Creating Expeditions in Bulk via Import
How to Create Expeditions?
In the Mailship portal, you have two options for creating expeditions:
Create individually
Upload in bulk via import
On this page, we will look at how to create an individual expedition. If you are interested in setting up expeditions in bulk via import, follow this guide: Creating an Expedition
How to Import Expeditions
You can easily download the import template in the selected format directly from the portal. Once completed, simply upload it to the Mailship system, and your expeditions will be added all at once.
1) Downloading the Template
In Mailship, go to the Expeditions section, click on the three dots next to the +Create button, and then select Import. Choose your preferred format and click Download.
2) Filling Out the Template
Fill in the template with order details. It is not necessary to complete all columns—only the mandatory ones or those you wish to use.
How to Edit Fields in the Template?
After downloading the template, you will see a sample row with examples. Values in angle brackets <> are only for demonstration and should not be included during import.
Do not delete columns you won’t use, simply leave them empty. If a column is removed, the import will not function correctly.
How to Import an Order with Multiple Items?
If you want to import an order with multiple products, you need to create a new row for each product. The number of products in the order equals the number of rows in the import file. For example, an order with three different items will have three rows.
Explanation of Individual Fields
Field Name | Field Meaning | Example |
Eshop Name* | The name of the e-shop for which the orders are being created (a fixed value for a specific e-shop). | internal.mailstep |
Warehouse Name* | The name of the virtual warehouse (a fixed value for a specific e-shop). | internal.mailstep AVAILABLE |
Wms Name* | The name of the physical warehouse (a fixed value for a specific e-shop). | internal.mailstep PRG AVAILABLE |
Order Number* | Order number (must be unique within the Organization). | O000000 |
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The order number must be unique across the entire organization (including all e-shops). | ||
Note | Note | Note |
Billing First Name | First name | John |
Billing Last Name* | Last name | Imported |
Billing Degree | Degree | PhD. |
Billing Company | Company | MailShip |
Billing Street* | Street | Do Certous |
Billing House Nr | House Nr. | 2760/10 |
|
Billing House Nr is not a mandatory field; however, a house number is necessary for the address. It is not mandatory because the house number may be included in the Billing Street field. This information is essential, but you have the option to enter it either separately in two fields or combined in one field. | ||
Billing Zip* | ZIP | 193 00 |
Billing City* | City | Prague 9 |
Billing Country* | Country | CZ |
Billing Email* | Customer’s email | |
Billing Phone* | Customer’s phone | +420 725 080 615 |
Billing Registration Number | Customer's company ID (in case of a business purchase). | 61859109 |
Billing Vat Number | VAT ID (in case of a business purchase). | CZ61859109 |
Different Delivery Address | Option to select a different delivery address from the billing address. | 0 = turned off 1 = turned on, and it is then necessary to fill in the additional "billing" fields. |
Delivery First Name | Name (fill in only if Different Delivery Address = 1). | John |
Delivery Last Name | Last Name (fill in only if Different Delivery Address = 1). | Locke |
Delivery Degree | Degree (fill in only if Different Delivery Address = 1). | PhD. |
Delivery Company | Company (fill in only if Different Delivery Address = 1). | MailShip |
Delivery Street | Street (fill in only if Different Delivery Address = 1). | Do Čertous |
Delivery House Nr | House Number (fill in only if Different Delivery Address = 1). | 2760/10 |
Delivery Zip | ZIP Code (fill in only if Different Delivery Address = 1). | 193 00 |
Delivery City | City (fill in only if Different Delivery Address = 1). | Prague 9 |
Delivery Country | Country (fill in only if Different Delivery Address = 1). | CZ |
Delivery Email | Email (fill in only if Different Delivery Address = 1). | |
Delivery Phone | Phone (fill in only if Different Delivery Address = 1). | +420 284 816 211 |
Required Expedition Date | The date when the warehouse will start processing the order. If this field is left empty, the system will automatically set today's date, and order processing will begin immediately. | 2024-01-01 |
Carrier Code* | Carrier code. | 106 |
Carrier Service Code* | Carrier service code. | 7 |
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You can find the carrier and shipping service codes for import here: Carrier Codes for Expedition Imports. | ||
Carrier Pickup Place Code* | Pickup place code – mandatory when selecting a shipping service with pickup locations. | 900001 |
Carrier Note | The note for the courier is used to convey special delivery instructions, such as "Do not ring, leave at the door." This note is passed to the courier only for carriers that support this feature. | Fast! |
