How to Import and Export WooCommerce Orders

If you own a busy online store, it is quite common for you to receive a huge amount of orders each day.  Order / Coupon / Subscription Export Import Plugin for WooCommerce helps you to import/export all your orders from one store to another in an efficient and quick manner.

To export WooCommerce orders:

• Click on WebToffee Import/Export(Pro) > Export.

As a first step, you need to choose the post type as Order.

Choose from the below options to continue with your export:

•  Quick export from DB
•  Based on a pre-saved template 
•  Advanced export

Let us have a look at each of these export methods:

• exports the basic/standard fields of the respective post type.  
• To include fields from Custom meta and Hidden meta select the respective group’s checkboxes.
• Click the Export button to complete the action or proceed to Step3 for advanced options.

• exports data as per the specifications(filters, selective column, mapping.. etc) from the previously saved file.
• By selecting this option, one can choose a previously saved template from the Export template drop-down.

  Note: The template will be listed in the drop down only if you have saved it in previous exports, if you go through the Advanced export, at Step 5 you will get an option to save the template. Once you save that, next time when you want to export a pre-saved template, it will be populated within the drop down.

• Click the Export button to complete the action or proceed to Step3 to filter data.

• Takes you through a detailed process of filtering/column selection/advanced options that may be required for your export.

• Click on Step3 to filter data

Filter data that needs to be exported as per the below criteria.

• Total number of orders to export : The actual number of orders you want to export. e.g. Entering 500 with a skip count of 10 will export orders from 11th to 510th position.
• Skip first n orders : The number of orders to be skipped from the beginning should be specified here. e.g. Enter 10 to skip the first 10 orders from export.
• Order Statuses : Filter orders by their status type. You can specify more than one type for export.
• Product : Export orders containing specific products. Key-in the specific product names to export orders accordingly.
• Email : Input the customer email to export orders pertaining to only these customers.
• Coupons : Enter coupons codes separated by comma to export orders on which these coupons have been applied.
• Date from : Export orders placed on and after the specified date.
• Date to : Export orders placed upto the specified date.

If necessary, the column names in this section can be edited. When you choose a pre-saved template, you will see the preferred names and choices that were last saved. One can also move the columns to reorder the arrangement.

• Here, one can map and reorder the export columns under the following 3 fields:
  1. Default fields
  2. Meta(Custom fields)
  3. Hidden meta
• Click on Step 5 to proceed.

• On reaching Step 5, the following window will appear, from where one can:
  1. Exclude Already Exported: Option ‘Yes’ excludes the previously exported orders.
  2. Export line items into separate columns: Option ‘Yes’ exports the line items within the order into separate columns in the exported file.
  3. Export file name: To specify a filename for the exported file. If left blank the system generates a default name.
  4. Export File Format: Both CSV and XML file formats are available.
  5. Delimiter: Separator for differentiating the columns in the CSV file. Assumes ‘,’ by default.
  6. Enable FTP export: On opting ‘Yes’, choose an FTP profile and specify the export path.

• Save the template file for future export as shown below(if needed).

• Click on Export and export or schedule the export to finish.

To import WooCommerce orders:

• Click on WebToffee Import/Export(Pro) > Import.

As a first step, you need to choose the post type as Order.

Choose from the below options to continue with your import:

• Quick import 
•  Based on a pre-saved template 
•  Advanced import

Let us have a look at each of these export methods:

• imports the basic/standard fields of the respective post type.  
• preferred when the same plugin was used to export the input file.
• One can import file from:
  1. Local
  2. URL
  3. FTP

Click the Import button to complete the action or proceed to Step3 for advanced options.

• This method retains the previous filter criteria and other column specifications as per the chosen file and imports data accordingly.
• By selecting this option, one can choose a previously saved template from the Import template drop-down.

• Click the Import button to complete the action or proceed to Step3 to map and reorder columns.
• Navigate to Step 3 to know more about mapping and reordering import columns.

• This option takes you through a detailed method of filtering/column selection/advanced import options.

Here, one can map the import columns under the following 3 fields:

• Default fields: The mapped column names appearing in this section can be modified/edited if required. The preferred names and choices that were last saved can be viewed on choosing a pre-saved template. 
• Meta(custom fields)
• Hidden meta

During import, when we have to append a value/expression to an existing item, Evaluate field is used. It basically selects/maps any column from the input file and computes the values with expressions and creates output.

• Expression: To manipulate the respective value, any of the operators +*/-()&@ or string constants can be used along with the attributes . 
• Input: Select the column from the drop down which has to be modified.
• Output: On the basis of the first record from the input file, sample value will be created.

• Click on Step 4 to proceed.

• On reaching Step 4, the following window will appear, from where one can:
  1. Update Only: On selecting “Yes”, the store will be updated with the data from the input file only for matching/existing records from the file. On selecting “No”, the entire data from the input file is processed for an update or insert as the case may be.
  2. If order exists in the store: One can either Skip or Update the entry.
  3. If conflict with an existing Post ID: One can either Skip item or Import as new item. When importing as a new item, the order id and order number in the file will not be retained. These values will be auto generated by WordPress. 
  4. Create User: One can create a customer and notify them if needed.
  5. Link products using SKU instead of Product ID
  6. Delete non-matching orders from store

• Save the template file for the future (if needed).

• Click on Import/Schedule to finish.

You can either import the orders directly into your store or schedule the import using FTP.

To schedule the import:

1. Hit the Schedule option, and you will be taken to the cron schedule window as shown below:

The plugin supports two different schedule types:

1. WordPress Cron: Upon a visit, WordPress Cron will check to see if the time/date is later than the scheduled event/s, and if it is– it will fire those events.
   • schedules your job at the specified time. 
   • is dependent on your website visitors.
2. Server Cron: You may need to trigger the URL every minute depending on the volume of data to be processed.You can use this option :
   • to generate a unique URL that can be added to your system in order to trigger the events. 
   • if you have a separate system to trigger the scheduled events.

You can also configure the time at which the import is to be scheduled.

To directly import:

1. Hit on the Import option

Once the import is completed, a pop-up will be displayed showing import status which contains the number of successful imports and failed imports (if any).

Know more about our Plugin: Order / Coupon / Subscription Export Import for WooCommerce.