EZ Importer Documentation
The first step in importing your orders is to create a Data Mapping. A "Data Mapping" contains information on how to "map" your import file. The mapping allows you to map your import columns to the shopify fields you wish to import. The mapping uses the column name in the csv file to associate the value in the column with the shopify field so you must have a header row (which must be the first row in the csv file) in your import file. The field name in the "Header Name" column must match exactly with the field name in the csv header row. The "Header Name" field is case sensitive as well.
The fields section of the data mapping is broken into multiple tabs. You will see an asterisk next to a required field in that tab. If you select one field within the the tab you must select the required fields within that tab. If you have not selected a field within a given tab the required fields will be ignored.
The name field at the top of the "Data Mapping" is required and must be unique. The value provided for name must not be associated with another Order in your store or you will receive an error. We currently do not support Order updates at this time.
Once you've created your "Data Mapping" you are now ready to import your first csv file. A "Data Mapping" may be associated with as many imports as you wish, their is no limit to the number of "Import Orders" a "Data Mapping" may be associated with. The idea here is you can import as many orders as you want based on the same Data Mapping.
Now that you have a a "Data Mapping" configured you are ready to import your orders. On the app homepage you can click the Import Orders button on the top of the screen. This will display a dialog box for you to start your import.
On the "Order Import" dialog you will see a name field, Data Mappings field, Select files button and a Review Import button. The name and Data Mappings fields are required. You should add a descriptive name for your import. The Data mappings field contains a list all "Data Mappings" you've created in the "Data Mappings" screen. Lastly you can use the "Select files" button to select the file you want to import. Once you have filled out all the necessary fields you can click the "Review Import" button which will bring you to the "Review Import" page. If you do not want to continue with the import you can click the "Close" button.
EZ Importer allows you to upload CSV files up to 20MB in size. With all fields selected in the "Data Mappings" section this will allow you to upload a little more than 20,000 orders. If you are uploading a subset of the fields in the "Data Mappings" section you may be able to upload more than 20,000 orders.
Uploading large files could take a few minutes so it's best to be patient. We estimate a 20MB file could take up to 5 minutes to upload depending on your internet connection. If you click the "Close" button before your upload is complete it will cancel.
If you plan on uploading large files you can split the file into multiple 20MB files and upload each one individually. Feel free contact us for support if you have concerns around larger files.
Now that we've imported our order we must review it. Clicking the "Review Import" button on the "Order Import" dialog brings you to the review page. Here you can look over the details of the import. You can also review the data from your csv file to ensure it was imported correctly.
There are a few sections to pay attention to here. The first and most import section is the Data to Review section of the page. Here you can look over your import data. It's import you review the data to ensure you're import file was read correctly. If you see an error in the file you can click the Decline button (we plan on creating a re-upload feature in the near future), go back fix your import file and create an new "Order import" from the homepage. If your import looks good you can click the Import button which will start your import.
If there is an error importing an individual order the app will log the error and move to the next individual order in the import. At the end of the Import we will display what orders had errors and what orders were successfully imported.
After the order has run if there were errors we will display them in the Error Messages section. This section will list the "Order Name" that had the error and the error itself. In the Import Data section you will see successfully imported orders marked green and orders that have errors marked red.
Shopify allows 1 api call every 2 seconds under normal circumstances. This means a single order will be imported every 2 seconds. During our testing we've seen this number grow with large data imports. We have seen shopify throttle the api calls between 6 and 10 seconds per single order import. So you may see longer upload times for large order imports. EZ Importer processes your orders in the background so once the import has started you can leave the view import page without having to worry about your import stopping.
If an order is successfully imported shopify will send the shop owner an email letting them know an order was imported. This means you will receive a notification from shopify for every import in your import file. If you have a large import file this means you will get inundated with emails. At this time shopify does not have a way for application developers to turn this off so you must do this manually. We've tried to make this as easy as possible for store owners. When you first go to the "Import Order Review" page, you should click the "Disable Email Notifications" button on the page. Remember this does not be disabled per import as it is a store wide setting.
This will bring you to the shopify "settings/notifications" page of your store admin. Once you are here go to the "Order Notifications" section. You will see a section that has an "Enable/Disable" button. You can click this button to turn your notifications on or off. Remember disabling this setting will turn notifications off for your entire store so you may want to put turn this on after the import.
Also note we will NEVER send email notifications to your customers. No matter how many orders you successfully import they will NOT trigger email notifications to your customers.
Shopify Order Calculations
When importing orders shopify will calculate the total and subtotal fields based on your import data. In order to ensure these fields are calculated properly you should have the following fields in your csv file and selected in your "Data Mappings" configuration.
- The "Line Items Price" field will be used to build your subtotals. This field will be multiplied by the "Line Items Quantity" field. This will give you your subtotal.
