How to enter wholesale orders into your account (VIDEO)

This 5-minute video explains how to import orders using Excel templates, export orders from different systems, and add new distributors when uploading orders.  

Subtopics and where they begin

Video transcript

Zoe:
Great. Let's take a few minutes to review how to get your orders into ShipCompliant so they appear like magic on your excise and gallonage reports. Most of our clients import their orders into ShipCompliant via Excel using a template we provide. You can find it by going to orders, enter wholesale orders, download order template. You'll need to export your order information from your accounting system, order management system and manipulate it into this format. It's really straightforward and we hope it won't require rocket science, but if you're having problems getting the data from your system, please just contact us. We'd love to help.

Zoe:
So a quick note, if you're an AMS, QuickBooks, or OBeer (Orchestrate) user, I recommend first reviewing our knowledge base articles on how to pull orders in from those systems. We map to the AMS format for wholesale orders, which means it just takes a couple of steps to import from AMS. For QuickBooks, we've outlined a simple process that takes some of the work out of getting your orders into our format. And we have an integration with OBeer that allows OBeer users to transmit all distributor invoices and credit memos to ShipCompliant automatically in real time. It's pretty sweet.

Zoe:
Great. So let's take a look at that spreadsheet. First, there are only a handful of required fields. These are marked in red, your distributor key and product key should look really familiar. They should match what's already been set up in your account. You’ll need to enter your invoice number from your order management system. For your invoice date and ship date, people usually ship an invoice on the same day. So often these are the same. Just remember that all wholesale reports are going to be based on ship date. So of the two dates, please make sure that this one's accurate. So we can accommodate if you invoice by case or by bottle. Usually it depends on your invoicing system. Then for quantity, enter the appropriate number of cases or bottles you've sold. And for unit price, remember to either enter the case price or the bottle price, depending on what you've entered in column H. So everything else on this spreadsheet isn't required. These reserved columns are just columns we've reserved in case another value needs to be added to the spreadsheet later. So please leave them blank, but whatever you do, don't remove them. If you don't have the columns in the import, it will fail. So brand key also is not required unless you have one product key that's set up under two different brands and lastly, FOB and tax, also not required, but we can capture them here. So once you feel like you've got a good spreadsheet, go to orders, enter wholesale orders. Usually you'll leave the mapping as ShipCompliant, unless you use AMS. In which case you'll choose the AMS mapping. So you don't need to set any other options. Just click continue here. It looks like there's an error.

Zoe:
Oh, so I forgot. So I've added a new distributor since I last imported my orders. So now ShipCompliant can't find the matching distributor in our system. So let's quickly add them here. So I'm going to add my Missouri distributor as a major brands distributor. Now I need to make sure that the distributor key matches the distributor key on my spreadsheet that I'm trying to upload. So I'm going to copy it here and just add that to my distributor key, add an effective date, and then go to the bottom here and click save. Great. So I'm just going to click, save and refresh to move this along.

Zoe:
So once you get to this pending import page, your upload is complete, you're done. Orders are now in our system and you can look for them in your search orders to see them, to make sure they've been uploaded and also on your reports. So let's just take a look and make sure they're in the system and we're good to go.