# Shipping Import

### What you can do

* This feature applies only to **existing orders** in your shop and is used to update their shipment status and logistics information. **It does not create new orders for the shop!**
* You can update: shipment status, carrier, tracking number, and tracking URL.
* For **physical product** orders: upon successful import, orders will be marked as **Shipped**, and logistics information will be visible to customers.
* For **virtual/digital product** orders: orders are simply marked as **Shipped** without requiring tracking number or tracking link.

***

### Before you start

To ensure a smooth fulfillment process, please first complete the following setups:

* Create your shop, add products, set up shipping templates and payment methods (COD / PayPal).
* It's recommended to familiarize yourself with the **Orders → Fulfillment / Mark as Paid (COD) / Refunds & Returns** workflow. 【Shops → Orders】 previously linked.

***

### Download template

On the **Shop → Orders** page, click **Import** to open the modal, then click **Download Template**.

**Screenshot placeholder:**

<figure><img src="https://3466127247-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FSIAnjLP6KQY5rvyuaq5K%2Fuploads%2FAedA6FsmGWfJnquYdVx5%2Fshipping_info_entrance.png?alt=media&#x26;token=38950d9a-20cd-4988-8a0f-6f0d9e9505c4" alt=""><figcaption></figcaption></figure>

<figure><img src="https://3466127247-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FSIAnjLP6KQY5rvyuaq5K%2Fuploads%2FZmEirfz5tTsJ53xlEcFe%2Fshipping_info_template_entrance.png?alt=media&#x26;token=cc6d1a14-fce0-44b5-960f-5556024a9269" alt=""><figcaption></figcaption></figure>

**Template filling notes:**

* Only CSV format is supported.
* Maximum file size: **15 MB**, maximum **1,000 rows**.
* Only **one file per upload** is allowed.

***

### Fields in shipping-import template

| Column             | Description                                                                                            | Physical Example                                        | Virtual Example    |
| ------------------ | ------------------------------------------------------------------------------------------------------ | ------------------------------------------------------- | ------------------ |
| `Order_ID`         | System-generated unique order identifier. **Required**                                                 | 100001250814000155                                      | 100001250814000153 |
| `Shipping_Carrier` | Carrier name such as SF, J\&T, DHL, etc. Required for physical orders; leave blank for virtual orders  | FedEx                                                   | (leave blank)      |
| `Tracking_Number`  | Tracking number. Required for physical orders; ignore for virtual orders                               | 1234 5678 9012                                          | (leave blank)      |
| `Tracking_Url`     | Tracking link customers click to view logistics. Required for physical orders; leave blank for virtual | <https://www.fedex.com/wtrk/track/?trknbr=123456789012> | (leave blank)      |

***

### Upload & processing

**1. Prepare to upload**

Click **Upload**, which opens a file selector.

**Screenshot placeholder:**

<figure><img src="https://3466127247-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FSIAnjLP6KQY5rvyuaq5K%2Fuploads%2FaLvefV4Stcs4O01em9Jp%2Fshipping_info_upload.png?alt=media&#x26;token=1daf8312-1882-49bf-8170-28e87b54cb73" alt=""><figcaption></figcaption></figure>

Please note the requirements on the upload modal:

* CSV format
* Up to **15 MB** and **1,000 rows**
* Only **one file per upload**

***

**2. Select file, start upload**

Choose a CSV file and click **Open**.

**Screenshot placeholder:**

<figure><img src="https://3466127247-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FSIAnjLP6KQY5rvyuaq5K%2Fuploads%2F5NkpwezX9SPCYupwmGhO%2Fshipping_info_filepicker.png?alt=media&#x26;token=55b9b7f3-bff7-434c-9d25-aa2283a61246" alt=""><figcaption></figcaption></figure>

Once the template passes validation, data import begins automatically and the result display appears (see step 4). If validation fails, an error message will appear and import will not proceed.

***

**3. File validation fails**

If the CSV doesn’t meet import requirements, no data will be imported.\
You’ll receive a clear error message and need to correct the file.

