Users on the Bronze plan and higher can import orders via CSV into a manual store.
This is useful if you are keeping track of orders in a spreadsheet, or exporting orders from a selling channel ShipStation does not yet integrate with.
This article includes:
- What to consider before importing
- Steps to import an order CSV
- How to map your CSV fields to ShipStation
- Steps to update existing orders
Before Importing Orders...
- Best practice: Use Row 1 of your CSV to include your order heading columns (like Customer Name, Address, Order number, etc).
Your CSV headings do not need to match ShipStation fields. You will “map” the columns to corresponding ShipStation fields during the import process. If you'd like to see a full list of the fields you can import information into, you can take a look at the PDF at the bottom of this page.
- Auto Numbering Orders: ShipStation can auto-number your orders if you configure the store to do so and use “AUTO” as the value in your Order Number column.
- Order Numbers: The column used in your file for Order Numbers must contain a value - either your own custom order number or the word “AUTO” (which will tell ShipStation to auto number your orders). All other fields are optional.
- All order numbers should be unique, to both other orders in the CSV and other orders within the manual ShipStation store.
If an order number in your CSV matches an order that already exists in the manual store, ShipStation will update the existing order to match the data for the corresponding order in the CSV.
- Multi-Item Orders: ShipStation will combine rows using the same order number into a single order.
- For example, two rows in a CSV with order number SH1001 will result in a single order SH1001 in ShipStation. This is useful for orders that have multiple items.
Importing Your Orders via CSV
When you're ready to import, go to the Orders tab.
Click the Other Actions drop-down and select Import Orders.
Note: The Import Orders option is not available for accounts on a Starter Plan. You must be on a Bronze plan or higher.
Click +Select file in the Import Orders popup.
Locate the document containing your orders and click Open.
After selecting a file, you'll see the file name listed next to the +Select file button:
Select if the file has column names as the top row.
Next, select the Store you want to import these orders into. This step is important, as once the import starts, these orders cannot be moved to another store!
Field Mappings are how you tell ShipStation what data goes into which ShipStation fields. If this is your first import, choose the Create a new field mapping option.
Then, click Upload.
The next screen prompts you to map your CSV columns to their corresponding fields in ShipStation.
You can map as many, or as few, of the columns as you like, but it's required that you map a column to the Order # field.
Each CSV column can only be mapped to a single ShipStation field.
Once you've mapped all the columns you want to use, you have the option to save the field mapping for future imports (recommended).
To save the field mapping, name the mapping after setting all the fields.
Now, click Start Import.
Once ShipStation has finished the import process, your orders will be visible in the Awaiting Shipment section of your orders screen, in the manual store you chose during the import process.
Updating manual orders via CSV
Keep in mind, if you are using a CSV import to update orders, ShipStation will update all new information from the file. For example, if you initially imported order #12345 with the following information:
But, you realize you needed a SKU for the order... you will need to update the SKU column and retain ALL other existing order information, like this:
If you try to update an order with a new file that only includes the Order # and SKU, like this:
Then the resulting order will only include the Order # and SKU, and all the other data will be overridden with blank fields. Meaning, the name and address information would be blank!
With this in mind, if you need to remove data from an order, you can delete the data from the cell in the CSV and reimport the file!
You cannot use a CSV import to update orders imported into ShipStation from a selling channel connection. Only orders in a manual ShipStation store can be updated in this way.
If you finish your import and notice that some data is missing from your orders...
- Check your saved field mapping. You may have missed mapping one of your fields to the corresponding field in ShipStation. If this is the case, edit the field mapping and save it under a NEW name, being sure to use the new field mapping for your imports going forward.
- Make sure none of your column headers are duplicated. If a column header is duplicated ShipStation will not be able to properly read any of the data in either column.
If you receive an error when attempting to import a CSV...
- Make sure your fields do not include any invalid or special characters. Typically, dashes and periods are fine, but currency symbols, accent marks, and the like can cause the import to fail.
- Check the type of characters in certain fields. For example, letters are not valid characters for phone numbers. The @ symbol is fine in the email fields but may cause issues in other fields.
For further troubleshooting, please review the article CSV Import Troubleshooting and Tips.