Shipments import field reference and situation how-tos

What this covers

This article explains which columns to include in a Shipments import for common tasks, which fields are required, and what every Shipments import field does. Use the Shipments import to add carrier, service, and tracking details to orders, including orders that shipped outside Zenventory. The Shipments import is only available in the [Admin importer].

Field names below are the Zenventory defaults. If your company renamed fields in the Lexicon, your screens show your names instead.

Required for a basic shipment

Order Number

A Tracking Number and carrier aren't required, but most shipments should include them. The Situation how-tos above cover other tasks, like several packages on one order and correcting a shipment.

Mapping reference table

This table lists every field on the Shipments import mapping screen, in the same order and under the same section headings (Customer Order and Shipment). Use it to decide which of your file's columns to map to each field, and to check that your data is in the right format.

For each field, the table shows:

What to map this to for Shipments: what the field does on the shipment.
When is this field required?: whether the field is always needed or optional.
Format: the type of value the field accepts, such as text or number, and its character limit.

Field names are the Zenventory defaults. If your company renamed fields in the Lexicon, your mapping screen shows your names instead.

Mapping Field	What to map this to for Shipments	When is this field required?	Format
Customer Order
Order Number	The order the shipment belongs to. Zenventory checks customer orders first, by order number. If none match, it's used as a transfer order number. The order must belong to the selected client. An order that isn't found fails that row.	Required	Text, must match an existing order, 50 characters

Shipment
Carrier Code	The carrier's code (e.g. UPS, FDX). Checked before Carrier Name. If neither matches a carrier in Zenventory, the shipment is saved with no carrier and no service, and there's no error. When a Tracking Number already on the order is imported again, this is replaced by the file, even when the cell is blank.	Optional	Text, must match an existing carrier code, 50 characters
Carrier Name	The carrier's name. Only used if Carrier Code is blank or doesn't match. When a Tracking Number already on the order is imported again, this is replaced by the file, even when the cell is blank.	Optional	Text, must match an existing carrier name, 50 characters
Service Code	The service's code for the matched carrier. Checked before Service Name. If neither matches, the service is left blank with no error. When a Tracking Number already on the order is imported again, this is replaced by the file, even when the cell is blank.	Optional	Text, must match one of the carrier's service codes, 50 characters
Service Name	The service's name for the matched carrier. Only used if Service Code is blank or doesn't match. When a Tracking Number already on the order is imported again, this is replaced by the file, even when the cell is blank.	Optional	Text, must match one of the carrier's service names, 50 characters
Tracking Number	The carrier's tracking number. If the order already has a shipment with this tracking number, that shipment is updated instead of a new one being added. A blank tracking number always adds a new shipment.	Optional	Text, 150 characters
Shipping Cost	The cost of this shipment. When a Tracking Number already on the order is imported again, this is replaced by the file, even when the cell is blank.	Optional	Decimal number (decimals not required, e.g. 10 or 10.99)
Weight	The weight of this shipment (in lbs). Used for weight-based client charges on new customer order shipments. Not used for transfer orders or for updated shipments. When a Tracking Number already on the order is imported again, this is replaced by the file, even when the cell is blank.	Optional	Decimal number (decimals not required, e.g. 10 or 10.99)

Situation how-tos

Situation	Columns to include	What to know
Record orders that shipped outside Zenventory	• Order Number • Carrier Code or Carrier Name • Service Code or Service Name • Tracking Number	If the order has no shipping order yet, one is created and marked shipped. The shipment date is the time of the import.
Add tracking to orders you're fulfilling in Zenventory	• Order Number • Carrier Code or Carrier Name • Service Code or Service Name • Tracking Number	The shipment is added to the order's shipping order. The order is only marked shipped if all of its items have been picked. Otherwise the shipment is saved and the order stays open.
Add several packages to one order	• Order Number (the same on each row) • Tracking Number (a different one on each row)	Use one row per package. Each different tracking number adds its own shipment.
Correct a shipment	• Order Number • Tracking Number (the one to correct) • Carrier, service, Shipping Cost, and Weight	The existing shipment is updated. Its carrier, service, Shipping Cost, and Weight are replaced by the file, even when a cell is blank. A carrier that doesn't match clears the carrier and service. Include all four, not just the ones that are changing.
Record transfer order shipments	• Order Number (the transfer order number) • Carrier and service columns • Tracking Number	If no customer order has that number, Zenventory looks for a transfer order with it. The transfer is only marked shipped if all of its items have been picked.
Record shipments for a client (3PL)	• Select the client in the import window (there's no client column)	The order must belong to the selected client, or the row fails.
Set the carrier and service	• Carrier Code or Carrier Name • Service Code or Service Name	Codes are checked first, then names. If the carrier doesn't match, the shipment is saved with no carrier and no service. If the service doesn't match, it's left blank. There's no error either way, so check the shipments after the import.
Record shipments without tracking numbers	• Order Number • Carrier and service columns	Each row adds a new shipment. Importing the same file again adds the shipments again, so only import it once.
Undo a Shipments import	• Not possible	Shipments imports have no Undo Import option. Test with a small file first, and check the shipments before you import the full file.

How the import handles shipments

Which orders can I add shipments to?

Each row adds a shipment to one order.

Zenventory looks for a customer order with the Order Number first. If none match, it looks for a transfer order with that number.
The order must belong to the client selected in the import window. An order that isn't found fails that row.

Does the import mark orders as shipped?

It depends on the order.

The order has no shipping order yet (for example, it shipped outside Zenventory): the import creates one and marks it shipped.
The order is being fulfilled in Zenventory: the shipment is added, and the order is only marked shipped if all of its items have been picked.

What if a shipment is already on the order?

Zenventory checks the Tracking Number.

If the order already has a shipment with that tracking number, the import updates it. The carrier, service, Shipping Cost, and Weight are replaced by your file, even when a cell is blank.
If the tracking number is new, or blank, the import adds a new shipment. Rows without a tracking number are added again each time you import the file.

What if the carrier or service doesn't match?

The shipment is still saved.

If the carrier doesn't match a carrier in Zenventory, it's saved with no carrier and no service.
If the service doesn't match, it's left blank.
There's no error in either case, so check the shipments after the import.

Can I undo a Shipments import?

No. Shipments imports have no Undo Import option, and there's no sample file for this import. Test with a small file first.