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Import Fields and Rules

This guide outlines the required fields and formatting rules for importing Order data. The import feature supports bulk creation or updates of order records through a structured spreadsheet template, helping streamline the order setup process.

The Order Import function enables users to upload multiple orders or update existing ones in bulk. Fields must follow strict validation rules, especially those tied to Site Settings configurations such as status, departments, and customer details.

Quick Check - Before You Start
  • Site Settings lists (status, departments, customers, agents, factories, shipping methods, currencies, etc.) are up to date and match what you will type in the template.
  • Date columns use DD/MM/YYYY as required.
  • For multi-select style fields in the template, you use commas (,) or semicolons (;) between values as described below.

Fields and Descriptions

Field Name Description
Status Order status. Must match defined values in Site Settings.
Order Number Unique identifier for the order. Required for updates.
Bulk Order Use Yes if the order is part of a bulk order. Leave blank if not.
Style Number Associated style number.
Component Number Linked component number (optional).
Critical Path Must match values defined in Site Settings.
Resources Staff assigned to the order. Must match user/staff list.
Customer Customer name. Must match entries in the customer list.
Department Must match defined departments in Site Settings.
Buyer Code Buyer reference code (optional).
Customer Ref No. External reference from the customer.
Season Must match values defined in Site Settings.
Story Only applies for Order > Style Details > Story, and will not affect the Style > Details > Story
Agent Code Code for agent. Must match Site Settings.
Agent Name of the agent. Must match Site Settings.
Factory Code Factory code. Must match factory list in the system.
Factory Factory name. Must match defined types in Site Settings.
Terms Commercial terms (e.g., FOB, CIF). Must match configured options.
Start Production start date (format: DD/MM/YYYY).
Ex-Factory Ex-factory date date (format: DD/MM/YYYY).
ETD Estimated Time of Departure date (format: DD/MM/YYYY).
ETA Estimated Time of Arrival date (format: DD/MM/YYYY).
In-Store Target in-store date date (format: DD/MM/YYYY).
Advertised Supports DD/MM/YYYY format; date inputted here will appear in Order > Dates > Advertised
Origin Must match defined origins in Site Settings.
Shipping Method E.g.,Air, Sea, Ground. Must match configured options.
Freight Status E.g.,In Transit, Delivered. Must match defined values.
Warehouse Must match defined warehouse entries in Site Settings.
Destination Must match defined destinations in Site Settings.
Colour Code Colour code. Must match configured colours.
Colour Description Colour description. Must match configured descriptions.
Pack Pack type. Must match defined types.
Size Size of the item. Must match system-configured sizes.
Ratio Ratio used for size breakdown.
Size Qty Quantity for the specified size.
Buy Price Currency Must match configured currencies.
Sell Price Currency Must match configured currencies.
Retail Price Currency Must match configured currencies.
Alt Retail Price Currency Must match configured currencies.
Alt Retail Price 2 Currency Must match configured currencies.
Buy Price Price paid per unit.
Sell Price Price sold per unit.
Retail Price Suggested retail price.
Alt Retail Price First alternate retail price.
Alt Retail Price 2 Second alternate retail price.
Custom Fields Any custom-configured fields (optional).

Pricing import

This section covers Buy Price, Sell Price, Retail Price, Alt Retail Price, and Alt Retail Price 2 (and matching currency columns where used).

When you include those columns in the import file, the import applies those values to the order.

  • New orders: Pricing values in the template are written to the order during import.
  • Existing orders: When you import new price values for an order, the system replaces the previous values for those fields. Prices are not removed or cleared when you intend to update them.

How Size interacts with pricing depends on the order’s pricing method (set on the linked style—see Order > Colours & Pricing):

One price for the whole order (not Price by Size)

The Size column only drives pricing for orders that use Price by Size.

For orders that use one price for the full order, entering a Size in the import file no longer overwrites or removes the existing order price. The system treats that the same as leaving Size blank and applies Buy Price, Sell Price, Retail Price, Alt Retail Price, and Alt Retail Price 2 from the row to the order.

You can include both Size and pricing in the same row without losing the order’s prices.

Data Entry in Templates

To enter data into the template file for multi-select fields such as tags or custom fields, usecommas (,) or semicolons (;) to separate the values.

Validation Requirements

All dropdown values such as Customer, Agent, Department, Factory, Shipping Method, and Currencies must match the values set in Site Settings.

Helpful information
  • Always validate your data againstSite Settings before importing.
  • Download the Import Summary after processing to verify results or check for any errors.

Troubleshooting

Why does the import reject my Customer, Agent, or Department values?

These fields must match the exact entries configured in Site Settings. Extra spaces, different spelling, or obsolete list values cause validation failures.

Steps to resolve:

  1. Open Site Settings and copy values from the live lists rather than retyping from memory.
  2. Trim leading and trailing spaces in Excel.
  3. Re-run the import and review the Import Summary for remaining errors.
My dates look correct in Excel but the import fails—what is wrong?

Order import expects DD/MM/YYYY. Excel locale or cell formatting can display dates differently while storing another format.

Steps to resolve:

  1. Format cells as text or verify the stored value is DD/MM/YYYY.
  2. Avoid ambiguous dates; use leading zeros where needed.
  3. Import again and check the Import Summary if errors persist.
How do I enter multiple tags or custom field values in one cell?

Multi-select template fields expect separators as documented for the template.

Steps to resolve:

  1. Use commas (,) or semicolons (;) between values as described in the Data Entry in Templates note on this page.
  2. Ensure each individual value exists in Site Settings or custom field configuration.
  3. If a row still fails, simplify to one value per cell temporarily to isolate the bad entry.
Why did my import not apply Buy, Sell, or Retail prices, or why did an update remove prices?

Confirm the order’s pricing method on the style (Order > Colours & Pricing: One Price vs Price by Size). For one price for the full order orders, you can use price columns even when Size is filled; the import should still apply those prices. Ensure price and currency cells contain the values you expect (no hidden formulas) and re-check the Import Summary for row errors.

Steps to resolve:

  1. Download a fresh Import Template and confirm column headers match exactly.
  2. For updates, include the Order Number and populate the price columns you want to change.
  3. Run the import again and read the Import Summary for validation messages.