Upload a Shipment Tracking File

You can fulfill multiple purchase orders at once by uploading a file containing tracking information. That file can optionally include vendor invoice information as well.

Tracking file format

Default vs. customized file formats

There are two types of tracking files that can be uploaded to Duoplane, our default file format or a vendor-customized format.

The default file format is described below. It has a specific set of column headings and must be in an Excel file or comma-delimited CSV file.

Duoplane can also read other types of files, including:

  • Spreadsheet files with different headings or no headings
  • XML files
  • CSV files with different delimiter characters
  • Etc.

In order for Duoplane to be able to read custom formats, merchants must first edit a vendor's Shipment Feed settings to instruct Duoplane how to read those files.

The default file format

Uploaded data can be in a CSV or Excel (.xls or .xlsx) file.

A header row is required, and the header field names and descriptions are listed below.

If you are using the default tracking upload, then that the column headings must be spelled exactly as displayed here.

To use custom column headings, merchants can configure shipment feeds for individual vendors.

Column Description Notes
purchase_order The purchase order number assigned by Duoplane. Required, unless sales_order is provided.
carrier

This can either be the carrier name is it appears in Duoplane or the carrier’s general SCAC code. The most commonly used carrier names and their corresponding SCAC codes are:

UPS = UPSN
Fedex = FEDX
US Postal = USPS

(E.g. any of the above carrier names or codes would work for Duoplane)

Not required, but highly recommended

If omitted, the carrier is assumed to be this PO's vendor's default carrier. Otherwise, the carrier is set to "Other".

tracking_numbers The tracking number(s) for this shipment. If this shipment has multiple tracking numbers, separate them by commas.

Required, unless the option for "Tracking is required" is unchecked.

If tracking is not required and omitted, Duoplane assigns a tracking of "NA".

vendor_sku

The Vendor SKU of the item shipped. This must exactly match the Vendor SKU provided for this item on the purchase order and must be unique per purchase order.

If the vendor_sku is not unique or not provided, then the import process will attempt to match the item based on the item_name field.

Not required, but if this column is omitted and no item_name is provided, it is assumed that all open items on this purchase order are included on this shipment.
item_name

The name of the item shipped. This must exactly match the name of this item as it appears on the purchase order and must be unique per purchase order.

The item_name is only used if the vendor_sku is not provided or is not unique.

If omitted and no vendor_sku is provided, it is assumed that all open items on this purchase order are included on this shipment.
quantity The quantity of this order item in this shipment.

If omitted, but a vendor SKU or name is provided on the same line, it is assumed that the open quantity of this item is in this shipment.

If no SKU or name is provided, this field is ignored.

serial_code_list A comma-separated list of serial numbers / codes for the line item that is being shipped. If no SKU or name is provided, this field is ignored.
vendor_invoice_number The vendor-assigned invoice number corresponding to that vendor's invoice for this shipment.  
vendor_shipping_cost

If the retailer is reimbursing the vendor for the cost of outbound shipping, this is the invoiced shipping cost.

The value is for the entire shipment, not for a specific line item.

If you provide line item detail in the vendor_sku or item_name field, you should repeat the shipping cost across each line item.

 
vendor_handling_cost

If the retailer is being charged a dropship / handling fee by the vendor, this is the invoiced handling fee.

The value is for the entire shipment, not for a specific line item.

If you provide line item detail in the vendor_sku or item_name field, you should repeat the shipping cost across each line item.

 
carrier_invoice_number If the retailer is being billed directly by the carrier the shipping cost, this is the carrier-assigned invoice number corresponding to this shipment.  
carrier_shipping_cost If the retailer is being billed directly by the carrier the shipping cost, this is shipping cost to be paid to the carrier.  
sales_order The customer-facing order number assigned by the ecommerce channel.

Not required, unless purchase_order is omitted.

If both fields are provided, purchase_order will be used. Please note that purchase_order is the preferred order identifier since it is unique. Sales order number are not required to be unique.

export_to_store_enabled Whether to export this shipment to the ecommerce channel. This overrides the default value in the store settings.

Acceptable values for "true" are "true", "1", or "yes" (all case insensitive). Any other value is "false".

This field can only be updated by the purchase order retailer.

send_tracking_notice Whether to trigger the ecommerce channel to send a shipment notification to the end customer. This overrides the default value in the store settings.

Acceptable values for "true" are "true", "1", or "yes" (all case insensitive). Any other value is "false".

This field can only be updated by the purchase order retailer.

vendor_cost_outlier_approved For shipments that trigger a vendor invoice audit (based on the threshold set in the "Vendor invoice auditing" section of the retailer's accounting preferences), whether to mark the shipment as "approved".

Acceptable values for "true" are "true", "1", or "yes" (all case insensitive). Any other value is "false".

This field can only be updated by the purchase order retailer.

If you are updating an existing shipment:  
shipment_id The unique shipment number assigned to an existing shipment by Duoplane.

If you are updating an existing shipment, you can use the purchase_order to identify the shipment only if the purchase order is fulfilled and has only one shipment associated with it.

If an existing shipment cannot be uniquely identified by the purchase order number, you must include the shipment_id in your upload file. You can obtain the shipment_id by searching for and downloading a shipment CSV here: https://app.duoplane.com/shipments.

Please note that some shipment attributes cannot be updated on existing shipments:

  • If the shipment has already been exported to the ecommerce channel, the shipment items and the carrier / tracking information cannot be updated.
  • If the associated vendor invoice has already been exported to an external accounting system, then the vendor invoice information cannot be updated.

 

Tracking file examples

Here are the most common cases of what tracking files look like:

If the purchase order shipped complete

purchase_order carrier tracking_numbers
1234 UPS 1Z99999

If you want to specify the quantities shipped for each item

purchase_order carrier tracking_numbers vendor_sku quantity
1234 UPS 1Z99999 ABC-123 2
1234 UPS 1Z99999 XYZ-456 1

How to upload a shipment tracking file (for vendors)

To access the form to upload a tracking file, follow the instructions below or click here to be taken to the page directly: https://app.duoplane.com/shipment_imports

 

  1. From the main dashboard, click the "Orders" menu1.-Orders-menu-item.png
  2. Manage shipments by clicking "Ship" in the left menu. On certain screens that list purchase orders, you might also see "Ship open POs" in the top menu.2.-Go-to-main-shipment-screen.png
  3. Click "Import a shipment file".Screen-Shot-2018-10-02-at-3.58.12-PM.png
  4. Select the file format:
    • Default format = The file has the column headings as described above in the section "The default file format".
    • Customized format = Duoplane has been configured to read a different file format.
  5. Upload and process the tracking file.4.-Upload-the-file.png
  6. Verify that the shipments that you uploaded were saved successfully by Duoplane.

 

 

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