Third Party Order Platforms: Importing Trade Orders

If you sell coffee via Trade, you now have the ability to import these orders to your RoasterTools account via a CSV file. To do this, please follow the steps: 

How to Create an Alternative SKU for Trade Variants

You are going to create an alternate SKU in RoasterTools that corresponds to a particular size combo for each product you sell on Trade.  

1. Download your Trade Batch CSV from Trade to see your product information as listed on trade.  

2. Your alternate SKU is a combination of product_name, size and grind_type from the Trade Batch CSV.  Below is a an example of the trade CSV columns you need to look to when creating the alternative SKUs

   

   These values (from the Trade CSV) are combined with a "-" between them.  See the example above of the Hawthorne House Blend.  

   The Alternative SKU for this variant will be "Hawthorne House Blend-12 oz-Whole"

3. Now that you know the pattern, you're going to add your trade variant alternative skus to your RoasterTools variants.

Adding Alternative SKUs to RoasterTools Variants

1. Download a Product CSV in RoasterTools file of your existing products in RoasterTools.

   Name > settings > import export > products > download products

2. Add the Trade alternate SKU to the SKU1 column in the product CSV for the corresponding variant (the SKU2 column if the SKU1 column already contains data.)
3. Then, save your sheet as a new CSV. (To learn more about editing your SKU's via CSV in RoasterTools, please check out This Article.)
4. Re-upload your product CSV to RoasterTools with your new SKU data.
5. This will complete the matching process from Trade to RoasterTools and allow us to match all the orders you received in Trade to the right products in RoasterTools.

You should only need to map products to their Trade partner once.

Import Trade Orders

Now that you have mapped your Trade variants with your RoasterTools variants, it is time to import your orders. To begin, make sure you are on the Import Trade Orders page

Go to: Name > Settings > Import Export > Impot Trade Orders

1. Download your Trade order CSV
2. Select the customer you would like the new imported orders to be assigned to
   1. To Import all Orders as "Trade" customer (recommended): create a customer called "Trade Orders," and import them under that customer. 
   2. To Import Orders per Customer: If you would like to import orders for multiple customers, you will need to import each order individually. do so one at a time, or simply
3. There are two options for how you would like the import to process the Batch:
   1. Single order? You can choose to have each Trade order imported on its own, or roll them up into a single 'main' order for the Batch.
   2. Roll up line items? Rolling up line items is useful if you want to see just a sum of each variant, rather than each line item broken out on its own.  It's especially useful with Single Orders.  
4. Upload the Trade CSV  to RoasterTools. (This import will roll up those three columns into one 'psuedo' SKU, and attempt to find its match with a product on your account. In the example above, it will search for "Hawthorne House Blend-12 oz-WB").
5. Your Trade Orders will then be added to your orders page under the Pending tab. All of the invoices will be assigned to the customer you selected in Step 1
6. You will receive an email from RoasterTools detailing the success/failures of your import.
   1. Follow the steps below if an import fails

How to Re-Import a Partial Trade Order When Items Fail to Import

What if an Items fails in the upload?

If some items didn't come through on a Trade upload, review that all items have alternative SKUs in RoasterTools.  Typically this is the reason an import of an item fails.  

Once you ensure all items have a corresponding Alternaive SKU, you can upload the lines of Trade CSV that failed,  as long as you have a new batch ID.

Here's how to fix it:

1. Create the new Alternative SKU following the process above.
2. Create a new document (don't reuse the original file)
3. Add only the specific SKUs that failed to import - don't include everything
4. Change the batch ID (column B) to a new, unique value
5. Upload the new CSV

That's it! Your missing items should now import successfully.

This seems like a long process, but it should really only take around 20 minutes. If it takes any longer, please reach out to us at support@roastertools.com for help.