You have the option of uploading Sales Orders into the system using a csv file. This can be more efficient when getting hundreds of orders into Xoro at once. If you are performing a similar upload often and you find yourself doing a lot of data manipulation in Excel then you might want to request a utility to be built.
Overview
- Download the latest CSV template from the “Upload Sales Orders” module.
- Copy Sales Orders information into the CSV template.
- Upload the CSV template into Xoro.
Download the CSV template file
- Go to Upload Sales Orders using the Search Menu.
- Click on “Download Template”.
Copy the information into the template
Once you’ve downloaded the template file, you can copy in your data using any spreadsheet software. There are columns that you must complete, and others that are optional. Mandatory fields are marked with a double asterisk (**) prefix.
- The file must be a CSV (Comma-separated values) file. The name of your file must end with csv.
- Make sure you don’t change any of the column headings from row 1 in the template – these are needed for the file to import correctly.
- All date fields will accept a format of MM/DD/YYYY or MM-DD-YYYY.
- Be mindful of any leading zeros in your data, some spreadsheet software will trim them automatically without notifying you. This can be resolved by ensuring your columns have correct formatting.
- Sometimes long numbers (UPC, etc.) are formatted as scientific notation. Be sure to change the formatting on this data to display these long numbers correctly.
The Item identifier code column specifies, how the Item number field value of the file will be used to match the Item in the system.
Below are the valid identifier codes to be used:
0 will represent Not Applicable.
1 will represent Item Number.
2 will represent Item UPC.
3 will represent Item Barcode.
4 will represent Alternate item number 1.
5 will represent Alternate item number 2.
6 will represent Alternate item number 3.
1 will represent Item Number.
2 will represent Item UPC.
3 will represent Item Barcode.
4 will represent Alternate item number 1.
5 will represent Alternate item number 2.
6 will represent Alternate item number 3.
Read Here: What is an Item Identifier Code?
| Column Name | Data Type | Description |
|---|---|---|
| **ThirdPartyRefNo | Text | IMPORTANT: Enter a reference number here for the order. Typically, if the order is from an E-Commerce platform or an older system, then the order# from there can be used. Repeat the same number multiple times contiguously to indicate which row(s) belong to one order. Use a new **ThirdPartyRefNo for a new order. |
| ThirdPartySource | Text | If the order came from a third party platform, it can be indicated here. |
| ThirdPartyIconUrl | Text | Use a URL that ends with “.png” or .”jpg” for an image of the third party source.For example, a Joor order would have a Joor icon. |
| **SaleStoreName | Text | Enter your Sale Store’s (inventory set) name here exactly as it is in Xoro. |
| StoreName | Text | Enter your Ship Store’s (inventory set) name here exactly as it is in Xoro. If this is left blank, then **SaleStoreName will be used. |
| **CurrencyCode | Text | Enter a currency for the order. This must match with the customer’s currency. Choose from: USD,CAD,EUR,AUD.For more currencies, contact Xorosoft. |
| **CustomerName | Text | One of CustomerName, CustomerMainPhone and CustomerEmail Main are mandatory. Enter only one of these fields for the order’s customer. This must match exactly to how the customer is in Xoro. |
| CustomerFirstName | Text | Enter the CustomerFirstName. |
| CustomerLastName | Text | Enter the CustomerLastName. |
| CustomerMainPhone | Numeric | One of CustomerName, CustomerMainPhone and CustomerEmail Main are mandatory. Enter only one of these fields for the order’s customer. |
| CustomerEmailMain | Text | One of CustomerName, CustomerMainPhone and CustomerEmail Main are mandatory. Enter only one of these fields for the order’s customer. |
| CustomerPO | Text | Enter the Customer PO here for the order. |
| **OrderDate | Date | The date of the order, MM-DD-YYYY. |
| **DateToBeShipped | Date | The date on which the order is shipped, MM-DD-YYYY |
| DateToBeCancelled | Date | If the order hasn’t been fulfilled by this date, then it can be cancelled, MM-DD-YYYY |
| OrderClassCode | Text | An order can belong to a Class (e.g. Wholesale, Retail and E-Commerce). Enter the name of that Class and its Code if you want to categorize your orders. Reports can be generated based on these Classes, which can show how your Wholesale is doing compared to your Retail, E-Commerce, etc. This must match exactly to how the Class Code is setup in Xoro. |
