How to Import Orders from WooCommerce to GT-EX

Introduction

The following Blog is an informational snap shot on how GT-EX will integrate with your existing WooCommerce systems as seamlessly as possible. Step by step we will walk you through the simple processes we offer meeting the bulk shipping needs for your business. We are excited at the potential benefit our partnership could bring to all parties and look forward to furthering our talks.

Final Product – Speed Test

The final product of integrating with our systems comes down to this speed test video:

Print Packing Slips

No doubt you have your own processes when it comes to printing packing slips. All that we need here is for these packing slips to contain a barcode, this will allow for your order processing to be much easier since everything can be conveyed through standard scanning devices.

Attaching these packing slips to the shipments can be done in a multitude of ways, the easiest being a transparent adhesive document window that we can provide you for no additional cost. Allowing for the barcode to be secured, displayed and scanned by anyone processing the shipment.

In order to add these barcodes we recommend using the following plug in:

Export Orders from WooCommerce

Once the packing slips have been attached, the next step is to export your WooCommerce files into a CSV document. Don’t worry once these settings are entered they can be saved so this will only need to be done once.

Once on the WooCommerce interface select the “Export Orders”:

Inside this tab specific settings will need to be selected, starting with filtering orders. For this step we recommend selecting the “Order Date” function:

Next is selecting your order statuses to be processing only:

Selecting the exporting file format comes next in this process, the “CSV” file is the box that needs to be ticked for this section.

Setting up fields to export set up includes selecting:

“add products as columns” and “coupons as rows.”

Ensuring the “add columns” value as 10 with “grouping by product” check box ticked.

With all of these settings entered all that’s left is to save the settings and export the file, both buttons being located at the bottom of the page, ensure settings are saved before exporting the file.

Exporting the file is the final step, either export button will do the trick here being the “export” and “export w/o progress bar,” once these are clicked a file will be downloaded onto your computer with the date and time of export and you are ready for the next step.

Here is a video run down of how this process works:

You will also need to download this plug in here for seamless integration:

Import Using GT-EX Bulk Booking

The bulk importing process simply contains uploading the exported CSV file and with just a few clicks integrate all of the orders into our system. once in our system you can add items, cancel bookings and bulk print labels within seconds.

Once the CSV file is downloaded, log into your GT-EX account:

Select the “bulk import link.”

Once selected it will take you to the bulk import page where the collection details will need to be selected these include the:

Service level:

Senders name:

Collection Address details:

Any additional pick up instructions:

What day/time the shipments are ready for collection:

Once all of these details are entered select the “begin bulk import button”

This will take you to a new screen for importing the CSV file from WooCommerce:

Select the “Choose File” button in the Import section and select the most recent export file from WooCommerce:

Once the file has been successfully uploaded the name of that file will be viewable here, when verified that the file uploaded is the correct one select the blue “import shipment” button located below the uploaded file:

Imported shipments will then be displayed for editing.

Here is a video explanation on how this process works:

Print Labels for Your Shipments

This work flow allows for systematic checking of all shipments being booked, highlighting shipments that are not on premises for processing and shipments that have multiple pieces under the same consignment.

To start off this process select “book” in the single actions section:

With “book” selected the person processing these orders just needs to take each shipment and scan the packing slip. You will be able to see total shipments against how many have been booked during this process.

This will book and print labels for each shipment individually as the worker goes through the shipments, leaving any not actually on premises not booked and easily seen and if needed all bookings not scanned as booked can be bulk cancelled here as well.

If the number of items in the shipment is more than what is specified e.g. 2 boxes instead of 1, you will just need to select the “+item” check box and scan the packing slip for every extra item attached to the consignment.

This will update the number of items for the shipment to match the reality and produce the number of labels needed for each box when scanned as booked.

Once all shipments are individually scanned with labels attached they are ready to be collected and tracked.

Here is a video explaining this process:

Update WooCommerce With Shipping Information

This process is similar to the export and import process we have done previously just in reverse so WooCommerce know that these shipments are now booked.

First step is to download the CSV file containing all GT-EX booked shipments located under the “Bulk Print” heading, labeled “booked shipment summary.”

Once selected the CSV file will be downloaded displaying our manifest number along with day and time as the file name:

We go back to WooCommerce and select “Bulk Order Update” tab:

In this tab select the upload file button:

Click upload files then select files:

Upload the latest CSV downloaded from GT-EX it will then be placed in the media library tab and highlighted as the newest added:

Once you have confirmed the correct CSV file has been uploaded and selected with the blue tick, click select CSV in the bottom right:

When successfully uploaded the file name will be visible in the field:

Select order ID drop down menu and select “0. Oder ID” to see all shipments containing a WooCommerce ID number:

From here you can change status of all shipments using drop down menus e.g. from processing to completed:

Once these steps have been done all shipments booked in with GT-EX will come through to WooCommerce “orders” tab where individual or multiple shipments can have their statuses edited.

With that done, we have now booked in all of the shipments made in WooCommerce in GT-EX’s system and updated the status of these shipments within WooCommerce.

Here is a video explaining how this process works:

We also recommend this plug in for seamless importing integration:

Bonus Video

Bonus feature – Mouse free processing: