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Order History Importer

The Order History Importer allows you to import historical order data from your existing systems into the Vin65 platform. Historical data are orders that have already taken payment in a system other than Vin65 and you are simply looking to import a record of the order to maintain a customer's order history and life time value (LTV). If you are looking for a solution to import new orders that have yet to been created or charged you will want to review the Order Importer documentation.

Before you will be ablel to import your historical order data you will have to fill out the Order History Importer Sample File so your data matches the Vin65 system and are in the correct format for the import.

Download Sample File: Learn about using our sample files for your order history import. Learn More >

Filling out the Sample File: Learn how to correctly fill out the sample file. Learn More >

Importing your Order History: Learn how to import your order history into your admin panel. Learn More >

Set A Specific Order Number: Learn how to set a specific order number to start from. Learn More >


 


Download Sample File

1.  Navigate to the Settings > Import/Export > Order History Importer.

2.  Click Download Sample File to download the spreadsheet we will use.

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Filling out the Sample File

Each line in the Order History Importer is used for a different wine/product SKU that was purchased in an order. So an order for one product will take one line in your Excel spreadsheet; an order with products will take up lines in your Excel spreadsheet.

The green fields at the end of the spreadsheet (4 columns) will be different for each line in the order as these fields are used for each of the individual wines/products within the order.

Below is a list of all of the fields within the Order History Importer spreadsheet and their definitions:

*OrderNumber The order number for this historical order. Order numbers in Vin65 are numeric only.
OrderDate The date of the order. Format is in: MM/DD/YYYY or DD/MM/YYYY..
*OrderType

This field allows one to indicate where the order originated from. Some possible order types may include:

  • AdminPanel
  • Website
  • Mobile
  • POS

Other types may exist (if they have been set up in your Admin Panel > Settings > Misc > Order Types).

BillCustomerNumber Billing contact's customer number. This is the primary method the order history will be matched to contact records in Vin65. If no customer number is included, orders will be matched with a customer record using the billing email address. If no customer record is found that matches, a new contact record will be created.
BillBirthDate

Billing contact's birth date. Format is in: MM/DD/YYYY or DD/MM/YYYY.

BillFirstName Billing contact's first name.
BillLastName Billing contact's last name.
BillCompany Billing contact's Company.
BillAddress Billing contact's address.
BillAddress2 Additional information regarding the billing contact's address.
BillCity Billing contact's city.
BillStateCode

Billing address State/Provice code. Two character abreviated state or province code. Example:

  • California = CA
  • British Columbia = BC​​
BillZipCode

Billing contact's address zip code.

BillPhone Billing contact's phone number. Format is in: 000-000-0000.
BillEmail Billing contact's email address. Used as a secondary means of matching order history to customer records. If no customer number is included orders will be matched with a customer record using the billing email address. If no customer record is found that matches a new contact record will be created.
isPickup This field indicates whether this order is a pickup order or not. Format is in: Yes or No.
PickupDate The date in which the pickup order was picked up. Format is in: MM/DD/YYYY or DD/MM/YYYY.
PickupLocationCode If you selected Yes for isPickupAtWinery, you must enter the code for the pickup location where the club member will be picking up thier shipment. The codes for your PickUpLocations may be found in Settings > Misc > Pickup Locations.
ShipBirthDate Shipping recipient's birth date. Format is in: MM/DD/YYYY or DD/MM/YYYY.
ShipFirstName Shipping recipient's first name.
ShipLastName Shipping recipient's last name.
ShipCompany Shipping recipient's company name.
ShipAddress Shipping recipient's address.
ShipAddress2 Additional information for the shipping recipient's address.
ShipCity Shipping recipient's city.
ShipStateCode

Billing address State/Provice code. Two character abreviated state or province code. Example:

  • California = CA
  • British Columbia = BC​​
ShipZipCode Shipping recipient's zip code.
ShipPhone Shipping recipient's phone number. Format is in: 000-000-0000.
ShipEmail Shipping recipient's email address.
ShippingStatus

The shipping status for the order. This allows you to mark the order as being shipping, or indicate another shipping status where applicable. If left blank, no shipping status will be imported. Must be one of the following:

  • Shipped
  • PickedUp
  • SentToFulfillment
  • ​NoShippingRequired
  • HandledExternally
ShipDate The date the order shipped. Format is in: MM/DD/YYYY or DD/MM/YYYY.
Carrier