| OrderClassName | Text | An order can belong to a Class (e.g. Wholesale, Retail,E-Commerce). Enter the name of the Class to categorize your orders. Reports can be generated based on these Classes, which can show how your Wholesale is doing compared to your Retail, E-Commerce, etc. This must match exactly to how the Class Code is setup in Xoro. |
| OrderTypeCode | Text | If necessary, you can classify the type of order and its code here. This must match exactly to how the Order Type Code is setup in Xoro. |
| OrderTypeName | Text | If necessary, you can classify the type of order and its name here. This must match exactly to how the Order Type Name is setup in Xoro. |
| **ExchangeRate | Text | If your order currency is the same as your system home currency, then put “1” here. Otherwise put the exchange rate for the order. |
| Memo | Text | A memo for the order can be entered here. |
| PaymentTermsName | Text | Enter a payment term from the system for this order. This must match up exactly to a Payment Term in Xoro. |
| PaymentTermsType | Text | If necessary, enter the code for the Payment Term here. This must match up exactly to a Payment Term Type in Xoro. |
| DepositRequiredTypeName | Text | If you require a deposit on this order, select whether that deposit should be an “Amount” or a “Percentage” (without quotes). |
| DepositRequiredAmount | Numeric | Enter the percentage or amount of deposit required for this order. |
| RefNo | Text | Enter a reference number for the order here. This can be an internal reference number, as opposed to a third-party reference number. |
| Tags | Text | Enter any tags here for the order and multiple tags can be separated by a comma. |
| SalesRepId | Text | Please refer to the User Centre in your Xoro system and enter the UserID of the sales rep for this Sales Order. If a Sales Rep does not exist in Xoro yet, you can create them manually from the User module or with the User Upload template. |
| ShipMethodName | Text | Enter a ship method for the order here. Choose from: Pick Up, Delivery(Own Truck) and Delivery(Third Party) |
| CarrierName | Text | If the ShipMethodName is not Pick Up, enter the Carrier for the order’s shipment exactly as it is in Xoro. |
| CarrierCode | Text | Enter the Carrier Code for the order’s shipment exactly as it is in Xoro. |
| ShipServiceName | Text | Enter the ShipServiceName for the order. |
| ShipServiceCode | Text | Enter the ShipServiceCode for the order. |
| FobName | Text | Enter the FobName for the order. |
| IsOrderTaxExempt | Text | Enter N to Exempt tax. Enter Y to Active Tax. |
| ShippingTaxItemCode1 | Text | Enter the ShippingTaxItemCode1 for the Order. |
| ShippingTaxItemValue1 | Text | Enter the ShippingTaxItemValue1 for the Order. |
| ShippingTaxItemCode2 | Text | Enter the ShippingTaxItemCode2 for the Order. |
| ShippingTaxItemValue2 | Text | Enter the ShippingTaxItemValue2 for the Order. |
| ShippingTaxItemCode3 | Text | Enter the ShippingTaxItemCode3 for the Order. |
| ShippingTaxItemValue3 | Text | Enter the ShippingTaxItemValue3 for the Order. |
| ShippingTaxItemCode4 | Text | Enter the ShippingTaxItemCode4 for the Order. |
| ShippingTaxItemValue4 | Text | Enter the ShippingTaxItemValue4 for the Order. |
| ShippingTermsName | Text | Enter the ShippingTermsName.Choose from: Prepaid, Collect, Prepaid& Billed, Collect& Allowed and Third Party Billing. |
| ShippingAccountNumber | Numeric | Enter the ShippingAccountNumber here. |
| ShippingCost | Numeric | Enter the ShippingCost for the Order. |
| ShippingNotes | Text | Enter the ShippingNotes for the Order. |
| ShipToFirstName | Text | Enter the ShipToFirstName for the Order. |
| ShipToLastName | Text | Enter the ShipToLastName for the Order. |
| ShipToName | Text | Enter the ShipToName for the Order. |
| ShipToCompanyName | Text | Enter the ShipToCompanyName for the Order. |
| ShipToAddr | Text | Enter the ShipToAddress Line 1 for the Order. |
| ShipToAddr2 | Text | Enter the ShipToAddress Line 2 for the Order. |
| ShipToCity | Text | Enter the ShipToCity for the Order. |
| ShipToCountry | Text | Enter the ShipToCountry for the Order. |
| ShipToState | Text | Enter the ShipToState for the Order. |
| ShipToZpCode | Text | Enter the ShipToZpCode for the Order. |
| ShipToPhoneNumber | Numeric | Enter the ShipToPhoneNumber for the Order. |
| ShipToEmail | Text | Enter the ShipToEmail for the Order. |
| BillToFirstName | Text | Enter the BillToFirstName for the Order. |
