Managing orders in ShipAccel

This article provides a comprehensive overview of how to handle orders throughout their lifecycle, including how to view, find, import, edit, delete, and export orders. It also covers key operational tasks such as printing labels, merging and syncing orders, batching, and assigning orders for efficient processing.

In this article:

• Viewing and finding orders
• Importing orders manually
• Editing orders
• Deleting orders
• Printing labels for orders
• Merging orders
• Splitting orders
• Syncing orders from stores
• Putting orders into a batch
• Assigning orders
• Exporting orders

Viewing and finding orders

There are several ways to view and find orders. You can also create custom views to save your filters and column settings.

1. If you're not already on the Orders screen, go to the Shipping menu and select Ship Orders.
2. By default, Unfulfilled orders are shown. To view orders with a different status, select that status on the left side. To view orders in a batch, select that batch on the left side.
   
3. To search for an order by order number, enter the order number in the Search orders or scan barcode field at the top and press Enter.
   To search for multiple orders at once, enter the order numbers separated by commas.
   To find an order by scanning a barcode, click in the Search orders or scan barcode field at the top and scan the barcode.
   
4. To sort the list, click on the column heading you wish to sort by. Click the same heading again to reverse the order. Only column headings with arrows can be sorted.
5. To filter the orders list, select the Filter button in the upper right, select the desired filters, and select Apply.
   
6. To choose which columns are displayed in the orders list:
   1. Select the Columns button in the upper right.
      
   2. In the Visibility column on the left, select or deselect the items to choose which information you wish to see.
   3. In the Sequence column on the right, click and drag the columns into the order you prefer.
   4. Select Save.
7. If there is more than one page of orders, use the controls at the bottom of the list to page through them.
   
8. To view the details of an order, click on the order number in the Order column.

Custom views

Custom views save your filters and column settings on the Orders screen so that you can easily return to them. Custom views appear at the bottom of the Views list in the left pane.

Creating a custom view

1. Select all of the filters and columns the way you want them to be saved.
2. Select the 3 dots icon at the top of the Views pane on the left and select Create New View.
   
3. Enter the View Name (up to 50 characters) and click Save.

Editing a custom view

1. Open the view you wish to edit.
2. Make any needed changes to the filters and columns.
3. Select the 3 dots icon at the top of the Views pane on the left and select Update "[view name]" view. That view will be updated with the currently-selected settings.
   

Managing custom views

1. Select the 3 dots icon at the top of the Views pane on the left and select Manage Views.
   
2. Make the necessary changes:
   
   • Select the edit icon to edit a view.
     
   • Select the delete icon to delete a view. The preconfigured system views (All Orders, Unfulfilled, Canceled, etc.) cannot be deleted.
     
   • Select the star icon to select the view as the default view.
     
   • To reorder the views, drag them using the icon on the left.
     

Importing orders manually

You can import a spreadsheet of orders as a CSV or XLSX file. You can either download a template to use, or use your own format and map your data after import.

1. If you're not already on the Orders screen, go to the Shipping menu and select Ship Orders.
2. From the Actions menu, select Import Orders.
   
3. On the right side under Download, select either Simplified Template or Advanced Template to download a template to use to format your orders. The simplified template contains only the required fields, while the advanced template contains all Ship Orders fields.
4. Select the Carrier and sub-carrier account information. link. You will use the information from this file to fill in the Carrier Code, Sub Carrier ID, and Service fields in your import file.
5. Input your orders into the template spreadsheet and save it as a CSV file. See the list of required fields:
   • Required Fields for Importing Orders
6. When you are ready to upload your file, select Choose .csv or drag and drop them here, select your file, and select Open. You can also drag your file onto that box.
7. To add the imported orders to a batch, choose the batch from the Add to Batch menu.
8. Select Upload.
9. In the Map your file column headers to our field names window, match your CSV file fields in the Your File section with the ShipAccel fields in the Field Names section.
   • The Overrides section allows you to override the data in your file with a single value for all of the imported records. For example, you could select Small Flat Rate Box for the Package Type for all of the packages in your file.
   • For Order ID, any value entered in the Overrides field will be added to the beginning of the Order ID with an underscore, for example, OrderNum_11200.
     
10. If you want to save these mapping choices for future imports, select Save mapping for future imports.
11. Select Confirm Mapping.
12. If prompted for address verification, select either Use Suggested Address or Use Original and select Apply to All Addresses & Import. Use Suggested Address is recommended.
13. When you see the success message, click Refresh.
    

Editing orders

Once your orders are imported, you can edit the order data if needed.

1. If you're not already on the Orders screen, go to the Shipping menu and select Ship Orders.
2. Click on the order number of the order you wish to edit in the Order column.
   
   To edit more than one order with the same information, check the boxes next to them, then select Edit. You can also use Shift + click to select a range of orders at once. Only domestic orders can be edited in bulk. International orders must be edited one at a time.
   
3. (Optional) To open the editing window in full-screen mode, click the expand icon.
   
   To exit full-screen mode, click the back icon.
   
4. Make the changes and click Save.
   • If you are editing more than one order, you can uncheck the boxes for any sections that you do not want to be updated.
     
