Import Inbound
Contents
1. Feature Guide
When a merchant delivers many product lines at once, or you need to register several inbounds together, instead of typing each one by hand in "New Inbound" you can open the import dialog from the inbound list with "Import" and upload one Excel template covering the whole batch. The system creates or updates the inbounds from the template, saving you the time of entering them one by one.
Quick Jump: Dialog Fields | Workflow | Template Columns | Multiple Lines per Inbound | Override Existing Data
1.1 Dialog Fields
Clicking "Import" in "Inbound List" opens the import dialog. The fields and buttons, top to bottom, are below. Fields marked with * are required.
| Field / Button | How to fill | Notes |
|---|---|---|
| Import Template | Optional. If you created import templates earlier, select one to apply its column mapping | Leave empty to use the system default column mapping. Select the template before downloading, so the template headers align with it |
| *Select Merchant | Select the merchant these inbounds belong to | The inbounds are created under this merchant; single-merchant plans do not show this field |
| Download Template | Download the Excel template and fill in your inbound data following it | You must select a merchant first; the template includes that merchant's product custom-attribute columns |
| *Select File | Click to choose a file, or drag it into the upload area | Only .xlsx / .xls, max 10MB per file, one file at a time |
| Override existing data | Checked by default; decides whether to overwrite an inbound with the same name | See Override Existing Data for the meaning |
| Upload | After confirming the merchant, file, and checkbox state, click to submit the import | The "Cancel" next to it closes the dialog and discards this import |
1.2 Workflow
▸ Download the template
- In "Inbound List", click "Import" in the top right to open the dialog
- Select the merchant in "Select Merchant" first
- Click "Download Template" and open the downloaded template in Excel
▸ Fill in the template
- The first row contains column headers — do not change it
- Enter data from the second row; see Template Columns for how to fill each field
- One inbound can span multiple product lines; see Multiple Lines per Inbound
- Save the file, keeping the .xlsx format
▸ Upload and import
- Return to the "Import" dialog and confirm the same merchant is selected
- Click "Select File" to choose the file, or drag it into the upload area
- Adjust the "Override existing data" checkbox as needed (uncheck to create, keep checked to update)
- Click "Upload" to submit
▸ Check the results
- After importing, the progress and success / failure results of this run are recorded in "Data Exchange Logs" → "Import Logs"
- Find this import record there to review the successful and failed lines; failed lines list their reason
- The inbound list does not refresh automatically — go back to the list and refresh manually to see the newly created inbounds
1.3 Template Columns
The column names below are the headers in the Excel template. Fields marked with * are required.
Inbound-level columns (first row of each inbound):
| Column | How to fill | Notes |
|---|---|---|
| *Inbound Name | The identifying name of this inbound | Must be unique within the merchant; it is the key for identifying and overwriting existing inbounds |
| Extra Number | E.g. a purchase order or shipping number from a third-party system | Optional |
| Expected Arrival Date | Expected date the goods reach the warehouse, format YYYY-MM-DD | Optional |
| Inbound Type | One of "Receiving", "Sales Return", "Production" | Defaults to "Receiving" if empty |
| Note | A note for the whole inbound | Optional |
| Supplier Name | The supplier name | Must be a supplier already created for the merchant, otherwise the import fails |
Product-level columns (every product line):
| Column | How to fill | Notes |
|---|---|---|
| *Product SKU | The product's SKU | Must be a product already created for the merchant, otherwise the import fails |
| Inventory Type Code | A code enabled for the merchant | Optional; if filled, it must be a code enabled for the merchant |
| *Scheduled Quantity | The quantity this line is expected to receive; must be a number | Required, cannot be less than 0 |
| Expiration Date | Product expiration date, format YYYY-MM-DD | Optional, can be filled in during verification |
| Batch | Product batch number | Optional, can be filled in during verification |
| Item Note | A note for this line | Optional |
📌 Note: If the merchant has defined product custom attributes, the template adds matching columns automatically. These custom-attribute columns are never required when importing inbounds and can be left empty.
1.4 Multiple Lines per Inbound
If one inbound has several products, use the "Inbound Name" column to group them:
- The first row of each new inbound must fill in the "Inbound Name" and that inbound's inbound-level columns
- The following product rows of the same inbound leave "Inbound Name" empty, and the system groups them under the previous inbound
For example: the first row has the inbound name + the first product, the next few rows have only products with the name left empty, forming one inbound with multiple lines; the next inbound starts again from a row that fills in the name.
