How to import and export WooCommerce Orders using Order / Coupon / Subscription Export Import Plugin?

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[/vc_cta] This article explains how to know more about the plugin features.

Overview

The WooCommerce Order / Coupon / Subscription Import-Export plugin allows you to the CSV file. Under Order Import / Export tab, you can import/export/merge(update existing order) hundreds, even thousands, of orders using one file which saves your effort and time of manually adding order information.

For importing orders tore. With this plugin, you can also export order details as a CSV file.

Order Import/Export tab

The plugin takes CSV file as input. It maps each field of CSV file to the field of a particular order.

For example: Order_id field gets mapped to work correctly, you must map headers of all of the column correctly and you must ensure that all of the fields you enter must be in the correct format.

Note: If there is any mistake in your import  file, your order import may not work as expected.

To get started you must have CSV file. You can create the one, export the order download Order Sample CSV.
You must enter the order details in CSV file in structured format as given below:
  • The first row must contain the column headers which are used for mapping the fields. The details about mapping field is given as below:
    Column Heading Explanation Accepted value or format
    order_id Identification number of the order  Numerical
    order_number Number of the order  Numerical
    order_date Date of the order with time  YY-M-D H:i:s
    e.g  2016-06-22 10:08:29
    status Status of the order  Text e.g. processing, completed, etc
    shipping_total Total cost of shipping the order  Numerical
    shipping_tax_total Tax applied on total shipping cost   Numerical
    fee_total An additional fee (any kind of charge) total   Numerical
    fee_tax_total Tax on total of fee   Numerical
    tax_total Total tax on the order   Numerical
    cart_discount Discount on the cart amount   Numerical
    order_discount Discount on the order amount   Numerical
     discount_total Total discount for the cart   Numerical
     order_total Order total after addition/deduction of tax/discount   Numerical
     refunded_total  Total amount which is refunded   Numerical
     order_currency  Currency of the order  Text e.g. USD
     payment_method payment method used for paying the order amount  Text e.g. COD
     shipping_method  Shipping method used to ship the order  Text e.g. Ground (UPS)
     customer_id  Identification number of customer   Numerical
     billing_first_name First name of the billing address  Text
     billing_last_name Last name of the billing address  Text
     billing_company Company name of the billing address  Text
     billing_email The billing email  Text
     billing_phone The billing phone number  Numerical
     billing_address_1 The first line of the billing address   Text
     billing_address_2 The second line of the billing address   Text
     billing_postcode The postcode of the billing address   Text
     billing_city The city of the billing address   Text
     billing_state The state of the billing address   Text
     billing_country The country of the billing address   Text
     shipping_first_name First name of the shipping address   Text
     shipping_last_name Last name of the shipping address   Text
     shipping_company Company name of the shipping address   Text
     shipping_address_1 The first line of the shipping address   Text
    shipping_address_2  The second line of the shipping address   Text
     shipping_postcode  The postcode of the shipping address   Text
     shipping_city  The city of the shipping address   Text
     shipping_state  The state of the shipping address   Text
     shipping_country  The country of the shipping address   Text
     customer_note  Note for the customer   Text
     shipping_items Contains Shipping method name and total shipping cost   Method | Total e.g. method:2nd Day Air (UPS)|total:33.80
     fee_items Contains name of the additional fee, total amount, and tax amount  Fee name | Total | Tax
    tax_items Contains tax code and total tax amount  Tax code | Total e.g. code:US-V.A.T-1|total:1.69
     coupon_items Contains Coupon code, description of coupon, and discounted amount  Coupon code | Description | Amount
     order_notes  List of order notes for the customers   Text
     download_permissions  Shows if Order items are downloadable or not . 1 : Downloadable
    0 : Non-Downloadable
     line_item_x  Shows the details of line products which includes metadata also.
    e.g.name, SKU, quantity, total amount, refunded amount, meta attributes like color, tax, etc.
     e.g. name:Men’s Cotton T-Shirt | product_id:1001 | sku:B11V1 |
    quantity:1 |total:11.00|
    refunded:0.00|meta:color=Blue|tax:0.00
    order_id Identification number of the order  Numerical
    order_number Number of the order  Numerical
    order_date Date of the order with time  YY-M-D H:i:s
    e.g  2016-06-22 10:08:29
    status Status of the order  Text e.g. processing, completed, etc
    shipping_total Total cost of shipping the order  Numerical
    shipping_tax_total Tax applied on total shipping cost   Numerical
    fee_total An additional fee (any kind of charge) total   Numerical
    fee_tax_total Tax on total of fee   Numerical
    tax_total Total tax on the order   Numerical
    cart_discount Discount on the cart amount   Numerical
    order_discount Discount on the order amount   Numerical
     discount_total Total discount for the cart   Numerical
     order_total Order total after addition/deduction of tax/discount   Numerical
     refunded_total  Total amount which is refunded   Numerical
     order_currency  Currency of the order  Text e.g. USD
     payment_method payment method used for paying the order amount  Text e.g. COD
     shipping_method  Shipping method used to ship the order  Text e.g. Ground (UPS)
     customer_id  Identification number of customer   Numerical
     billing_first_name First name of the billing address  Text
     billing_last_name Last name of the billing address  Text
     billing_company Company name of the billing address  Text
     billing_email The billing email  Text
     billing_phone The billing phone number  Numerical
     billing_address_1 The first line of the billing address   Text
     billing_address_2 The second line of the billing address   Text
     billing_postcode The postcode of the billing address   Text
     billing_city The city of the billing address   Text
     billing_state The state of the billing address   Text
     billing_country The country of the billing address   Text
     shipping_first_name First name of the shipping address   Text
     shipping_last_name Last name of the shipping address   Text
     shipping_company Company name of the shipping address   Text
     shipping_address_1 The first line of the shipping address   Text
    shipping_address_2  The second line of the shipping address   Text
     shipping_postcode  The postcode of the shipping address   Text
     shipping_city  The city of the shipping address   Text
     shipping_state  The state of the shipping address   Text
     shipping_country  The country of the shipping address   Text
     customer_note  Note for the customer   Text
     shipping_items Contains Shipping method name and total shipping cost   Method | Total e.g. method:2nd Day Air (UPS)|total:33.80
     fee_items Contains name of the additional fee, total amount, and tax amount  Fee name | Total | Tax
    tax_items Contains tax code and total tax amount  Tax code | Total e.g. code:US-V.A.T-1|total:1.69
     coupon_items Contains Coupon code, description of coupon, and discounted amount  Coupon code | Description | Amount
     order_notes  List of order notes for the customers   Text
     download_permissions  Shows if Order items are downloadable or not . 1 : Downloadable
    0 : Non-Downloadable
     line_item_x  Shows the details of line products which includes metadata also.
    e.g.name, SKU, quantity, total amount, refunded amount, meta attributes like color, tax, etc.
     e.g. name: Men’s Cottotal:11|refunded: 0:00|meta:color=Blue|tax: 0:00