**Screenshot placeholder:**

<figure><img src="https://3466127247-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FSIAnjLP6KQY5rvyuaq5K%2Fuploads%2FLXCa6KtwZgIue9xhTdnh%2Fshipping_info_error_csv.png?alt=media&#x26;token=57222961-10f2-43e6-b6d9-1da486444e42" alt=""><figcaption></figcaption></figure>

Refer to the **file-level validation rules** below. If checks pass, data import begins (may take longer for large files—please wait).

**Screenshot placeholder:**

<figure><img src="https://3466127247-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FSIAnjLP6KQY5rvyuaq5K%2Fuploads%2FCraM6q8wP1AYgEfiDmRp%2Fshipping_info_file_uploading.png?alt=media&#x26;token=4e77da57-07be-491a-a057-3484ed49a460" alt=""><figcaption></figcaption></figure>

***

**4. File imported successfully**

**Screenshot placeholder:**

<figure><img src="https://3466127247-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FSIAnjLP6KQY5rvyuaq5K%2Fuploads%2F7niEhOfEFeVTyfXsuyNz%2Fshipping_info_result%26reports.png?alt=media&#x26;token=3f44708e-98bb-4aa8-b7a0-26ab0bb25f88" alt=""><figcaption></figcaption></figure>

After import completes, the system displays:

* Number of success rows
* Number of failed rows

Click **Download Error Report** to get a CSV of only the failed rows, including error reasons.

***

### Field descriptions (template columns)

| Column             | Description                                                                    |
| ------------------ | ------------------------------------------------------------------------------ |
| `Order_ID`         | System-generated unique order identifier, used to match existing orders.       |
| `Shipping_Carrier` | Carrier name such as SF, J\&T, DHL, etc.                                       |
| `Tracking_Number`  | Tracking number. Required for physical product orders; ignored for digital.    |
| `Tracking_Url`     | Tracking link customers click on to view logistics.                            |
| `import status`    | failed (default),it means this row failed to import                            |
| `error message`    | Provides specific reason for import failure—for example, “Order ID not found.” |

***

### Validation & error report

The system performs both file-level and row-level validations:

**File-level validation**

* Missing or mismatched header → `Invalid template header`
* Non-CSV type → `Unsupported file type`
* File is empty or has no valid rows → `No valid entries found`
* File exceeds size or row limits → `Maximum allowed size is 15 MB and 1,000 rows`
* Uploading multiple files at once → `Please upload only one file at a time`

**Row-level validation**

* Empty, not found, or mismatched `Order_ID` → `Order not found`
* Duplicate `Order_ID` in the file → `Duplicate Order ID; skipped`
* Missing or malformed `Tracking_Number` for physical items → `Invalid Tracking Number`
* For digital orders, logistics fields are skipped and the order is marked as shipped

**Example failure report (CSV):**

```csv
Order_ID,Shipping_Carrier,Tracking_Number,Tracking_Url,Result,Reason
412341234,,,,Failed,"Missing shipping data"
634563456354635,,,,Failed,"Order not found"
```

> If network or system errors occur, the system may show a generic error message—please retry a few minutes later.

***

### FAQs

**Q1: Can I import again even after an order is already marked as “Shipped”?**\
Yes. Re-importing or editing the same `Order_ID` will overwrite with the latest logistics information.

**Q2: Do virtual or digital products require tracking fields?**\
No. These orders are simply marked as shipped; the logistics fields are ignored.

**Q3: Which payment methods are currently supported?**\
To align with fulfillment workflows, Shop supports **Cash on Delivery (COD)** and **PayPal Wallet**.

**Q4: Excel converted a long Order\_ID into scientific notation like “1.23E+17”. How do I avoid that?**\
Set the `Order_ID` column to “Text” or prepend an apostrophe (`'`) in Excel to preserve the value correctly.

**Q5: What happens to rows with errors during import?**\
These rows are skipped, and a failure report is generated with specific error reasons. You can correct and re-upload them.

**Q6: What if there are duplicate rows for the same order?**\
As long as each row is valid:

* The first entry sets the shipping info and marks the order as shipped.
* The second entry overwrites the shipping info with the latest data.