1.5 Override Existing Data
"Override existing data" is checked by default. The system matches existing inbounds by "Inbound Name" and decides the action from the checkbox state and the existing inbound's status:
| Checkbox state | When an inbound with the same name exists | When to use |
|---|---|---|
| Unchecked | Reports an error; this inbound is not imported | Creating new inbounds, to avoid overwriting existing ones |
| Checked (default) | If the inbound is in the editable "Pending" status, updates it (replacing the original lines with the template's lines); otherwise reports an error and does not overwrite | Updating existing inbounds |
Change details:
- Prerequisite: The inbound being overwritten must be in "Pending" status; inbounds that have started verification (and any later status) cannot be overwritten.
- Side effect: Overwriting clears the inbound's original lines and replaces the whole batch with the template's lines.
- Reversibility: Once overwritten, the pre-overwrite content cannot be restored automatically.
2. FAQ
Quick Jump: Questions | Important Notes
2.1 Questions
▪ Where do I download the template? Why is the download button disabled?
In "Inbound List", click "Import" to open the dialog, select "Select Merchant" first, and the "Download Template" button becomes clickable. Without a merchant selected the download button is disabled, because the template needs to include that merchant's product custom-attribute columns.
▪ One inbound has many products — how do I fill the Excel?
Put the inbound name and inbound-level columns on the first row, and leave "Inbound Name" empty on the following product rows of the same inbound. See Multiple Lines per Inbound.
▪ Where do I see success or failure after importing?
Go to "Data Exchange Logs" → "Import Logs" to view this import's results and failure details. The inbound list does not refresh automatically — refresh it manually after returning.
▪ What does "Override existing data" mean? Will it overwrite an inbound already verified?
It decides whether to overwrite an inbound with the same name. It only overwrites inbounds still in "Pending" status; inbounds that have started verification are not overwritten and the system reports an error instead. See the full rules in Override Existing Data.
▪ Why did the whole batch fail to import?
The most common cause of a whole-batch failure is that the merchant has not set a default warehouse, so the system does not know which warehouse to receive into. Confirm the merchant has a default warehouse set, then import again. Other failures are usually per-line issues; see the categories in Common causes of import failure.
▪ Are Batch and Expiration Date required?
No. The inbound is a "plan", so Batch and Expiration Date can be left empty at this stage and filled in with the actual batch and expiration when the goods are verified on arrival.
▪ Are there file format or size limits?
Only .xlsx / .xls are supported, with a 10MB limit per file and one file at a time.
▪ What if a product / supplier / inventory type is not found?
It means a value in the template does not exist under that merchant. Use the table below to create the data first or correct the value, then import again:
| Object not found | What to do |
|---|---|
| Product | Check the Product SKU spelling; go to "Products" → "Product List" to confirm the product exists, and create it first if not |
| Supplier | Go to "Purchasing" → "Supplier List" to confirm the supplier exists |
| Inventory type | Go to "Merchant Settings" → "Merchant Inventory Types" to confirm the codes enabled for the merchant, then fill one in |
▪ What are the common causes of import failure?
They fall into four categories:
| Category | Common situations | What to do |
|---|---|---|
| Required field missing | Missing Product SKU, missing Scheduled Quantity, or the first row of an inbound has no Inbound Name | Fill the Product SKU and Scheduled Quantity on every line; each new inbound's first row needs a name |
| Invalid format | Scheduled Quantity is not a number, or Inbound Type is a value that does not exist | Change the quantity to a number of 0 or more; use one of the three allowed inbound types or leave it empty |
| Data not found | Product / supplier / inventory type not found, or the merchant has no default warehouse | Create the matching data or correct the value first; set the merchant's default warehouse if missing — see the questions above |
| Data conflict | An inbound with the same name exists but "Override existing data" was not checked, or the inbound is no longer in "Pending" status and cannot be overwritten | To update, check override and confirm the inbound is still editable; to create, use a non-duplicate inbound name |
2.2 Important Notes
⚠️ Important reminders
- "Override existing data" is checked by default — remember to uncheck it when creating new inbounds, so you do not overwrite an existing inbound with the same name.
- Overwriting clears all original lines and replaces the whole batch with the template's lines, and it cannot be restored automatically afterward.
- Only inbounds in "Pending" status can be overwritten; inbounds that have started verification are not overwritten.
- The merchant must have a default warehouse set before importing, otherwise the whole batch fails.
💡 Tips:
- Select the merchant before downloading the template, so it includes that merchant's product custom-attribute columns.
- Create your products in "Products" → "Product List" before importing to greatly reduce "product not found" failed lines.
3. Related Features
| Feature | Description | Link |
|---|---|---|
| Inbound List | View, search, and manage inbounds; the import entry is also here | Go |
| New Inbound | Manually create a single inbound; faster than importing when there are few lines | Go |
| Inbound Details | View a single inbound's content and verification progress | Go |
| Product List | Confirm products exist before importing | Go |
| Import Logs | View the success and failure results of each import | Go |