SIMcloud’s bulk Gift Card CSV workflow lets a business prepare multiple voucher orders, validate the rows, review the total and then track every result. It is suitable for staff rewards, grocery support, customer recovery, competitions and other approved voucher campaigns.
This tutorial focuses on building a safe CSV process. Always download the current SIMcloud template before preparing a live batch because headers and validation rules are operational inputs, not permanent facts to recreate from memory.
When to use bulk voucher CSV
Use CSV when the recipient list is already approved and the operator needs to fulfil several vouchers in one controlled run. Use the single portal order for occasional purchases. Use the VAS API when fulfilment originates inside another application and needs automation.
| Method | Typical volume | Best control |
|---|---|---|
| Single order | One or a few | Manual confirmation per voucher. |
| CSV batch | Approved operational list | Row validation and aggregate-total review. |
| VAS API | Repeated application-driven orders | Programmatic validation, persisted IDs and controlled polling. |
Download and protect the current template
- Sign in and open the bulk Gift Card CSV page.
- Download the current template.
- Save an untouched master copy.
- Prepare the live batch in a working copy.
- Do not rename, remove or reorder required columns.
Use spreadsheet text formatting for identifiers that may contain leading zeros. Keep references concise and unique. Export through the spreadsheet’s CSV function so commas and quotation marks are escaped correctly.
Complete one voucher per row
Every row should map to one approved recipient or purpose. Use the product returned in the live SIMcloud catalogue and an amount that is currently available for that product.
- Exact current voucher product.
- Valid current amount.
- Unique internal reference.
- No completed voucher codes.
- No unnecessary personal or sensitive data.
- No duplicate programme reference.
Product names and amounts are catalogue data. Refresh them before a new campaign. A spreadsheet copied from an old batch can contain products or denominations that are no longer supplier-available.
Validate before upload
- Compare the row count with the approved recipient count.
- Sum the voucher values and compare them with the approved budget.
- Check duplicate references.
- Confirm the selected retailer for every recipient.
- Export the working sheet as CSV.
- Open the exported file in a plain-text viewer to confirm one header and one row per voucher.
- Keep the approval file and fulfilment CSV in controlled storage.
Upload, correct and review
- Upload the CSV to the SIMcloud bulk Gift Card workflow.
- Read every validation error and correct the source spreadsheet.
- Export a fresh CSV and upload it again.
- Do not repair only the uploaded copy without updating the controlled source.
- Review the accepted product, amount and reference for every row.
- Confirm the batch total and available wallet balance.
- Release the batch once.
Never re-upload because processing looks slow. Open the existing batch and inspect its state first. Releasing the same approved rows twice can create duplicate value.
Monitor and reconcile every result
A batch is not complete merely because it was accepted. Track each order until it is successful, failed or escalated. Use your reference to map the row back to the approved recipient.
| Final group | Next action |
|---|---|
| Successful | Verify the voucher details, deliver privately and record delivery. |
| Pending | Keep monitoring the same order; do not duplicate it. |
| Failed | Record the reason, order ID and reference, then follow the approved retry or replacement process. |
| Unavailable product | Return to the programme owner for an approved alternative. |
Frequently asked questions
Should I reuse an old voucher CSV template?
Download the current template for each new workflow and retain an untouched master copy.
Can a CSV contain different voucher brands?
Yes, when the batch workflow accepts them and every product and amount is currently valid.
Should the employee name be the reference?
Prefer a unique internal identifier that reconciles to the approved list without exposing unnecessary personal data.
What if one row fails?
Reconcile that row separately using its reference and order ID. Do not repeat the successful rows.
When should we move to the API?
Use the VAS API when orders are created repeatedly inside another system and manual CSV preparation becomes the operational bottleneck.