ShipStation has four different ways you can import your orders, each depending on your order source.
These are the four order source options:
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Connected Stores
Importing orders from a connected store is the most common import method. This order source includes stores we directly integrate with (like Shopify and Amazon), as well as Custom Store connections built by developers.
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CSV Files
Import orders from a spreadsheet you've created yourself or received from a selling channel not connected to ShipStation.
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Manual Orders
Create orders directly in ShipStation one at a time as needed.
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This is an advanced import option that is discussed in detail under the Advanced Integration Methods section of this help guide.
The first three options are discussed in detail in the sections below.
Once you have connected your store, you can import orders using the import icon, located in the top right of your toolbar.
To import orders from all connected stores, click Update All Stores.
To import orders from an individual store, click the refresh icon next to the store's name.
Once the import has completed, ShipStation will pop-up a notification to let you know. It may take a few minutes for the import to complete depending on the volume of orders from the stores.
ShipStation allows you to import orders from a CSV or tab-delimited file. This is useful if you keep track of orders in a spreadsheet, or export orders from a selling channel with whom ShipStation does not yet integrate.
CSV Import Requirement
You must be on a Bronze plan or higher to access the CSV order import feature.
This section covers the following topics:
Before you can start the import process, you must make sure your import file is prepared correctly.
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Best Practice: Use Row 1 of your CSV as your heading columns (for example: Order number, Customer Name, Address Line 1, City, etc).
Your CSV headings do not need to match ShipStation’s. You will map them to the corresponding ShipStation fields during the import process.
Order numbers are required. You can enter your own numbers or use the auto-numbering feature (see below).
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All order numbers should be unique, both to other orders in the CSV and orders within your ShipStation manual store.
If an order number in your CSV matches an existing order in your manual store in ShipStation, ShipStation will update that order to match the data in the CSV.
Auto-numbering: ShipStation can auto-number your orders if you set the manual store to allow it. Enter AUTO into the Order Number column in your CSV.
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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 the single order SH1001 in ShipStation. Use this technique for orders with multiple items.
Once your CSV is prepared, go to the Orders tab in ShipStation and do the following:
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Click Other Actions and choose Import Orders.
ShipStation will pop-up the CSV order import screen.
Click +Select File in the Import Orders screen.
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Locate your orders CSV file and click Open.
The name of your file will then appear next to the +Select File button.
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Select the store you wish to import to from the Import to Store drop-down menu.
This step is important, as once the import starts these orders cannot be moved to another store.
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Select Create a new field mapping if this is your first CSV import.
Field Mapping is how you tell ShipStation what data from your file goes into which ShipStation fields. To choose a previously saved mapping, click the Use a saved mapping option and select your saved mapping from the drop-down menu.
Click Upload.
If you opted to create a new field mapping, you will now be prompted to map your fields. Move on to the Field Mapping section below for detailed instructions.
Field Mapping is how you tell ShipStation where your CSV information should appear. Since your column headers likely won't match exactly the field names in ShipStation, you will map them using this process.
The Our Field column in the field mapping pop-up displays the ShipStation fields you can map to. The Your Field column contains drop-down menus where you can choose from the columns present in your CSV file. The Notes column displays any additional necessary information about the field.
The Field Mapping pop-up divides information into four sections:
Order Information: Includes order details like Order #, Order Date, and Amount Paid.
Buyer & Recipient Information: Includes details like the buyer and recipient name, email, and address.
Item Information: Includes item level information like Item SKU, Name, Quantity, and weight.
Note Fields: Includes notes from and to buyer, internal notes, and gift notes.
Assign your fields from the drop-down menus to the corresponding ShipStation fields listed in the Our Field column. You do not have to map all of the fields. Only the Order # field is required.
Once you've mapped all the columns you want to use, you can then save the field mapping for future imports. We recommend this if you plan to use CSV imports regularly.
To save the field mapping you have just created, enter a name into the Save import mapping as field.
Then 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.