    Each row contains the single order.

The Import Screen appears as shown below:

Order import window[/caption]

You can import orders from CSV file or merge the orders with already existing orders by importing updated CSV file.


<h3 srcset=
Import Orders

You can import all the required orders by using Import Orders. Click Import Orders, the window appears as shown below:

Order import page

  1. Method 1: Select a file from your computer. Click Choose File to browse a required CSV file from your computer.
  2. Method 2: Provide FTP Details. If your CSV file is on the server, then do FTP settings as given below:
    1. Select the checkbox to enable FTP import/export.
    2. Enter FTP Server Host/IP.
    3. Enter FTP User Name.
    4. Enter FTP Password.
    5. Enter FTP Port number.
    6. Enter FTP Server Path.
    7. Select the checkbox to use FTPS.
  3. You get the mapping file option(s) for audown list as shown below:

    [caption id="attachment_5276" align="aligncenter" width="258"]Mapping File Mapping File

  • Update order if exists: check this box if you want to update the existing orders with the information in the CSV/XML file
  • Create User: By enabling this checkbox, if while importing the orders, the user corresponding to an order is not found, a new user will be created.
  • Enter the delimiter which separates the mapping values.
  • Click Upload file and Import. The import window appears as shown below:

    Orders import page
    Orders import page
  • You can map the fields(Woocommerce fields) with column headings ( CSV file header). Map a particular field of Map down list as shown below:
    Mapping the Field
    Mapping the Field

    Select a required option from the drop-to order_id .

    Note: Mapping is very helpful if you are importing CSV from some other e-Commerce platform like Magento.

    Evaluation field

    It is used to modify the field are as given below:

    Settings for Evaluation fields
    Settings for Evaluation fields
    • Assign any required constant value to field (=)
      For Example : Suppose, you want to Order Status. Under Evaluation field, write =completed in Order Status row.
    • Add any required value to field (+)
      For Example : Suppose, you want to Shipping Total. Under Evaluation field, write +5 in Shipping Total row.
    • Reduce any required value from field (-)
      For Example : Suppose, you want to reduce 5 from Order Total. Under Evaluation field, write -5 in Order Total row.
    • Multiply by any required value to field (*)
      For Example : Suppose, you want to Shipping Tax Total by 1.05. Under Evaluation field, write *1.05 in Shipping Tax Total row.
    • Divide by any required value to field (/)
      For Example : Suppose, you want to divide Cart Discount by 2. Under Evaluation field, write /2 in row.
    • To Convert the order date to WooCommerce format, provide your CSV date format in evaluation field.
      For Example: In CSV,  If you have entered the date in correct PHP format as @ d/m/yy H:i:s ( @ 13/07/2016 4:24:25) , then under Evaluation field, you must maintain the same date format as @ d/m/yy H:i:s  in the order_date row. Then the plugin internally converts it in WooCommerce format as 2016-07-13 4:24:25.
    • Append any field by required value
      For Example : Suppose, you want to append Billing Company by Pvt Ltd. Under Evaluation field, write &Pvt Ltd in billing_company row.
    • Prepend any field by required value
      For Example : Suppose, you want to prepend Billing First Name by Mr/Mrs . Under Evaluation field, write &Mr/Mrs[VAL] in Billing First Name row.

