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CSV Setup

CSV File integration is a useful way to import orders from platforms Tradebox doesn't have an API connection with. Once a CSV channel is created, it's normally possible to completely automate the order download process.

An in-depth explanation of the required CSV file format, including a sample file, is available within the Template CSV article. Understanding the properties and format of the data in the file is key to making this integration as smooth as possible. If you have any questions, or need any assistance, give us a call.The integration will be based entirely upon the properties and format of the CSV file used to create the channel. All subsequent CSV files processed through this channel need to have the same properties, format and sequence.

This article explains how to create a CSV channel in Tradebox. We recommend reading the CSV Channel Configuration Guide that explains the configuration settings in the channel after it has been created.

 

Preparation

  • You will need to download and save an example of your CSV order file locally, with orders in it, to be used by Tradebox during the setup.
  • If you are publishing your CSV file to an FTP you will need the FTP login credentials to hand.

 

Creating the Sales Channel

Launch the New Sales Channel Wizard via Channels > New

Sales Channel Details

Choose File Import as your Marketplace. The File Source drop-down will display a list of the marketplaces that Tradebox has default settings for. Choose Custom and click Next.

Enter a name for the Sales Channel (max. 50 characters). This is a label purely for you to identify the channel and can be amended at any time.

Choose your Currency from the drop-down. Each channel in Tradebox can only import sales with a single currency. If you sell in multiple currencies you will need to create a different channel in Tradebox for each currency.

 

FTP Download (optional)

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Tradebox can read CSV files from your PC or local network, or from an FTP server. If using FTP, enter the server address along with a username and password that Tradebox will use to access your FTP.


The server address should specify the exact location where your files will be created (in our example, Tradebox is looking for a folder called 'CSV' on the root of the FTP and will download a file called orders.csv).

The file name field is used to specify the name of the CSV file you're downloading from the FTP if there are other files in the folder. If the only files on the FTP are your order files for Tradebox, or the file name changes, you can use * to tell Tradebox to download all files.

The Connection Is Active tick box is unticked by default and should only be ticked if you require an Active FTP connection (most do not). If you are unsure whether your FTP requires Active or Passive connection, check with your FTP provider.

The Delete File From Server tick box is unticked by default. If ticked, this will delete order files from your FTP location once Tradebox has processed the file. If you have orders in multiple currencies in the same CSV file, we recommend leaving this unticked as Tradebox will need to process the same file multiple times across different channels.

Click Next.

 

Import File Details

The Import File Details screen contains setting so Tradebox can understand how your file is configured. The settings are:

Column Delimiter provides a drop-down with different options for how fields will be separated in your CSV file. The default option is a comma, which most CSV files use as their delimiter.

Date Format provides options for a UK date format (MM/DD/YYYY) or a US date format (MM/DD/YYYY).

Total Shipping Cost shows how the shipping cost is displayed against each item in the file. The options are; 'Duplicated Cost Across Lines', or, 'Individual Cost Per Line'. This choice dictates how Tradebox calculates the carriage in the file. See how is shipping cost displayed? for more details.

Price Is shows how the product price is displayed in the file. These can be either the Unit Price or the Line Price. This option decides whether Tradebox multiplies the Unit Price by the quantity to get the line total, or, divide the Line Price by quantity to get the price of one unit.

Other Amount is usually an additional service that is charged for, like gift wrapping. This option shows how the Other Amount is displayed against each item in the file. The options are; 'Duplicated Cost Across Lines', or, 'Individual Cost Per Line'. This choice dictates how Tradebox calculates the Other Amount in the file. 

The Import File Has Column Headers tick box should be ticked if the first row in your CSV file is a header/column label row. If the first row is your first order, untick this box.

Note- in either instance Tradebox will only read the file if there are no blank rows between orders, or between the header row and the first order line.

Next, you’ll need to choose an example of the import file to allow Tradebox to map the fields. Click the […] button > browse to and select your file and choose Open

Then click on Next.

 

 

Import File Format

This grid displays the available Tradebox fields in the first column and which fields in the CSV file they are mapped to. The Tradebox fields are displayed in red if they are mandatory. When you click into a field in the grid, an explanation of the field will be provided in the Field Description at the bottom of the screen. 

To add a mapping click into the adjacent field in the Column in File column. This is populated with a list of column headers from the file you pointed at in the previous step. If your file doesn't have column headers the field will be populated with the column letters; A,B,C,D etc.

