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How to Import Sales Order Shipments

Updated

This article explains how to use the Sales Order Shipment Import to create shipment records for existing sales orders in Pulse Commerce. Each row in the import file represents a shipment event and includes the tracking number, carrier, method, label details, and the item quantities being shipped.

Recommended Approach: If you are importing data for the first time, it is recommended to fulfill several sales orders manually in the Admin panel, then export the resulting shipments and use that export as a guideline when preparing your import file.
🔍 Understanding the Sales Order Shipment Import

The Sales Order Shipment Import allows you to create shipment confirmations for existing sales orders. It is used when shipment data (tracking number, shipping carrier/method, label cost, and item quantities) comes from an external system such as a 3PL, carrier integration, or ERP.

Use this import when you need to:

  • Record tracking numbers for shipped orders
  • Record shipping carrier and shipping method used
  • Provide label pricing information
  • Specify the quantities shipped per SKU
  • Create multiple shipments for the same sales order fulfillment

This import records shipments for existing sales order fulfillments only. It does not create or modify sales orders, and it does not generate shipping labels. 

Identification & Matching Rule:

  • Shipment rows are identified and matched using the Item Fulfillment Number, which is an integer available on the Item Fulfillment record.:contentReference[oaicite:1]{index=1}
📝 Sales Order Shipment Import – Step-by-Step Instructions

Download the Template and Legend

1 Navigate to Import/Export > Import in your admin panel.

2 Locate the Sales Order Shipment 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 according to the legend. Required fields are marked with an asterisk (*).:contentReference[oaicite:2]{index=2}

Required Fields (Sales Order Shipment Import):

  • Item Fulfillment Number* – Identifying number of the existing Item Fulfillment (integer).:contentReference[oaicite:3]{index=3}
  • Shipping Carrier* – Carrier used to ship the items.:contentReference[oaicite:4]{index=4}
  • Shipping Method* – Method/service level used.:contentReference[oaicite:5]{index=5}
  • Label Generation Method* – Must be either manual or integrated.:contentReference[oaicite:6]{index=6}
  • Tracking Number* – Tracking number for this shipment.:contentReference[oaicite:7]{index=7}
  • Label Price* – Shipping cost printed on the label.:contentReference[oaicite:8]{index=8}
  • SKU* – SKU of the shipped item.:contentReference[oaicite:9]{index=9}
  • Quantity Shipped* – Quantity of the SKU being shipped.:contentReference[oaicite:10]{index=10}

Optional Fields:

  • Tracking URL – URL for tracking the shipment online.:contentReference[oaicite:11]{index=11}
  • Customer Shipping Account Number – Customer’s carrier account, if used.:contentReference[oaicite:12]{index=12}

Key Field Definitions

Field Name Description Rules / Behavior
Item Fulfillment Number* Identifier for the existing fulfillment record. Must match an existing Item Fulfillment; integer only.:contentReference[oaicite:13]{index=13}
Shipping Carrier* Carrier used for the shipment. Required. Examples: UPS, FedEx, USPS, DHL.:contentReference[oaicite:14]{index=14}
Shipping Method* Service level used. Required. Examples: Ground, 2-Day, Overnight.:contentReference[oaicite:15]{index=15}
Label Generation Method* How the label was generated. Must be either manual or integrated. No other values allowed.:contentReference[oaicite:16]{index=16}
Tracking Number* Tracking number of the shipment. Required for creating the shipment record.:contentReference[oaicite:17]{index=17}
Tracking URL Tracking link, if available. Optional; displayed in customer order history.:contentReference[oaicite:18]{index=18}
Customer Shipping Account Number Customer’s shipping account number. Optional; used for billing freight charges.:contentReference[oaicite:19]{index=19}
Label Price* Shipping cost printed on the label. Required; numeric-only.:contentReference[oaicite:20]{index=20}
SKU* SKU of the shipped item. Required; must exist on the corresponding sales order.:contentReference[oaicite:21]{index=21}
Quantity Shipped* Quantity of the SKU being shipped. Required; must be numeric.:contentReference[oaicite:22]{index=22}

Upload and Process the Import

7 Save the completed file as a CSV.

8 Return to Import/Export > Import.

9 Select Sales Order Shipment Import.

10 Click Choose File and select your CSV.

11 Click Import to start processing.

Processing Time: Shipment import files typically process quickly. However, if you are importing many shipments that involve multiple SKUs per fulfillment, consider importing a small test file first to validate results.

Verify the Shipment Import

12 Navigate to Orders > Sales Orders or Orders > Item Fulfillments.

13 Search for the Item Fulfillment Number(s) used in your import.

14 Open the fulfillment record and verify:

  • Carrier, Method, and Label Generation Method are correct
  • Tracking Number and Tracking URL (if provided) display correctly
  • Shipping Cost matches the Label Price in the import
  • Each SKU has the correct Quantity Shipped
  • Multiple rows for the same fulfillment appear as expected

 

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