Order Imports 5: Subject and Image populating

Studio

The final steps in the Import Orders process involve mapping your subject data, verifying address configuration for fulfillment, matching subjects to orders, and populating images. You're almost at the finish line to importing orders!

Before You Start: This article assumes you've already completed Steps 1-5 of the Import Orders process. Click here to start from Step 1.

 

Map Subject Data

This step is only used for assisting with automatically mapping orders to subjects during the import process. This data will not be imported with the order.

1. Use the drop-downs under Subject Data Mapping to choose an option, like First Name, that matches the subject data from your data file, found in the Data Point column. The following options are available for subject data mapping (must choose at least one):
   • First Name
   • Last Name
   • Password
   • External Reference
   • Email Address
   • Grade
   • Teacher
   • Subject ID
2. Click the green NEXT button when complete.

 

Address Configuration

This step allows you to choose to send imported orders to the lab, assign a unique order reference, and fill in all required shipping information.

1. Check the box next to "Send these orders to the Lab" if your imported orders should be setup to be sent to the lab after importing. Checking this box will cause two additional options to appear:
   • Orders will be sent later to lab as a Batch
     

     • Selecting this option will only create the orders in your Fotomerchant Account. A Batch will not be automatically created and sent to the lab.

     • Selecting this option does not require you to fill out any Address information.

   • Orders will be sent as drop-shipments direct to Customers

     • Selecting this option will only create the orders in your Fotomerchant Account. Orders will not be automatically created and sent to the lab.

     • Selecting this option does require you to fill out all address information. We'll get to that below

2. Order Reference: Use the drop-down to select a column from your data file that contains a unique Order Reference field for each order/row of data. Having this field avoids duplicate orders being imported into your session. We have a few recommendations of what you can use for this requirement:
   • Do:
     • Utilize a unique student reference, like a Student ID 
     • Populate a column of sequential numbers if using Excel/Google Sheets
   • Do Not:
     
     • Use a first/last name, phone number, or email. In the case of siblings, only one order with that field would be imported. 

3. Customer Details: Use the drop-downs for Customer Name and Customer Email to select columns from your data file that could be used for these fields. It's basically the equivalent to providing the same details in a shopping cart order for the purpose of identifying the name of a customer, as well as the email in which the order emails will be sent to.

4. Billing Address: Use the drop-downs for each address field to match columns from your data file that relate to each field. Leave as Skipped/Unmatched if no column exists in your data file.
   

   If you selected the Orders will be sent as drop-shipments direct to Customers option previously, you must match the Name, Address 1, City, Zip / Postcode, Statefields.

5. Shipping Method: If you are sending imported Orders to a Lab, you are required to select a Shipping Method via the provided drop-down. This drop-down will contain all Supplier Shipping Methods available in your account for the purpose of drop-shipments.
6. Shipping Address: Use the drop-downs for each address field to match columns from your data file that relate to each field. Leave as Skipped/Unmatched if no column exists in your data file.
   • Click the Copy Billing Address Mappings to Shipping Address button to use those prior mappings for shipping as well. 

     If you selected the Orders will be sent as drop-shipments direct to Customers option previously, you must match the Name, Address 1, City, Zip / Postcode, Statefields.

7. Click the green NEXT button when complete.

 

Order Subject Matching

Using the information that has been provided so far, Studio will attempt to match the order with a subject. A subject will remain blank if the system is unable to find a match - it may not find a match if there is a spelling error or another inaccuracy. Use the drop down button to assign an available subject to an order.

Once you have completed matching the subjects to the orders, click the green Next button.

Shortcut, rather then scroll all the way down, just turn on "show only unmatched subjects" to see which ones ned correction. If you change or map manually those subjects will appear as blue so you can easily identify human changes.

Image Population

You're nearly done! Yay!

Time to select the image crop and style that you will be delivering in the order. Will this be an original crop or another saved crop? Is the the original file, or will it have background knockout? Use the drop down options and radio buttons to make your selection.

Press the green Populate Orders button and see the images be assigned to the subjects below.

If any errors have been made, you can easily reset the image populations and try again. Click the teal Reset Selections button to start again.

Finalizing

FINAL STEP! Well done. Here we get the final overview of what can and will be processed with the information you have submitted.

Below, we can see the orders that are ready for import. Any submissions that have errors or missing information will automatically be listed as not ready for import. Orders not ready for import can be downloaded as a csv, click Download orders not ready for import. Please note, this is the only opportunity to retrieve those failed orders collated in a csv, so make the most of the opportunity and download it whilst you can – it's much easier than sorting through your (likely) large csv.

If you are confident in the mappings you have made in the order, we encourage you to save the mappings to speed up the process next time.

Note: We strongly recommend that you submit a fake, individual order that purchases every item and option in the catalog - this way, you can map everything in one go, save those mappings, and then submit your full paper order list. I promise, it'll make the process go a lot more smoothly – success is in the setup!

Once everything is ready, click the Upload orders button. Studio will list the orders and show their status in the next screen. You can check on the orders in the Orders tab of the session in Commerce.

Orders processed this way will be shown as Imported Orders in the Type column. Unlike online orders, it will not specify if the order was from a pre-pay, or proof stage... only that it was an imported order.