Orders Notifications and Inventory Behaviour

Shopify Shipment Email Confirmation

There are the following new columns that you can import for Orders:

Send Receipt
  • TRUE
  • FALSE
Tells whether to send a receipt Email to the customer when Order is created or updated.

The default is FALSE.

See column “Fulfillment: Send Receipt” for sending fulfillment receipts. 

Fulfillment: Send Receipt
  • TRUE
  • FALSE
Tells whether to send a notification Email to the Customer when the Fulfillment is created or updated.

The default is FALSE.

Inventory Behaviour
  • bypass
  • decrement_ignoring_policy
  • decrement_obeying_policy
The behaviour to use when updating inventory. (default: bypass).

  • bypass: Do not claim inventory.
  • decrement_ignoring_policy: Ignore the product’s inventory policy and claim all amounts no matter what.
  • decrement_obeying_policy: Obey the product’s inventory policy.

Read the full Orders documentation.

When creating new Fulfilled Orders, can easier mark them as Fulfilled

Fulfilled Shopify Order

Earlier, when you created new Orders, if you wanted them to be Fulfilled, you had to list all the line items as “Fulfillment Line”, and create a Fulfillment for them.

Now you can have one line of “Line: Type” with value “Fulfillment Line”, and just fill in the “Fulfillment: …” columns for that line. This will tell the app that you want your whole Order to be fulfilled.

Archive and Unarchive Shopify Orders in Bulk

Archive Shopify Orders in Bulk

To Archive existing Shopify Orders, do the following steps:

Note that this will not replace the orders – this will truly update the existing ones.

  1. Export the Orders you want to archive – don’t include any other detailed columns unless you absolutely need them, so you have nicely one row per order in the export.
  2. Delete all the columns and rows, leave only the following columns in your Excel file:
    • ID
    • Name
    • Command
    • Closed At
  3. Update the Excel file columns with data:
    1. Set the “Command” column values to “UPDATE“.
    2. Set the “Closed At” column values to whatever date (it doesn’t matter what date it is because orders will anyway get archived with today’s date).
  4. Import the file with the orders you want to archive.

To UnArchive existing archived Shopify Orders, do the opposite steps to archiving:

  1. Export the Orders you want to unarchive.
  2. Delete all the columns and rows, leave only the following columns in your Excel file:
    • ID
    • Name
    • Command
    • Closed At
  3. Update the Excel file columns with data:
    1. Set the “Command” column values to “UPDATE“.
    2. Set the “Closed At” column values to empty.
  4. Import the file with the orders you want to archive.

The Orders which have the Closed At value as empty, will get unarchived.

Good to know

Update Tracking Numbers for existing Orders in Bulk

Update Shopify Order Fulfillment Tracking Numbers in Bulk

To bulk update the Tracking Numbers of existing Shopify Order Fulfillments:

  1. Export the existing Orders with Fulfillments using the Excelify app – to Excel or CSV file.
  2. Edit the file so that you just keep the columns and rows that you want to update:
    • Keep in that file just the Orders you want to update tracking numbers for.
    • Keep just the following columns:
      • ID
      • Name
      • Command
      • Line: Type
      • Fulfillment: … columns
    • Change the column values:
      • Change “Command” column value to “UPDATE”
      • Change the “Fulfillment: Tracking Number” column – fill with your tracking numbers.
      • Optionally, if you want, you can fill in the other Fulfillment columns.
    • Keep just the rows where “Line; Type” is “Fulfillment Line”.
  3. Import that file with the Excelify app back – it will update your existing orders, and update the Fulfillments of those Orders to set the numbers that you need.

Where to go from here?

Fulfill existing Orders in Bulk

Fulfill existing Shopify Orders

To fulfill existing Shopify Orders, do the following steps:

Note that this will not replace the orders – this will truly update the existing ones.

