This article explains how to use the Drop Ship Vendor Purchase Order Fulfillment Import to record shipment confirmations for Drop Ship Purchase Orders (POs) in Pulse Commerce. Vendors may fulfill orders in one or more shipments, each with its own tracking number, carrier, method, and quantities. This import allows you to create those shipment records in bulk.
Recommended Approach: If you are importing data for the first time, it is recommended to manually fulfill 2–3 drop ship purchase orders in the Admin panel, then export the resulting shipment records and use that export as the model for preparing your import file.
The Drop Ship PO Fulfillment Import allows you to create shipment records for one or more existing drop ship purchase orders. Each imported row represents a shipment or a portion of a shipment.
Use this import when you need to:
- Record shipment details provided by a drop ship vendor.
- Create multiple shipments for the same PO (e.g., partial shipments).
- Mark all items in a PO as shipped in one action.
- Record tracking numbers, shipping carrier, method, and costs.
This import records fulfillment for existing drop ship purchase orders only. It does not create new purchase orders.
Identification & Matching Rules:
- The system identifies the purchase order using the Vendor PO Number. This must match an existing Drop Ship PO exactly and is an integer value.:contentReference[oaicite:1]{index=1}
- Each shipment is identified by its Tracking Number. Multiple shipments for the same PO must use different tracking numbers.:contentReference[oaicite:2]{index=2}
Download the Template and Legend
1 Navigate to Import/Export > Import in your admin panel.
2 Locate the Drop Ship Vendor Purchase Order Fulfillment Import row.
3 Click Download default Template to obtain the CSV file.
4 Click Legend to download the field definitions document.
Download Import Templates:
Right-click and “Save As” if the files open in your browser instead of downloading.
Prepare Your Import File
5 Open the CSV template in Excel, Google Sheets, or a text editor.
6 Populate your shipment data following the legend. Required fields are marked with an asterisk (*).:contentReference[oaicite:3]{index=3}
Required Fields (Drop Ship PO Fulfillment Import):
- Vendor PO Number* – The drop ship purchase order number (integer).:contentReference[oaicite:4]{index=4}
- Tracking Number* – Unique tracking number for this shipment. If multiple shipments exist for the same PO, each must have a different tracking number.:contentReference[oaicite:5]{index=5}
- Shipping Carrier* – Carrier used to ship the item(s).:contentReference[oaicite:6]{index=6}
- Shipping Method* – Shipping method used.:contentReference[oaicite:7]{index=7}
Conditional Required Fields:
-
SKU and Quantity Shipped must be used together:
- If SKU is provided, then Quantity Shipped is required.:contentReference[oaicite:8]{index=8}
- If Quantity Shipped is provided, then SKU is required.:contentReference[oaicite:9]{index=9}
Special Rule – Marking Entire PO as Shipped:
- If you leave both SKU and Quantity Shipped blank, all items in the PO are marked as shipped.:contentReference[oaicite:10]{index=10}
- Use this carefully—this will fully ship the entire PO regardless of item count.
Key Field Definitions
| Field Name | Description | Rules / Behavior |
|---|---|---|
| Vendor PO Number* | Drop ship purchase order number. | Must match an existing Drop Ship PO; integer value only.:contentReference[oaicite:11]{index=11} |
| Tracking Number* | Shipment tracking number. | Must be unique per shipment for the same PO.:contentReference[oaicite:12]{index=12} |
| Tracking URL | Optional tracking URL. | If provided, customers can follow the link from their order history.:contentReference[oaicite:13]{index=13} |
| Shipping Carrier* | Carrier used for shipment. | Required for all shipments.:contentReference[oaicite:14]{index=14} |
| Shipping Method* | Shipping service level. | Required for all shipments.:contentReference[oaicite:15]{index=15} |
| Customer Shipping Account Number | Account number used for billing freight charges. | Optional. Included only when applicable.:contentReference[oaicite:16]{index=16} |
| SKU | SKU of the shipped item. | Optional only if you intend to mark all PO items as shipped. If provided, Quantity Shipped is required.:contentReference[oaicite:17]{index=17} |
| Quantity Shipped | Quantity being shipped for this SKU. | Required if SKU is provided. If left blank and SKU is blank, all PO items are marked shipped.:contentReference[oaicite:18]{index=18} |
| Shipping Cost | Cost for the shipment. | If multiple items share the same PO + Tracking Number, the system uses the first Shipping Cost value encountered.:contentReference[oaicite:19]{index=19} |
Upload and Process the Import
7 Save your completed file as a CSV.
8 Return to Import/Export > Import.
9 Select Drop Ship Vendor PO Fulfillment Import.
10 Click Choose File and select your CSV.
11 Click Import to process the file.
Verify the Import
12 Navigate to Orders > Drop Ship Purchase Orders.
13 Search for the PO Number(s) included in your import.
14 Open the PO and verify:
- Shipment(s) created for each tracking number
- Correct Shipping Carrier and Method
- Correct Quantity Shipped for each SKU
- That all items were marked shipped when SKU and Quantity Shipped were left blank
- Shipping Cost applied correctly (first value used when multiple rows share the same tracking number)