Order History Importer
- 30 Jul 2024
- 9 Minutes to read
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Order History Importer
- Updated on 30 Jul 2024
- 9 Minutes to read
- Print
- DarkLight
- PDF
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The Order History Importer allows you to import historical order data from your existing systems into the WineDirect platform. Historical data are orders that have already taken payment in a method other than WineDirect; You want to import a record of the Order to maintain a customer's order history and lifetime value (LTV). It will not affect inventory.
Before importing your historical order data, you must fill out the Order History Importer Sample File. Hence, your data matches the WineDirect system and are in the correct format for the Import.
Always download a fresh copy of the order history sample file. When working with the Order History Importer, WineDirect recommends reviewing how the importer imports Order data before importing all your order histories. While the documentation on this page will check how to work with the importer, many find it helpful to see exactly how their data translates into WineDirect before moving forward.
PC users: Excel files must be saved in .xls format (excel workbook).
Mac users: Excel files must be saved in .xlsx format (excel workbook).
Remember, once an order has been created or imported, it cannot be deleted. For this reason, it is best to import one or two test orders using the Order History Importer to confirm that your order data is importing correctly. Two test orders are included in the Order History Sample File. To help you understand precisely where each field is imported to in the Order, we suggest reviewing a live or test order from the Store > Orders section of your admin panel. This will help you to visualize what the data will look like after it has been imported.
Ensure you highlight the sample data cells ( leaving the titles ), right-click, and select DELETE - Entire Row (do not clear them). If you choose clear and do not select DELETE, blank product, SKU records will appear in your orders/reports when you import your data.
Download Sample File
1. Navigate to Settings > Import/Export > Order History Importer.
2. Click Download Sample File to download the spreadsheet we will use.
Filling out the Sample File
For import speed and stability, please keep your excel file to 5000 lines or less. If you are importing a large amount of order history you will need to run multiple imports.
Each line in the Order History Importer is used for a different wine/product SKU purchased in an order. So an order for one effect will take one line in your Excel spreadsheet; an order with x products will take up x lines in your Excel spreadsheet.
The green fields at the end of the spreadsheet (4 columns) will differ for each line in the Order as these fields are used for each of the individual wines/products within the Order.
Below is a list of all of the fields within the Order History Importer spreadsheet and their definitions:
| *OrderNumber | The order number for this historical Order. Order numbers in WineDirect are numeric only. |
|---|---|
| OrderDate | The date of the order. Format is in: MM-DD-YYYY |
| *OrderType | This field allows one to indicate where the Order originated from. Some possible order types may include:
Other styles may exist (if they have been set up in your Admin Panel > Settings > Misc > Order Types). |
| BillCustomerNumber | Billing contact's customer number. This is the primary method for the order history to match contact records in WineDirect. If no customer number is included, orders will be compared with a customer record using the billing email address. If no customer record is found that matches, a new contact record will be created. |
| BillBirthDate | Billing contact's birth date. The format is MM-DD-YYYY |
| BillFirstName | Billing contact's first name. |
| BillLastName | Billing contact's last name. |
| BillCompany | Billing contact's Company. |
| BillAddress | Billing contact's address. |
| BillAddress2 | Additional information regarding the billing contact's address. |
| BillCity | Billing contact's city. |
| BillStateCode | Billing address State/Province code. Two-character abbreviated state or province code. Example:
|
| BillZipCode | Billing contact's address zip code. |
| BillPhone | Billing contact's phone number. The format is 000-000-0000. |
| BillEmail | Billing contact's email address. They are used as a secondary means of matching order history to customer records. If no customer number is included, orders will be compared with a customer record using the billing email address. A new contact record will be created if no customer record matches. |
| pickup | This field indicates whether this Order is a pickup order or not. The format is: Yes or No. |
| PickupDate | The date on which the pickup order was picked up. The format is MM/DD/YYYY |
| PickupLocationCode | If you selected Yes for isPickupAtWinery, you must enter the code for the pickup location where the club member will pick up their shipment. The regulations for your PickUpLocations may be found in Settings > Misc > Pickup Locations. |
| ShipBirthDate | Shipping recipient's birth date. The format is MM-DD-YYYY |
| ShipFirstName | Shipping recipient's first name. |
| ShipLastName | Shipping recipient's last name. |
| ShipCompany | Shipping recipient's company name. |
| ShipAddress | Shipping recipient's address. |
| ShipAddress2 | Additional information for the shipping recipient's address. |
| ShipCity | Shipping recipient's city. |
| ShipStateCode | Billing address State/Province code. Two-character abbreviated state or province code. Example:
|
| ShipZipCode | Shipping recipient's zip code. |
| ShipPhone | Shipping recipient's phone number. The format is 000-000-0000. |
| ShipEmail | Shipping recipient's email address. |
| ShippingStatus | The shipping status for the Order. This allows you to mark the Order as shipping or indicate another shipping status where applicable. If left blank, no shipping status will be imported. It must be one of the following:
|
| ShipDate | The date the Order shipped. The format is MM/DD/YYYY |
| Carrier | The carrier that was used to ship the Order. Please use Other' if the courier is unavailable in the list. It must be one of the following:
|
