Order History Importer
  • 04 May 2023
  • 9 Minutes to read
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Order History Importer

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    Light
  • PDF

Article Summary

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.


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

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 products will take up 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:

*OrderNumberThe order number for this historical Order. Order numbers in WineDirect are numeric only.
OrderDateThe date of the order. Format is in: MM-DD-YYYY or DD-MM-YYYY..
*OrderType

This field allows one to indicate where the Order originated from. Some possible order types may include:

  • AdminPanel
  • Website
  • Mobile
  • POS

Other styles may exist (if they have been set up in your Admin Panel > Settings > Misc > Order Types).

BillCustomerNumberBilling 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 or DD-MM-YYYY.

BillFirstNameBilling contact's first name.
BillLastNameBilling contact's last name.
BillCompanyBilling contact's Company.
BillAddressBilling contact's address.
BillAddress2Additional information regarding the billing contact's address.
BillCityBilling contact's city.
BillStateCode

Billing address State/Province code. Two-character abbreviated state or province code. Example:

  • California = CA
  • British Columbia = BC
BillZipCode

Billing contact's address zip code.

BillPhoneBilling contact's phone number. The format is 000-000-0000.
BillEmailBilling 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.
pickupThis field indicates whether this Order is a pickup order or not. The format is: Yes or No.
PickupDateThe date on which the pickup order was picked up. The format is MM/DD/YYYY or DD/MM/YYYY.
PickupLocationCodeIf 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.
ShipBirthDateShipping recipient's birth date. The format is MM-DD-YYYY or DD-MM-YYYY.
ShipFirstNameShipping recipient's first name.
ShipLastNameShipping recipient's last name.
ShipCompanyShipping recipient's company name.
ShipAddressShipping recipient's address.
ShipAddress2Additional information for the shipping recipient's address.
ShipCityShipping recipient's city.
ShipStateCode

Billing address State/Province code. Two-character abbreviated state or province code. Example:

  • California = CA
  • British Columbia = BC
ShipZipCodeShipping recipient's zip code.
ShipPhoneShipping recipient's phone number. The format is 000-000-0000.
ShipEmailShipping 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:

  • Shipped
  • PickedUp
  • SentToFulfillment
  • NoShippingRequired
  • HandledExternally
ShipDateThe date the Order shipped. The format is MM/DD/YYYY or DD/MM/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:

  • UPS
  • FedEx
  • GSO
  • CanadaPost
  • Other
TrackingNumberThe tracking number is associated with a shipped order.
SourceCodeSource 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:

  • CreditCard
  • Check
  • Cash
CreditCardType

The credit card type must be one of the following if the payment type was selected to be credit card:

  • Visa
  • MasterCard
  • AmericanExpress
  • DinersClub
  • Discover
credit card numberThe credit card number used for the Order.
NameOnCardThe name of the credit card holder.
ExpiryMonthA one or two-digit month. The format is in 1 or 12.
ExpiryYearA four-digit year.
OrderNotesNotes field for special shipping instructions for the Order.
GiftMessageA gift message is included in the Order.
OrderSubtotalThe 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.
OrderShippingThe 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.
OrderHandlingThe 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 includedWhether or not tax (GST) is included in the Order. Must be: Yes or No. Available for Australian clients only.
OrderTaxThis should equal the taxes charged on the Order. This amount should be duplicated in all rows about one order number.
OrderTotalThis should be the total charge for the Order. This amount should also be duplicated in all rows about one order number.
ItemSKUThe 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.
ItemNameThe 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.
ItemQuantityThe 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.
ItemUnitPriceThe 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.



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.


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