Value* | The shipment value must be specified in the currency of the destination country. Use a period to separate decimal places (e.g., 2500.50). For shipments to the Czech Republic, fractional amounts (haléře) are not supported, so enter the amount without them (e.g., 2500). | 2500 |
Currency* | The currency of the shipment value must match the currency of the destination country. For example, select CZK for the Czech Republic or EUR for Italy. Use the correct three-letter currency code according to the international ISO 4217 standard (e.g., CZK for Czech korunas, EUR for euros). | CZK |
Fragile | PAID SERVICE WITHOUT REQUEST | 0 = not marked as fragile 1 = fragile |
Cod | Option for cash-on-delivery shipment. | off = non-COD shipment on = COD shipment |
Cod Value | COD Amount – Must be in the currency of the destination country. Decimal places must be separated by a period. For CZK, fractional amounts (haléře) are not supported. This field is mandatory if COD = on. | 2345 |
Cod Currency | COD Currency – Must be in the currency of the destination country. This field is mandatory if COD = on. | CZK |
Cod Variable Symbol | Variable Symbol – Mandatory if COD = on. | 0000000000 |
Eshop Order Date | The date the order was placed in the e-shop. | In format: yyyy-mm-dd 2024-01-01 |
Invoice Url | PAID SERVICE WITHOUT REQUEST | |
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Attachments can only be added using a URL link. The document must be in PDF format and available online, such as on a webpage or FTP server. Before importing, ensure the link is functional and the file is accessible. | ||
Customer Group | A record for your reference that allows customers to be categorized into groups. | VIP |
Item Product SKU* | Primary EAN of the product | EAN000001 |
Item Internal SKU* | Internal SKU of the product | PRO000001 |
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Products can be entered either using the Internal SKU (the Item Internal SKU field in the template) or the EAN code (the Item Product SKU field in the template). Both fields cannot be filled in simultaneously—always choose only one. | ||
Item Count* | Quantity of the individual item | 20 |
Lifo | LOT choosing type | 1 = The "newest" batch is picked (based on the recorded batch date). 0 or not specified = The "oldest" batch is picked (FIFO method). |
Lot Number* | LOT number/name (only for LOT tracked products). | 2021-33 |
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Mandatory for products with LOT evidence. You must either specify the LOT or determine it using LIFO. | ||
* Mandatory field.
3) Uploading the Template
Once you have completed the template, upload it using the "Select File" button. Then confirm the import by clicking the "Import Files" button.
How Do I Know if the Import Was Successful or Unsuccessful?
A notification about data processing will appear in the bottom-right corner of the screen once the import starts.
Successful Import: If a green message saying "Done" and "Success" appears in the bar, the expeditions were imported successfully. You will also see the number of successfully uploaded expeditions.
Unsuccessful Import: If the import fails, a red message saying "Error" will appear. For details about the issue, click on "More Info," where you will find information about the reason for the error.
Possible Issues and Solutions
Product Not Found
Row 2: Product not found in eshop named xxx
This error message indicates that the product you want to upload to the expedition either does not exist under the selected e-shop or is not assigned to the correct e-shop.
Verify in the Products section that the product is correctly entered. If the e-shop is not assigned, add it. Once corrected, you can re-upload the product to the expedition.
Missing Mandatory Field
Row 2: delivery_country is mandatory
In the order, you specified that you want to use a different billing and delivery address, but the delivery address was not completed.
To ensure a successful import, all required delivery address details, including the destination country, must be filled in. Verify that all fields related to the delivery address are correctly completed.
Row 2: warehouseName: This value should not be blank.
Missing Warehouse Information (or Other Values). Information about the warehouse from which the order should be picked is missing.
The solution is to fill in the correct warehouse name in the appropriate field in the template. After correcting this information, re-upload the file to complete the import successfully.
Row 2: quantity: This value should be greater than 0.
Missing Quantity in the Order. The quantity for the product you want to dispatch is missing from the order.
This information must be entered in the appropriate field. After completing this field, re-import the file to ensure the order can be successfully processed.
Duplicate Order Number
Row 2: orderNumber: xxx, This value is already used.
This error means that a duplicate order name was used, indicating that an order with this name already exists in the system. The solution is to change the order name to a unique one and then re-import the file.