Import Order from a CSV or TXT File: PC Software

Stamps.com integrates with many online marketplaces and sales channels. However, in some cases, it may be necessary to import orders from a source other than a connected store. For example, you may sell on a store that Stamps.com does not connect to, but you can export your order information from your store into a CSV or TXT file.

The good news is that Stamps.com allows you to import order information from a file. You then have all the tools available to you to ship your orders. Once you ship an order, the tracking number can be sent back to your source file.

This article will guide you through how to add an order source then map the fields in your source file to the PC software so that you can import your order information.

If you are using Stamps.com Online, go to the Import CSV and TXT files into Stamps.com Online help article.

Subscription Plan Requirement

This feature is not available for all subscription plans. If you would like to use this feature but cannot access it as described here, you will need to upgrade your plan.

Visit our plan pricing page to see what features are available with our current plans. To upgrade your plan, go to the profile menu in your account and choose Manage Account > Subscription Plan.

Requirements

You will need the file containing the orders that you wish to import. The file should be saved in a folder on your computer that will only be used for importing orders into the PC software. The source file must meet the following requirements:

  • The file must be saved as a .CSV (Comma Separated Value) file or a .TXT (Text) file.

    • There is no set format or structure the file needs to follow because we will define what data is pulled from the file and which fields in the PC software the data gets imported to.

    • The file should be saved to a folder that will only be used for importing orders.

  • The file must include at least one order.

  • The file must contain valid column headings.

Here is an example of what a .CSV file might look like when opened in a spreadsheet. Note the valid column headings.

Sample_CSV.png

Add an Order Source and Select the Source File

  1. Go to ORDERS. Then, select Manage Data Sources and select Add Source.

    ORD_ManageSources_AddSource_MRK.png

    The Choose Data Source screen will open.

  2. Select CSV/TextFile (*.csv or *.txt) from the list. Then, click Next.

    ORD_DataSource_SEL_CSV_BTN_Next_MRK.png
  3. Enter a name for the connection into the Profile Name: field. Then, click Next.

    The name you enter identifies this order source in the PC software.

    ORD_ProfileName_BTN_Next_MRK.png
  4. Select the option to Create a new data source. Then, click Next.

    ORD_CreateNewSource_BTN_Next_MRK.png
  5. Select Text/CSV File and click Next.

    ORD_SEL_CSV_BTN_Next_MRK.png
  6. Select the folder that your source file is in by clicking the Browse button. Go to the folder in the Windows navigator, select the folder, and click OK. Then, click the Next button.

    ORD_BTN_Browse_MRK.png

    The path to the folder you selected will be displayed in the Location: field.

  7. Click the Test Connection button to make sure that the PC software can connect to the folder you selected.

    We recommend not modifying the Connection String. However, advanced users can update the string if needed.

    ORD_TestConnection_MRK.png

    A success message will be displayed. Click OK. Then, click Next.

    ORD_Test_SuccessMessage_MRK.png

You have successfully connected to your source file. In the next section, we will look at how to map the fields in your file to the appropriate fields in the PC software.

Import Field Mappings

The Import Field Mappings screen allows you to map the data from your source file to the available fields in the PC software. Data fields to be mapped are broken down into the following types:

  • Order: Order-specific data such as Order ID, Order Date, etc.

  • Items: Item data specific to the items on the orders such as SKU, Item Name, Quantity, Unit Price, etc.

  • Shipping Options: Data specific to the shipment such as Ship Method, Weight, Dimensions, etc.

  • Recipient: Data specific to the recipient of the order such as Name, Address, Phone number, etc.

  • Return Address: Data specific to the return address for the shipment.

    Mapping the return address fields will overwrite the Return Address entered in the Profile Settings for this profile with the return address information from your data source. This is useful when you have more than one return address.

Required Fields

Any field indicated with <required> requires mapping. There are many available fields to import, but only a few are required. The required fields are:

  • Order > Order ID

    • The Order ID can be numeric or alphanumeric

  • Order > Order Date

    • The date-time format must have values for year, month, day, hour, minute, and second - though they don't have to be in that specific order. Examples: YYYY/MM/DD HH:MM:SS, MM/DD/YYYY HH:MM:SS, etc.

  • Order > Status

To map your fields:

Reference our Import Field Mapping Table for detailed information for each field.

  1. Select your source file from the Data Source drop-down menu.

    ORD_SEL_DataSource_MRK_PC.png
  2. Map the fields in your source file to the available fields in the PC software by selecting the field in your data source from the available drop-down menus.

    We recommend mapping the fields on the Order tab first, then continue mapping the Items, Shipping Options, Recipient, and Return Address tabs.