    Note : Hover the mouse on ? (Help), you can see the information about Evaluation field. For more information on Evaluation field, See Evaluation field in Order Export Import Plugin for WooCommerce article.

  • After mapping all the required field, you can save these mapping  and evaluation fields in a file (user defined) by using Mapping file name field.
  • Click Submit.
  • According dow appears as shown below:

    Order Import Window[/caption]

While importing orders with the applied coupon, the plugin connects coupon if the same coupon exists in the online store.</li srcset=

    Merge Orders

    Suppose your existing order got modified. To reflect that modified order intore, you can update the current order by importing modified order CSV file. This is called a merging of the order.

    Steps to merge orders

    1. Go to teh Import section in the Order tab.
    2. Select Merge order if exists checkbox for modifying orders as shown below:

      [caption id="attachment_72376" align="aligncenter" width="1186"]Import orders merge if exists Import order window

  • Click Proceed dow as shown below:

    Order import mapping
    Order import mapping
  • Map the column headers of the CSV file with the order data fields.
  • Click Start Import.
  • According dow appears as shown below:

    Note: If Order ID does not exist, then the order is imported as a new order.
  • Export Orders

    If you export order using the plugin, you get a CSV or XML file which contains the data about all the orders of the WooCommerce online store.

    You can export all the required orders by using the Export Orders option. The window appears as shown below:

    [caption id="attachment_71887" align="aligncenter" width="1158"]Export Orders page Export orders in CSV or XML format
    1. Order Statuses:  Select order statuses for which you want to export orders from the given list:

      Order statuses
      Order statuses
    2. Offset: Enter the order row number at which you wish to start the export.
    3. Limit: Enter the maximum number of orders that you wish to export.
    4. Start Date: Select the date from which you want to export the orders by clicking on the calendar icon.
    5. End Date: Select the date till which you want to export the orders by clicking on the calendar icon.
    6. Delimiter: With this field, you can change the comma separated file to your requirement.
    7. Columns: Select the checkbox for required columns if you want do that, simply enter the required column name for the specific column.
    8. Click Export Orders (CSV) or Export Orders (XML), the CSV/XML file gets auto your computer. The sample orders CSV file is as shown below:
      Exported Orders
      Exported Orders

      Note: You can download the Sample Exported CSV .

      Exporting User role and additional metada from WooCommerce
      You can also export user role and additional metadata from WooCommerce. To to add code Snippets in the child theme’s functions.php.
      -If you are using Plugin Version 1.1.1, please refer 

    9. To Export additional WooCommerce Meta Data, please refer Export Additional Order Meta Data from WooCommerce.

    Export order(s) from Order Page

    You can directly to Dashboard > WooCommerce > Orders. The Order page appears as shown below:

    Order Page
    Order Page
    • Click Download to CSV file.
    • To export bulk orders, select them. From Bulk Action drop-to CSV file.

    Check out our Order / Coupon / Subscription Export Import Plugin for WooCommerce.
    [vc_cta h2=”The Best Order Import Export Plugin for WooCommerce” add_buttom_onclick=”true” btn_link=”url:http%3A%2F%2Fwww.xadapter.com%2Fproduct%2Forder-import-export-plugin-for-woocommerce%2F|||”]#1 in WooCommerce Import Export Plugin Development
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    8 thoughts on “How to import and export WooCommerce Orders using Order / Coupon / Subscription Export Import Plugin?”

    1. Hey guys,

      I have a questions about importing orders that are tied to subscriptions. I know that I’ll need to import any regular orders first (parent orders for subscriptions), however I’m not certain if I should also import “renewal” orders at the same time or if I should import subscriptions (separately), and then import the renewal orders.

      I’m basically lost on the process for how orders/subscriptions are tied together.

      Is it that subscriptions are connected to the parent order (and renewal orders to both?), or that all orders involving a subscription are connected through the subscription.

      Any help on the process would be appreciated!

    2. Hello, UPS is asking for which fields to write back to in order to update the orders. Is the import file from UPS worldship expected to update the orders with tracking number details? Or is the import file only expected to update the order status to completed and the tracking information is supposed to be sent from UPS via email?

      1. Hi Mark,

        Sorry for the delayed response.

        By looking at your query, we would like to recommend you to check out our WooCommerce Shipment Tracking Pro plugin. https://www.xadapter.com/product/woocommerce-shipment-tracking-pro/

        This plugin allows you to import CSV file that contains the Tracking Data of the orders. This way the plugin will update the order to ‘Completed’ and attach the tracking links to the order completion emails that directly goes to the customers.

        Hope this helps.

    Comments are closed.

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