If you use a program that cannot establish an Open Database Connectivity (ODBC) connection with the Order Manager (OM), you must import tracking numbers via a comma-delimited (.csv) or text (.txt) file. This method can also be used to import tracking information provided by a drop-ship vendor.
There are two methods for importing tracking numbers into the Order Manager via text file: the "Old Version" and the "New Version." OM versions 4.402 and lower use the original .csv import, which requires that you manually map tracking data fields from the .csv text file to specific parameters in the Shipping Parameter Group. This method is identified in the CSVTrackingImportVersion parameter as the "Old Version." OM versions 4.403 and higher have a dedicated Import Tracking Data screen, which is identified to as the "New Version" in the CSVTrackingImportVersion parameter.
Note: The default setting for Order Manager Version 4.403 and higher is the "New Version. To change this setting, go to Quick Clicks> System Parameters> Parameter Group "Shipping"> Parameters in Selected Group "CSVTrackingImportVersion". Highlight Old Version in box in the lower right corner. Click Save.
Export tracking information from your shipping application to a comma-delimited (.csv) text file. Note where you save this file on your computer.
Go to Main Menu> Maintenance Menu> Shipping & Fulfillment tab> Import.csv Tracking Numbers, to open the Import Tracking Data screen.
Select either Regular Orders or Drop Ship POs in the Import tracking for box.
Browse to your .csv file, which you imported from your shipping software application, and click Open.
If your .csv file does NOT contain a header row, uncheck the box beside First row contains field names. The data from your .csv file will display in the bottom window, separated into fields.
In the Link Field box, select which option applies: Order Number (Order Manager #), Source Order Number (shopping cart number -- numeric only), Source Order ID (shopping cart number -- alpha-numeric only), or Drop Ship PO Number.
In the Default Carrier box, select from the drop-down menu.
Starting with the Order # field, map the data from your .csv file to its corresponding field on the Import Tracking Data screen using the drop-down menu. You can map all of the fields from your .csv file OR select only the fields that you want imported. (Note: Order # and Tracking Number are required to import tracking data.)
Click Begin Import to import tracking numbers into the Order Manager. A message box will indicate when the import is "Done!" and how many new tracking data "records" have been added.
Go to Main Menu> View Orders> Shipping & Tracking tab to see the tracking numbers with their corresponding orders.
Following is an overview of the three basic steps to setting up the Order Manager to import tracking numbers from a comma-delimited (.csv) text file.
Review the text output and determine what to map
Map the shipping fields in the Order Manager to the corresponding fields in the text file
Import tracking numbers directly into the Order Manager
Read on to learn how to perform each step.
Configure your shipping application to export tracking information to a comma-delimited (.csv) text file.
Review the output to determine which data is in which position in the file. Make a note of this information for use in step 3 below. Most programs document this or give you the ability to create an export map.
Your text file should look like this:
"1234","1Z123456789","12.75","8.5"
"1235","1Z987654321","5.00","1.2"
"1236","1Z543219876","6.50","1.5"
"1237","1Z219876543","23.20","18"
"1238","1Z765432198","15.95","12"
In the example above, the first position (1) contains the Order Manager order number. The second position (2) contains the tracking number. The third position (3) contains the shipping cost. The fourth position (4) contains the actual weight. Now you will map the position numbers to shipping fields in the Order Manager.
Go to the Main Menu> Maintenance Menu> Maintenance tab> Set System Parameters button or Quick Clicks> System Parameters.
Click on the Shipping parameter group.
For each of the Order Manager parameter fields listed below, enter the position of the corresponding fields in the text file:
TrackingCarrierField
TrackingCostField
TrackingIDField
TrackingLinkField
TrackingOrderNumberField
The Carrier position contain the codes "FX", "UPS" or "USPS". If your text file does not contain a Carrier field:
Enter 0 (zero) as the system parameter value for TrackingCarrierField.
Set TrackingDefaultCarrier to your default shipping company.
Based on the text file example provided above, the parameters would be set as follows:
TrackingCostField should be set to "3" (without the quotes) because it's in the third position of the text file.
TrackingIDField is looking for the tracking number, so it should be set to "2".
For TrackingLinkField select either OrderNumber, SourceOrderNumber, SourceOrderID.
For TrackingOrderNumberField should be set to "1" because it is in the first position of the text file.
For WindowBook’s Postal Package Partner (PPP):
Postal Package Partner maintains tracking data in a file called "PPPShips.DBF". The Order Manager can open and read this file.
Go to the Main Menu> Maintenance Menu> Shipping & Fulfillment tab> Import.csv Tracking Numbers or Import PPP Tracking Numbers [Postal Package Partner].
Postal Package Partner
First time users of this function see a message box stating the location of the PPPShips.dbf file has not been established.
Click OK for the program to find the file on your hard drive (this could take a few minutes).
Once the file is located, the Order Manager records its path (for faster connection the next time), imports the tracking numbers and sends email with the tracking information to your customers.
See Also
WindowBook’s Postal Package Partner (PPP)
Updated 2/15/08
Modified 11/24/09