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Import orders to ShopBase via CSV file

Orders from other e-commerce platforms can be imported into ShopBase using CSV files in order to be fulfilled via ShopBase's order fulfillment services such as PlusHub. This article will show you how to import orders via CSV file and explain some common errors that may occur during the process so you can understand how to handle them.

In this article

A. CSV format to import your orders
B. Import your orders
C. Common errors

A. CSV format to import your orders

Before importing your orders, make sure that your CSV file contains sufficient order information. Below are the steps to prepare your file:

Export your orders from other platforms. Please note that the file must be in.CSV format and cannot be larger than 20MB in size.

Update order data into the CSV file according to the file template. The file's lines will be sorted by order names. The Required columns must be filled in with the required information, while the Optional columns can be left blank.

Order date (Required): Order placement date.
Order name (Required): Name of the order
Variant ID (Optional): ID of the product's variant.
Product handle (Optional): Handle of the product.
Product title (Optional): Title of the product.
Variant title (Optional): Title of the product's variant.
Line item SKU (Optional): SKU of the item.
Line item price (Optional): Price of the item.
Quantity (Required): Total number of items.
First name (Optional): Customer's first name.
Last name (Optional): Customer's last name.
Email (Optional): Customer's email address.
Phone number (Optional): Customer's phone number.
Address (Required): Customer's shipping address.
City (Required): Customer's city.
Zip/Postal code (Optional): Zip code or postal code.
State/Region/Province (Required): Customer's state/region/province.
Country (Required): Customer's country.

When importing an order for an existing variant, you need to enter Variant ID. The system will automatically link the item with that available variant. Please refer to the 2 methods below to get Variant ID:

Method 1

From your ShopBase admin site > go to Products > All products and select the product. In the product's detail page, click Edit in Variants.

In the variant's detail page, your variant's ID will be is located at the end of the URL as shown below. Copy that ID and paste it into the CSV file.

Method 2

You can also get variant's ID by going to Products > All products > Export. The exported file will contain Variant ID column.

If your product's variant is already mapped to PlusHub, when importing the order of containing this variant to ShopBase, it will also be automatically mapped to the respective variants in PlusHub.

When importing orders of existing products but more variants need to be added: you can enter the product's handle, and variant's name in the format
{variant_value_1}/{variant_value_2}/{variant_value_3} so that the variant will be automatically created according to the imported values. Kindly refer to the following 2 methods to get a product's handle:

Method 1

In your ShopBase admin site, copy the part after /products/ of your URL to your product as in the photo below.

Method 2

You can also get the product's handle by going to Products > All products > Export. The exported file will contain Product handle column.

In case you want to import a new product, the new product will be automatically created according to the values entered in Product title and Variant title columns.

B. Import your orders

From your ShopBase admin site, go to Orders > All orders > Import order.

In the Import orders by CSV file pop-up, select Upload file and select the CSV file with order information that you prepared from your device. Then, click Upload.

When importing your file, you can override existing imported order with the same name that have Unfulfilled statuses.

Then, if the first 10 lines in the CSV file has no error, you will see a preview of the first order. In case there is an error in the first 10 lines, an error message will be displayed immediately. The error may not be detected as soon as the order is imported in case the number of lines in the file may be larger than 10. If the information in the preview is correct, click Upload to confirm.

After being confirmed, the order will be imported and you will be notified via email. If the line in the imported .CSV file is less than or equal to 50, the orders will be immediately imported to your store after the email notification. It can take up to 30 minutes to complete the order importing process, depending on the file's size.

After the order is successfully imported:

The order's name will have the CSV prefix.
The order's payment status will be Paid and fulfillment status will be Unfulfilled by default.

You can process these orders on services provided by ShopBase such as Ali Dropship Connector, ShopBase Fulfillment, PrintHub, ERP (Mabang, Tongtool, Dianxiaomi) or through other order fulfillment applications using API methods .

At the moment, orders that are imported to ShopBase via CSV file cannot be fulfilled via PrintHub.

C. Common error

Line x: {Required_field} cannot be blank. (x is the line's ordinal number in the imported file): Missing required field.
Line x: Order {order_name} has existed: There is an existing imported order with the same name, but you did not choose to override it.
Line x: Cannot override order {order_name} because it has been requested to fulfill: The existing order with the same name cannot be overriden because its fulfillment status is not Unfulfilled.
Line x: Variant does not exist. Please double check the ID or SKU of the variant: Variant ID or Variant SKU does not exist in your store.
Order date must follow mm/dd/yyyy or mm/dd/yyyy hh:mm:ss AM/PM format: Value was entered in the wrong format in the Order date status.
Line x: Quantity must be a positive number: Value entered in the Quantity status is not a positive number.
Phone number can only contain numbers and the following character: +, (, ), -: Value was entered in the wrong format in the Phone number column.
Email must contain character @: Value was entered in the wrong format in the Email column.
Line x: Same order name {order_name} but inconsistent order date: Lines with the same order name but different order date.
Couldn't detect the country. The valid value should be country's name (ex: United States) or country's code (ex: US). View more countries here: Value was entered in the wrong format in the Country column.
Couldn't detect the state/region/province. See a list of valid states/regions/provinces: Value was entered in the wrong format in the State/Region/Province column.
Invalid Zip/Postal Code. Example: TW11 9DT or B43 7PY or M1 6EU: UK Zip/Postal code was entered in the wrong format.
Invalid Zip/Postal Code. Example: A1A 1A1: Canada Zip/Postal code was entered in the wrong format.
Invalid Zip/Postal Code. Example: 10001 or 12201-0001: US Zip/Postal code was entered in the wrong format.
Line x: Could not import this line item. Please contact us for assistance: Error has not been identified. Please contact our Customer Support team via Live Chat for further assistance.

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Updated on: 31/08/2022

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