Manual Order Import
Create orders directly in Cahoot using the Manual Order Import Module with an Excel CSV template. This feature is ideal for replacement orders, miscellaneous shipping needs, or one-off fulfillment requests.
Alternative Option (Recommended): If you have an integrated sales channel with Cahoot (Shopify, Amazon, etc.), consider importing the order directly into your sales channel instead. This will automatically route the order to Cahoot via your existing integration and maintain proper order tracking and status updates.
Important Limitations:
- Manually imported orders do NOT automatically sync with your sales channels for order updates or tracking information
- For orders requiring third-party vendor labels, custom packing slips, or special documentation, submit a B2B Fulfillment Work Order instead
🔍 Before You Start - Important Information
Understanding Manual Order Import
What this feature is for:
- Replacement orders for damaged/lost items
- One-off customer service orders
- Testing fulfillment workflows
- Orders that don't originate from your usual sales channels
Integration vs Manual Import
Consider Your Options:
- Integrated Sales Channel (Recommended): If you have Shopify, Amazon, or another integrated platform, create the order there instead. It will automatically sync to Cahoot with full tracking capabilities.
- Manual Import: Use only when you need to fulfill orders outside your normal sales channels or for internal/replacement orders.
File Preparation Requirements
Critical File Rules:
- DO NOT remove, rename, or rearrange columns in the template
- DO NOT use special characters in any fields
- Ensure no leading or trailing spaces in data fields
- Save as CSV format only
Before You Begin
- Ensure all SKUs exist in your Cahoot product catalog
- Have complete customer shipping information ready
- Know your preferred shipping requirements
- Test with 1-2 orders before bulk importing
📁 Step 1: Download Template and Prepare Your File
1Navigate to Orders → Import Orders in your Cahoot dashboard.
2Download the Import Template and review the Import Legend below.
Understanding the Files
- Template: The CSV file with required column headers for your order data
- Legend: Detailed explanations of each field and accepted formats
Excel ZIP Code Warning: Excel may remove leading
zeros
from ZIP codes (06604 becomes 6604).
To prevent this:
- Select the ZIP code column in Excel
- Right-click → Format Cells → Text → OK
- Enter your ZIP codes
- Save as CSV (don't reopen before uploading)
Filling Out Your Template
3Complete the template with your order information:
For Single-Item Orders:
- Fill out one row per order
- Include all required fields (marked with * in the legend)
- Leave optional fields blank if not needed
For Multi-Item Orders:
- Use one row per SKU
- Keep the same Sales Channel Order ID for all items
- Repeat customer and shipping information for each row
- Update only the product details (SKU, Item Name, Quantity) for each line
Sales Channel Guidelines:
- For Amazon Orders: Use "Amzn" as Sales Channel or Leave Sales Channel column blank
- B2B/Wholesale Orders: Use "B2B" as the Sales Channel
- Large Orders: Use "B2B" for orders requiring non-standard boxes or master case packs
4Save your completed file as CSV format.
Pro Tip: Start with importing just 1-2 orders to
test
the process before bulk importing.
This helps identify any formatting issues early.
⬆️ Step 2: Upload and Submit Your File
1On the Import Orders page, click Select files.
2Browse to your saved CSV file and select it.
3Click Submit to upload your file.
Processing Time
4Once uploaded, Cahoot will process your import file and add orders to the system. This can take up to 30 minutes.
Important: We recommend importing orders before
10:00 AM PT for same-day shipping.
Any errors in the import will delay processing.
Checking Import Status
5Return to the Import Orders page to check if your import was successful.
