Uploading Bulk Orders

General Feature Information

Feature Name:
Uploading Bulk Orders

Feature Overview

The Bulk Order Upload feature allows users to quickly import multiple orders into the OTO system by uploading a preformatted Excel sheet. This is ideal for businesses managing large order volumes, reducing manual input time, and maintaining accuracy.

This feature supports uploading orders with all necessary details like customer information, order items, payment types, and shipping details.

How to Use the Feature

Step-by-Step Instructions

Prerequisites:

1. Download the Excel Template:

   • Navigate to the Shipments page.

   • Click Upload Data.

   • Select Download Template to get the preformatted Excel sheet.

2. Fill Out the Excel Sheet:

   • Open the downloaded template and fill in the required fields:

     • Customer Name: Enter the full name of the customer. (Required)

     • Phone Number: Include the country code. Format: +XXX XXXXXXXX. (Required)

     • Address: Provide the complete customer address. (Required)

     • City, Country: Specify the city and country for delivery. (Required)

     • Order Number: Assign a unique identifier to each order. (Required)

     • Order Date: Use the format YYYY-MM-DD. (Required)

     • Payment Method: Choose between "Paid" or "Cash on Delivery" (COD). (Required)

     • Grand Total: Include the total amount for the order. (Required)

     • Currency: Specify the currency (e.g., SAR). (Required)

     • Additional fields like item details, weight, and warehouse location can be added in their respective columns.

3. Important Notes:

   • Do not alter the column names or formatting in the template.

   • Fields marked in red are mandatory; others are optional.

Steps to Upload Bulk Orders:

1. Access Upload Data:

   • Go to Shipments > Upload Data.

2. Upload the Filled Sheet:

   • Click Browse or drag and drop the filled Excel file into the upload box.

   • Ensure the file is in .xlsx or .xls format and under 1 MB in size.

3. Provide Additional Information:

   • Optionally, add a Description for the uploaded file.

4. Upload File:

   • Click Upload File to process the orders.

   • The system will validate the file and display any errors for corrections.

Configuration Details

Template Format:

• Required Columns:
  Red-highlighted fields like customer name, phone number, address, order number, date, etc.

• Optional Columns:
  Additional details like zip code, item descriptions, and comments.

Supported Formats:

• Excel files in .xlsx or .xls formats.

File Size:

• Maximum of 1 MB per file.

Example Use Case

Scenario:
A business with 50 new orders needs to upload all details into the system.

Process:

1. Download the Excel template.

2. Populate the sheet with customer and order details.

3. Navigate to the Upload Data section and upload the file.

4. Verify successful upload and review any errors flagged by the system.

Result:
All orders are now available in the Pending Orders section, ready for processing.

Troubleshooting and FAQs

Common Issues and Solutions:

1. File Upload Error:

• Solution: Ensure the file format is correct (.xlsx/.xls) and the size is within the 1 MB limit.

2. Missing Mandatory Fields:

• Solution: Double-check that all required fields (marked in red) are completed in the template.

3. Duplicate Order Numbers:

• Solution: Assign unique order numbers for each order to avoid duplication errors.

FAQs:

Q: Can I include international orders in the bulk upload?
A: Yes, ensure all required fields like country, phone number, and address are completed.

Q: What happens if some orders in the file have errors?
A: The system will process valid rows and flag errors for correction.

Q: Can I upload additional details like item images and SKUs?
A: Yes, optional fields like item descriptions, SKUs, and images can be included in the template.