The Dispatch Import Tool

cieTrade allows users to bulk update dispatches and create new ones from scratch at once by leveraging the import tool on the Dispatch module.  

Finding the Tool

The import screen can be found at the top of the Dispatch inquiry. Navigate to the respective module and click on the Import button.

How to Add / Fill-in Information

There are two options users have in terms of adding information to the spreadsheet. You can either add the order information directly into the cells on the spreadsheet within cieTrade OR you can export a copy of the Excel sheet for you to fill out at your leisure.

In-cieTrade Method:

• The benefit of filling out the order upload file directly within cieTrade is there are drop-down boxes with the information already within the system that you can quickly select from the list of choices. This essentially will give you an ongoing validation check for the points of data, likely causing the final upload to contain little to no flagged cells.
• Process: fill out the spreadsheet provided by cieTrade after clicking the green Go button.

Outside cieTrade Method (exported file):

• The benefit of exporting a copy of the upload file and filling it outside of cieTrade is that you will have a better ability to copy and paste and do large scale data manipulation easier than you would be able to in the system. Additionally, the file can be filled out without a set time limit. So this is great for the tasks where you have a large volume of dispatches being created or altered, or multiple team members will be working on filling out the information.
• Process: click Actions > Download Data button to download an Excel file which will mirror the in-template spreadsheet. The information can be added directly into the file, which will then be uploaded.

NOTE: Both the spreadsheet in cieTrade and the exported file will contain comments in the column headers which will provide more information of the data the field is looking for, and the format it needs to be in. In addition, whether or not this is a required or optional field will be noted.

Importing the Data:

Once the information for the dispatches have been entered into the upload tool (either within cieTrade or the file) and you are ready to upload them into the system follow the below steps:

Import Data using the Spreadsheet within cieTrade:

When the spreadsheet is complete and ready to be uploaded into cieTrade (i.e all of the needed information has been entered), click the Upload Dispatch Jobs button.  This will apply the changes to existing jobs OR create new jobs from scratch.

Import Data using Exported File

When the exported file is complete you will first need to upload the file into the tool, and then import it. 

1. Navigate to Dispatch > Import > Open Template.

1. A file explorer for your computer will appear. Find the file on your machine and select it. Click Open once it has been selected.
2. A preview of the Excel sheet will be shown. You can make any final or needed changes at this point.
3. Once ready, click the Upload Dispatch Jobs button.

NOTE: Once Upload Dispatch Jobs is used, it is at this point cieTrade will run it's validation process and flag any cells that contain errors. If the upload was a success, you will receive a confirmation banner message alerting you that it was a success.

Flagged Cells & Common Issues

Upon uploading new orders, you may run into a problem where one or more data cells are flagged, which will prevent the upload from being completed. The most common cause of a flag is either due to the data, or the format that it's in. After the validation check, a comment will be added to any flagged cell which will provide more information about the specific reason(s) as to why it is preventing the upload.

How New and Existing Dispatches Are Updated

Users can import new jobs AND update existing jobs on the same template.  This is possible because cieTrade exports existing jobs with a unique tracking number in column Y.  The system then matches up the Update ID with the record in the system to apply changes.  

New jobs that are added at the bottom of the spreadsheet create new records because there is no existing Update ID associated with them.  The system assumes this is a new job and will create one from scratch for you.