| TrackingNumber | The tracking number is associated with a shipped order. |
| SourceCode | Source Codes are only visible in WineDirect sales reports and are used for internal winery tracking. This will not display directly on the Order and is not visible to customers. |
| PaymentType | The payment type used for the Order. If left blank, no payment type will be imported. It must be one of the following:
|
| CreditCardType | The credit card type must be one of the following if the payment type was selected to be credit card:
|
| credit card number | The credit card number used for the Order. |
| NameOnCard | The name of the credit card holder. |
| ExpiryMonth | A one or two-digit month. The format is in 1 or 12. |
| ExpiryYear | A four-digit year. |
| OrderNotes | Notes field for special shipping instructions for the Order. |
| GiftMessage | A gift message is included in the Order. |
| OrderSubtotal | The order subtotal should equal the total value of all wines/products for the Order, excluding shipping and taxes. Orders containing more than one product will take up multiple lines in your excel sheet. This amount should be duplicated in all rows about one order number. All white (neutral) columns will contain the same data, so you place the same subtotal in each line for a single order. Green columns will be different totals as they pertain to each product in the Order. |
| OrderShipping | The order shipping should be the total value of any shipping fees associated with the Order. Orders containing more than one product will take up multiple lines in your excel sheet. This amount should be duplicated in all rows about one order number. All white (neutral) columns will contain the same data so you can place the exact shipping total in each line for a single order. Green columns will be different totals as they pertain to each product in the Order. |
| OrderHandling | The order handling should be the total value of any handling fees associated with the Order. Orders containing more than one product will take up multiple lines in your excel sheet. This amount should be duplicated in all rows about one order number. All white (neutral) columns will contain the same data, so you place the exact handling total in each line for a single order. Green columns will be different totals as they pertain to each product in the Order. |
| tax included | Whether or not tax (GST) is included in the Order. Must be: Yes or No. Available for Australian clients only. |
| OrderTax | This should equal the taxes charged on the Order. This amount should be duplicated in all rows about one order number. |
| OrderTotal | This should be the total charge for the Order. This amount should also be duplicated in all rows about one order number. |
| ItemSKU | The SKU number for the wine/product that was ordered. SKUs can be numeric or alphanumeric. Orders containing more than one product will take up multiple lines in your excel sheet. All white (neutral) columns will have the same data. Green columns such as this one will differ as they pertain to each product in the Order. |
| ItemName | The name of the wine/product ordered. Orders containing more than one product will take up multiple lines in your excel sheet. All white (neutral) columns will have the same data. Green columns such as this one will differ as they pertain to each product in the Order. |
| ItemQuantity | The quantity of the wine/product ordered. Orders containing more than one product will take up multiple lines in your excel sheet. All white (neutral) columns will have the same data. Green columns such as this one will differ as they pertain to each product in the Order. |
| ItemUnitPrice | The price per unit for the wine/product ordered. Orders containing more than one product will take up multiple lines in your excel sheet. All white (neutral) columns will have the same data. Green columns such as this one will differ as they pertain to each product in the Order. |
*Mandatory Fields: OrderNumber, OrderDate and OrderType.
Unlike the order importer, order history doesn't have a lot of required fields. Fields like product SKU, product type, etc., don't need to be set up in the admin for a history import (but they would for an order import). Suppose you're importing historical orders and intending to send them over to compliance. In that case, you will need to have the SKUs, etc., set up in the admin panel and compliance (it will let you import it without its structure, and submission will fail - compliance checks are optional).
Australian clients would need to adjust the Date format for any Date related columns to DD/MM/YYYY.
Importing your Order History
1. Navigate to Settings > Import/Export > OrderHistory Importer in your Admin Panel.
2. Click on Browse to load the file from your computer.
3. Click Import to upload the order history to your WineDirect database.
Importing a Refund
A refund will be filled out similarly to a purchase order, with specific fields being inputted with negative values. The following areas will need negative values: OrderSubtotal, OrderShipping, OrderHandling, OrderTax, OrderTotal, and ItemQuantity.
Items will not be put back into inventory. A manual adjustment will need to be done for returned products.
Set a Specific Order Number to Start From
When setting up your website with WineDirect or moving data over from an existing order management system, you will want your WineDirect orders to start at a specific order number. The WineDirect platform, by default, creates your first Order at number 1001. You must import a 'dummy' order to set the order numbers where you want them to start. Below is a quick guide:
Let's say we want the order number to start at 5001.
1. Navigate to Settings > Import/Export > Order History Importer in your Admin Panel.
2. Download the Sample File.
3. In the sample file spreadsheet, populate it with a fake order and indicate that it's OrderNumber = 5000 and OrderType = AdminPanel. Save your spreadsheet afterward.
4. Import this spreadsheet with the fake Order. After doing so, the next live Order will have an order number 5001.
Once your start order number has been set, you cannot enter an order through the WineDirect admin panel with a number that precedes your start order number (i.e., the start order number is 5000, you cannot enter an order with 4999 as it's the order number).
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