How to fill in the Order Template
1. Overview
The BulkFlow Order Template allows you to quickly import or update orders in bulk. By filling it out correctly, you ensure that your order data is accurate and ready for processing.
This guide explains how to complete the order template properly so your orders upload smoothly and efficiently.
BulkFlow currently only accepts orders using our provided template and does not support customer-provided files.2. Requirements
Before filling in the order template, make sure you have:
- Downloaded the Order Template from BulkFlow App
- Order data ready
- Connected your Shopify store to BulkFlow
3. How to Fill in the Order Template
Step 1: Download the Order Template
From your BulkFlow Dashboard > Click to the Download Template button > Choose Orders Template to download it.
Or you can create a new Feed, select Entity Orders.
And click the Download demo template line right under Orders to quickly get the file.
Step 2: Fill in Required Fields
Each column in the template corresponds to an order attribute. To create new feed, these fields are mandatory:
Column | Description | Accepted Values and Example |
Name | Unique order identifier. Combines the sequential number with any prefix or suffix set in store settings. | Eg: 450789469 |
Line: Type | Type of line item (e.g., product, discount, shipping changes). Helps identify order components. | Default values: Line Item, Fulfillment Line, Transaction, Discount, Shipping Line |
Line: Product ID | Unique ID of the product in this line item. Links the item to a product in the store catalog. | Eg: 123456789 |
Line: Variant ID | Unique ID of the product variant in this line item. Helps distinguish product versions (e.g., size, color). | Eg: 987654321 |
Step 3: Other fields
Basic Product Info
Column | Description | Accepted Values and Example |
Send Receipt | Sends a confirmation email to the customer when the order is created. | True or FalseDefault: false |
Inventory Behaviour | Controls how inventory is updated when the order is created. | bypass: Do not claim / inventory.decrement_ignoring_policy: Ignore the product’s inventory policy and claim all amounts / regardless.decrement_obeying_policy: Obey the product’s inventory policy when claiming inventory. / [Default: bypass] |
Number | Unique order number. All rows for the same order must use the same number and be placed together. | Eg: 1001 |
Phone | Customer's phone number for confirmation, updates, or contact. | Eg: 0123 245 666 |
Customer's email address for order notifications and receipts. | ||
Note | Internal notes or special instructions for the order. | Eg: Please pack as a gif |
Tags | Keywords or labels to categorize or organize orders. | Eg: VIP, Holiday Sales |
Cancelled At | Timestamp of when the order was cancelled. Leave blank if not cancelled | Eg: 2024-02-28T14:30:00Z |
Cancel: Reason | Reason for order cancellation, for tracking and reporting. | Eg: Customer requested cancellation |
Cancel: Send Receipt | Sends a cancellation email to the customer. | True or False |
Cancel: Refund | Triggers refund when the order is cancelled. | True or False |
Processed At | Timestamp when the order was processed. | Eg: 2024-02-28T14:30:00Z |
Closed At | Timestamp when the order was completed and closed. | Eg: 2024-02-28T14:30:00Z |
Currency | Currency used for the order (ISO 4217 format, e.g., USD). | Eg: USD |
Source | Platform or channel where the order was created. | Eg: Online Store |
Source Identifier | Unique ID of the source/channel that created the order. | Eg: facebook_shop_12345 |
Source URL | URL where the order was placed. | |
Weight Total | Total weight of all items in the order, for shipping. | Eg: 2.5 |
Tax 1/2/3: Title | Name of each tax applied to the order | Eg: VAT |
Tax 1/2/3: Rate | Rate of each tax as a decimal. | Eg: 0.05 |
Tax 1/2/3: Price | Amount charged for each tax. | Eg: 3.75 |
Tax: Included | Whether tax is included in item prices. | True or False |
Tax: Total | The total amount for the entire order. | Eg: 7.50 |
Fulfillment | Status of order fulfillment | Eg: paid |
Additional Details | Extra payment-related info | Eg: Paid via PayPal, Transaction ID: 123456789 |
Customer Info
When importing orders that include customer information, the following fields are required for proper linking:
Column | Description | Accepted Values and Example |
Customer ID (optional but prioritized) | If provided, Shopify will link the order to the existing customer with this ID. | Eg: 123456 |
Customer Email | Used to match the order to an existing customer if Customer ID is missing. | |
Customer Phone | Used as a fallback if neither Customer ID nor Email is available. | Eg: +56 5214 5478 |
NOTE
- If none of these match an existing customer, Shopify will automatically create a new customer record and associate it with the order.
- Customer details cannot be updated through order import.
To change customer information, update the Customers sheet instead.
- Each order can only be linked to one customer (or none, if no match is found).
