---
title: "Importing Orders Using CSV or Excel"
url: "https://www.docs.orderdispatch.co.uk/en/article/importing-orders-using-csv-or-excel"
language: "en"
last_updated: "2026-03-26T22:52:40.010Z"
---

# Importing Orders Using CSV or Excel

Order Dispatch allows you to import orders in bulk using a CSV or Excel file.  This is useful when bringing orders in from external systems, custom integrations, marketplaces, or manual data sources that are not directly connected via API.

## 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

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## 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

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## Using the Template (Recommended)

We recommend using the provided [**Order Import Template**](https://swiftecommerce.co.uk/wp-content/uploads/2026/03/Order-Import-Upload-Template.xlsx) 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.

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## 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)

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## 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:

![](https://cdn-assets.productfruits.com/cfcd88d4-5a69-45c4-a740-7020b58067fd)

#### Source Attributes (Left)

These are the column headers from your uploaded file.

**Example:**

-   name
-   email
-   country
-   address line 1

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#### 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.

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#### 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

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#### 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

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### 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

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### 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

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## 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.

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## 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

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## 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

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### Example Structure

| Reference | Name | SKU | Quantity |
| --- | --- | --- | --- |
| ORD001 | John Smith | SKU-A | 2 |
| ORD001 | John Smith | SKU-B | 1 |
| ORD002 | Jane Doe | SKU-C | 3 |

This will create:

-   **1 order (ORD001)** with 2 items
-   **1 order (ORD002)** with 1 item

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## 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.

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## Common Use Cases

**Bulk Upload from Marketplace Export**

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

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**Manual Order Creation at Scale**

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

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**Migration from Another System**

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

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**Custom Integrations**

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

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## 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

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## Related Article

For more guidance on preparing files correctly, see:

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

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## 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