- You can apply discounts to your orders by mapping your discount fields to the "Discount Codes" tab in the "Data Mappings" section. You should fill out the "Discount Code" and "Discount Amount" fields. This will allow your discounts to show up in the shopify order. The discount will be applied to the order by selecting the "Total Discount" in the "Order Details" section of the "Data Mappings".
- You can apply shipping charges to your orders. You can do this by filling out the "Shipping Lines" tab of the "Data Mappings". The "Shipping Lines Title" will display the shipping title for the order. You must fill out the "Shipping Lines Price" in order for shipping charges to apply.
- You can apply taxes to your order by filling out the "Total Taxes" field on the "Order Details" tab of the "Data Mappings." This will then apply any taxes to the order.
With all these fields filled in Shopify will calculate your Order "Total".
It can be difficult to figure out how far along a large import is. To try and keep you up to date on your import status we have added an import progress bar on the "Review Import Order" while your order is running. This way you can see how far along your import is. Closing this page will not stop your import so if you have a large import you can start the import and then come back to this page to check the status. You do not need to refresh the page for the progress bar to change, it will update itself. However you will need to refresh the page when the order hits 100% to see your final status and what orders were successfully imported and which orders may have failed to import.
Importing Orders with Multiple Line Items
There may be occasions in which you want import multiple line items for an order. You can do this by by using the same order number for multiple orders with in your csv file. EZ Importer build the order from the first order with the order number in the file and it will add the line items for all other orders with the same order number in the csv file.
For example you have two t-shirts your shop has sold. In the import file you would add an entry for each line-item. We are going to assume the Order Number for this order is 11010. You need to mark each line in the csv file with this order number. EZ Importer will find the first entry for Order Number 11010, when it finds the second entry with the same Order Number it will ignore all fields except for the line item fields you've specified in the Data Mapping.
If you've reviewed your order import and realized you made a mistake you can simply decline the Order Import. At this time we do not allow re-uploading your csv file. Instead you can click the "Decline" button on the Order Import Review page, which will mark the Order Import declined and you will no longer be able to import your order. This will prevent you from importing an order with an error by mistake and it will keep your import history clean.
When you click the "Decline" button you will be brought to another page that will ask you to confirm the decline. From here simply click the "Yes, I'm sure" button and the order will be marked as declined.
Once the button is clicked the order will be marked as declined. The next time you bring up the order review page for this order it will no longer allow you to import and you will see a message at the top of the page letting you know the order has been declined.
Note: You can also decline the order from the "Import Action" buttons on the homepage. See next section for more details.
On our app's homepage, you will see a bunch of buttons in the Actions column.
Clicking the Review & Import button will bring you to the "Order Import Review" page where you can review your data and import your orders. Clicking the Decline button will decline your order, this button brings you to the "Decline Order" confirmation page. The View button will will be displayed for orders that have been imported, declined or have an error. Clicking this button will bring you to the "View Import Order" page. This page is the same as the "Review Import Order" page except you can not perform any actions (i.e. Import or Decline). This page is here for your records and so you can see the status of your Import Order.
A few other things to know about the Orders Imported section on the homepage. This table will display details about your Import Order. You can see the status, the record count, the orders imported and the data mapping associated with the Import Order. If you want more details for the order click on the View or Review & Import actions.
We provide the last 100 activities so you can tell whether an Import order was run successfully or not. From this log, you can see the Action performed, the File Name, Data Mapping associated with the Import Order, the Status of the action, the Message associated with the action and time it ran.
We also provide a search box for you to quickly filter your log data.
Our billing system is based on credits. When you first install the app we give you 75 free credits. This allows you to test the application at no charge. An individual credit can be used for 1 import. So if you have an "Import Order" with 5 orders, it will take 5 credits to import that order. The credits will be deducted from your account ONLY if an order is successfully imported. If an order errors for any reason EZ Importer will not remove the credit. For example, if you have a csv file with 5 orders in it and 3 orders successfully import and 2 error out, you will only have 3 credits removed.
Your available credits are always displayed on the top bar of EZ Importer, you can see them on the top right hand side in a blue button.
If you would like to purchase credits you can click on the blue button labeled "Credits Available". This will bring you to the "Credit Bank" page. The credits you purchase have no expiration date, they will NEVER expire.
The "Credit Bank" page is where you view the details about your credits and purchase more credits as needed. On the top of the page you can see how many credits you have purchased, how many you have used and how many you have available. On this page you can also see a full list of your credit bank history in the "Billing History" section. Every credit you've purchased will show up in the bank.
On the right side of the "Billing History" is the "Import Credit Packages" section which allows you to purchase credits at any time. Here you will see a drop down that will have a list of the credits packages we offer. You can click the drop down, select the package you want to purchase and click the Purchase Now button. From here you will be taken to the shopify billing page where you can approve your purchase. Once you click approve button the credits will be added to your account and they will show up in the "Billing History".
It's also good to re-iterate that your credits NEVER EXPIRE. They are available FOREVER.