How to Import and Export WooCommerce Orders

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/XML 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 will need a CSV(Comma-Separated Values) or XML (Extensible Markup Language) file which contains information about mapping fields. 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/XML file.

Order Import/Export tab

The plugin takes CSV/XML file as input. It maps each field of CSV/XML 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?

• The first row must contain the column headers which are used for mapping the fields. The details about the mapping field are given  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
  wt_importkey	Used to associate the subscription orders with the corresponding parent orders during the import	Numerical
  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

  Each row contains the single order.

Import Orders

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

Navigate to Order Im-Ex > Order > Import, the window appears as shown below:

1. Method 1: Select a file from your computer. Click Choose File to browse a required CSV/XML 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:
3. Select the checkbox to enable FTP import/export.
   • Enter FTP Server Host/IP.
   • Enter FTP User Name.
   • Enter FTP Password.
   • Enter FTP Port number.
   • Enter FTP Server Path.
   • Select the checkbox to use FTPS.
4. 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
5. Update order if exists: check this box if you want to update the existing orders with the information in the CSV/XML file
6. Create User: By enabling this checkbox, if while importing the orders, the user corresponding to order is not found, a new user will be created.
7. Enter the delimiter which separates the mapping values.
8. If you have chosen to update order if exists, then tick Send mail on order status update to send mail to the customers whose order status have been updated.
9. Click Proceed to Import Mapping. The mapping window appears as shown below:Orders import mapping page
10. 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
11. 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.
12. Evaluation fieldSample evaluation fields
13. 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.
14. 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.
15. Click Submit.
16. According to CSV file, the order(s) gets added to your online store. The import window appears as shown below:Order import completed successfully
17. 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:

   

3. Click Proceed to Import Mapping, you will get to the next step to the import mapping window as shown below:

   

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:

   

   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 will 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:

1. Order Statuses:  Select order statuses for which you want to export orders from the given list:
2. Product: To export orders of only specific products, select required products from this field.
3. Coupons: Enter coupon codes separated with commas to export those orders to which the specified coupons are applied.
4. Offset: Enter the order row number at which you wish to start the export.
5. Limit: Enter the maximum number of orders that you wish to export.
6. Start Date: Select the date from which you want to export the orders by clicking on the calendar icon.
7. End Date: Select the date till which you want to export the orders by clicking on the calendar icon.
8. Delimiter: With this field, you can change the comma separated file to ‘|’ or ‘.” separated file according to your requirement.
9. 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.
10. Exclude already exported: Check this to avoid duplication while exporting.
11. Export line items into separate columns: In order to export line items in a separate column, tick this checkbox.
12. Include hidden metadata: If you want to include custom metadata of the order in the export, especially from third-party plugins, then tick this checkbox. 
13. 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:

    

    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

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 the 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.

WebToffee