Import Orders
Table of Contents
- 1. Use Cases — 3 common scenarios
- 2. Features — Dialog / Steps / Field Reference
- 3. FAQ — Error Messages / Operations / Notices
- 4. Related Features
1. Use Cases
Quick Links: Batch Create Orders ｜ Update Existing Orders ｜ Use an Import Template
Scenario 1: Batch Import a Merchant's Order File
Situation: A merchant provides an Excel file with 50 orders that need quick entry.
Steps:
▸ Prepare the File
- Click "Import" → "Download Template"
- Fill in order data following the template format
- Put the "Order Number" on each order's first row; following rows hold the item details
▸ Upload
- Select the 貨主
- Upload the file, do not check "Override existing data"
- Click "Upload"
Result: Check the created count and results under "Data Exchange Logs" → "Import Logs".
Scenario 2: Update Existing Orders
Situation: Previously created orders need address or quantity changes.
Steps:
- Note the Order Numbers to modify
- Fill in the corrected order data in Excel (using the same order numbers)
- Upload the file with "Override existing data" checked
- Click "Upload"
Result: The system overrides the existing orders with the Excel data. Overriding clears the original item details and replaces them with the Excel items.
⚠️ Note: Only editable orders can be updated; orders already in picking or shipped can't be overridden.
Scenario 3: Use an Import Template for a Merchant's Own Format
Situation: A merchant always sends Excel files in their own format with different column names, and you don't want to rework the file every time.
Steps:
- Create an import template first (mapping the merchant's columns to system fields)
- Click "Import" and select the 貨主
- Choose the template in "Import Template"
- Upload the merchant's file as-is and click "Upload"
Result: The file is parsed using the template's column mapping; no manual column renaming needed.
2. Features
When a merchant has many orders to create at once, use import to batch-create them from Excel instead of typing each one. Download the template, fill in the orders, select the merchant and upload — the system creates the orders and starts checking inventory.
| Case | Use Import | Create Manually |
|---|---|---|
| Merchant places many orders at once | ✅ | |
| Orders from multiple channels need batch creation | ✅ | |
| Each order has many items | ✅ | |
| Only 1-2 orders | ✅ faster | |
| Very few items (1-3) | ✅ create directly |
Quick Links: Dialog ｜ Steps ｜ Override Option ｜ Field Reference
2.1 Dialog
Clicking "Import" opens a dialog:
| Button / Option | Function |
|---|---|
| Order Type | Fixed to "Normal Order" for order import |
| Import Template | Optional; apply a saved template's column mapping, otherwise the system default format is used |
| Download Template | Download the Excel template to fill in order data |
| Select Merchant | Choose the merchant these orders belong to |
| Select File | Click to choose the Excel file, or drag it in |
| Attachments | Optional; attach JPEG, PNG or PDF files up to 10MB each |
| Note | Optional; a note for this import |
| Override existing data | When checked, existing Order Numbers are overridden with the Excel data |
| Upload | Run the import after confirming the file and settings |
2.2 Steps
▸ Step 1: Download the Template
- Click "Import"
- Click "Download Template"
- Open the downloaded file in Excel
▸ Step 2: Fill in Data
- The first row is the header — don't change it
- Enter data from the second row
- Important: each order's first row must have the "Order Number"; following item rows of the same order can leave it blank
- "Order Number", "Receiver Name", "Phone", "Address", "Channel", "Shipping Type", "Product SKU", "Inventory Type Code" and "Quantity" are required
- Save (keep the .xlsx format)
Excel structure example:
| Order Number | Receiver Name | Phone | Address | Channel | Shipping Type | Product SKU | Inventory Type Code | Quantity |
|---|---|---|---|---|---|---|---|---|
| ORD001 | John Wang | 0912345678 | Xinyi Dist., Taipei... | Web Store | Home Delivery | SKU-A | Good | 2 |
| SKU-B | Good | 1 | ||||||
| SKU-C | Good | 3 | ||||||
| ORD002 | Mary Lee | 0923456789 | Banqiao Dist., New Taipei... | Web Store | Home Delivery | SKU-D | Good | 1 |
| SKU-E | Good | 2 |
The example creates 2 orders: ORD001 (3 items) and ORD002 (2 items)
▸ Step 3: Upload
- Return to the "Import" dialog
- Select the 貨主
- Click "Select File" or drag the file in
- Decide whether to check "Override existing data":
- Creating orders: leave unchecked
- Updating orders: check it
- Click "Upload"
▸ Step 4: Check the Result
- Go to "Data Exchange Logs" → "Import Logs"
- Find the import record
- Check the created and updated counts
- If anything failed, open it to see the error messages
2.3 "Override existing data" Option
This option decides: what happens when the Order Number already exists?
