All about importing wholesale orders

There are 2 ways to get your orders into ShipCompliant in bulk: Automatically from your fulfillment house via web services, or by manually importing them into ShipCompliant. This article is about how to manually import wholesale orders in bulk.

In this article, we’ll discuss preparing, uploading and saving orders. Also, we’ll answer common questions that users may have. For example, know that:

1. Successful orders are imported automatically.
2. Failures are quickly resolvable with ShipCompliant’s concise error report.
3. You can re-import any failed orders after resolving issues like missing products.

Order import templates

To import, you must have an import file that maps to ShipCompliant. The Wholesale Order Import (1031).xls is the import template for wholesale orders. There are 2 ways to access it:

1. In ShipCompliant, go to Orders, then click Enter Wholesale Orders.
   
   
   
   
2. Click Download Order Import Templates.
   
   
   
   

Preparing your order information

1. Using your order data (for example, from an order management system), add all available order information to the order import template.  
2. Use the Example and Descriptions sheets within the import template as a guide.
   
   
   
   
3. Save your file import, and rename it to describe the orders included.

Uploading your orders

1. In to ShipCompliant, go to Orders, then click Enter Wholesale Orders.
   
   
   
   
2. Click Choose File.
3. Select your saved file import (.xls) to upload.
4. Set the Spreadsheet Mapping to ShipCompliant. 
   
   
   
   
5. Choose compliance check and saving options.
   • Check for Compliance performs a compliance check, but doesn’t save the import once the compliance check is complete.
   • Save Order (Do NOT Check for Compliance) is typically used for historical orders that have already shipped.
   • Check for Compliance and Save Order (if Compliant) is a popular option.
     • If there are any non-compliant orders, you’ll have another chance to decide if you want to save these, or only save the compliant orders.
       
       
       
       
   • Overwrite existing sales orders (optional)  
   • Check this box if you want to overwrite existing orders that have the same sales order key (a.k.a. invoice number) as any orders in the file you’re importing.

If you use this option, any matching sales orders are voided immediately after you continue to the next step, regardless of whether you choose to commit the new orders at the end of the import process.

6. Choose your shipping date.
   • Do Not Set Ship Date is the default.
   • Select Use Today’s Date or Specify Date. Choosing these will override any ship date specified in your order file unless you also click the checkbox next to Use above ship date only when NOT specified in the order file. 
     
     
     
     
7. Tag shipments if you use them. 
   • Tagging orders is useful when searching or filtering orders in Advanced Search.
   • You can only enter one tag.
   • Don’t include any commas (,), colons (:), single quotes (‘), or quotation marks (“).
     
     
8. Click Continue.

Reviewing pending order issues

After completing the file import, you’ll be automatically directed to the Pending Order Imports screen.

Pending order imports go through distributor validation, product validation, and compliance checks (if you selected either Check for Compliance option under Import Details).

Distributor and product checks

1. The distributor key in column B of the import file must match the distributor key in ShipCompliant.
2. The product and brand keys in columns M & L must match your product and brand keys in ShipCompliant.
   • You can leave the brand column blank if your product keys are unique across all of your brands.
3. You must resolve distributor and product check errors to continue.
   • Click Cancel & Export.
   • Open the Export.xlsx file.
   • In the export file, read the personalized instructions for resolving the errors.
     
     
     
     
   • Make changes to resolve the error
     • Option 1: Edit your distributors, products and/or brands.
       • Watch this short video to learn more about adding products.
       • Learn more about brands in this video.
     • Option 2: Edit and save your import file if, instead, you’d like to keep your existing distributor setup.
   • Repeat the prior step of uploading your orders.

Compliance errors

1. If you see a compliance failure, an order didn’t pass one or more compliance rules for that state.
2. Read the details of the compliance check results to best address each failure. See the next section for more information.
   • Click the Refresh Errors button if you see that there are errors but don’t see any details.
3. If you click away from Pending Order Imports, you can get back to it.
   • Click Orders, then Enter Wholesale Orders. Then click the Pending Order Imports tab.
   • Alternatively, go to Operations to address pending processes.
     
     
     
     

Saving (or not saving) your orders

Your orders are automatically saved if both of the following are true:

1. You chose to Save your orders as outlined in step 5 of the prior section, Uploading your orders.
2. There are no outstanding import errors.

If any order fails the compliance check, you have 3 save options:

1. All Shipments 
   • All compliant and non-compliant orders are saved.
2. Compliant Shipments Only
   • Non-compliant shipments aren’t saved. You can fix these and upload them again later.
3. None 
   • No shipments are saved. You can make adjustments and upload the orders again later.

In Closed Order Imports, you can view all saved orders (a.k.a. committed shipments). Here you can also:

• View compliance results of the orders.
• Export the orders to .csv.
  • Choose between all orders in the import file, or just the orders that were saved.
    
    

Troubleshooting

Common import issues

• Copying and pasting data from other sources onto a previously utilized spreadsheet may result in import errors.
  • Check the format (text, date, number, etc.) of the copied cells if you’re unable to import.
• Make sure dates follow an MM/DD/YYYY format.
• Label registration compliance failures are one of the most common and preventable errors. Read more about troubleshooting label registration compliance failures.
  
  

• ShipCompliant - Wholesale Order Import (1031).xlsx10 KB