Corporate Order Upload and Download SOP

Uploading Corporate Tasting and Gift orders to Shopify

Once customer information spreadsheet is completed (column G in corporate tracker), follow steps below to create orders in Shopify:

• Make a copy of the Corporate Order Upload sheet > Change the title in the brackets to include company/customer name and date
  *Add this link to the event name in the corporate tracker in column B

• In the all Data Sheet:

  • Columns A-I: Copy over the customer information

  • Column J: Make sure SKU is correct. More options can be found in the Lookup sheet. The SKU description and weight should match what we’re shipping. The most common SKU is “4-Tasting”. 

    • If you’re unsure of what type of tasting it is Check Tripleseat > search customer name at the top of the page > select correct event > select Docs tab > select Contract for details

    • If you are still unsure please check with Gretchen or Event coordinator

  • Columns L & M can match. Add the following separated by commas:

    • Bulk Order

    • Virtual Tasting or Gift

    • Client name and date

    • Optional tags/notes

      • NA or GF

      • Specific snack or glassware if necessary 

      • 5D,4D,3D,2D, or 1D (shipping lead time)

• Once Columns J through M are complete for row 7, copy J7:Q7 and paste down next to all participants.

• Once the All Data sheet is complete copy and paste values for up to 50 participants in each upload sheet

• Download each upload sheet as a csv.

• Import each csv in EZ Importer with the CURRENT Standard data mapping (give each upload a unique name “20210505 Elastic - 1”) > Select Review Import > Select Import* > Repeat as needed
  *ONLY IMPORT 50 orders at a time. Make sure all orders made it to the Bulk Plan before importing more.

• Pack orders and purchase the appropriate labels.

  • Always default to our UPS accounts

  • When it doesn’t fall under either of our UPS accounts ship under Shopify UPS account without a signature.

  • Make sure the labels purchased and day tastings that are

  • Use backup UPS account if needed (EE4580) 

Downloading Corporate Tasting and Gift info from Shopify

This is the process to downloading shipping prices and tracking for kits once labels have been purchased*
*If it’s a small handful of orders this information can be gathered manually.

• In shopify > in the Data Export app > Next to the Shipping Detail Report select Schedule | Run

• The only fields you’ll need to change are the start date and end date. Make sure these fields encompass when the orders are uploaded.

• Select CSV File Format

• Select Run / Save Schedule

• Once the download is complete select Download.
  *Depending on how much information the report needs to pull it can take from 20 minutes to a few hours. 

• Open the file in google sheets and search the specific tasting tag (ex. “20210521 Thornton Tomasetti”) > total the amount in the Shipping Label Amount column.

  • We typically only use UPS accounts for tastings but if we need to use FedEx those label costs will need to be pulled manually from FedEx's site

  • No need to save this google sheet once you are done using it.

• Add this total to the Corporate tracker in column AB

• Copy the customer tracking information over to the customers information sheet (link should be located in column G of the Corporate tracker) 

Search Terms: corporate upload virtual tasting import gifting event