Import sales orders and channel sync

There are two ways to bring existing orders into Qoblex as sale orders. You can import a spreadsheet of orders from a CSV file, or you can connect a sales channel so that orders placed on that channel arrive as sale orders automatically. Both start from the same place: the Import… button on the Sales Orders list.

This article covers the CSV import in detail, including the exact columns the template expects, and gives a short orientation to channel sync with links to the per-channel integration guides.

Open the import dialog

1. Open the Sales Orders list.
2. Select Import… in the toolbar.

The Import sale orders dialog opens on the first step, Importer Selection. It lists the import sources available to your account: CSV, and any connected channels (Shopify, WooCommerce, Amazon). The CSV source is selected by default.

Choose a source to continue to the next step. The dialog works in three steps: Importer Selection, Action, and Report & Finish. Use Previous to step back and Cancel to close the dialog before it finishes.

Import sale orders from a CSV file

The CSV import is the general-purpose way to load orders that do not come from a connected channel, for example historical orders or orders from a system Qoblex does not integrate with directly.

On the CSV step the dialog walks you through three actions: download the template, fill it out, and upload it.

1. Open the Sales Orders list and select Import….
2. Keep CSV selected and continue to the action step.
3. Select Download Template to download Template.csv. This file has the correct header row already in place.
4. Fill the template with your order data using a spreadsheet application such as Microsoft Excel or Apple Numbers. Put one line item per row, and repeat the same Order Number on every row that belongs to the same order.
5. Select Upload your file and choose your completed CSV.
6. Qoblex validates and processes the file, then moves to the Report & Finish step.

The upload starts as soon as you pick the file. While it processes, the dialog shows Your file is being processed. When it finishes, the Report & Finish step lists the result messages.

The maximum file size is 2 MB. A larger file is rejected before it uploads with the message This file is too big. The maximum file size allowed is 2MB.

SKUs and barcodes are case-sensitive. Enter them exactly as they appear in Qoblex to avoid matching errors during import.

How imported orders are created

Rows are grouped by Order Number, so each distinct order number becomes one sale order and its rows become that order’s line items. Imported orders are created with a status of Quote, so you can review each one before it moves through allocation, shipment, and invoicing.

Two values on each row must already exist in your account or the order is skipped with an error:

• ShipFromLocation must match the exact name of a location in your account.
• Tax (%) must match a sales tax rate that already exists in your account. Create the tax rate first, then re-import.

If a row sets Shipped At, ShippedQuantity, InvoicedQuantity, or RefundedQuantity, Qoblex records the matching shipment, invoice, or refund as part of creating the order, so a partially or fully processed order can be imported in its current state.

The import runs in the background. Qoblex adds the message Your orders are being imported in the background, you will receive an email … when the import is completed to the report, and emails you at your account address when processing finishes.

CSV column reference

The template header row is generated from the sale-order import record, so these are the exact column names and order the file expects. Keep the header row from the downloaded template unchanged.

Import orders from a connected channel

The same Import sale orders dialog lists any connected sales channel as an import source. Choosing Shopify, WooCommerce, or Amazon lets you pull orders from that channel over a chosen date range.

1. Open the Sales Orders list and select Import….
2. Choose the channel (Shopify, WooCommerce, or Amazon) on the Importer Selection step.
3. Under Which store do you want to import orders from?, select the store to import from.
4. Under Select a time range, pick the date range to import.
5. Select Start.

Qoblex pulls the orders for the selected store and range in the background, then shows the result on the Report & Finish step.

Order imports are limited to the last 3 months by default. To import a larger date range, contact support. The dialog shows Order imports are limited to the last 3 months by default. Contact support to import a larger date range. when the selected range is too wide.

A channel only appears as an import source once it is connected. If the channel you expect is missing, connect it first. For connecting a channel, mapping products, and the full set of order fields each channel brings in, see the per-channel guides.

Channel sync at a glance

Beyond a one-time import, connecting a sales channel keeps new orders flowing into Qoblex automatically. Once a channel is connected, orders placed on that channel arrive as sale orders without anyone running the import dialog, so the Sales Orders list stays current with the store.

Each channel maps customers, addresses, products, taxes, and fulfillment state in its own way, and each has its own connection, product-matching, and troubleshooting steps. Those details live in the integration sections rather than here:

• Shopify — see Import Shopify orders and Order sync and editing.
• WooCommerce — see Import WooCommerce orders and Order sync and editing.
• Amazon — see How Amazon orders sync.

To connect a channel or review its settings, start from that channel’s connection guide: Connect and configure Shopify, Connect and configure WooCommerce, or Connect Amazon and choose a marketplace.

Troubleshooting