When you import orders on the Orders screen with + Import Orders CSV, you can import these order details. Each row in the CSV file is one product in an order. Order details, such as the total and order date, are repeated on every row of the same order. For the steps, see How to import orders from a CSV file
Check and clean your data before you import. See What should I check in my data before importing it into WithWine?
Required for every order: Total, Transaction Type and Order Date. New orders also need External Channel Name and External Reference.
Order fields
External Channel Name: a name for the system the order came from, for example Old Cellar Door POS. Required if you don't give a WithWine Order ID or WithWine Order Number.
External Reference: the order number or ID in that system. Required if you don't give a WithWine Order ID or WithWine Order Number. If the External Channel Name and External Reference match an order you imported before, that order is updated.
WithWine Order ID and WithWine Order Number: use these only to update an order you imported earlier. Orders created in WithWine can't be updated this way.
WithWine Order Channel: one of Unknown, Website, Manual, Pos, Import, Wholesale, Sample, Gift, Donation, Tasting, Staff, TradeWorker or Event.
Status: one of Shipped, Collected, Cancelled, Pending, ReadyForCollection or AwaitingPayment. Use Shipped or Collected for finished orders. Paid is listed in the import pop-up but isn't accepted.
Order Tags: tags to add to the order, separated by commas. Remove Order Tags: tags to remove, when updating an order you imported earlier.
Order totals
Total (required): the order total including tax, excluding tips. Must be a number. WithWine doesn't check that it matches the items, and uses the first row's total if the rows of one order differ.
Shipping: the total shipping cost, repeated on every row of the order. Or add shipping as its own row with Is Shipping Cost. Don't use both for the same order.
Tip: must be a number.
Absolute Discount Applied: a discount on the whole order that isn't included in the item discounts, as a negative number (for example -10). Item totals + Shipping + Absolute Discount Applied (+ added tax, if any) = Total.
Transaction Type (required): how the order was paid. One of Cash, Eftpos, ExternalOtherCredit, ExternalVisa, ExternalMastercard, ExternalAmex or ExternalGiftCard. Invoice is listed in the import pop-up but isn't accepted.
WithWine Venue ID (Ordered at) or WithWine Venue Name (Ordered at): the venue where the order was placed.
Dates
All order dates are in UTC (GMT+0). Write them as yyyy-MM-dd HH:mm, for example 2024-12-10 01:00.
Order Date (required): when the order was placed.
Shipped Date: when the order was shipped or picked up. Fill it in whenever Status is Shipped or Collected.
Delay Dispatch Date: dispatch is held until this date. Set Status to Pending if the date is in the future, or the order won't show for delayed dispatch.
Paid Date: when the order was paid, if Status is Paid. If you leave it out, the Shipped Date or Order Date is used.
Purchaser details
Email: the customer's email address. This links the order to the customer, so it must match a customer already in WithWine. An order with an email that isn't in WithWine imports with no customer attached.
Mr/Mrs/Ms: Mr, Mrs, Ms or Dr.
First Name, Last Name.
Date of Birth: yyyy-MM-dd.
Recipient details (if different)
Recipient First Name, Recipient Last Name.
Is Gift: YES/NO, TRUE/FALSE or 1/0.
Gift Message: Is Gift must be YES or TRUE if you include a gift message.
Shipping details
Address Line 1, Address Line 2, City, State, Zip / Postal code.
Country: a two-letter country code, such as AU, NZ or US.
Phone, Business Name, Delivery Instructions.
Authority To Leave: True if the customer ticked the authority to leave option, False if they didn't. Leave it blank if they weren't offered the option.
WithWine Venue ID for Pickup or WithWine Venue Name for Pickup: where the order was or will be picked up. The name must match a venue in WithWine.
Carrier Code.
Billing details (if different)
Billing Address Line 1, Billing Address Line 2, Billing City, Billing State, Billing Postcode.
Billing Country: a two-letter country code.
Order line item fields
One row per product:
WithWine Product ID or Product SKU: the product in WithWine. Use one of these if you want the purchase to show up when you filter the Customers screen by product, wine type or variety. If two products share a SKU, use the product ID.
External Product Name: a plain text name, for products you don't want to add to WithWine. If you want the product to show in the WithWine app or let customers write tasting notes, add the product to WithWine and use Product SKU instead.
Is Shipping Cost: True if the row is the shipping cost, otherwise False. YES/NO, TRUE/FALSE or 1/0. A shipping row also needs External Product Name, for example Shipping.
Product Quantity.
Item Total: the total for this row, after any item discount. Must be a number.
Item Discount: the discount on this row, as a positive number. Must be a number.
Discount Type: one of Single, InAny6, InAny12, Club, Coupon, InAnyPack or PricingGroup.