base order number, shop order number, or transaction ID). Creating an automated e-mail action informing the client about the required transfer title number is recommended. This ensures the number appears in the transfer list file, enabling automatic order payment marking.
To perform the import, go to Orders → Import of transfers and follow these steps:
- Select Bank (pre-created import format).
- Import transfer list file (ensure CSV format).
- On successful import, Base automatically changes payment status for selected orders to Paid.
- Correctly detected payment sets order value per imported amount.
- Once marked paid, no further payment imports will change status.
- Mismatched amount displays warning.
- Manual marking required for payment discrepancies.
- Import does not sum multiple payments; uses last imported value.
- Archived orders are not recognized during import.
Amounts from successive imports are not summed to prevent duplicate accounting. The last imported value becomes the current order value, assuming the order wasn’t previously marked as paid.
Example scenario:
- order value: 111 PLN;
- first transfer: 50 PLN, imported value: 50 PLN, payment status: mismatched payment;
- second transfer: 61 PLN, imported value: 61 PLN, payment status: mismatched payment (despite total matching order value, system doesn’t sum payments).
Cash on delivery import
For cash on delivery, the order number (from Base, shop, or transaction ID) must be placed on the shipping label. This requires configuring the specific carrier plugin appropriately.
Plugin settings vary by carrier. Order number can be placed in fields like:
- reference number,
- MPK number,
- package notes.
Example: for InPost, set order number in integration settings at Default settings of shipment and printouts → Content description → Order ID.
Poczta Polska exception:
- sends each cash on delivery via separate transfer;
- transfer title includes shipping number;
- orders recognized by shipping number;
- shipping number must be space-separated from other information.