Upload SO Shipments

In XoroERP, we have the option to upload SO shipments in order to ship the orders in bulk. You can use the Upload SO Shipments module to import the sales order shipments using the steps mentioned below:

  • Download the latest CSV template from the “Upload Shipments” module.

  • Copy Shipment information into the CSV template.

  • Upload the CSV template to Xoro.

Downloading the CSV template

  • Go to the “Upload SO Shipment” module using the search menu.

  • Click on the “Download Template“.

Copying the information into the template

Once you’ve downloaded the template file, you can copy your data using any spreadsheet software. There are columns that you must complete and others that are optional. Mandatory fields are marked with a double asterisk (**) prefix.

  • The file must be a CSV (Comma-separated values) file. The name of your file must end with csv.

  • Make sure you don’t change any of the column headings from row 1 in the template as these are needed for the file to import correctly.

  • All date fields will accept the MM-DD-YYYY format.

  • Be mindful of any leading zeros in your data, some spreadsheet software will trim them automatically without notifying you. This can be resolved by ensuring your columns have correct formatting.

  • Sometimes long numbers (UPC, etc.) are formatted as scientific notation. Be sure to change the formatting on this data to display these long numbers correctly.

If you’re importing more than 5,000 records, we recommend you split up the file.

Column Name
Data Type
Description

**OrderNumber

Text

Enter the sales order number in this field.

RefNumber

Text

Assign a unique reference number or identifier to the shipment for easy tracking and reference purposes.

**ItemNumber

Text

Enter the item number to include in the shipment.

**Qty

Numeric

Enter the quantity of the item in the shipment.

TrackingNumber

Numeric

Enter the tracking number for the shipment in this field.

**CarrierCode

Text

Enter the carrier code for the shipment. This code has to exactly match the code in the Carrier Centre in Xoro.

**ShipServiceCode

Text

Enter the ship service code here. This code has to exactly match the code in the Ship Service Centre in Xoro.

Freight

Numeric

Enter price for the shipment.

CarrierCost

Numeric

Enter the carrier cost for the shipment.

InvoiceDate

Date

Indicate the date of the invoice related to the shipment.

ShipDate

Date

Enter the date of shipping here.

ItemIdentifierCode

Text

Enter the item identifier code here. Item identifier code column specifies, how the item number field value of the file will be used to match the item in the system. Below are the valid identifier codes to be used in the upload shipment. - 0 will represent Not Applicable - 1 will represent Item Number - 2 will represent Item UPC. - 3 will represent Item Barcode. - 4 will represent Alternate item number 1. - 5 will represent Alternate item number 2. - 6 will represent Alternate item number 3.

AutoCloseSOFlag

Text

Enter "Y" to enable this flag. If this is enabled, the sales order will be automatically closed when the shipment is received.

AutoCloseSOLine

Text

Enter "Y" here if you want the item line to be closed once the order is shipped.

ImportError

Text

If there are any errors from an upload, they will be listed in this column.

Uploading the template

Once you have filled the CSV file with your data, you can follow the steps below to upload it into Xoro:

  • Click Browse to select the saved CSV template file.

  • After the file has been selected, select the SO process for the shipment under step 4.

    • Ship What's Available - If you check this option, and the order(s) qty is greater than the inventory available, then the ordered qty will be ignored. Order(s) will be shipped based on the availability in inventory for every item.

    • Process SO with reference number - If you check this option, order(s) will be processed by reference number.

    • Auto Inventory Adjustment - If you check this option, This will create inventory adjustment while creating a wave in case of insufficient inventory.

  • After selecting the SO process, click on Upload to start importing.

  • While the import is in progress, the summary of the progress will be displayed at the bottom of the screen with the progress bar.

  • After the import has been completed, the result will be displayed with the message for success or error (if any).

  • Shipments will only get uploaded into the system if there are no errors in the file.

  • If there are errors in the file, you can download the error file, fix the errors in the original file, and upload it back into Xoro.

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