How to Import and Export WooCommerce Orders

The Best WooCommerce Order Import Export Plugin

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This article explains how to Import and Export WooCommerce Orders by using Order /Coupon / Subscription Export Import plugin for WooCommerce. Please refer to the product page to know more about the plugin features.

Overview

The WooCommerce Order / Coupon / Subscription Import-Export plugin allows you to import orders from WooCommerce store as well as another e-commerce platform. It exports orders from WooCommerce store 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 to your online store, you must create a CSV(Comma-Separated Values) file which contains information about mapping fields in a tabular form. You can create a CSV file by using a spreadsheet program, such as  Excel, or Google Spreadsheets. Save this file with extension .csv.  After entering all details about orders in the spreadsheet, you can import orders to your online store. 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 the identification number of the order and the shipping_total field gets mapped to the total shipping cost of the order. If you want the plugin 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: While importing, if there is any mistake in your import file, your order import may not work as expected. Also, the CSV Import file must be in UTF-8 format. For more information about UTF-8 encoding, read How to save CSV / Excel File as UTF-8 Encoded?

To get started you must have CSV file. You can create the one, export the order to get the format of CSV, download Order Sample CSV.
You must enter the order details in CSV file in a 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) to order 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) to order 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|sku:B11V1|quantity: 1 | total:11|refunded: 0:00|meta:color=Blue|tax: 0:00

    Each row contains the single order.

Order import window
Order Import window

The Import Screen appears as shown below:

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

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 to import it,  you need to 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 auto-mapping only if you save the mapped fields with a user-defined file name while Mapping the fields. Select the required mapping file from the Select a mapping file drop-down list as shown below:
    Select a mapping file
    Select a mapping file
  4. Update order if exists: check this box if you want to update the existing orders with the information in the CSV/XML file
  5. 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.
  6. Enter the delimiter which separates the mapping values.
  7. Click Upload file and Import. The import window appears as shown below:
    Orders import mapping page
    Orders import mapping page
  8. You can map the fields(Woocommerce fields) with column headings ( CSV file header). Map a particular field of Map to column by using Column header  drop-down list as shown below:
    Orders mapping column header
    Orders mapping column header

    Select a required option from the drop-down list. Here, Order ID is mapped to order_id.

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

    Evaluation field

    Sample evaluation fields
    Sample evaluation fields

    It is used to fix/update the required value for the particular field. The settings to modify the field are as given below:

    • Assign any required constant value to field (=)
      For Example: Suppose, you want to assign completed to Order Status. Under Evaluation field, write =completed in Order Status row.
    • Add any required value to field (+)
      For Example: Suppose, you want to add 5 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 multiply 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 a row.
    • To Convert the order date to WooCommerce format, provide your CSV date format in the 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 the 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 the 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.

  9. 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.
  10. Click Submit.
  11. According to CSV file, the order(s) gets added to your online store. The import window appears as shown below:
    Order import completed successfully
    Order import completed successfully

    While importing orders with the applied coupon, the plugin connects coupon if the same coupon exists in the online store.

Merge Orders

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

Steps to merge orders

  1. Go to the Import section in the Order tab.
  2. Select Merge order if exists checkbox for modifying orders as shown below:
    Import orders merge if exists
    Import orders merge if exists
  3. Click Proceed to Import Mapping, you will get to the next step to the import mapping window as shown below:
    Order import mapping
    Order import mapping
  4. Map the column headers of the CSV file with the order data fields.
  5. Click Start Import.
  6. According to CSV file, the order gets merged with the existing order. The window appears as shown below:
    Order merge completed successfully
    Order merge completed successfully

    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.

Export orders in CSV or XML format
Export orders in CSV or XML format

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

  1. Order Statuses:  Select order statuses for which you want to export orders from the given list: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 ‘|’ or ‘.” separated file according to your requirement.
  7. Columns: Select the checkbox for required columns if you want to export specific columns. With the Column Name field, you can modify the column header in the CSV file. To 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-downloaded to your computer. The sample orders CSV file is as shown below:
    Sample exported orders CSV file
    Sample exported CSV file

    Note: You can download the Sample Exported CSV.

    Exporting User role and additional metadata from WooCommerce
    You can also export user role and additional metadata from WooCommerce. To do this, you need to add code Snippets in the child theme’s functions.php.
    -If you are using Plugin Version 1.1.1, please refer Export Customer Roles and Additional Order Meta Data from WooCommerce article for code snippet and a brief explanation about it.
    -If you are using Plugin Version 1.1.0 or below, you need to add two separate code snippet to export user role and additional Meta Data from WooCommerce.

    1. To export user role, please refer to Export Customer Roles Along with Order Details from WooCommerce
    2. To Export additional WooCommerce Meta Data, please refer to Export Additional Order Meta Data from WooCommerce.

Export order(s) from Order Page

Orders listing page
Orders listing page

You can directly download the export file with all the fields. To do that, navigate to Dashboard > WooCommerce > Orders. The Order page appears as shown below:

  • Click Download to CSV button to export single order to CSV file.
  • To export bulk orders, select them. From Bulk Action drop-down list, select Download as CSV and click Apply. All the information about the selected order gets auto-downloaded to CSV file.

Check out our Order / Coupon / Subscription Export Import Plugin for WooCommerce.

The Best WooCommerce Order Import Export Plugin

7,000+ Active Installs as per WordPress Official Plugin Repository

#1 in Customer Satisfaction With Most 5 Star Reviews

WebToffee Guarantee: Get Your Money Back if You Are Not Satisfied With The Product

Buy Now!

8 thoughts on “How to Import and Export WooCommerce Orders

  1. mbegley
    mbegley says:

    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. Mark
    Mark says:

    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?

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