   • To perform additional tasks such as moving the order(s) to a batch, printing packing slips, and emailing labels, select the 3 dots icon in the upper right.
     

Changing the status of an order

1. If you're not already on the Orders screen, go to the Shipping menu and select Ship Orders.
2. Check the boxes next to the order(s) you wish to change the status of. You can also use Shift + click to select a range of orders at once.
3. Select Update Status from the Actions menu.
4. Select the status you wish to assign.
   • If you change the status from Fulfilled to Unfulfilled, you will void the shipping label. Select Next, check the box to agree to the terms, then select Void Label.
5. (Optional) Select a Reason and add a Note.
6. Select Save.
7. If you are changing the Status to Fulfilled:
   1. If you want to mark the orders as fulfilled in your ecommerce store, select Update marketplace.
   2. For each order, enter the Tracking Number and select the Carrier.
   3. Select Save.
      Important: Once you save, these changes cannot be undone.

Deleting orders

If needed, you can delete orders.

1. If you're not already on the Orders screen, go to the Shipping menu and select Ship Orders.
2. Check the boxes next to the order(s) you wish to delete, then select Delete from the Actions menu. You can also use Shift + click to select a range of orders at once.
3. Select Delete to confirm.

Printing labels for orders

Once your orders are imported, you can print the shipping labels for them or email them.

• Printing labels
• Viewing the print queue
• Emailing labels
• Reprinting a label

Printing labels

1. If you're not already on the Orders screen, go to the Shipping menu and select Ship Orders.
2. To print a label for a single order, click on the order number in the Order column. To print more than one order at the same time, check the boxes next to them, then select Print # Labels. You can also use Shift + click to select a range of orders at once.
   
3. If a confirmation window appears, select Print. If you do not want the confirmation window to appear every time you click Print, uncheck Always show before printing.

Viewing the print queue

To view the print queue, select the printer icon in the upper right.

Emailing labels

To email the labels instead of printing them:

1. Check the boxes next to the order(s) you want to email, then select the arrow next to Print # Labels and choose Email Label. You can also use Shift+click to select a range of orders at once.
   
2. Enter the email address and select Send.
   

Reprinting a label

1. Select the label you wish to reprint, then select the Print 1 Label button.
   
2. Check the boxes to agree to the terms, then click Print.
   

Merging orders

If you have multiple orders for the same recipient, you can consolidate them into a single shipment so that you can fulfill them together, saving shipping costs.

1. If you're not already on the Orders screen, go to the Shipping menu and select Ship Orders.
2. Check the boxes next to the order(s) you wish to merge.
3. From the Actions menu, select Merge Orders.
4. In the popup window, select the order you wish to use as the parent order. The other orders will be merged underneath this one.
   • The parent order will have an "M" appended to the beginning of its order number and a randomly-generated number appended to the end.
   • If the orders do not have the same shipping address, you will see a warning but you can still merge them.
5. Select Merge or Merge Anyway. On the full order screen, the merged orders will be listed under Related Orders.
   

Once the orders are merged, the child orders will be read-only and cannot be edited.

Un-merging

To un-merge all orders in a merged shipment, from the full order screen, select Un-merge all.

To remove one order from a merged group, select the x next to the order you wish to remove.

Splitting orders

If an order contains multiple items, you can split them into a separate shipments so that you can fulfill them separately.

1. If you're not already on the Orders screen, go to the Shipping menu and select Ship Orders.
2. Check the box next to the order you wish to split.
3. From the Actions menu, select Split Order.
4. Select Save.

Syncing orders from stores

Orders are automatically synced with your ecommerce stores when you connect a new store and when you sign in. You can also sync them manually at any time.

What's synced?

The store connectors sync orders that are:

• From the last 30 days
• Paid
• Unfulfilled

Syncing manually

1. On the Orders screen, select Sync Orders in the lower left corner.
   
2. Wait while the orders are synced.
   
3. When the sync is complete, click Show orders.
   

Putting orders into a batch

You can put orders into a batch so that you can manage and process them together. For example, if you need to process them all on a particular day, or as common SKUs, or if you need to assign them to a specific person or an area in a warehouse.

1. If you're not already on the Orders screen, go to the Shipping menu and select Ship Orders.
2. Check the boxes next to the order(s) you wish to put into the batch.
3. From the Move to Batch menu, select the batch you wish to put them in.
   
4. To create a new batch:
   1. Select +New Batch.
      
   2. Enter the Batch Name.
   3. To have the batch automatically closed once all of the orders in it are fulfilled, select Close Batch after orders are fulfilled.
   4. Select Move Orders.
      

To remove an order from a batch, check the box next to it and select Move to Batch > Remove from Batch.

Assigning orders

If needed, you can assign an order to another user.

1. If you're not already on the Orders screen, go to the Shipping menu and select Ship Orders.
2. Check the boxes next to the order(s) you wish to assign.
3. Select Assign from the Actions menu.
4. Select the user you wish to assign them to and select Assign.

Exporting orders

You can export orders from the system as a CSV file.

1. If you're not already on the Orders screen, go to the Shipping menu and select Ship Orders.
2. Use the filter menus at the top of the list to select the orders you wish to export.
3. From the Actions menu, select Export Orders.
4. Choose a location and save the file.

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