Order Import Configuration – Importing Files

Sales orders can be imported from files placed on an ftp server, sent to an email account, or from a file location on a PC.

Note: You will have already created suppliers for your Amazon (AMAZON) and/or eBay (EBAY) account. You may need to create delivery service codes.

Setting Up Sales Order Import from a File Location

Note: This method isn't suitable when you have created your own CSV configuration. Import from your FTP server instead.

1. On the Utilities menu, click Order and Receipts Import Config.
2. Click the Order Import Configuration tab, then the Settings tab.
3. In the Source list, click Web.

   Note: Sources can differ from Web when orders are imported via the Horizon API. Web is used for all file based imports, or when the source passed in the API call is empty, or doesn't match a configured source name.

4. In the Order path box, click the ellipsis […] and browse to the folder where you want to paste the orders to. For Horizon Cloud users, we recommend that you use a tsclient location. Click OK.
5. In the Order failure email box, type the email address where notifications about orders failing to import should be sent. The mail server used to send this notification is set up in Company Set-up > Email Settings.
6. Currently processing shows whether the Orders and Receipts Import Service is processing files. If processing has been in progress for more than an hour, you can clear this option to stop progress and await the next processing window.

   Note: Do not change the Currently processing option when configuring.

7. Select the delivery method of imported orders that will be placed on Hold. Click:
   • None – no orders held
   • Normal delivery orders – Default (bulk) and Delivery to us (pick and wrap) orders held
   • Direct delivery orders – Customer delivery by supplier (pick and wrap) orders held
   • All orders – all orders held
   • On stop traders – orders for on stop traders are held.
8. The following options apply to all imported orders. When selected:
   • Use file price – the price from the file is used, not the price calculated by Horizon
     • Hold price difference – if there is a price difference (and you have Use file price selected) the order is placed on hold
   • Allocate stock – if the order hasn’t been put on hold and isn’t a direct order stock is allocated
   • Use additional/swaps – if an additional or swap item is available, it will be used
   • Use file price on swaps – if an item is replaced with swap, the price from the file is used, not the price calculated by Horizon
   • Lock prices – the price from the source is used. In Horizon the line price is shown in red to indicate that pricing routines have been overridden.
   • Take payment on order – changes behaviour if an order is marked as prepaid.
     • When selected, orders will be marked as paid, a payment line will be added to the order and no invoice or sales receipt will be created for prepaid orders.
     • When cleared, a separate invoice and payment will be created and the transaction allocated.
       • Place SREC on hold – when selected, the created sales receipt is placed on hold. This gives you the opportunity to adjust it if, for instance, your payment provider deducts a service charge.
9. From the Process type list, click the process type to be assigned to the orders' lines.
10. From the Credit card process type list, click the process type assigned.
11. Click Populate header department to set the order's header department. EvolutionX orders do not have headers.
    When selected (default), if all line-level departments match, the department at the header level is set. When they don't match, the department on the first line with a department is used for the header department.
    When cleared, orders are imported with a blank header department. This is usually preferable as each order line can have its own department and setting the header department can be misleading.
    
12. The following Traders options only effect opXML orders:
• *Allow orders to create traders – if the trader and/or delivery trader doesn’t exist, one will be created, with the following New traders settings:
  • Group – trader user-defined group
  • Rep
  • Supplier –
  • Delivery method –

  Note: If a sales lead (type L trader) has been created in Horizon and Allow orders to create traders is selected, an order for that sales lead will be rejected. To allow orders to import, change the trader to a customer (type S trader).

• †Also search on trader name – search for delivery traders by name as well as line 1 of the trader address and postcodes.
• ‡Update addresses – will update the trader and delivery trader details with the trader's code, name, address lines, town, county and postcode from the file.

The reference marks refer to the opXML file format document to describe how these options affect how Horizon processes each element.

13. Click OK.

eBay Options

The following options only affect eBay orders:

Some product (service) codes need to be created in Horizon: 111111, 222222 and 333333.

1. Select or clear the following options. When selected:
   • Use 'User ID' instead of 'Transaction ID' – Uses an alternative reference to build the order's reference – ORDERNUMBER -YOURREF
   • Use 'Custom Label' instead of 'Item ID' – uses an alternative code when creating the detail lines.
   • Use alternative shipping methods – when selected:
     • If 'Other Courier (3 to 5 days)' or 'Promotional Postage Service’ is in column AC, then product code 111111 will be used.
     • If Postage service (column AC) is 'DPD Next Day' then product code 222222 will be used.
     • If Postage service (column AC) is ‘Standard Int'l Postage’ or ‘Other 24 Hour Courier’ then product code 333333 will be used.
     • All use the price from 'Postage & packaging' (column R) and have a VAT code of 'I'.
2. Click OK.

Amazon Options

The following options only affect Amazon orders:

Two product (service) codes need to be created in Horizon: 111111 and 222222.

1. Select or clear:
   • Use alternative shipping methods – ship-service-level (column P) of the Amazon order file can have the value 'Standard' or 'Expedited'. When selected,
     • If 'Standard', then product code 111111 will be used.
     • If 'Expedited', then product code 222222 will be used.
     • Both use the price 'shipping-price' (column N) and will have a VAT code of 'I'.
2. Click OK.

 

See Also