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How can I fix errors after the CSV upload of purchase orders?

How Can I Upload a Spreadsheet of Purchase Orders?

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This is article will provide the one-to-one fix instruction to the possible errors you may encounter when uploading CSV files.

Common Errors with Solutions:

Error Row type Solution
Company ref xxx does not exist for client xxx (POxxx seller_ref xxx) Header/Line Check Appendix for Detailed Solution
Company entity ref xxx does not exist for clientxxx (POxxx seller_ref xxx) Header/Line Check Appendix for Detailed Solution
Location ref xxx does not exist for xxx (PO xxx seller_ref xxx) Line Check Appendix for Detailed Solution
Cannot update a line item to request fewer units than have already been booked (line item x) (POxxx seller_ref xxx) Line Line item x has already been booked with some units. Please request more than the booked units.
Cannot remove line items that have been booked 1 on POxxx (PO xxx seller_ref xxx) Line If a line in a PO is already booked on our platform, please include this booked line in the file to make further updates for this PO.
PO xxx with seller xxx does not contain exactly one header row Entire Purchase Order Please include one and only one header row for each PO
Must arrive date xxx must be after Cargo Ready Date xxx on line item xxx. (PO xxx seller_ref xxx) Header/Line Cargo Ready Date must be eariler than the Mast Arrive by Date
All row_type must be specified for PO xxx with seller xxx Entire Purchase Order Please input values to row_type column. (One and only one header row for each PO and line for other rows)
Purchase Order Cannot be Cancelled Entire Purchase Order Purchase Order cannot be cancelled since it has an active booking
Unknown unit of measure xxx. (PO xxx seller_ref xxx) Line See full list here.
Invalid incoterm xxx (PO xxx seller_ref xxx) Header/Line Please enter valid incoterms from (EXW, FOB, FAS, FCA, CPT, CFR, CIF, CIP, DAT, DAP, or DDP)
Purchase order POxxx must have line item numbers as SKUs do not uniquely identify line items (PO xxx seller_ref xxx) Entire Purchase Order If you have multiple identical SKUs in the same PO, please use distinct line_item_numbers distinguish them
Could not find a(n) ocean port with code xxx (PO xxx seller_ref xxx) Header/Line Please use LOC code for each port. EX. CNYTN for Yantian, China
All lines must have po_name Header/Line You must have values in cells of po_name column
All lines must have either seller_entity_ref or seller_ref Header/Line Each row must have either seller_entity_ref or seller_ref
7/30/2021' is not a valid date. Expected MM/DD/YY (POxxx seller_ref xxx) Header/Line We only accept dates in the format of MM/DD/YY. EX. 11/12/21 is acceptable, while 11/12/2021 is not

Appendix

Update Reference_id for sellers, seller entities, and locations:

Please answer the following two questions and find the corresponding cases below to your answers:

  1. Do you have an internal reference code for your shippers, your shippers’ locations, and your destination locations?

  2. Are your orders shipped from multiple entities/factories of the same shipper and do you want to assign the orders to specific entities/factories on our platform? Ex. Shipper A might have one factory in China, one in Thailand, and one in Vietnam. You might have a different reference for each of these factories for Shipper A

Note: If you do not have a preference on the seller entity assignment, you can leave the seller_entity_ref in your CSV file blank. Our system will automatically assign the primary entity of the seller account as the seller entity to the orders

If (1)(2)’s answers are yes:

  • To update seller_ref and seller_entity_ref on our platform, navigate to Your Business -> Network -> My Network. Click View All under the connections section to find the shipper. Update the shipper reference and shipper entity reference accordingly (under the Legal Entities tab). Please make sure the shipper account is connected to Flexport. You can identify it by checking whether there is a blue check next to the shipper’s name

  • To update the location reference, click into each location under your or your shipper network company and update the reference_id there

If (1) is yes and (2) is no:

  • Do not need to update the reference_id for the entities
  • Other fields are the same as the instruction for “(1)(2) yes” case above

If (1)(2)’s answers are no:

  • Navigate to the client network page and download the Network Companies CSV and Network Locations CSV

  • In Network Companies CSV, company_ref column is your seller_ref and primary_entity_ref column is your seller_entity_ref

  • In Network Locations CSV, you can find the location reference_id at column

If (1) is no and (2) is yes:

  • In addition to the actions mentioned in the “(1)(2) no” case above, navigate to Your Business -> Network -> My Network. Click View All under the connections section to find the shipper and under the Legal Entities tab. You will find the reference_id for each legal entity as your seller_entity_ref

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