Mintsoft training · Orders
Upload orders in bulk.
Got wholesale orders, a list of gifts or a mailout to send? Put them in one spreadsheet and upload it to your portal, instead of keying them in one by one. Here’s how, screen by screen.
Open Upload New Order
In the menu, click Orders, then Upload New Order.
- 1OrdersOpens the orders menu.
- 2Upload New OrderOpens the order upload page.
Illustration of the client portal. Your screen may look slightly different.
Download the template
Choose a template style and download it. Always start from a fresh download so the columns are up to date.
- 1Template StyleWe recommend Multi Order per Line. See the two styles below.
- 2Download TemplateSaves a blank CSV template to your computer.
Illustration of the client portal. Your screen may look slightly different.
Multi Order per Line
One row per product. Orders with several products just take extra rows with the same order number. Easiest to fill in and copy from other systems.
| OrderNumber | PostCode | SKU | Quantity |
|---|---|---|---|
| 1001 | OX9 2BX | MUG-BLUE-350 | 2 |
| 1001 | TEA-TOWEL-01 | 1 | |
| 1002 | LS1 4AB | MUG-GRN-350 | 1 |
Single Order Per Line
One row per order. Each extra product goes in the next pair of columns (Product2, Quantity2 and so on), going across.
| OrderNumber | PostCode | Product1 | Quantity1 | Product2 | Quantity2 |
|---|---|---|---|---|---|
| 1001 | OX9 2BX | MUG-BLUE-350 | 2 | TEA-TOWEL-01 | 1 |
| 1002 | LS1 4AB | MUG-GRN-350 | 1 |
Fill in your orders
Add one row per product. Rows with the same order number become one order.
- 1OrderNumberMust be unique to each order. Repeat it on every line of the same order.
- 2Extra linesFor a second product in the same order, just add the order number, SKU and quantity. Leave the address blank.
- 3SKUMust match the SKU in your portal exactly.
- 4CountryUse the 2-letter country code, like GB, IE or NL.
- 5ShippingMethodThe courier service. Use the service names we’ve agreed with you, and we’ll match them to the right courier.
Your downloaded template may have more columns than shown here. Keep the headers exactly as they are and leave columns you don’t need blank.
| OrderNumber1 | FirstName | LastName | Address1 | Town | PostCode | Country4 | SKU3 | Quantity | ShippingMethod5 | ||
|---|---|---|---|---|---|---|---|---|---|---|---|
| 2 | 1001 | Jane | Smith | 4 High Street | Thame | OX9 2BX | GB | jane@example.com | MUG-BLUE-350 | 2 | Tracked 48 |
| 3 | 1001 | 2 | TEA-TOWEL-01 | 1 | |||||||
| 4 | 1002 | Tom | Brown | 18 Mill Lane | Leeds | LS1 4AB | GB | tom@example.com | MUG-GRN-350 | 1 | Tracked 24 |
| 5 | 1003 | Anna | de Vries | Kade 12 | Utrecht | 3511 AB | NL | anna@example.com | MUG-PNK-350 | 3 | International |
Upload the file
Save the spreadsheet as a CSV, then go back to Upload New Order.
- 1Template StylePick the same style you filled in.
- 2WarehouseWhere the orders ship from.
- 3ChannelWhich channel the orders show under, so they’re easy to find.
- 4Choose fileSelect your CSV.
- 5UploadCreates the orders.
Illustration of the client portal. Your screen may look slightly different.
Check the results
Each order shows a status if it uploaded. Any errors are listed against the order number.
- 1Status NEWUploaded and waiting to be picked.
- 2ErrorNot uploaded. Here, the SKU has a letter O instead of a zero.
Fix only the orders with errors, then upload a file with just those orders. Uploading the whole file again could create duplicates.
Illustration of the client portal. Your screen may look slightly different.
Avoid upload errors
Six rules for a clean upload.
Save as CSV
Excel files won’t upload. Use File → Save As → CSV.
Match SKUs exactly
The SKU must be exactly as it is in your portal, or that order fails.
Use country codes
Use the 2-letter ISO code. An empty country is a common cause of errors.
Keep long numbers as text
Excel shortens long numbers. Format those columns as Text before saving.
Numbers only in Quantity
No words, spaces or units in number columns.
Avoid special characters
Accents and symbols in names or addresses can stop the courier label printing.
Optional · Your own layout
Already have a spreadsheet? Map it once.
If your system exports orders in its own layout, you can teach the portal to read it. Set it up once, and it appears as a Template Style every time you upload.
Upload a copy of your file with just the header row, then match each column:
- 1Template NameA name you’ll recognise when uploading.
- 2Mapped fieldMatch each of your headers to a portal field.
- 3IgnoreFor columns you don’t need.
- 4AddSaves the template.
Prefer us to do it? Email a sample file with just the header row and we’ll set it up for you.
Illustration of the client portal. Your screen may look slightly different.
Questions
Common questions.
“Invalid Spreadsheet Format: The conversion cannot be performed”
There’s text in a number column, a stray space, or a required cell is empty. Check every Quantity is a number and every line has an order number and SKU.
“An unknown error occurred when processing the order”
Usually a long number (like a barcode or phone number) that Excel has turned into something like 3.15E+13. Format those columns as Text, save as CSV and upload again.
“Product … could not be found”
The SKU doesn’t match a product in your portal. Check for typos, extra spaces and O instead of 0. If it’s a new product, add it first.
What do I put in ShippingMethod?
The courier service for that order. Use the service names we’ve agreed with you; we set them up to match the right courier. If you’re not sure, ask us before uploading.
My orders haven’t appeared yet
Big files can take a few minutes to process. Allow 10 to 15 minutes before uploading again, or you may create duplicates.
Can I use my own spreadsheet layout?
Yes. Set up a custom template once (see above), then pick it as the Template Style every time you upload.
Sending orders outside the UK?
Every item needs a value for customs. If your template doesn’t include prices, email us before uploading international orders.
Based on Mintsoft’s Bulk upload orders, Custom order upload spreadsheet, The conversion cannot be performed and Unable to upload CSV guides.
Need a hand?
We’re here to help.
Stuck on an error? Send us your CSV file and we’ll take a look.