Create an Order

Create an order

Quick Summary: Add one order in the order form, or upload many orders from a CSV or Excel file.

Overview

Use the order form for a single order and a bulk upload for many orders at once. For automated creation, connect a sales channel through Integrations.

You can also connect a custom system through the Public API.

The form and the upload template follow your account's order type. Contact your Account Manager if you need a different order type.

Create one order

1. Open Orders.
2. Open the + menu and choose Normal Order. Choose Air Freight Order for an air freight shipment.
3. Enter the Order ID and the recipient address.
4. Choose the Ship From Location.
5. Add at least one item and its Quantity.
6. Choose a courier in the Courier section.
7. Click Save.

The form shows field errors when a value is rejected. A saved order starts as Incomplete or Pending Approval.

Data the order needs

Enter these values in the form or map them to the upload template:

• Order ID: your reference for the order. Use a different value for each order.
• Full Name, Contact Number, Email ID, Address Line 1, City, Postal Code and Country for the recipient.
• Ship From Location: where the shipment starts.
• At least one item with a Quantity.

Saving can still leave an order Incomplete. Approval also checks the data against the selected courier's rules.

Order ID accepts up to 255 characters in the portal . A Create Label API request accepts up to 35 characters for its Customer Reference . See Product and Order Field Limits for the other limits.

Add items

Search for a product by SKU, select it, and set the quantity. Repeat for every item in the order.

To enter an item that is not in your product catalog, switch on Manually add new SKU and complete the customs and dimension fields. Regular SKUs and manual SKUs cannot be combined in one order.

The item columns follow the order type. Customs fields such as Customs Description, Country of Manufacture and Harmonized Code count for international shipments.

Parcel Forwarding items also show MID Code and NS-PID.

For a manually entered Parcel Forwarding item, NS-PID is optional. It is an internal code, model number, part number, or style number assigned directly by the manufacturer or brand owner using their own system. Enter up to 200 characters , including spaces and symbols. You do not need to create a catalog product first.

When selecting an existing saved SKU, its saved NS-PID is used. Change that value on the product form if needed; entering a different value on the order does not overwrite the saved product.

Optional details

These fields appear when your account or the order uses them:

Save and approve

After Save, the order is created. Open it from Orders to review its details.

Open the order and click Approve.

You can also approve several orders from the list with Bulk action → Approve. Approval moves the order onward only when its data and the courier rules pass.

[pref som_via_automation_rules]

Tip: With Automation Rules, matching orders are approved without this step. [endpref]

Bulk upload

1. Open Orders and choose + → Order Bulk Upload.
2. Click Download Template.
3. Complete the template with your order data.
4. Upload the CSV or XLSX file and click Submit.
5. Correct every invalid row, then upload the file again.
6. Click Save when every row is valid.

The dialog shows your account's Order Type. The template and its columns follow that value.

For stock orders, Courier selection sets whether the file carries a Shipping Option or a Courier and Ship From Location.

Enter the exact courier name. Copy Ship From Location names from your account menu → Addresses → Ship From Locations.

Parcel Forwarding and FedEx Lite uploads can create products from new SKUs. Complete the customs, weight and dimension columns for each new SKU.

Parcel Forwarding and FedEx Lite orders use PFOrderTemplate-courier-warehouse.xlsx.

On Demand and cross-docking templates

Download a fresh template before each upload. For On Demand orders, the template also follows the courier selection.

Required columns

The file must contain the minimum columns below. Further row and courier rules appear in the Validation table in the dialog.

On Demand files require OrderID, Contact Name, Address 1, City, Country Code (2-letter), Phone, Quantity, Item SKU and Unit Type.

Cross-docking files require OrderID, Quantity, Contact Name, Address 1, City, Country Code (2-letter), Phone, Unit Value, Customs Description, Gross Weight (kg), Country of Manufacture and Harmonized Code.

Parcel Forwarding files require OrderID, Quantity, Contact Name, Address 1, City, Country Code (2-letter), Phone, Unit Value and Item SKU.

A Courier + Ship From Location file also needs both values in every row. Courier rules can add further requirements.

The asterisks in the workbook are a guide only. Check the Validation table and download a fresh template before each upload.

Multi-line orders

Repeat the order row for each item and keep the same OrderID and address.

OrderID    Item SKU    Quantity    Contact Name    Address 1
ORD-001    SKU-A       2           John Smith      123 Main St
ORD-001    SKU-B       1           John Smith      123 Main St
ORD-002    SKU-C       3           Jane Doe        456 Oak Ave

In this example, ORD-001 is one order with two items. ORD-002 is a separate order.

Bulk update

1. Choose + → Order Bulk Update.
2. Choose the Update Type, then click Download Template.
3. Enter each order's portal order number and the values to change.
4. Upload the file and click Submit.
5. Review the result and correct any row reported as invalid.

Header updates order and address fields. Line Item updates item quantity, SKU and values. Parcel Forwarding and FedEx Lite line item updates use a separate template.

Update With Blanks applies to header updates. When it is off, a blank cell keeps the current value.

Troubleshooting

Related Documentation

• Orders Overview: how orders work
• Order List: find created orders
• Bulk Actions: approve or change orders in bulk
• Product and Order Field Limits: character limits for names, addresses and references
• Products: set up products before creating orders [pref som_via_automation_rules]
• Automation Rules: approve orders automatically [endpref]