Besides, here is other customer basic info fields:
Column | Description | Accepted Values and Example |
Customer: First Name | First name of the customer who placed the order. Used for personalization and records. | Eg: John |
Customer: Last Name | Last name of the customer who placed the order. Used for personalization and records. | Eg: Doe |
Customer: Note | Notes or special instructions related to the customer. | Eg: VIP customer - handle with priority |
Customer: State | State, province, or region of the customer's billing address. Helps with tax and shipping. | Eg: California |
Customer: Tags | Labels or keywords for segmenting or organizing customers. | Eg: VIP, Repeat Customer, Wholesale |
Customer - Billing Address Columns
Column | Description | Accepted Values and Example |
Billing: First Name | First name of the person at the billing address. | Eg: John |
Billing: Last Name | Last name of the person at the billing address. | Eg: Goe |
Billing: Name | Full name of the person at the billing address. | Eg: John Doe |
Billing: Company | Company name at the billing address, for business or tax purposes. | Eg: Acme Corporation |
Billing: Phone | Phone number associated with the billing address. | Eg: -5244 |
Billing: Address 1 | First line of the billing address. | Eg: 23 Main St |
Billing: Address 2 | Second line of the billing address. | Eg: Apt 4B |
Billing: Zip | Postal or ZIP code of the billing address | Eg: 10001 |
Billing: City | City of the billing address | Eg: New York |
Billing: Province | The state, province, or region of the billing address. | Eg: California |
Billing: Province Code | Abbreviation or code for the province/state at the billing address. | Eg: CA |
Billing: Country | Country of the billing address. | Eg: United States or US |
Customer - Shipping Address Columns
Column | Description | Accepted Values and Example |
Shipping: First Name | First name of the recipient at the shipping address. | Eg: Jane |
Shipping: Last Name | Last name of the recipient at the shipping address. | Eg: Smith |
Shipping: Name | Full name of the recipient at the shipping address. | Eg: Jane Smith |
Shipping: Company | Company name at the shipping address, if applicable. | Eg: Acme Corp |
Shipping: Phone | Phone number for the shipping address, used for delivery updates. | Eg: 21211 5454 |
Shipping: Address 1 | First line of the shipping address. | Eg: 123 Main St |
Shipping: Address 2 | Second line of the shipping address. | Eg: Apt 4B |
Shipping: Zip | Postal or ZIP code of the shipping address. | Eg: 1000 |
Shipping: City | City of the shipping address | Eg: New York |
Shipping: Province | State, province, or region of the shipping address. | Eg: New York |
Shipping: Province Code | Abbreviation or code for the province/state at the shipping address. | Eg: NY |
Shipping: Country | Country of the shipping address. | Eg: United States |
Shipping: Country Code | Two-letter ISO country code for the shipping address. Used for shipping, taxes, and address validation. | Eg: US |
Line Item
Column | Description | Accepted Values and Example |
Line: Product Handle | Human-readable product identifier (slug), often used in URLs and product lookups. | Eg: classic-t-shirt |
Line: Title | Name or title of the product in the line item. | Eg: Classic T-shirt |
Line: Name | Full name of the line item, often includes product options or variants. | Eg: Classic T-shirt - Red / Medium |
Line: Variant Title | Title or description of the product variant, like size or color. | Eg: Red / Medium |
Line: SKU | Stock Keeping Unit of the product variant, used for inventory tracking. | Eg: TSHIRT-RED-M |
Line: Quantity | Number of units purchased for the line item. | Eg: 2 |
Line: Price | Price of one unit before discounts and taxes. | Eg: 19.99 |
Line: Discount | Total discount applied to the line item (coupons, promotions, etc.). | Eg: 19.99 |
Line: Grams | Weight of one unit in grams, used for shipping calculations. | Eg: 200 |
Line: Requires Shipping | Whether the product requires shipping. | True or False |
Line: Vendor | Supplier or brand of the product. | Eg: Nike |
Line: Properties | Custom properties or metadata for the line item. |
|
Line: Gift Card | Whether the line item is a gift card. | True or False |
Line: Force Gift Card | Whether the line item must be treated as a gift card, overriding defaults. | True or False |
Line: Taxable | Whether the line item is taxable based on store tax settings. | True or False |
Line: Tax 1/2/3 Title | Name of each tax applied to the line item. | Eg: Local Tax |
Line: Tax 1/2/3 Rate | Tax rate for each applied tax as a decimal. | Eg: 0.05 |
Line: Tax 1/2/3 Price | Amount of tax charged for each applied tax. | Eg: 2.50 |
Line: Fulfillment Service | Service handling fulfillment. | Eg: manual, shipwire, amazon, shopify |
Line: Variant Barcode | Barcode (UPC, EAN, or ISBN) for the product variant, used for tracking. | Eg: 12362565848 |
Refunds
Refund columns extend the rows of line type “Refund Line”, and contain additional data about refunds.