| Setting | When the number exists | When to use |
|---|---|---|
| Unchecked (default) | Error; the row is not imported | Creating orders |
| Checked | The system data is overridden with the Excel data | Updating orders |
⚠️ Important:
- Only editable orders can be overridden
- Overriding clears all original item details and replaces them with the Excel items
- Overriding fails if the receiver name doesn't match
2.4 Field Reference
Fields marked with * are required
Order Fields (first row of each order)
| Field | Description |
|---|---|
| *Order Number | Unique identifier; must not repeat within a 貨主 |
| Extra Order Number | Extra reference, e.g. marketplace order number |
| *Receiver Name | Full receiver name |
| *Phone | Receiver phone |
| Receiver email | |
| *Address | Delivery address |
| Postal Code | Postal code |
| City | City |
| District | District |
| Country Code | Country code |
| State/Province | State or province |
| *Channel | Sales channel name, must match the channels enabled for the merchant |
| E-Commerce Platform | Platform account name, must match system settings |
| *Shipping Type | Delivery method name, must match system settings |
| Total Price | Order total |
| COD Amount | Cash-on-delivery amount (number; blank when not COD) |
| Urgent | "Y" or "N" |
| Order Note | Note for the whole order |
| Delivery Date | Requested delivery date, format YYYY-MM-DD |
| Scheduled Shipping Date | Planned shipping date, format YYYY-MM-DD |
| Currency | Currency code, e.g. TWD, USD |
| Delivery Time | Options: AM, PM, Anytime (blank counts as Anytime) |
| Store ID | Convenience store code for store pickup |
Item Fields (every row)
| Field | Description |
|---|---|
| *Product SKU | Product SKU; should exist in the system |
| *Inventory Type Code | Inventory type name (per merchant settings, e.g. Good, Defective) |
| *Quantity | Ordered quantity, must be greater than 0 |
| Unit Price | Price per unit |
| Item Note | Note for this item |
| Expiration Limit | Requested expiration date, format YYYY-MM-DD |
| Manufacturing Date | Requested manufacturing date, format YYYY-MM-DD |
| Batch | Requested batch |
| Internal Note | Internal warehouse note |
3. FAQ
Quick Links: Error Messages ｜ Operations ｜ Notices
3.1 Common Error Messages
▪ Required Fields Missing
Messages: "XXX can't be blank" (e.g. Product SKU, Quantity, Inventory Type Code, Receiver, Phone, Address), "Shipping type is required"
Why: A required field was left empty.
Fix:
- Make sure each order's first row has the basics (Order Number, Receiver Name, Phone, Address, Channel, Shipping Type)
- Make sure every item row has Product SKU, Quantity, Inventory Type Code
▪ Invalid Format
Messages: "Quantity must be greater than 0", "Invalid delivery time value"
Why: A value doesn't match the expected format.
Fix:
| Field | Format |
|---|---|
| Quantity | Integer greater than 0 |
| Dates | YYYY-MM-DD (e.g. 2026-01-15) |
| Delivery Time | Only "AM", "PM", "Anytime" or blank |
▪ Data Not Found
Messages: "Channel not found", "E-commerce platform not found", "Shipping type not found", "Inventory type not found"
Why: A value in the Excel file doesn't exist in the system.
Fix:
| Error | What to check |
|---|---|
| Channel not found | Match the channel name with the channels enabled for the merchant; this field is required and cannot be blank |
| Platform not found | Match the platform name with system settings, or leave blank |
| Shipping type not found | Match the delivery method name with the merchant's shipping settings |
| Inventory type not found | Match the inventory type name with the merchant's settings (commonly: Good) |
▪ Data Conflicts
Messages: "Order already exists", "Order can't be updated", "Receiver name mismatch"
Why: The Order Number already exists or the Status doesn't allow updates.
Fix:
| Error | Solution |
|---|---|
| Order already exists | To update, check "Override existing data"; to create, use a different order number |
| Order can't be updated | Only editable orders can be overridden; picked or shipped orders can't be changed via import |
| Receiver name mismatch | Make the receiver name in Excel match the original order |
3.2 Operations
▪ Where do I download the template?
"Orders" → "Order List" → "Import" at the top right → "Download Template"
▪ What happens if a SKU doesn't exist in the system?
The order is still created and the item is recorded as an "Unknown Product"; map it to the correct product on the order detail or unknown products page before inventory can be allocated. If the merchant has enabled rejecting unknown products, the order fails to import instead.
▪ How many orders can be imported at once?
| Count | Recommendation |
|---|---|
| 1-50 | Import in one go |
| 50-100 | One go is fine, just slower |
| 100+ | Split into batches |
Large files may take a few minutes; results appear in "Import Logs".
▪ How do I put multiple orders in one Excel file?
Use the "Order Number" column:
- Leave it blank on following item rows of the same order
- Fill in a new number to start a new order
The system groups rows by the "Order Number" column.
▪ Can shipped orders be updated?
No. Only editable orders can be updated via import. Check shipped or canceled orders on their detail pages.
▪ What is the "Import Template" for?
When a merchant always sends files in their own format, create an import template once to map their columns, then choose it during import to upload their file directly without reformatting.
3.3 Notices
⚠️ Important
- Overriding clears all original item details and replaces them with the Excel items
- Only editable orders can be overridden
- Overriding cannot be undone automatically
- The receiver name must match when overriding
- "Order Number", "Receiver Name", "Phone", "Address", "Channel", "Shipping Type", "Product SKU", "Inventory Type Code" and "Quantity" are required
- Date format: YYYY-MM-DD (e.g. 2026-01-15)
- Large files may take a few minutes; wait for the import to finish before uploading the next file
4. Related Features
| Feature | Description | Link |
|---|---|---|
| Order List | View, search and manage orders | Go |
| New Order | Manually create a single order | Go |
| Product List | Confirm products exist | Go |