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How To Create Orders via upload file

Order Creation via File — How To Guide

Purpose: This guide explains how to create multiple orders in bulk by uploading a structured Excel or CSV file, including sample file preparation, mandatory fields, UTF-8 formatting, COD calculation, upload validation, and parsing error handling.

Overview

Order creation via file is a functionality that enables users to create multiple orders in bulk by uploading a structured Excel or CSV file in UTF-8 format. This feature simplifies the process of adding large order volumes by allowing all order details—such as customer name, address, contact, SKU, quantity, payment mode, and location—to be entered in a single file template.

Before uploading, users should download the sample file provided in the system to ensure the correct format is followed.

  • All columns marked with an asterisk (*) are mandatory and must be filled in for the order to be created successfully.

  • The file must be saved and uploaded in UTF-8 format to avoid character or encoding issues.

Once uploaded, the system will validate the file contents.

  • If all data is valid, the orders will be successfully created and appear in the Pending Orders stage.

  • If there are any errors (e.g., missing mandatory fields, incorrect formats, or invalid SKUs), a Parsing Error File will be generated automatically.
    This file highlights the specific rows and columns where the error occurred, allowing users to correct the data and re-upload the file.

  • Video link: https://screenrec.com/share/1HZz3INuJ0

Steps to Upload Orders via File in Pending Orders Tab

Step 1: Access Upload Action

  1. Go to the Pending Orders tab.

  2. Click on the Upload Action button.

  3. Select Action via File.

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Step 2: Download and Prepare the File

  1. Click on “Upload File to Create Orders.”

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  2. Download the sample file from the provided link.

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  3. Open the sample file and enter your order details according to the given format.

Step 3: Enter Order Details

  1. For every order, make sure to keep a unique short key (identifier).

  2. Enter the Order ID in the Order ID column.

  3. Fill in all required details:

    • Item SKU

    • Item Name

    • Quantity

    • Price

    • Country , etc.

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Step 4: Perform Calculations

COD Calculation Logic

Our system automatically calculates the COD (Cash on Delivery) amount based on item prices and quantities to ensure accuracy and consistency across orders.

Formula Breakdown:

  • Total Item Price = Item Quantity × Item Price

    • Example: 1 × 2000 = 2000

  • Total Order Discount = Sum of all Item Discounts

    • Example: 200 (SKU123) + 100 (SKU421) = 300

  • Total Order Value = Total Item Price − Total Order Discount

    • Example: 2000 − 300 = 1700

By default, this calculated value is used as the COD amount.
However, for specific cases — such as client commitments, discounts, or agreed margins — the user can manually enter a custom COD amount.
The manually added COD will be considered the final payable amount for that order.

Step 5: Upload the File

  1. Click on “Choose File” and select your prepared Excel file.

  2. Click Upload.

  3. The orders will be created successfully if all details are correct.

Best Practices

  • Always download and use the latest sample file before preparing a bulk upload.

  • Confirm that all mandatory columns marked with an asterisk (*) are completed.

  • Save the file in UTF-8 format before uploading.

  • Use unique short keys and Order IDs to avoid duplicate order issues.

  • Review the parsing error file carefully, correct all highlighted rows and columns, and re-upload the corrected file.