Suppliers: Updating order status in Avasam with imports

Save time and ensure consistency by updating your order status from CSV files

This help article is written for our suppliers and may not be relevant if you are an Avasam seller. To access seller-specific articles, please follow this link.

Avasam can import order update information when orders are processed outside the system from a CSV file.

This is a text file, but can also be opened and edited in a spreadsheet such as Excel. To import a file, you must first tell Avasam what information you want to import. This file can be uploaded by Avasam on a regular basis from an FTP server. 

To create a new import configuration for a new import file type or source, you will need an example file to use:

  1. In Avasam, open the settings menu.
  2. Select 'imports'. 

    Import configs-1
  3. Click on the 'add configuration' button.
  4. In the 'add import configuration' pop-up, select either 'file' or 'FTP' from the drop-down list labelled 'type'
    1. 'File' means you have the CSV file on your local PC.
    2. 'FTP' allows Avasam to access the CSV file from a specific remote/web file server. You will be provided with access details by the Avasam team to manually or automatically add your files into this location.
  5. In the 'import type' list, select 'order status'.
  6. Click on the link marked 'download CSV template' to review the fields to be used or to populate a copy of the file.
    1. This contains the following fields:
      1. Order ID - Avasam order number.
      2. Status - Shipped in this column will mark the order as dispatched in Avasam.
      3. Shipping Carrier- The Avasam shipping provider used.
        1. Royal Mail
        2. DHL
        3. UPS
        4. DPD
        5. Hermes
        6. Parcel Force
        7. TNT
        8. FedEx
        9. Whistl
        10. UK Mail
        11. Yodel
        12. Aramex
        13. City Sprint
        14. Sky Net
        15. InPost
        16. Collect Plus
        17. DX
        18. Menzies
        19. Impact Express
      4. Tracking number - The tracking number provided by the shipping provider.
  7. When you have a CSV file ready to import, click on the upload button and locate the file in the browser window before clicking 'open'.
  8. Click the analyse and map button to review the data in the file for errors.
  9. A data preview will be loaded. If this shows the data in the file correctly, then move to the field mapping section below it. 
  10. The left-hand column lists the column headings in the file you uploaded and the right-hand column shows which Avasam field they have been matched to. Avasam will automatically match fields if their name matches the name of the field exactly.
  11. To create a mapping:
    1. Select the name of the CSV heading in the CSV field drop-down.
    2. Select the Avasam field you want to map it to in the map to drop-down list.
    3. Click 'map field' to create the mapping.
    4. Both fields will be removed from the drop-downs and the list will be updated.
  12. If you want to remove a mapping:
    1. Locate the relevant line in the list of fields.
    2. Click on the 'x' to the right then confirm that you want to delete the mapping.
    3. Both fields will become available in the relevant drop-down lists.
  13. When you are satisfied that all fields have been mapped, click on the add configuration button before being returned to the 'imports' screen. It will now show your newly-added import configuration.

Once a configuration has been created and used once, it can be reused multiple times.

  1. In Avasam, open the settings menu.
  2. Select 'imports'. 

    Import configs-1
  3. Locate the import configuration you want to use. It should show the status as 'ready to import'.
  4. Click on 'ready to import', then locate the relevant file to import and click on 'open'. The import's status will then be changed to 'import in queue'. 

    order import queue
  5. While the file is being imported, you can check its progress by looking at the logs. To do this, click on the logs link
  6. A list will then be shown that gives you the dates and times the import has been run. Click on 'view' to open the selected import log. 

    import log list-1
  7. When you have finished reviewing the logs, click 'cancel' to return to the list, then 'cancel' again to return to the main import configurations screen.