Submit Batch Modifications & Reversals

When a partner drives a conversion—like a sale—and the locking period for that action hasn’t yet passed, you can amend any incorrect action data by submitting a modification or reversal. This ensures the partner is paid out correctly when the locking period ends.

Actions are typically modified or reversed when customers return orders, make mistakes during checkout, or when items are out of stock.

You can submit modifications and reversals in bulk either via API, or through FTP/email as outlined in this article. The template you need for FTP/email submissions depends on whether you're tracking at the order or item level, as each requires different fields. If you're unsure which file to use, ask your CSM or contact support.

Which submission method is right for you?

If you want to...	Use this method...
Submit a manual, one-time file with no coding	​Email batch processing or upload file via FTP
Set up automated conversion reporting	​Conversions / Actions API, push file via FTP, or pull file via FTP

Things to keep in mind:

• Use supported file formats — Your submission file must be in .CSV or .XML format.
• Don’t add new data points — You can’t add new fields to a transaction, only update existing ones.
• Understand deduplication handling — When multiple actions share the same Oid/OrderId, impact.com applies updates to the newest ActionId. To override this, specify the desired ActionId.
• Use Amount correctly for reversals — To reverse an action, you can set Amount = 0. However, if the original Amount = 0, keeping it as 0 will register as a modification, and the action won’t be reversed.

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Step 1: Prepare your data file

1. Identify the template file relevant to your use case.

   • See Batch Modifications & Reversals Reference for template files with example data.
2. Paste the template content in a spreadsheet application (e.g., Microsoft Excel) or text editor (e.g., Notepad).
3. Below the header row, start adding the amended action data.

   • If you are using a text editor, use commas to separate each data point.
   • If you are using a spreadsheet editor, add each data point in a separate cell.

   Note: Make sure you're editing the spreadsheet cells in "Plain text" or "Text" format so that values aren't accidentally omitted.
4. Save the file with an identifiable name, such as: Batch_Mods/Reversals_2025_02_12.csv

   • For a list of commonly used fields in FTP/email batch processing, see Batch Modifications & Reversals Reference. Alternatively, see our Action & Conversion Field References for a complete list of supported fields.

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impact.com allows a maximum of 1,000 modifications per action. If you need to make further modifications thereafter, contact support.

1. From the top navigation bar, select [User profile] → Settings.
2. In the right column, under Tracking, select Event Types.
3. Select the name of the Event Type for which you want to submit batch modifications.
4. Next to Returns Processing, select [Edit].
5. Select Automate returns processing (advanced).
6. Choose one of the following FTP- or email-related methods to submit your file:

Upload file to system FTP server

We recommend splitting FTP/SFTP files to keep the maximum number of entries per file under 10,000.

1. Select Upload file to system FTP server.
2. Select Email FTP Username and Password and Save.
3. Once you have received your FTP credentials via email, use an FTP client to connect to impact.com with the following info:

   	FTP	SFTP
   Server	batch.impact.com	sftp://batch.impact.com
   Port	21	22
   Username	(Your case-sensitive impact.com FTP Username.)	(Your case-sensitive impact.com SFTP Username.)
   Password	(Your case-sensitive impact.com FTP Password.)	(Your case-sensitive impact.com SFTP Password.)

4. Once connected, upload your file to the main directory of the server.

   • If you have not received the FTP credentials email, contact the person who created your impact.com account. Alternatively, contact support.

Pull file from your own FTP server

We recommend splitting FTP/SFTP files to keep the maximum number of entries per file under 10,000.

1. Select Pull file from your own FTP server.
2. Enter the Server URL, Port, and Directory path to the batch modifications file on your FTP server. Enter the Username and Password that impact.com will use to connect to your FTP server.
3. Select Save and continue.
4. Upload your file to the Directory you specified above.

   • impact.com attempts to connect and download files from your FTP server every 24 hours, so your file may take up to 24 hours to be processed after upload.

Email file to system SMTP server

1. Select Email file to system SMTP server.
2. A unique email address will be provided for you just below your selected method. Copy this email address.
3. Using any email client, send an email to the unique address with your batch modifications file as an attachment.

   • Only include the unique email address for the event type in the To: field. If you need to send this file to others, include them in the CC: field.
4. You can leave the subject field and message body blank.

   • See an example of the email address below (yours will be slightly different):

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Step 3: Review your file submission

Once you've sent your .CSV or .XML file to impact.com, you can check back on its status to see if it was processed.

1. From the top navigation bar, select [User profile] → Settings.
2. In the left column, scroll to the Technical section and select File Submissions.
3. Use the table to review recent file submissions that impact.com has received, including the current processing status.

   • Submitted files will appear within 10-15 minutes of being submitted, while general reporting updates can take 2+ hours.
   • Below are various issues you may encounter when reviewing file submissions and actions you can take to troubleshoot them.

Submission troubleshooting reference

Issue	Action to take
Records column shows 0	Make sure the file extension is . CSV or .XML.
NO_CHANGE	There is no change made to the action. Please ensure you enter the final amount into the Amount column (e.g., enter 0 if you want to reverse actions).
BAD_DISPOSITION	The reason code you provided is not valid. Please use one of the standard reason codes. Alternatively, you can set up a custom disposition code.
ALREADY_LOCKED	The action locking period has already passed. The action can no longer undergo modifications or reversals.
ActionTrackerld:ActionTrackerld value is invalid	This should correspond to the Event Type ID entered.
ACTION_NOT_FOUND	The OID you provided is incorrect. Please provide a correct OID.
ALREADY_REVERSED	The action has already been reversed.
ALREADY_APPROVED	The action has already been approved.