If you’re using our Purchase Order Management tool, you may want to upload several POs at once via a CSV. You can do so following these instructions.
Navigate to the Orders tab. Click the blue Upload CSV button, then download the Flexport order template:
There are two versions of CSV template: Detailed and Simple.
The main difference between these two versions is whether or not the header is required. Attributes can be specified at the header or line item level using the optional row_type column. For each row, specify header or line in the row_type column using the below guide.
The Detailed CSV template requires using the row_type column and at least two rows per order are required, one with row_type = header and one with row_type = line.
For the Simple CSV template, you do not need to use the row_type column. The first line for each purchase order will be used to populate all the header attributes and will also be used to specify the data for the first line.
There is a table before step 3 in this document that lists all required and optional attributes.
Please note you will have to remove the priority column as well if you choose to upload without row_type column. System will take the first PO line and use that as a header.
Double quotes used in any of your fields need to be escaped. To escape double quotes, wrap the whole field in double quotes, then use another double quote to escape the double quote itself. Finally, if the double quote is the last character of the field, add a space to the end. For example: Apples 5.25" should be escaped as “Apples 5.25”” “.
The below table contains the full list of attributes that you can specify for your purchase orders.
|po_name||As per your naming convention (e.g., VND-1234).||Required||Required|
|seller_ref||The reference number for the seller in your Flexport Network. Find this by locating the company in your Network, and copying the Reference ID in the upper right. You may customize the reference if desired. If you want to have ordres assigned to specific legal entities under the same seller, use the reference_if of each legal entity||Required and Optional if Seller_entity_ref is provided||Required and Optional if Seller_entity_ref is provided|
|seller_entity_ref||The reference number for the Legal Entity of the seller in your Flexport Network. Find this by locating the seller in your Network, and choose the Legal Entities tab, copying the Reference ID of the legal entity. You may customize the reference if desired||Required and Optional if Seller_ref is provided||Required and Optional if Seller_ref is provided|
|item_key||Line number uniquely identifying a line item.||N/A||Optional|
|line_item_number||Integer used to sequence the order of line items. Line items will appear in the UX in this order.||N/A||Optional and required if there are multiple identical lines within the same order|
|status||Enter open, closed, or cancelled. Open POs denote POs that are ready to be booked. Closed POs are ones that you'd like to mark as done (typically because they've finished shipping), while Cancelled POs denote POs that were mistakenly uploaded or that should not be used.||Optional||N/A|
|priority||Enter high or standard. High priority POs will be embellished throughout the application. Proiority needs to be consistant between header and lines||Optional||Optional|
|must_arrive_date||Expected arrival date for the line item. Format as YYYY-MM-DD (e.g. 2017-05-01).||Optional||Optional|
|cargo_ready_date||Expected date when the line item will be picked up by Flexport. Format as YYYY-MM-DD (e.g. 2017-05-01).||Optional||Optional|
|transportation_mode||Enter air, ocean, or truck.||Optional||Optional|
|incoterm||The terms of sale. Enter EXW, FOB, FAS, FCA, CPT, CFR, CIF, CIP, DAT, DAP, or DDP.||Optional||Optional|
|product_name||For example, Large flat iron. This is used to create a new product in the app if the SKU has not yet been added.||N/A||Required (if creating new product), otherwise Optional|
|product_sku||The SKU for this line item.||N/A||Required|
|units||Number of units for this line item. Note||N/A||Required|
|unit_cost||Price per unit. [Decimal, "5", "4.25" or "1.125"].||N/A||Optional|
|currency||The currency that corresponds to the cost. This must be entered as the three-digit ISO 4217 Currency Code, e.g. USD or EUR.||Required||Required for at least one line per po for the simple version|
|memo||Any notes you may want to include, if applicable.||Optional||N/A|
|origin_port_ref, destination_port_ref||The origin port and destination port.||Optional||Optional|
|origin_location_ref, destination_location_ref||The pickup location and delivery location. Enter the reference number for these locations in your Flexport Network. Find the location in your Network and copy the Reference ID in the upper right. You may customize the reference if desired.||Optional||Optional|
|unit_of_measure||Units of measure, see full list here.||N/A||Optional|
|hs_codes||HS codes associated with the product. Specify the HS code and country, and you may provide multiple codes separated by commas, e.g. "0000.00.00 US, 1111.11.11 CA."||N/A||Optional|
|custom_fields/<custom_field_label>||Custom fields allows you to set and manage your own order fields (e.g. contact, color, size, etc.). Custom fields are organized as pairings of labels (e.g. “size”) and values (e.g. “M”). If you’re interested in using custom fields, please reach out to your Flexport Operations team and they will enable them for you. Note||Optional||Optional|
After completing the additions to your spreadsheet, be sure to save.
Click the blue Upload CSV button, and then choose the file on your computer or drag it into the gray box.
Please check your email inbox for the upload result.
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