Importing Orders Using CSV or Excel

When to Use Order Import

You might use the import feature when:

• importing orders from a system that is not directly integrated with Order Dispatch
• bulk uploading orders from a marketplace or third-party platform
• migrating orders from another system
• manually creating large numbers of orders quickly
• testing or onboarding a new client with sample data

How to Import Orders

1. Go to Orders → Create Order
2. Click Using CSV/Excel File Upload
3. Select your file and upload it
4. Map the fields (if required)
5. Click Next to preview the import
6. Click Save to begin importing

Using the Template (Recommended)

We recommend using the provided Order Import Template wherever possible.

Using the template ensures:

• all required fields are included
• the format is correct
• minimal mapping is required
• fewer import errors

If you are not using the template, you will need to manually map your file fields to the required Order Dispatch fields.

Step 1: Upload Your File

After selecting your file, Order Dispatch will read the structure and move you to the field mapping screen.

Your file can contain:

• a single order
• multiple orders
• multiple lines per order (for multiple items)

Step 2: Map Your Fields

When uploading a custom file, you will need to map your file columns to the Order Dispatch fields.

Understanding the Mapping Screen

The screen is divided into three main sections:

Source Attributes (Left)

These are the column headers from your uploaded file.

Example:

• name
• email
• country
• address line 1

Target Attributes (Middle)

This is where you assign the Order Dispatch fields to your file columns.

You will drag fields here to create the mapping.

Order Fields (Right / Middle List)

These are the available Order Dispatch fields that can be mapped.

Examples include:

• Reference Number
• Full Name
• Address 1
• Town
• Postcode
• Item SKU
• Item Quantity
• Item Price

Data Preview (Right Side)

You will see a preview of the first 10 rows of your file.

This helps you:

• confirm which column contains which data
• avoid mapping errors
• quickly identify formatting issues

How to Map Fields

To map a field:

1. Drag a field from Order Fields
2. Drop it onto the matching column in Target Attributes

Example

If your file contains a column called sku:

• Drag Item SKU from Order Fields
• Drop it onto the sku column

Mapping is Saved Automatically

Once you map fields for a file format, Order Dispatch will remember the mapping for future uploads of the same format.

This means:

• you only need to map fields once
• future uploads will be faster and easier

Step 3: Preview the Import

After clicking Next, you will see a preview of the orders to be imported.

At this stage, you can:

• review the data for accuracy
• confirm fields are mapped correctly
• check for any obvious issues

You can also enter an email address to receive an import processing report once the upload is complete.

Step 4: Import the Orders

Click Save to begin the import.

Order Dispatch will:

• process the file
• group rows into orders
• create the orders in the system

How Orders Are Structured in the File

Your file can contain multiple rows per order.

Key Rule: Order Reference Groups Items

• Each order is identified by its Reference Number
• All rows with the same reference are grouped into a single order
• Each row represents one item line

Example Structure

This will create:

• 1 order (ORD001) with 2 items
• 1 order (ORD002) with 1 item

Important Formatting Rules

To ensure successful import:

• Do not leave blank rows between data
• Ensure all rows for an order have:
• • reference
  • name
  • address
• Avoid empty cells in required fields
• Keep formatting consistent across rows
• Make sure each order has a unique reference

If these rules are not followed, orders may fail to import or be grouped incorrectly.

Common Use Cases

Bulk Upload from Marketplace Export

Export orders from a marketplace and import them into Order Dispatch for fulfilment.

Manual Order Creation at Scale

Instead of creating orders one by one, prepare a spreadsheet and upload all orders at once.

Migration from Another System

When onboarding a new client, import historical or pending orders from their previous system.

Custom Integrations

If a system cannot integrate via API, it can output a CSV file for scheduled or manual import.

Troubleshooting & Tips

• Always test with a small file first
• Use the preview screen to catch errors early
• Double-check SKU and quantity mappings
• Ensure references are consistent across rows
• Save your file in CSV format if Excel causes formatting issues

Related Article

For more guidance on preparing files correctly, see:

👉 https://www.docs.orderdispatch.co.uk/en/article/tips-on-using-csv-files

Best Practice Tips

• Use the template whenever possible
• Keep column names consistent across files
• Avoid unnecessary columns
• Validate your data before uploading
• Reuse saved mappings for repeat imports