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Order Import Template Guide

Populating the Order Import Template correctly is important for the WMS to process the order properly. Here are the descriptions to the values in the Order Import Template. 

You may Download the Order Import Template here:

Steps To Take:

  1.  Properly fill out the Order Import Template 
    • Please make sure you fill out the master template thoroughly and double check the data to avoid errors and delays.
    • Do not add or delete columns from the template.
  2. Save the file as .csv (comma delimited) when ready to import into the WMS.
  3. Upload file into your Ruby Has WMS account. Step by step instructions are on this link.

Tips in Filling Out the Template:

  • Commas will cause failure to upload the file. Remove commas in values like in ShipToAddress.
  • Copy and pasting can sometimes lead to hidden characters and spaces. Hidden characters and spaces need to be removed.
  • Any special character will cause an error – ex. , : ; ' " ` ~ á è í ó ú ü ñ.
  • All characterization must match the system, including Company, Ship Service, Ship Freight, Trading Partner, etc.
  • If there's multiple SKUs for an order, all SKUs and their corresponding quantities must be listed in a series of rows (one after the other) under the same Reference Number and all other order information.
    • Example for Multiple SKUs here.
  • You can upload multiple orders in one sheet by providing different Reference Numbers.

Order Import Columns Reference

Template Header        Description
Company
  • *Required.
  • Business Unit / Code used to identify that this order is to be created under your account.
  • Does not include spaces. Should be the exact match of your BU.
  • This should be given to you on your first template guide during On Boarding session.
ReferenceNumber
  • *Required.
  • If mapped to your store/website, this is the Order Number.
  • Can be alphanumeric and contain dashes (-).
  • Should include more than 5 characters. Less than 5 characters will make it more difficult to search on WMS.
  • Must be unique and cannot be used more than once.
  • Spaces, asterisks (*), hashtags or pound signs (#) will cause an error.
  • Examples of Good Reference Numbers:
    • BGD5674389
    • ABCStore-0278
    • SNY67543-98753
  • Examples of Bad Reference Numbers:
    • AmazonOrder1 - Not unique. Prevent from using common words.
    • #0278 - Not unique. Contains a pound/hashtag sign.
    • Order 98753 - Not unique enough. Contains a space.
SKU
  • *Required. If left blank, the order will be automatically archived.
  • Pulls the Item Number of a product in our system.
  • All SKU's must be created in the system prior to upload.
  • SKU's are created by using the Item Master Import.
Quantity
  • *Required. If left blank, the order will be automatically archived.
  • Quantity of the SKU (Item Number) line desired.
ShipService
  • *Required.
  • Must exactly match a service in our system. Case sensitive.
  • Unless our IT team has previously mapped your shipping service, it could be read as invalid if it does not match our system.
  • Accepted Values:
    • Ex. UPS Ground, DHL Express Worldwide
    • A list of shipping services is available upon request.
ShipFreightBilling
  • Mode of payment for shipping cost.
  • Must exactly match a service in our system. Case sensitive.
  • Accepted Values:
    • Prepaid – billed to Ruby Has. Ruby Has will then bill the client.
    • Third Party – billed to the account number provided (more info below).
    • Collect – billed to a third party. Will be billed upon retrieval of package
ShipAccount
  • Applies if ShipFreightBilling is Third Party or Collect.
  • Leave blank if ShipFreightBilling is Prepaid.
  • The account number is needed as well as zip code and country of the account holder.
ShipAccountZip
  • Applies if shipping Third Party or Collect.  Leave blank if ShipFreightBilling is Prepaid.
  • Zip code of ShipAccount number.
ShipAccountCountry
  • Applies if shipping Third Party or Collect.  Leave blank if ShipFreightBilling is Prepaid.
  • 2 letter country code of ShipAccount number.
  • Both letters should be capitalized. (Ex. US, GB, AE, etc.)
ShipToCompany
  • *Required.
  • May be the same as Ship to Name if there is no company name.
ShipToName
  • *Required.
  • Recipient's First and Last Name.
ShipToAddress1
  • *Required.
  • House/Bldg Number and Street Name.
ShipToAddress2
  • Floor/ Suite / Apt Number if applicable.
ShipToCity
  • *Required.
ShipToState
  • All US States need to be in 2 letter codes. Required for US shipments.
  • State/Region is not always necessary for international shipments.
ShipToZip
  • *Required.
  • Zip Code
  • If starting with 0, it will sometimes be removed when uploading because of the format. Search the Order on the WMS after uploading to ensure that the zip code reads correctly.
ShipToCountry
  • *Required.
  • 2 letter country code.
  • Both letters should be capitalized. (Ex. US, GB, AE, etc.)
ShipToPhone
  • Required for international shipments. 
  • Cannot be longer than 15 characters.
ShipToEmail
  • Input if needed.
  • We do not store emails for privacy.
TradingPartner
  • *Required.
  • Must exactly match the value in our system to avoid upload failure.
  • This code is assigned and given to clients during the On Boarding session.
  • Used as an abbreviation for market place/FBA orders or any special type of order to allow the team to differentiate between types of orders. 
InsuranceValue
  • Only applies to certain ship services.
  • Input an insurance value on your shipment in case claim is needed.
DDP
  • Only applies to certain ship services.
  • Used only when Duties Paid is offered by the company.
  • If Duties will be paid by the company, put "Y" for YES. This is required to mark this column off correctly.
ReturnShipVia
  • All shipments are returned via UPS Ground.
OrderNotes
  • Instructions for the warehouse.
  • Read more about providing special instructions here.
CarrierNotes
  • Instructions for the Carrier.
LineItemNotes Must be turned on for your account before use. Please contact your sales representative if interested.
GiftNote
  • Included in the order for the recipient.
PurchaseOrderNumber Must be turned on for your account before use. Please contact your sales representative if interested.
LotNumber Must be turned on for your account before use. Please contact your sales representative if interested.
SerialNumber Must be turned on for your account before use. Please contact your sales representative if interested.
ExpirationDate
Must be turned on for your account before use. Please contact your sales representative if interested.
ShipDate Must be turned on for your account before use. Please contact your sales representative if interested.
CancelDate Must be turned on for your account before use. Please contact your sales representative if interested.
CustomField1 Must be turned on for your account before use. Please contact your sales representative if interested.
CustomField2 Must be turned on for your account before use. Please contact your sales representative if interested.
CustomField3 Must be turned on for your account before use. Please contact your sales representative if interested.
CustomsContentType Must be turned on for your account before use. Please contact your sales representative if interested.
DeliveryConfirmation Must be turned on for your account before use. Please contact your sales representative if interested.


Frequently Encountered Errors

Null Pointer in Method Invocation
  • SKU, Company or Trading Partner does not exist/ match our system.
  • Solution: Make sure you are inputting your assigned Company (Business Unit or Code) and Trading Partner without spaces and proper capitalization.
'X' Colums Expected 'Z' Columns Received
  • Special characters
  • Extra columns
  • Invisible data
  • Solution: Delete all special characters, commas, and blank cells at each end of the order – vertically and horizontally. Remove any unnoticed extra spaces in the beginning/end of values.
Item __ Pack –– Each–– 1 Not Found
  • SKU does not exist in the WMS.
  • Solution: Must exactly match how the SKU/Inventory Number appears in the WMS. Edit SKU to match the system Inventory Number or create the SKU in the system via Item Master Upload before uploading the Order Import Template again.
Order Header in ___ Status
  • Order number already exists.
  • Solution: Double check if existing Reference Number is different from the order you're trying to create. If the order is different, change the Reference Number value prior to uploading again.
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