Corporate Order Importer

The Corporate Order Importer allows you to create multiple orders with multiple shipping addresses for one billing customer. The billing customer paying for all the orders will only see one charge for the total amount. Please read the following to learn more about the Corporate Order Importer tool. 

Please note that orders created in the Corporate Order Importer will deplete inventory from the default/primary inventory pool. It is not possible to change the inventory pool selected by the Corporate Order Importer. Individual products that have other inventory pools setup as the preferred pools will also deplete inventory from the default/primary inventory pool for the whole Admin Panel. 

When it comes to shipping strategies, corporate orders will apply the rates from the default shipping strategy for the Admin Panel. This will override any specific shipping strategies assigned to individual products as well.

Download Sample File

1. Navigate to Settings > Import/Export > Corp. Order Importer.

2. Click Import Corporate Orders from the left navigation.

3. Click Download Sample File to download the spreadsheet we will use.

Filling out the Sample File

In the sample file, you will want to fill out the shipping address information and the order details for each order. Each order will only take one line in the Excel spreadsheet. There is room for up to 36 unique SKUs per line and order.

*Ensure the character limit for each field is 50 characters or less. Having more than 50 characters will cause the import to fail.

*Mandatory Fields: FirstName, LastName, Address, City, ZipCode, Phone.

Processing Your Orders

1. Navigate to Settings > Import/Export > Corp. Order Importer in your Admin Panel.

2. Click on the green Import Corporate Order button on the left.

To work through the process of creating and charging your corporate orders, you will be directed through a series of tabs within the import window:

General > Orders > Order Processing > Credit Card > Charge Order > Email > Payment > Summary

General Tab

The General tab is the first tab in the Corporate Order process. On this tab, you will select the billing customer, fill in the shipping information, and add any order info that applies to all orders in the batch.

1. Select your billing customer (the contact being charged for all the orders) by clicking Select A Contact. The billing customer must already exist in your customer database. You cannot add a new billing customer from the Corporate Order Importer tool.

2. Name your shipment to help make it easier to find historical corporate orders.

3. Fill out the shipping options that will be used to charge all of the orders in this corporate batch. You can only pick one strategy and shipping type for all the orders in an upload. Orders will be charged shipping based on the individual orders' shipping states (unless a flat rate is used). Orders specified as pickup will not be charged a shipping rate.

4. Select any of the following order info fields you want to apply; these options must be created to be available from the drop-down menus. 

5. Optionally, you can check the box not to send tracking emails to the billing contact once tracking information has been entered into the WineDirect system. Tracking emails will not be forwarded to the order recipients. 

6. Click on Browse to load your spreadsheet.

7. Click Save & Next to upload the spreadsheet into the Corporate Order Importer tool to proceed.

Orders Tab

The Orders tab allows you to review and edit any orders before they are finalized.

1. You can review and edit the orders by clicking the pencil icon next to the customer's name. You can also preview the final order with taxes and shipping costs by clicking the magnifying glass next to the customer's name.

2. Once all your orders have been reviewed, you may click Next to continue to the Order Processing tab.

Order Processing Tab

The Order Processing tab is where you can create finalized versions of all the orders in your batch. These orders will complete the details but will not yet charge the customer.

1. To begin finalizing the orders in your batch, click the Start check mark.

2. You will be given a breakdown of those that were successful and those that had an error created. Ensure that you go back and address any failed orders and fix incorrect customer details, product inventory, etc. Once an order has been completed, it will not be made again, so you can re-run the Order Processing tab once you have adjusted the errors without creating duplicate orders.

3. Once all your orders have been processed successfully, click Next to continue to the Credit Card tab.

Credit Card Tab

The Credit Card tab allows you to add the credit card that the billing customer would like to have charged for these orders.

1. Select your payment type: Credit Card.

2. If the billing customer has one or more credit cards saved on file, you can only select one of these cards. Otherwise, you may enter a new card number for one-time use (the card will not be saved on file and will only be used for the corporate order). An alternative option is to add a new card to be kept on file for the customer.

3. If you are adding a new card, you will want to fill out the card type, number, expiration date, and the name on the card.

4. Once you have entered the credit card information you wish to charge, click Next to proceed to the Charge Order tab.

Charge Order Tab

The Charge Order tab is where you will charge the billing customer's card for all the orders.

1. Now that you have created hold orders and selected a credit card to charge, you are ready to process your corporate batch. Please remember that any orders you have not yet created through the processing step will not be charged, so make sure all the orders have been processed without errors.

2. You will see a sentence: "There are X orders for a total charge of $xx. xx. Charge $xx. xx?". This outlines the total number of successfully created orders in the batch and the whole combined value of the rankings. To charge the customer's credit card, you will want to click the credit card icon or text that reads, "Charge $xx. xx?". This will charge the billing customer's card only once for the total value of all the orders.

3. Now that you have created your orders and charged the customer, you have finished processing the corporate order batch. The following three tabs allow you to email the billing customer, review the payment, or view a summary of the order batch. 

Email Tab

The Email tab lets you download an Excel file with a summary of the charged orders. You can also preview an order confirmation email intended for the customer (which will never be sent automatically), and manually send that order confirmation email. Note that the order confirmation email (if you choose to send it to the customer from this screen) will automatically include the "Summary of Charge" excel file as an attachment, so if you choose the "Send Order Confirmation Email to Customer" option, there is no need to send the Excel file separately.

Payment Tab

The Payment tab displays the single credit card transaction for the total value of all orders. A successful charge will have a success status of "Yes." To reference the transaction in your payment gateway, use the number in the "trans:" field.

Summary Tab

The Summary tab lets you review the stats for the corporate order batch you processed.

Below is a list of some fields you will see under the summary tab of the Corporate Order Importer tool.

Review/Manage Processed Corporate Orders

Corporate orders are a batch of orders charged to a single billing customer. Each order will be a separate order in WineDirect. You can review processed corporate orders under the Store > Orders section by looking up the billing customer's first and last names. All the orders will be under their order history, with each recipient as a separate alternate billing address. 

IMPORTANT NOTE: The entire corporate order will be refunded if any individual order is edited or canceled.

You can also view past batches you set up from the corporate orders section; Settings > Import/Export > Corp. Orders. On the left, you will find search parameters for the first and last name of the billing customer or the shipment name.