  1. Export the Orders you want to fulfill – with Line Items and Fulfillments included in the export.
  2. Delete all the columns and rows, leave only the following columns in your Excel file:
    • ID
    • Name
    • Command
    • Line: Type
    • Fulfillment: ID
    • Fulfillment: Status
    • Fulfillment: Tracking Company
    • Fulfillment: Tracking Number
    • Fulfillment: Tracking URL
  3. If you see many rows per Order (with the same ID and Name values) then use the Excel function to remove duplicates – you only need one row per order.
  4. Update the Excel file columns with data:
    1. Set the “Command” column values to “UPDATE“.
    2. Set the “Line: Type” column values to “Fulfillment Line“.
    3. Leave the “Fulfillment: ID” empty – because you will be creating new fulfillments.
    4. Set the “Fulfillment: Status” to “success“.
    5. Set the “Fulfillment: Tracking Company” to whatever tracking company you are using. The list of tracking companies can be found here in the Orders documentation.
    6. Set the “Fulfillment: Tracking Number” to your tracking number for this Order.
    7. If you have the specific tracking URL, you can set it in the column “Fulfillment: Tracking URL“.
  5. Import the file with the orders you want to fulfill.

Good to know

  • If you don’t have tracking numbers or any other tracking data, you can leave the columns blank, or even not include them in the import.
  • If you have some of the line items already fulfilled then this import will fulfill whatever is remaining unfulfilled items.

Where to go from here?

Bulk Update Orders

Update Shopify Orders

To update a few fields for Shopify Orders which are allowed to be updated, you can import tables like this.

ID Name Command Note Tags Tags Command Additional Details
448427851836 #1199 UPDATE Updated notes New Tag MERGE key: value
key2: value2

If you import the table like this, the app will do the following:

  1. It will find the existing Order by ID.
  2. If it will not be able to find an existing Order by that ID, it will try to find it by the Name.
  3. It will set the “Note” field to “Updated notes”.
  4. It will add the additional Tag “New Tag” to whatever Tags this Order has (because the “Tags Command” is MERGE).
  5. It will change the “Additional Details” value of that Order to two key:value pairs that you are importing.

It will not change any other data of that Order, only those fields.

Update only Order Tags

ID Name Command Tags Tags Command
448427851836 #1199 UPDATE New Tag MERGE

If you import table like this, it will just add (merge) “New Tag” to existing order tags, and will not change anything else.

Update only Additional Details

ID Name Command Additional Details
448427851836 #1199 UPDATE key: value
key2: value2

If you import a table like this, it will update only the “Additional Details” field of those orders you import.

Cancel an Existing Order

ID Name Command Cancelled At Cancel Reason
448427851836 #1199 UPDATE 2018-06-01 other

This import will make that order Cancelled. Although you are importing a date in the “Cancelled At” column, Shopify doesn’t allow to set the specific date when the order shows canceled (you can only export that date). So whatever date you have here, it will get canceled at the moment when you do the import.

Valid Cancel Reasons are: customer, inventory, fraud, declined, other. The default is “other“.

You can cancel only orders that are not started to be fulfilled – if an order has a fulfillment then you will not able to cancel it.

Archive an Existing Order

ID Name Command Closed At
448427851836 #1199 UPDATE 2018-06-01

This import will make that order Archived. Although you are importing a date in the “Closed At” column, Shopify doesn’t allow to set the specific date when the order shows archived (you can only export that date). So whatever date you have here, it will get archived at the moment when you do the import.

UnArchive an Existing Order

ID Name Command Closed At
448427851836 #1199 UPDATE

When you import a “Closed At” column as an empty value – if your Shopify Order is archived, the app will unarchive it.

Change Customer Contacts

ID Name Command Customer: Email Customer: Phone
448427851836 #1199 UPDATE [email protected] ‘+1 1234567890

This will set the customer E-mail and Phone contact information to those you are importing.

Note that if your Order has a Customer attached to it, it will not update the Customer data in the Admin – just the Order data, and specifically the “Contact Information” block in the Order Admin.

Remove the Customer from the Order

You cannot reassign another Customer to an existing Order. But you can remove that customer from the Order at least.

You can do it by importing this empty column of the “Customer: ID”.