    ORD_MapFields_Tab_Orders_PC.png
  3. Click Next once you have finished mapping.

Next, you will select your postback settings.

Post Back Data Source Settings

The Post Back Data Source screen allows you to select and configure how you wish for shipment information, such as the tracking number, to be posted. There are three options:

  • Same data source: Post shipping information back to your data source

  • Another data source: Post back to a different data source

  • Do not post back data

Post to the Same Data Source

To post back to the same source:

  1. Select Same data source from the Post Back Data Source options. Then, click Next.

    ORD_Mapping_Postback_SEL_Same_MRK_PC.png
  2. Map the PC software fields you wish to post back by selecting the fields in your data source from the available drop-down menus. Then, click Next.

    The Order ID field is required. Reference our Post Back Field Mapping Table for detailed information on each field.

    ORD_Mapping_Postback_MRK_PC.png
  3. Click Done on the Profile Options screen.

    The available Profile Options are outside the scope of this article. Learn more about the available options on the Profile Options screen.

The PC software is now configured to import orders and to post shipment information back to the same source.

Post Back to Another Data Source

To post shipment information back to a file other than your source file:

  1. Select Another data source from the Post Back Data Source options. Then, click Next.

    ORD_Mapping_Postback_SEL_Another_MRK_PC.png
  2. Select the option to Create a new data source. Then, click Next.

    ORD_CreateNewSource_BTN_Next_MRK.png
  3. Select Text/CSV File and click Next.

    ORD_SEL_CSV_BTN_Next_MRK.png
  4. Select the folder that your source file is in by clicking the Browse button. Go to the folder in the Windows navigator, select the folder, and click OK. Then, click the Next button.

    ORD_BTN_Browse_MRK.png

    The path to the folder you selected will be displayed in the Location: field.

  5. Click the Test Connection button to make sure that the PC software can connect to the folder you selected.

    We recommend not modifying the Connection String. However, advanced users can update the string if needed.

    ORD_TestConnection_MRK.png

    A success message will be displayed. Click OK. Then, click Next.

    ORD_Test_SuccessMessage_MRK.png
  6. Select your source file from the Data Table: drop-down menu.

  7. Map the PC software fields you wish to post back by selecting the fields in your data source from the available drop-down menus. Then, click Next.

    The Order ID field is required. Reference our Post Back Field Mapping Table for detailed information on each field.

    ORD_Mapping_Postback_MRK_PC.png
  8. Click Done on the Profile Options screen.

The PC software is now configured to import orders from your source file and to post shipment information back to a different file.

Do Not Post Back Data

  1. Select Do not post back data from the Post Back Data Source options. Then, click Next.

    ORD_Mapping_Postback_SEL_DoNot_MRK_PC.png
  2. Click Done on the Profile Options screen.

The PC software is now configured to import orders from your source file.

Helpful Hints

Below are a few helpful things to know about mapping your fields to the available fields in the PC software.

Auto Match

The Auto Match feature attempts to map each field in your source file to the corresponding PC software field. The matching is based on the field name. Additionally, you can map these fields manually if you prefer or if Auto Match doesn't map the fields properly.

Specific Field Mapping and Unit Selection

Some fields, such as the Status field on the Order tab, require the field values in your source file to be mapped to the available field values in the PC software. Other fields, such as the Unit Weight field on the Items tab, need to have a value selected.

Map the values in your source file to the PC software:

For this example, we will map the values for the Status field on the Order tab.

  1. Click the Status button on the Order tab.

    ORD_Mapping_BTN_Status_MRK_PC.png
  2. Enter the status value from your source file into the New Code field.

    ORD_Mapping_NewCode_MRK_PC.png
  3. Select the PC software value (Printed, Not Printed, or Cancelled) that your status maps to from the Maps To drop-down menu.

    ORD_Mapping_MapsTo_MRK_PC.png
  4. Click the Add button to create the status code mapping.

    ORD_Mapping_BTN_Add_MRK_PC.png
  5. Repeat steps 1 - 4 for any additional status code maps you wish to create. Then, click Save.

    ORD_Mapping_BTN_Save_MRK_PC.png
  6. Select the field in your source file that contains the status codes from the Status drop-down.

    ORD_Mapping_Status_MRK_PC.png

Select a value for a field mapping:

For this example, we will select a value for the Unit Weight field on the Items tab.

  1. Click the Unit Weight button.

    ORD_Mapping_BTN_UnitWeight_MRK_PC.png
  2. Select the field value that matches the value in your source file. Then click Save.

    ORD_Mapping_UnitWeightValue.png
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