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Import Fields and Rules

This guide documents required columns and formatting rules for shipment import templates used to create or update records in bulk. Values must align with Site Settings and style data where applicable, and date and flag fields follow fixed formats. The importer validates rows and applies business rules such as protecting assigned orders during updates.

Quick Check - Before You Start
  • Shipment Method, Origin, Destination, and Freight Status in your file match Site Settings exactly.
  • Colour and Size match the options defined on the related Style.
  • All dates use DD/MM/YYYY as required.

Fields and Descriptions

Field Name Description
Shipment Number A unique identifier for the shipment.
• For new shipments, leave this blank if auto-generation is enabled.
• For updates, this number links the row to an existing shipment.
Shipment Method The method of shipment (e.g., Air Freight, Sea Freight, Trucking). Must match a value in Site Settings.
Origin The origin location of the shipment. Must match a value in Site Settings.
Destination The destination location of the shipment. Must match a value in Site Settings.
ETD Estimated Time of Departure. Use DD/MM/YYYY format.
Update Order ETD Enter Yes to update the ETD on all associated orders. Leave blank to skip.
ETA Estimated Time of Arrival. Use DD/MM/YYYY format.
Update Order ETA Enter Yes to update the ETA on all associated orders. Leave blank to skip.
Delivery Date The actual delivery date. Use DD/MM/YYYY format.
Invoice Number The invoice identifier associated with the shipment.
Freight Status The current status of the freight (e.g., In Transit, Delivered). Must match a value in Site Settings.
Update Order Freight Status Enter Yes to update the freight status on all associated orders. Leave blank to skip.
Container The container number assigned to the shipment.
Vessel The name of the vessel used for the shipment.
Assigned Order Enter Yes to assign the order to the shipment. Once assigned, an order cannot be unassigned via import.
Order Number The unique identifier for the order.
Style Number The style identifier for the product.
Colour The colour of the item. Must match a defined style option.
Size The size of the item. Must match a defined style option.
Quantity The quantity of items for that specific size and colour.

Download Template

You can download the Excel template required for importing shipments here:

Download Shipment Import Template

Validation Requirements
  • Shipment Method, Origin, Destination, and Freight Status must exactly match the values configured in Site Settings.
  • Colour and Size values must match the options defined in the associated Style.
  • The import will fail if these values do not match.

Helpful information

  • Use for Partial Updates: When updating existing shipments, you only need to include the Shipment Number column and the specific columns you wish to change. Leave other columns blank to keep their current values.
  • Check Date Formatting: All date fields (ETD, ETA, Delivery Date) must be in DD/MM/YYYY format. Incorrect formats are a common cause of import failure.

Troubleshooting

Why does the import fail on Shipment Method, Origin, Destination, or Freight Status?

These values are validated against Site Settings. Any spelling, spacing, or casing difference causes a failure.

Steps to resolve:

  1. Open Site Settings and copy the exact option text into your template.
  2. Remove leading or trailing spaces in Excel cells.
  3. Import again and read the error detail in the summary file.
Colour or Size is correct visually but still rejected—why?

Colour and Size must match the options configured on the specific Style, not free text.

Steps to resolve:

  1. Locate the style in the system and note the authorised colour and size list.
  2. Align your template values with those definitions character-for-character.
  3. If multiple styles are in one file, verify each row’s Style Number matches the colour/size pair.
Can I unassign an order from a shipment using the import template?

No. Once Assigned Order is used to assign an order, the import process does not support unassigning via the template.

Steps to resolve:

  1. Plan assignments carefully before setting Assigned Order to Yes.
  2. For corrections after assignment, use the supported in-app shipment workflows (not bulk import to remove assignment).
  3. See Update Existing Shipments for fields you can change on existing shipments.