The carrier that was used to ship the order. If the carrier used is not available in the provided list, please use 'Other'. Must be one of the following:

  • UPS
  • FedEx
  • GSO
  • CanadaPost
  • Other
TrackingNumber The tracking number associated with a shipped order.
SourceCode Source Codes are only visible in Vin65 sales reports and are used for internal winery tracking. This will not display directly on the order and is not visible to customers.
PaymentType

The payment type used for the order. If left blank, no payment type will be imported. Must be one of the following:

  • CreditCard
  • Check
  • Cash
CreditCardType

The credit card type must be one of the following, if the payment type was selected to be credit card:

  • Visa
  • MasterCard
  • AmericanExpress
  • DinersClub
  • ​Discover
CreditCardNumber The credit card number used for the order.
NameOnCard The name of the credit card holder.
ExpiryMonth A one or two digit month. Format is in: 1 or 12.
ExpiryYear A four digit year.
OrderNotes Notes field for special shipping instructions for the order.
GiftMessage Gift message included on the order.
OrderSubtotal The order subtotal should be equal to the total value of all wines/products for the order, excluding shipping and taxes. Orders containing more than one product will take up multiple lines in your excel sheet. This amount should be duplicated in all rows pertaining to one order number. All white (neutral) columns will contain the same data, so make sure that you place the same subtotal in each line for a single order. Green columns will be different totals as they pertain to each individual product in the order.
OrderShipping The order shipping should be the total value of any shipping fees associated with the order. Orders containing more than one product will take up multiple lines in your excel sheet. This amount should be duplicated in all rows pertaining to one order number. All white (neutral) columns will contain the same data, so you can place the same shipping total in each line for a single order. Green columns will be different totals as they pertain to each individual product in the order.
OrderHandling The order handling should be the total value of any handling fees associated with the order. Orders containing more than one product will take up multiple lines in your excel sheet. This amount should be duplicated in all rows pertaining to one order number. All white (neutral) columns will contain the same data, so make sure that you place the same handling total in each line for a single order. Green columns will be different totals as they pertain to each individual product in the order.
OrderTax This should equal the taxes charged on the order. This amount should be duplicated in all rows pertaining to one order number.
OrderTotal This should be the total charge for the order. This amount should also be duplicated in all rows pertaining to one order number.
ItemSKU The SKU number for the wine/product that was ordered. SKUs can be numeric or alphanumeric. Orders containing more than one product will take up multiple lines in your excel sheet. All white (neutral) columns will contain the same data. Green columns such as this one will be different as they pertain to each individual product in the order.
ItemName The name of the wine/product ordered. Orders containing more than one product will take up multiple lines in your excel sheet. All white (neutral) columns will contain the same data. Green columns such as this one will be different as they pertain to each individual product in the order.
ItemQuantity The quantity of the wine/product ordered. Orders containing more than one product will take up multiple lines in your excel sheet. All white (neutral) columns will contain the same data. Green columns such as this one will be different as they pertain to each individual product in the order.
ItemUnitPrice The price per unit for the wine/product ordered. Orders containing more than one product will take up multiple lines in your excel sheet. All white (neutral) columns will contain the same data. Green columns such as this one will be different as they pertain to each individual product in the order.

*Mandatory Fields: OrderNumber and OrderType.

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Importing your Order History

1. Navigate to Settings > Import/Export > OrderHistory Importer in your Admin Panel.

2. Click on Browse to load the file from your computer.

3. Click on Import to upload the order history to your Vin65 database.

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Set a Specific Order Number to Start From

When setting up your website with Vin65 or when moving data over from an existing order management system, you will want your Vin65 orders to start at a specific order number. The Vin65 platform, by default, starts your first order at number 1001. You will need to import a 'dummy' order to set the order numbers to where you want them to start. Below is an quick guide:

Let's say we want to set the order number to start at 5001.

1. Navigate to Settings > Import/Export > Order History Importer in your Admin Panel.

2. Download the Sample File.

3. In the sample file spreadsheet, populate it with a fake order and indicate that it's OrderNumber 5000 and OrderType = AdminPanel. Save your spreadsheet afterwards.

4. Import this spreadsheet with the fake order. After doing so, the next live order that comes in will have an order number 5001.

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