ID Name Command Customer: ID
448427851836 #1199 UPDATE

Update Shipping Address

ID Name Command Shipping: First Name Shipping: Last Name Shipping: Company Shipping: …
448427851836 #1199 UPDATE New First Name New Last Name New Company Any other Shipping fields that you need to update

You cannot update the Billing Address of an existing Order. But you can update the Shipping address – all its columns to whatever you like.

Update Order – Add Fulfillments

To create new Fulfillment for an existing Order, you would need to import the lines of “Line: Type” with “Fulfillment Line”, and fill in the Fulfillment columns.

if you will not provide any “Line: …” columns, the app will create a fulfillment of all the items you have in the Order.

ID Name Command Line: Type Line: … Fulfillment: ID Fulfillment: Status Fulfillment: …
448427851836 #1199 UPDATE Fulfillment Line All the Line: columns with the line item data that are being fulfilled. This is needed so that the app can find – which lines are being fulfilled. success All the other Fulfillment columns with their values.
448427851836 #1199 UPDATE Fulfillment Line And repeat for as many lines as needed to include all the needed Line Items in the Fulfillment. success

Update Existing Fulfillment Tracking Number and Tracking URL

To update an existing fulfillment, you just need to specify additionally the “Fulfillment: ID” values – for those Fulfillments you need to update. You can update all the fulfillment fields, but for the sake of example, here is how you update the Tracking Number and the Tracking URL of the Fulfillment.

Notice that there is no need for “Line: …” columns – just the “Line: Type”.

ID Name Command Line: Type Fulfillment: ID Fulfillment: Tracking Number Fulfillment: Tracking URL
448427851836 #1199 UPDATE Fulfillment Line 1234567890 1234567 http://www.dhl-usa.com/content/us/en/express/tracking.shtml?brand=DHL&AWB=1234567

If the “Fulfillment: ID” will not be found, the app will create a new fulfillment and will include the rest of the unfulfilled products in it.

Here is the most simple file with minimal columns that you need to import to fulfill one Shopify Order: Fulfill-one-Shopify-Order.

Update Order Metafields

ID Name Command Metafield: namespace.name Metafield: …
448427851836 #1199 UPDATE Metafield Value 1 Any other Metafield <namespace> and <name> columns that you need to update.

You just need to identify the existing Orders, set the Command columns to “UPDATE”, and then include as Metafield columns whatever metafields you need to update.

Read more about Metafields here.

Good to know

  • The full list of fields that can be updated for Orders, is here in the documentation.
  • You can update in the same import file many orders and any combination of those columns.
  • When preparing the import file, remember that you need to call the sheet (tab) of the Excel file “Orders” (or the CSV file as Orders.csv – which can be zipped).

Improve import speed when importing from another Shopify store

Import to Shopify by ignoring ID

When you export from one store and import to another, the import file includes items with their IDs. If you would import that same file into the existing store (like when you update some items), that ID allows to identify existing items very quickly, so the import speed to the same store is very good.

But when you copy your data to another store, those IDs don’t exist in the other store, so that causes the app to make an additional request to API to find that out. You can improve the speed by checking the “Ignore ID” box and that will tell the app not to try to use those IDs.

It will improve your import speed by at least 20%.

New format “Excelify: CSV” for truly big data export and import

Shopify export very large store to CSV file

If you have a store that is so large that the data don’t fit into an Excel file, now you can choose to Export into “Excelify: CSV” format.

That will still allow you to export several entities in the same export (Products, Collections, Customers, …), because each entity is saved into its own CSV file, and they are all zipped into one nice zip file to take less space.

The only limitation here is that you cannot export Metafields. It’s because each item Metafield can be only discovered when that item is read from Shopify, but CSV files don’t allow to add columns on the fly.

You can import that same zipped CSV format as well.

Similarly, as Excel sheets, each CSV file will have its own name that determines what is in that file. For example, you will find Products in the “Products.csv” file, when unzipping the exported file.

Excel file format is limited to 1 million rows, but this new format allows you to exceed well over 1 million rows in your exports and imports.

All the columns are the same as in our Excelify Excel template. It works exactly the same as with Excel. Also, after the import, you are able to download the Import Results file and see the result columns.

The exported result will look like this:

Shopify exported to CSV files