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Create outbound order

  • Updated

Function Overview

OneWarehouse offers three flexible order creation methods, allowing you to choose the most suitable method based on your business scale and scenario:

  • Manual creation : Suitable for handling scattered, special, or customized single orders.

  • Bulk import : Suitable for large-volume operations such as major promotional events, holidays, or inventory transfers.

  • Platform integration : Suitable for integrated platforms such as SHOPLINE, Shopify, and Shopee, enabling fully automated synchronization.

Key limitations and precautions (must read before operation)

⛔️ Regarding data uniqueness and limitations

  • Uniqueness : The "Merchant Order Number" and the "OW Order Number" must be unique within the same sales platform and cannot be duplicated.

  • SKU Quantity : A single order can support a maximum of 200 SKUs .

  • Remarks character limit : The "Shipping Remarks" field has a maximum of 100 characters . If the limit is exceeded, the system will automatically truncate the data or cause transmission failure.

⚠️ Regarding deletion and invalidation

  • Once an order is successfully placed, it cannot be deleted .

  • If you need to cancel an order, you can only perform the "Cancel" operation when the order status is "Processing" ; after canceling, you can perform the "Restore" operation as needed.

 

Detailed Explanation of Creation Methods

Method 1: Manually create an order (single transaction)

Applicable scenarios : single, temporary replenishment orders or special B2B orders.

 

Operating steps:

  1. Go to [Order Management] > Click on [Create Order] in the upper right corner .

  1. Fill in the order information in order (* indicates required fields):

A. Basic Information

  • *Sales PlatformSelect the source of the order to facilitate subsequent data statistics.

  • *Merchant order numberEnter the original order number (cannot be repeated).

  • *Delivery methodSelect the corresponding logistics service (if there is no option, please contact the business manager).

  • *Order type:

    • B2C : Orders from general consumers.

    • B2B : Enterprise purchase orders (only this type supports uploading attachments).

  • CODIf you require cash on delivery, please fill in the amount and currency (please confirm whether the logistics company supports this).

  • Remarks field:

    • Order Notes : This is for internal viewing within the OW system only and will not be transmitted to the warehouse.

    • Shipping notes : These will be sent to the warehouse for reference (e.g., for urgent orders), but will not be used as the basis for standard operating procedures. Please communicate separately for special requirements.

B. Receipt Information

  • *Required fieldsRecipient's name, phone number, country/region, state/province, city/county, and street address (Address 1).

  • Optional fieldsEmail address, detailed address supplement (Address 2).

C. New Products

  • Click "Add Product" .

  • Search and add items by SKU number, international barcode, or product name.

  • Enter the "quantity shipped" for this product.

  1. Click "Save" or "Submit" to complete the creation.

 

Method 2: Upload imported orders (in batches)

Applicable scenarios : large volume of repetitive orders, live-stream group-buying order redirection, inventory transfer.

 

Operating steps:

  1. Go to [Order Management] > Select [Batch Import] in the upper right corner .

  1. Download Template : Click to download the latest import sample file (supports .xls / .xlsx / .csv, limited to 5MB) ( Please note the template update time and upload the latest template ).

  1. Fill in the information :

  • Rules : Start filling in the table from the second column. Do not modify or delete the header column names .

  • Required fields for Taiwan region : Merchant order number, delivery method, recipient's name, phone number, country/region, postal code, detailed address, SKU number, quantity.

  • Smart Address Splitting : When importing Taiwan delivery orders, you can fill in the complete address in the "Smart Address Splitting" field, and the system will automatically fill in the county and city administrative district information after importing.

  • A single order can support up to 200 SKUs.

 

  1. Upload File : Return to the OW system to upload the edited form.

  1. Examination results :

  • If the format is correct, the system will automatically create the order.

  • If there are any errors, please select "Reason for Download Failure ," correct the form according to the prompts, and then re-upload.

 

3. Platform-connected orders (synchronized)

For merchants using Shopline, Shopee, and Shopify stores, OneWarehouse automatically synchronizes order data, improving processing speed and accuracy, and assisting with inventory and sales data management.

 

Method 3: Platform-integrated order processing (automatic synchronization)

Applicable scenarios : Stores already linked to SHOPLINE, SHOPEE, Shopify, etc.

 

1. Preliminary work: Store authorization

Please complete the store binding in OneWarehouse first. 

2. Automatic synchronization rules (executed automatically by the system)

After successful authorization, the system will automatically retrieve orders that meet the following conditions:

  • Time range : Orders placed in the store within the last 15 days .

  • Order status : Must be "Not Shipped" .

  • Payment status : Must be "Paid" or "Cash on Delivery (COD)" .

 

3. Manually trigger synchronization (for missing orders)

If you need to synchronize orders that are outside the scope of automatic capture, you can do so manually:

  1. Go to [Order Management] > Click on [Synchronize Orders] in the upper right corner .

  1. Setting conditions :

  • Choose a store.

  • Select the date range (supports orders that have been back to within the last 180 days and do not yet exist in OW).

  1. Click "Sync Now" .

  2. The system will display the synchronization results (number of successful/failed transactions). If there are any failures, please troubleshoot according to the prompts.

 

❓ Frequently Asked Questions and Troubleshooting

  • Q: What should I do if synchronization fails?

    • Please first check whether the order is in the "Unshipped" status, or whether the SKU has been created in the OW system.

  • Q: Why does the import fail?

    • Common reasons include: duplicate merchant order numbers, blank required fields, incorrect SKU numbers, single order containing more than 200 SKUs, or excessively long remarks. Please download the failure report to view the specific reason.

If you encounter any issues that you cannot resolve on your own, please contact your Customer Success Advisor (MS) for assistance.

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