New order from a file — Excel, XML, CSV

When a customer sends an order in a spreadsheet, you do not need to re-enter it manually; import the file.

On the new order screen, the switch above the products has four modes: Manual, Import Excel, XML order and CSV order. The last three read a file.

Step by step

1. Go to Orders → Orders and open New order.
2. In the Products section header, select Import Excel, XML order or CSV order.
3. Click the file selector and choose the file. Processing starts immediately after you select it; there is no separate “load” button.
4. Check what the system read:
   • Import Excel shows a blue bar, Found: {count} / {row count} products, and notes {count} not found beside unrecognized items.
   • XML and CSV do not show a confirmation; they simply fill in the form. If the file contains items outside the catalog, an orange message says {count} products from the file were not found in the catalog and were skipped.
5. Review the product table and correct quantities and prices.
6. Complete the rest of the form on the right: customer, address, courier, warehouse and payment, just as for manual entry (New order — enter it manually).
7. Click Create order. The button stays disabled until there is at least one valid item; for a shipped order, you must also choose a courier.

Import Excel

Import Excel reads only the item list. Enter the customer, address and delivery details manually.

1. Select Import Excel.
2. In Upload Excel file (.xls, .xlsx), choose the file. Other extensions are rejected.
3. The system matches rows to products by EAN/SKU and shows a summary bar.
4. Unrecognized rows remain in the table with a not found marker. A warning above the save button says Some products were not found and will be skipped. Remove them and add the correct products manually, or fix the file and import it again.

If the file is damaged or in the wrong format, you will see Could not process the Excel file.

XML and CSV

XML and CSV modes read the entire order: besides items, they extract customer details, delivery and invoice addresses, payment and delivery methods, currency, and invoice and prepaid markers. The form is populated with this information so you can review and correct it before saving.

1. Select XML order or CSV order. Above the file field, a reminder appears: Upload one file to prefill the order form. Check and correct the data, choose a courier, then click Create order.
2. Choose a file in Upload XML file (.xml) or Upload CSV file (.csv).
3. Wait. The system first asks AI to map the columns, then reads the file using that mapping.
4. The form is filled in. The screen stays in XML/CSV mode so the mapping panels remain visible. This is expected; you do not need to switch back to Manual.
5. Expand Which fields do we accept to see the field names the system looks for. The descriptions in this table are in English.

AI field mapping

Customer files use their own column names. After loading an XML or CSV file, a Field mapping table appears below the file field, with Target field, Source column and Confidence columns. Low confidence is marked in orange; an unmatched field is shown with a dash. You can correct Source column manually; an empty field shows not mapped.

After importing

Continue as for manual entry: fill in the customer, address, courier and payment, then save with Create order. After saving, the Order created dialog opens with Go to order and Create another options.