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CSV Order Import Guide

Import orders using a simple CSV file. Think of it like creating a spreadsheet with your delivery information.

What You Need (Minimum Required Fields)

Your CSV file must have these two columns:

  • PickupLocationName - Where to pick up from (like “My Warehouse” or “Store Downtown”)
  • DestinationLocationName - Where to deliver to (like “Customer ABC” or “Main Office”)

That’s it! Everything else is optional and can help you add more details.

Download and Prepare Template

📥 Download CSV Template

The template includes sample data with common fields you might use:

PickupLocationName,DestinationLocationName,InternalOrderNumber,CustomerName,Product,PickupContactFirstName,PickupContactEmailAddress,DestinationContactFirstName,DestinationContactEmailAddress,Date
My Warehouse,Customer Store,ORDER-001,ACME Company,5 boxes,John,john@warehouse.com,Sarah,sarah@store.com,2024-01-15
Distribution Center,Office Building,ORDER-002,Tech Corp,computer equipment,Mike,mike@distribution.com,Lisa,lisa@office.com,2024-01-16

Steps to prepare:

  1. Download the template
  2. Replace the sample data with your own
  3. Save as CSV format (not Excel .xlsx)

Add Optional Fields (Optional)

You can add any of these columns to include more details:

Basic Order Info:

  • InternalOrderNumber - Your order number (like “ORDER-001”)
  • CustomerName - Customer name (like “ACME Company”)
  • OrderReference - Customer’s reference number
  • Date - When the order should happen (format: 2024-01-15)

Contact Information:

  • PickupContactFirstName / PickupContactLastName - Person at pickup
  • PickupContactEmailAddress / PickupContactPhoneNumber - Pickup contact info
  • DestinationContactFirstName / DestinationContactLastName - Person at delivery
  • DestinationContactEmailAddress / DestinationContactPhoneNumber - Delivery contact info

Specific Addresses (if needed):

  • PickupAddressName - Street name (like “Main Street”)
  • PickupAddressNumber - House number (like “123”)
  • PickupAddressRegion - City / PickupAddressPostalCode - ZIP code
  • Same fields available for Destination addresses

Timing Windows:

  • PickupEarliest / PickupLatest - Pickup time window
  • DestinationEarliest / DestinationLatest - Delivery time window
  • Format: “2024-01-15 09:00:00”

What You’re Delivering:

  • Product - Description (e.g., “3 boxes”, “furniture”, “2 boxes;3 pallets” for multiple)
  • Weight - Total weight (like “50.5” for 50.5 kg)
  • Parcels - Number of packages (like “3”)

Complete Example

Here’s what a complete CSV file might look like:

PickupLocationName,DestinationLocationName,InternalOrderNumber,CustomerName,Product,PickupContactFirstName,PickupContactEmailAddress,DestinationContactFirstName,DestinationContactEmailAddress,PickupEarliest,DestinationLatest
Central Warehouse,Downtown Store,ORDER-001,Fashion Retailer,5 boxes,John,john@warehouse.com,Sarah,sarah@store.com,2024-01-15 08:00:00,2024-01-15 17:00:00
Main Distribution,Customer Office,ORDER-002,Tech Company,computer equipment,Mike,mike@distribution.com,Lisa,lisa@techcompany.com,2024-01-16 09:00:00,2024-01-16 16:00:00
Storage Facility,Retail Location,ORDER-003,Book Store,3 pallets;fragile books,Anna,anna@storage.com,David,david@bookstore.com,2024-01-17 10:00:00,2024-01-17 15:00:00

Upload and Review

  1. Save your CSV file and ensure it’s in CSV format (not Excel)
  2. Upload to the import system via the admin interface
  3. Review any errors - the system will tell you exactly what’s wrong and which row
  4. Fix and re-upload if needed

Important Tips

File Format:

  • Save your file as CSV (not Excel .xlsx)
  • You can use Excel, Google Sheets, or any spreadsheet program
  • No index column needed - just start with your column headers

Column Names:

  • Use the exact column names shown above (copy and paste to be safe)
  • Column names are case-sensitive
  • You don’t need all columns - only the ones you want to use

Data Format:

  • Dates: Use format 2024-01-15 or 2024-01-15 14:30:00 for specific times
  • Yes/No fields: Use “yes” or “no”, “true” or “false”, or “1” or “0”
  • Multiple products: Separate with semicolon like “3 boxes;2 pallets;equipment”
  • Phone numbers: Any format works (“555-1234” or “555.1234” or “5551234”)

Common Mistakes to Avoid

  • Don’t include row numbers or index columns
  • Make sure pickup and destination names are filled in for every row
  • Check that email addresses look correct (contain @ symbol)
  • Dates should be in YYYY-MM-DD format

What Happens If Something Goes Wrong?

The system will tell you exactly which row has a problem and what’s wrong. For example:

  • “Row 3: Missing pickup location name”
  • “Row 5: Invalid date format”

Just fix the problem in your CSV file and try uploading again.

Need Help?

If you’re having trouble:

  1. Start with just the two required columns (pickup and destination names)
  2. Add one more column at a time
  3. Test with a small file (2-3 rows) first
  4. Make sure you save as CSV format, not Excel

Remember: You only need pickup and destination location names to get started. Everything else can be added later!

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