Column | Description | Accepted Values and Examples |
Refund: ID | Unique ID of a refund transaction for tracking. | Eg: 98546556 |
Refund: Created At | Timestamp when the refund was created. | Eg: 2024-02-28T14:30:00Z |
Refund: Note | Notes or comments about the refund. | Eg: Refund issued due to delayed delivery |
Refund: Restock | Whether refunded items are restocked. | True or False |
Refund: Restock Type | How the refunded items are restocked. | Eg: return |
Refund: Restock Location | Location where refunded items are restocked. | Eg: Main Warehouse |
Refund: Send Receipt | Whether to send a refund receipt to the customer. | True or False |
Refund: Generate Transaction | Whether to generate a transaction record for the refund. | True or False |
Transactions
- Transaction columns are used when Line: Type is set to Transaction. They provide detailed information about each payment transaction in the order.
- If no row has Line: Type = Transaction, BulkFlow will still try to import transaction data from any rows that contain values in the transaction columns.
Column | Description | Accepted Values and Examples |
Transaction: Kind | Type of transaction (sale, refund, authorization). | Eg: refund |
Transaction: Processed At | Date and time when the transaction was processed. | Eg: 2024-02-28T14:30:00Z |
Transaction: Amount | Monetary value of the transaction. | Eg: 49.99 |
Transaction: Currency | Currency used in the transaction (ISO code). | Eg: USD |
Transaction: Status | Current state. | success, pending, failure, error, voided, refunded. |
Transaction: Gateway | Payment provider used. | Eg: shopify_payments |
Transaction: Force Gateway | Whether to enforce a specific payment gateway. | True or False |
Transaction: Test | Whether it’s a test transaction. | True or False |
Transaction: Authorization | Authorization code or reference from the gateway. | Eg: AUTH123456 |
Transaction: Parent ID | ID of the parent transaction for linking related records. | Eg: 6568899 |
Fulfillments
- Each order can have none, one, or multiple fulfillments, representing the delivery of line items.
- Fulfillments are grouped by Fulfillment: ID. One fulfillment can include one or more items.
- To fulfill items, fill in the Fulfillment: … columns on rows where Line: Type = Line Item. The app will fulfill the entire quantity of that line item.
Column | Description | Accepted Values & Examples |
Fulfillment: ID | Unique ID of the fulfillment event for an order. | Eg: 987654321 |
Fulfillment: Status | Current status of the fulfillment. | Eg: success, pending, cancelled |
Fulfillment: Processed At | Date and time when the fulfillment was processed. | Eg: 2024-02-28T14:30:00Z |
Fulfillment: Tracking Company | Name of the shipping carrier. | Eg: DHL |
Fulfillment: Location | Location where the fulfillment is processed. | Eg: Main Warehouse |
Fulfillment: Shipment Status | Shipment status of the fulfillment. | pending, shipped, delivered |
Fulfillment: Tracking Number | Tracking number for the shipment. | Eg: 1Z999AA10123456784 |
Fulfillment: Tracking URL | URL for tracking the shipment online. | Eg: https://www.ups.com/track?loc=en_US&tracknum=1Z999AA10123456784 |
Fulfillment: Send Receipt | Whether to send a fulfillment confirmation email. | True or False |
Step 4: Save the File in the Correct Format
- Local File: Save as XLSX or CSV (UTF-8).
- Online File: Use a valid URL or a Google Sheet link.
- FTP/SFTP: You can also upload via FTP or SFTP.
5. Tips
- Validate Data: Double-check for typos, missing fields, or incorrect formats.
- Use Correct SKUs: Ensure all product SKUs match your catalog.
- Keep Formatting: Do not delete or rename columns.
- Test Small Batches: Try importing a few orders first to ensure accuracy.
6. FAQs
- Do I have to use BulkFlow’s template?
Yes. Only the BulkFlow template is supported for importing orders.
- Can I link orders to customers automatically?
Yes. Orders are matched by Customer ID, Email, or Phone if available.
- Will my data change if I re-import an order?
Yes. Existing orders with the same ID will be updated with the new information.
- Can I import orders without customer information?
Yes. Orders can be imported without customer data, but no customer will be linked.
- Do I need to fill out all columns?
No. Only required fields must be filled; optional fields can be left blank.
7. Related Guides
- How to install BulkFlow?
- How to fill in the Product Template
- How to fill in the Customers Template
Updated on: 02/08/2025
Thank you!