Sometimes you may need to add fields together in Tradebox were they are separate in the file file. For example, if your file only carried the buyer's first name (John) and last name (Smith) you may wish this to appear in the Tradebox Billing Name field as John Smith. To enable this there is are 2 additional columns; Add Column 2 and Add Column 3. To enable John Smith to be entered as the Billing Name in Tradebox you would enter the First Name and Last Name as follows:

Tradebox Field Column in File Add Column 2
Billing Name First Name Last Name

 

This functionality is also useful to calculate gross prices, which are a requirement of the software. If the CSV file contains the Item price (exclusive of VAT) and the Item VAT price this feature can be used to combine the 2 prices to calculate the gross price.

Tradebox Field Column in File Add Column 2
Product Price (Gross) Item_Total Item_Total_Tax

 

The Template CSV article provides guidance on all of the available Tradebox fields, how the data needs to be configured in the file and how this data is used in Tradebox. Field mappings can be amended at any time after the channel is created via Channels > Edit > Import File tab.

When the field mapping are complete in the wizard click Next.

 

Marketplaces

Tradebox can include or ignore orders based on the marketplace/platform they were sold through, if this information is included in the file. If this information is included in the file Tradebox will provide a list of all unique entries. 

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Tick the entries you wish to download and choose Next. 

 

Order Statuses

If the CSV file has a column containing an Order Status and this column has been mapped to the Tradebox Order Status column, a screen will be presented in the wizard containing all of the unique order statuses in the file with the option to choose which statuses to download.Tick the entries you wish to download.

After the setup wizard is completed you will need to go into the channel statuses section (Channels > Edit > Statuses Tab) and map the order statuses in the file to Tradebox's internal order statuses. This section also allows you to manually add order statuses that may not have been in the example file and also select which order statuses you wish to allow to be posted to your accounts package (if integrated). If you are manually adding a status, please bear in mind that these are case sensitive and must be added exactly as they appear in your file.

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Click Next

 

Discount Type

The discount type allows the user to choose between a Discount type of Order, Line or None. This can be changed after the wizard has completed by selecting Channels > Edit > Details Tab and choosing a different discount type.

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Product Details

The Map existing Product Records tick box is unticked by default. If ticked, Tradebox will automatically create a mapping between existing product records in the Products module and the items on orders as they’re downloaded. This automatic mapping will only be created where the SKU in the Tradebox product record and the Online SKU on the order are the same. Existing mappings can be amended and new mappings created at any time via Products > Mapping.

The Import Product Details tick box is unticked by default. If ticked, Tradebox will allow you to import a CSV file containing product details. This is a quick way to batch-create Product Records in Tradebox that match the list of products on your marketplace. Click the […] button > browse to and select your file > Open. The expected file structure for product imports can be seen below.

Note - CSV files will display all header fields followed by data fields, so on viewing the file in Excel headers should occupy row 1, with product data in row 2 onwards.

 

 Click Finish to complete the wizard.

 

Importing orders

Before you can commence downloading orders you need to ensure that:

  • The order statuses in the file have been mapped to Tradebox's internal order statuses
  • The CSV file has been placed in the Input folder (if FTP details have not been added)

 

Statuses

In Channels > Edit > Statuses, you’ll see any order statuses that Tradebox has found in your order files and determine how Tradebox will handle orders with each status. Double-click a status to determine the corresponding Tradebox Status and whether the orders should be posted to Accounts (if applicable).

 

Folders

As Tradebox creates the channel, it will automatically create In and Out folders for order reports within the Data Folder. You can either use these default folders or create your own and direct Tradebox to use them. To view the folders go to Channels > Edit > Details. As a file is placed in the In folder, Tradebox will automatically read it and import any orders that meet the import criteria, then pass the file to the Out folder. You can see the progress of order imports in Logs.

Custom Folders

To redirect the In and Out folders, use the browse icon , navigate to your folders and click OK, then Save in the channel. Note that these folders need to be unique to each channel and not used for anything apart from CSV order files for Tradebox to read.

 

Default Folders

The open folder icon  will open the default folders in a file browser. If you’re manually downloading order reports (rather than using an FTP), you’ll need to familiarise yourself with the location of your In and Out folders; we recommend making a shortcut to these on the desktop of the PC(s) where you run Tradebox. For network users, these need to be locations that all users can read/write to (the same should be true of your Tradebox Data Folder; as the default in/out folders are created inside the data folder it's still fine to use these over a network).

Once the Sales Channel wizard is complete you can add more settings and adjust existing settings inside the channel record. See the Channel Configuration article for more information.

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