| BillToLastName | Text | Enter the BillToLastName for the Order. |
| BillToName | Text | Enter the BillToName for the Order. |
| BillToAddr | Text | Enter the BillToAddress Line 1 for the Order. |
| BillToAddr2 | Text | Enter the BillToAddress Line 2 for the Order. |
| BillToCity | Text | Enter the BillToCity for the Order. |
| BillToCountry | Text | Enter the BillToCountry for the Order. |
| BillToState | Text | Enter the BillToState for the Order. |
| BillToZpCode | Text | Enter the BillToZpCode for the Order. |
| BillToCompanyName | Text | Enter the BillToCompanyName for the Order. |
| BillToPhoneNumber | Numeric | Enter the BillToPhoneNumber for the Order. |
| BillToEmail | Text | Enter the BillToEmail for the Order. |
| CustomerGroupName | Text | Enter the CustomerGroupName for the Order. |
| **ItemNumber | Text | The item’s (SKU) number. This property is unique to this item, another item cannot be created with the same Item Number. |
| ItemUpc | Text | The item’s UPC code. |
| ItemBrand | Text | The item’s Brand. |
| Description | Text | The item’s description. |
| **UnitPrice | Numeric | The item’s Unit Price. |
| **Qty | Numeric | The item’s Qty. |
| Discount | Numeric | The item’s Discount. |
| DiscountTypeName | Text | The item’s Discount TypeName. |
| ItemNotes | Text | Enter the ItemNotes for the Item. |
| TaxItemCode1 | Text | Enter the TaxItemCode1 for the Item. |
| TaxItemValue1 | Numeric | Enter the TaxItemValue1 for the Item. |
| TaxItemCode2 | Text | Enter the TaxItemCode2 for the Item. |
| TaxItemValue2 | Numeric | Enter the TaxItemValue2 for the Item. |
| TaxItemCode3 | Text | Enter the TaxItemCode3 for the Item. |
| TaxItemValue3 | Numeric | Enter the TaxItemValue3 for the Item. |
| TaxItemCode4 | Text | Enter the TaxItemCode4 for the Item. |
| TaxItemValue4 | Numeric | Enter the TaxItemValue4 for the Item. |
| DepositAmount | Numeric | Enter the DepositAmount for the Deposit. |
| DepositAccountName | Text | Enter the DepositAccountName for the Account. |
| LiabilityAccountName | Text | Enter the LiabilityAccountName for the Account. |
| PaymentMethodName | Text | Enter the PaymentMethodName for the Method. |
| AutoDepositTotalAmount | Numeric | Enter the AutoDepositTotalAmount for the Total. |
| CustomerServiceRepId | Text | Enter the CustomerServiceRepId. |
| ItemCategoryName | Text | Enter the ItemCategoryName here. |
| ItemGroupName | Text | Enter the ItemGroupName here. |
| ItemShippingCost | Numeric | Enter the ItemShippingCost. |
| ItemShippingTaxItemCode1 | Text | Enter the ItemShippingTaxItemCode1. |
| ItemShippingTaxItemValue1 | Text | Enter the ItemShippingTaxItemValue1. |
| ItemShippingTaxItemCode2 | Text | Enter the ItemShippingTaxItemCode2. |
| ItemShippingTaxItemValue2 | Text | Enter the ItemShippingTaxItemValue2. |
| ItemShippingTaxItemCode3 | Text | Enter the ItemShippingTaxItemCode3. |
| ItemShippingTaxItemValue3 | Text | Enter the ItemShippingTaxItemValue3. |
| ItemShippingTaxItemCode4 | Text | Enter the ItemShippingTaxItemCode4. |
| ItemShippingTaxItemValue4 | Text | Enter the ItemShippingTaxItemValue4. |
| ThirdPartyTotalAmount | Numeric | Enter the ThirdPartyTotalAmount. |
| ImportError | Text | If there any errors from an upload, they will be listed in this column. |
Upload the template
Once you have filled the CSV file with your data, you can follow the steps below to upload it into Xoro:
- Click Browse to select the saved CSV template file.
- Then check the Re-Calculate Taxes if you want to re-calculate the taxes based on customer’s default tax code and ignore any tax information provided in the upload file.
- Also you can check the Apply Pricing Rules if you want to overwrite the prices of order lines with the prices defined in the pricing rules module and ignore any unit price provided in the file. Please note that this can change the order totals.
- After the file has been selected, click on Upload to start importing.
- While the import is in progress, the summary of the progress will be displayed at the bottom of the screen with the progress bar.
- After the import has been completed, the result will be displayed with the message for success or error (if any).
- Sales Orders will only get uploaded into the system if there are no errors in the file.
- If there are errors in the file, you can download the error file, fix the errors in the original file and upload it back into Xoro.
- While uploading Sales Orders, the system will not allow the upload if the Items have their Active & Sellable flags turned Off. Only the Orders with Active and Sellable Items will be uploaded successfully.
Video Tutorial