- Success: Your orders will appear in the order management system
- Errors: Click "Download report" to see detailed error information
Error Troubleshooting: If your import fails, the
error report will show the exact row number
from your Excel file where the problem occurred. Common issues include:
- Missing required fields
- Invalid state/country codes
- SKUs that don't exist in your catalog
- Formatting issues with dates or numbers
📋 Import Template & Legend
Download Template CSV from the Import Orders page
Special Notes:
- Enter "B2B" as the Sales Channel for wholesale, retail, or large orders requiring non-standard packaging
- Use "Amzn" (not "Amazon") as Sales Channel or leave Sales Channel column blank for Amazon orders
- Unit Price is required only for international shipments (customs documentation)
- We recommend only filling out the required* fields and leave all other fields blank
* denotes a required field
| Field | Description |
| Sales Channel Order ID* | Order ID of the Order in its Sales Channel. If an order has multiple products, repeat the order ID in each separate line. Cahoot: Order ID is unique; once you have imported an order at a Sales Channel, you cannot import another order with that Order ID. You cannot add products to existing orders. |
| Sales Channel | Recommended to leave Sales Channel blank. The order’s Sales Channel. While this is not required, if you enter a value, it must be from this list of currently allowed values: "Acenda", "Amzn", "B2B", "BigCommerce", "ChannelAdvisor", "Custom", "eBay", "eBay", "US", "Etsy", "Flxpoint", "GeekSeller", "Google", "Shopping", "Inventory", "Transfer", "Linnworks", "Macys", "Magento", "MagentoV2", "Nordstrom", "PulseCommerce", "Sellercloud", "Shopify", "Walmart", "Woocommerce", "Zentail" |
| Earliest Ship By Date | Earliest ship date requested by the marketplace We recommend that orders are imported before 10:00 AM PT for same-day shipping. Any errors in import will delay processing. |
| Latest Ship By Date | Latest ship date requested by the marketplace |
| Earliest Deliver By Date | Earliest delivery date required by the Sales Channel or leave blank If blank, Cahoot will pick cheapest label allowed. Recommended to leave blank. |
| Latest Deliver By Date | Latest delivery date required by the Sales Channel or leave blank If blank, Cahoot will use the Earliest Deliver By Date for this field. Recommended to leave blank. |
| Customer Requested Carrier | Enter the Carrier the customer specified or leave blank Allowed values: UPS, FedEx, USPS
|
| Customer Requested Service |
Enter the Shipping Service the customer specified or leave blank Examples: Ground Shipping, 2 Day |
| Customer Email | Optional email address |
| Customer Phone | Optional customer phone number. |
| Customer First Name* | Customer’s Ship To address first name |
| Customer Last Name* | Customer’s Ship To address last name |
| Company Name | Ship To address company name |
| Address Line 1* | Ship To address line 1 |
| Address Line 2 | Ship To address line 2 |
| Address Line 3 | Ship To address line 3 |
| City* | Shipping city |
| State or Province* | Two-letter state/province code required for US/Canada See full list of codes |
| Postal Code* | ZIP code or postal code |
| Country Code* | Two-letter country code (US, CA, etc.) See full list of codes |
| Item SKU* | Product SKU from your Cahoot catalog For multi-SKU orders, use one row per distinct SKU |
| Item Name | Product name (recommended for clarity) |
| Quantity Ordered* | Number of units for this SKU |
|
Unit Price* (International only) |
Item price in USD (required only for international shipments for customs documentation) Use numbers only, no currency symbols |
| Customer Notes | Special instructions or notes for the order |
💡 Best Practices and Troubleshooting
Import Best Practices
- Test First: Always import 1-2 test orders before bulk imports
- Timing: Submit imports before 10:00 AM PT for same-day processing
- File Management: Keep a backup of your original CSV file
- Error Checking: Always check the import status and download error reports if available
Common Import Errors
Frequent Issues and Solutions:
- SKU Not Found: Ensure all SKUs exist in your Cahoot product catalog before importing
- Invalid State Code: Use 2-letter abbreviations (CA, NY, TX) not full state names
- ZIP Code Issues: Format ZIP code column as text in Excel to preserve leading zeros
- Duplicate Order ID: Each Sales Channel Order ID can only be used once
- Amazon Sales Channel: Use "Amzn" as Sales Channel or Leave Sales Channel column blank to prevent import failures
When to Use Alternatives
Consider using your integrated sales channel instead if:
- You need order tracking to sync back to your customer
- The order will be part of your normal sales reporting
- You want inventory to be properly allocated in your sales channel
- You need automated customer notifications
Integration Benefits: Orders placed through integrated sales channels (Shopify, Amazon, etc.) automatically sync tracking information, update inventory levels, and maintain proper order history for customer service.
🎥 Video Walkthrough & Additional Resources
Related Articles
- B2B Fulfillment Work Orders
- State and Country Code Abbreviations
- Adding New Products to Your Catalog
- Order Management Guide
Need Help? If you encounter issues with manual order imports or need assistance with bulk uploads, contact Cahoot Support.