Skip to main content

Import Shipment Orders via Excel File

How to bulk import or update your shipment orders with an Excel file.

Logiwa IO allows users to import shipment orders in bulk via an Excel file. This article will guide you through the step-by-step process of importing shipment orders using the Excel import feature.

Step-by-Step Guide

  1. Access the Shipment Order Screen
    Begin by navigating to the Shipment Order screen in Logiwa IO.

  2. Select the Import Button
    In the top right corner of the screen, click on the "Bulk Import Shipment Orders" button to start the bulk import process.

  3. Download the Excel Template
    Click the Download button to save the Excel template that will be used for your data import.

  4. Prepare Your Excel File
    Open the downloaded Excel template, and follow the instructions below to correctly fill in the details for your shipment orders.

    • File Preparation Guidelines:

      • Green-colored fields are mandatory and must not be left blank. Gray-colored fields are optional and can be filled if necessary.

      • Do not rename or alter column headers, as Logiwa uses these headers to match the data with its fields.

      • All fields are broadly explained in the Field Description sheet.

      • Enter dates in the "yyyyMMdd" format. For instance, to enter "21 September 2023," use "20230921."

        • Important Note: The fields Shipment Order Date, Expected Shipment Date, Expected Delivery Date, Scheduled Pickup Date, and Scheduled Shipment Date are stored in UTC in the database as date-time values. If no specific time is entered in the Shipment Order Import Excel, the database defaults to 00:00:00 UTC for these fields.

          Example: If a user enters 20241030 as the Expected Shipment Date for an order, the database will store this as 2024-10-30 00:00:00 UTC. For a user in the GMT-3 timezone, this will display as 2024-10-29 9:00:00 PM.

          To avoid discrepancies, please ensure to enter the time as UTC in these columns.

      • If the billing address matches the shipment address, you may leave all billing address columns blank.

      • To create multiple lines for a single shipment order, repeat the shipment order code in different rows.

      • If using an existing Excel file rather than the provided template, ensure column names exactly match those in the template (spelling, punctuation, and capitalization).

      • Refer to the Glossary sheet for information on countries and list values.

      • The template’s first row contains an example shipment order. Please delete this example row before importing.

  5. Upload the Excel File
    Once your file is complete and saved, return to the Shipment Order screen. You can either drag and drop your file into the blank area or use the Browse option to locate your file in local storage.

  6. Initiate the Upload
    After your file has been added, the Upload button will appear in the bottom right corner of the screen. Select Upload to proceed with the import process.

  7. Preview and Validate Your Data
    Before completing the upload, an overview screen allows you to review your file:

    • The Matched column will show a green check mark if the Logiwa fields match the column headers in your file; a red X will indicate any mismatches.

    • The Preview Data column displays the first three rows of your data as a sample.

  8. Resolve Column Mismatches

    If there are mismatches, you can align fields by pressing Choose Field, then selecting the appropriate Logiwa field from the dropdown menu.

  9. Complete the Import Process

    After all sections are matched correctly, press the Import button at the bottom right to finalize the import.

  10. Verify Import Results

    Once the import is complete, view the Import Shipment Order screen to confirm all rows were successfully imported.

  11. Troubleshoot Errors

    If there are any errors (error count above 0), select the Details button to view which rows failed and the reasons for each failure.

Grouping Rows by Order Code Grouping Reference

Each row must have either an Order Code or an Order Code Grouping Reference filled in — both cannot be empty.

  • If only Order Code is filled, rows with the same Order Code are grouped into one order (current behavior).

  • If both fields are filled, Order Code always takes precedence — rows are grouped by Order Code regardless of the Grouping Reference value.

  • If only Order Code Grouping Reference is filled, the result depends on the Shipment Order Type's "Auto Generate Order Code via Excel Import" setting:

    • If disabled, the import fails for that row with a validation error.

    • If enabled, rows with the same Grouping Reference are combined into one order, and the system auto-generates the Order Code.

Rows grouped together must share the same warehouse, client, and order type — mismatched rows are rejected with a validation error. The "Auto Generate Order Code via Excel Import" setting is configured per Shipment Order Type on the Shipment Order Type screen.

Related Articles
Did this answer your question?