Importing orders

The Bulk Import Legacy Orders page brings orders you sold before WineView, such as club allocations members haven't collected yet, into WineView from a spreadsheet. Each row becomes a pickup order you can track and complete on the Orders page. The page isn't in the left sidebar. Open it from Operations → Orders: choose Store in the scope dropdown, click New order, open the Bulk CSV tab and click Open bulk importer. The Bulk CSV tab only appears when bulk import is turned on for your account.

You need the Process Orders permission. Without it you see "You do not have permission to view this page."

Importing never charges a card and doesn't email customers. To add a single old order by hand, use the Legacy tab in Create order instead.

What's on the page

Title: Bulk Import Legacy Orders.
Back to Orders: returns to the Orders page. Anything you haven't imported yet is discarded.
Steps: Upload, Map, Review, Import, Complete. Finished steps turn green.

What each imported order becomes

A Legacy Import order for the customer whose email matches the row. The email must belong to someone who already has a WineView account. Rows with an unknown email are skipped with "Member not found". Import them as members first, for example from the CRM import.
The order is Ready for Pickup straight away, at the location named in the row or at the location you're working in.
Every item on the order is reserved in inventory, so it reduces Available stock until the order is picked up or cancelled.
The amount paid is recorded as already paid. No card is charged.
Items that don't match your inventory are imported as text.

Upload

Drag a file onto "Drop your file here or click to browse", or click to pick one. .xlsx and .csv files up to 10 MB are accepted ("File size exceeds the 10MB limit" otherwise).
Each row is one order. WineView reads the columns and matches item names to your inventory ("Analyzing your file...").
Download sample CSV template gives you a file with the expected columns: Email, Item Name, Item Qty, Amount Paid, Fulfillment Location, Order Label, Notes, Original Order ID and Original Order Date.

Map

"Review how we mapped your spreadsheet columns. Correct any misdetections before proceeding."

Column Mappings ("We detected N columns. Assign each to a field or leave unmapped."): each column in your file has a confidence chip and a dropdown. Options:

Unmapped: ignore this column.
Email, Amount Paid, Fulfillment Location, Notes, Original Order ID, Original Order Date, Order Label.
Item N Name and Item N Qty for each item slot, plus + New Item Name and + New Item Qty to add another item pair.

A field already used by another column shows "(in use)". Choosing it asks whether to move it here and unmap the other column.

Item Name Matches shows each item name from your file and the inventory item it matched, with a confidence chip. "Text import" in amber means no match was found; the item will be imported as text.

Click Continue to Review, or Back to upload a different file.

Review

"X of Y rows ready to import. Review and confirm."

Counts: valid, conflicts, members and items.
Search: "Search email or items...".
Issues: show only rows with problems.

Table columns:

Checkbox: include or leave out the row. Rows with issues start unticked and are skipped.
#: the row number in your file.
Email.
Label: click to edit the order label ("e.g. April 2024 Pickup").
Items.
Amount: the amount paid.
Mode: Direct, Club or Pickup.
Status: a green check, or an amber icon. Hover the icon to see the conflicts or errors.

Expand a row to change:

Import mode:
- Direct Items: the items in the row.
- Club Template: the items from a club tier's template at the location. Choose the club and tier. If that tier has no template set up there, the order is imported as a pickup-only placeholder instead.
- Pickup Only: a simple pickup order with one placeholder item, named from the label. It reads "Will be imported as a pickup-only order with placeholder item …".
Club & Tier: for Club Template mode.
Item matches: for Direct Items, choose a different inventory item or "Import as text: {name}".
Amount paid.

Click Import N Orders. You'll see an error if nothing is ticked ("No rows selected for import"), if every ticked row has issues, or if a Club Template row has no tier.

Import

"Importing X of Y" with a progress bar. "This may take a few minutes for large imports. Please don't navigate away from this page."

Complete

Import Complete or Import Failed, with Succeeded, Skipped and Failed counts.

Skipped lists rows that were passed over, with the reason, for example "Member not found".
Errors lists rows that failed, by row number and email.

Click Import More to start again or View Orders to see the new orders.

Buttons and actions

Back to Orders: leaves the importer.
Download sample CSV template: downloads an example file.
Continue to Review: applies your column mapping.
Issues: filters the review table to problem rows.
Import N Orders: creates the orders and reserves their inventory. There's no undo; to remove an imported order, open it on the Orders page and click Cancel Order.
Import More / View Orders: after the import finishes.

Common tasks

Import last season's uncollected club pickups

Put one order per row with the member's email, a label such as "Spring 2024 Pickup" and the amount they paid.
Upload the file and check the mapping.
On Review, expand a row and set Import mode to Club Template with the right club and tier, or Pickup Only if you don't need item detail.
Click Import N Orders.
When members arrive, open the order under Store on the Orders page and complete the pickup.

Troubleshooting

"Member not found": the email doesn't belong to a WineView customer. Add the customer first, then import the row again.
Items show "Text import": the name didn't match your inventory. Pick the right item in the expanded row, or leave it as text.
Stock looks lower after importing: imported orders reserve their items until they're picked up or cancelled.