You can also use the above CSV import process to update orders that already exist in your manual stores.
ShipStation will update orders in your selected manual store that have matching order numbers in your CSV file.
Caution
Be sure your CSV file contains all the information you need for your order records. The CSV import process will replace the data in ShipStation with the data from the CSV. This means if you have a blank cell in the CSV for a field that currently contains data in ShipStation, the CSV import will overwrite that data with a null value and that data will no longer be available in ShipStation.
For example, if you initially imported order #12345 with the Order #, Name, Address, City, State, Postal Code, and Country fields:
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But you then realize you need to add a SKU to the order, add the SKU to the SKU column for the order and retain ALL other existing order information, like this:
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ShipStation will add the SKU information to order #12345 in ShipStation.
Alternately, if you'd like to remove information from an order, simply delete the information from the appropriate columns before you upload the new file, like this:
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In this example, ShipStation will delete the Name, Address, City, State, Postal Code, and Country from order #12345 in ShipStation while adding the SKU.
If you'd like a pre-formatted CSV, download the sample CSV from the Import pop-up screen, or download the Order Import Template file at the bottom of this article.
Here are a few issues you may encounter along with recommended steps to resolve them:
If you complete the import but certain order information appears to be missing from your orders in ShipStation, it's likely you may have missed a field in the mapping stage.
If you saved your mapping, check your saved field mapping. Edit the field mapping and save it under a NEW name. Then use the new field mapping for your imports going forward.
If you did not save your mapping, perform the import again and make sure all fields you wish to map have been assigned the correct ShipStation field in the drop-down menus. ShipStation will update the existing orders during the import process.
If you receive an "import failed" message, check the following:
Make sure your CSV does 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 used in certain fields in your CSV. For example, letters are not valid characters in the phone number field. The @ symbol is fine in the email field but may cause an error when used in other fields.
If the above steps do not appear to be the cause of your error, create a new CSV file and copy/paste your CSV data into the new file and save it. Then try the upload again.
Note
For further CSV import troubleshooting, review the CSV Import Troubleshooting article in the Troubleshooting section of our help center. CSV Import Troubleshooting
Manual Orders are orders created directly in ShipStation, not imported from a connected store. This is how you can enter one-time special orders or orders taken over the phone, as well as manage orders if you do not connect ShipStation to a selling channel.
All manual orders are stored in a manual store.
Tip
Create multiple manual stores to better organize your manual orders in the Orders tab.
To create a manual order:
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Click New Order.
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Fill in the recipient's shipping and order information.
The highlighted fields are required.
If you have multiple manual stores, make sure you select the appropriate one for the order.
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Click + Add a Line Item to add product information to the order.
ShipStation does not require product information to save the order. You can add items to manual orders at a later time if you wish. However, for international orders, adding items at this stage will prompt ShipStation to also create customs declarations in the order.
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Click Save Order.
ShipStation will display the order in the Orders grid. There is also option to Save and Create Another if you wish to immediately create another order, or to Save and create a shipping label if you want to create the label immediately.
Tip
If you have a customer record in ShipStation for the customer you are creating an order for, go to the Customers tab, select the customer in the grid, and click New Order. This will auto-populate the customer's name and Ship To address for the order so you don't have to manually type it in!
Notes About Manual Orders
Manual orders can only be created in manual stores. Add a Manual Store V3
Manual orders cannot be moved between stores, so be sure to create orders in the correct store.
Items are not required for manual orders, but ShipStation recommends adding them, particularly if it will be an international shipment. This allows ShipStation to populate customs information.
Customer names will auto-populate in the recipient name field after you enter 3 or more characters, as long as a customer record exists in ShipStation.
If a customer record exists in ShipStation, you can create an order directly from the Customers tab and ShipStation will automatically fill in the recipient details. Simply open the customer record from the Customers tab and click Create Shipment.
Order Date and Total Order amount cannot be edited once the order has been saved. Other fields can be edited directly in the order if needed.
There is currently not an option to duplicate a manual order.