Back Office - Exporting Orders
- 1.1 Introduction
- 1.2 Prerequisites
- 2 Step-by-Step Instructions
- 2.1 2. Create a New Export Mapping
- 2.2 Name the Mapping
- 2.3 4. Choose Export File Format
- 2.4 5. Set Alternate MIME Type (Optional)
- 2.5 6. Configure Kit Filtering (Optional)
- 2.6 Advanced Options
- 2.7 7. Set Default Export Mapping
- 2.8 8. Configure Spreadsheet Columns (Field Mapping)
- 2.8.1 Column Definitions
- 2.8.2 9. Include Custom Fields 1–7
- 2.8.3 10. Remove a Field
- 2.9 11. Save and Preview
- 2.10 User Permissions
- 2.11 User Login Permissions
- 3 Frequently Asked Questions
- 4 Next Steps
Introduction
The Exporting Orders feature in UltraCart allows merchants to configure and save export mappings for order data. These exports can be used to integrate with third-party accounting, shipping, or ERP systems. UltraCart supports flexible export options to accommodate a wide variety of legacy back-office environments.
Prerequisites
Prerequisite: User accounts must have appropriate permissions enabled to configure and run exports. See the User Permissions section below.
Step-by-Step Instructions
Navigate to Exporting Orders
Main Menu → Configuration → Exporting Orders
If no exports have been configured, you’ll be prompted to create a new mapping.
2. Create a New Export Mapping
Click the New button to begin. Merchants can create and save multiple mappings for use in different departments (e.g., Accounts Receivable vs. Shipping). This is especially useful if those departments require different fields.
Name the Mapping
Enter a descriptive name in the Name field. This helps you identify the export format when executing an export.
4. Choose Export File Format
UltraCart supports the following file formats:
XML (recommended)
CSV (comma-delimited)
TXT (tab-delimited)
Excel (.xls)
Mail Order Manager 5
UltraCart can export information in XML (Extensible Markup Language), CSV (Comma Separated Values), TXT (tab Delimited Text) or Excel formats, and Mail Order Manager 5. XML has become the standard information exchange format between different systems. XML is the preferred format of UltraCart. XML can represent information that does not have a flat structure. Orders are an excellent example of information that does not conform to a flat structure because each order can contain numerous items, etc. Due to this fact the XML format can represent the entire order information while the CSV format can only contain summary detail (no item detail).
Tip: Use XML when exporting complex order data (e.g., multiple items per order), as it supports nested structures better than flat formats like CSV.
XML DTD or XML W3C Schema
UltraCart can export orders in 2 different XML formats: DTD and W3C Schema. The choice of export format depends mainly on which tools will be used to process the export. As a general rule, if you are utilizing the export file with Microsoft tools or Microsoft Access, you should use the W3C schema format. All other languages should generally utilize the DTD format. Please consult the documentation included with your processing tool for more information.
5. Set Alternate MIME Type (Optional)
Default MIME types may cause files to open in the browser. To force download or use with custom applications, enter an alternate MIME type (e.g., application/octet-stream).
Type the alternate mime type in the box provided.
6. Configure Kit Filtering (Optional)
If exporting kit items:
Filter Kit Items – Exclude the parent kit item, spreading cost to components.
Filter Kit Components – Exclude the components, rolling their weight up to the kit item.
Only one of these can be selected at a time.
Advanced Options
7. Set Default Export Mapping
When exports are run from Accounts Receivable or Shipping, UltraCart will use the mapping you select as the default.
Tip: Set a default export mapping for both departments to ensure consistent format and output.
Click on the check box for the file format desired.
8. Configure Spreadsheet Columns (Field Mapping)
For flat file exports (CSV, TXT, Excel), map each field you want to export:
Click Add All Fields to auto-populate the mapping.
Or use the drop-down to add specific fields one at a time.
Optional: Check Field Names in First Row to include headers.
Column Definitions
Column | Description |
|---|---|
Field | Choose UltraCart fields to include and set their order. |
Name | Optional. Rename fields in the output file. |
Custom Value | Optional. Insert static text or identifiers at any point in the row. |
From this screen you can either select to "add all fields" or by using the drop down select the number of fields you would like to add to the export.
There are two columns in the field mapping screen; Field and Name (optional). A third column will sometimes appear for custom values (explained later).
Field Name | This column allows you to select the field(s) you want exported and in what order. Simply select each field in the order desired as you go down the column. If you populated all boxes and need to add more, click the "add more fields" button in the title bar. |
|---|---|
Add all Fields | You can populate the Field column with all of UltraCart fields by clicking the "add all fields" button located in the title bar. |
Filed Names in first row (checkbox) | This feature, when checked, will place the Field name or optional name (if configured) in the first row of the exported file. This is very helpful for merchants that import into an existing data base file and need to match up the fields. |
Name (optional) | This field allows you change the Field Name to one of your liking in the output (exported) file. Type the name for each field you want to change in the text box to the right. |
Custom Value* (optional) | The first field listed in the drop-down list for the Field Column is "Custom". You can add several Custom Value fields anywhere you chose. When selected, the Name column will shift to the right making room for a new column and text box. Here you can enter any data that you want to appear at that specific point in every record. It will not become part of the UltraCart Order record, only the export. |
Below is an example where the merchant configured (mapped) the export to insert 2 Custom fields; a Depot Number at the beginning of each record and a "Department Code" just after the Shipping Date field.
9. Include Custom Fields 1–7
Custom fields allow you to include external tracking data (e.g., site name or campaign). To populate:
Add a custom field to your buy URL:
CopyEdit&CustomField1=YourValueMap
CustomField1–CustomField7in your export.
Mapping the Custom Field
Within the selectable field listing is Custom Fields 1 thru 7. Simply select each custom field desired and enter a name (optional) of your liking.
10. Remove a Field
To remove a mapped field:
Click the red X icon next to the field.
Click Save.
Reopen the mapping to confirm the field is removed.
11. Save and Preview
Click Save to store the export configuration.
Click Save and Preview to generate a sample output.
XML opens in the browser.
CSV, TXT, Excel downloads a sample file.
User Permissions
User Login Permissions
In order for a user to run a the order export, they will need the following user permissions:
Edit Settings (Required to be able to edit the "export mappings" used to generate the order exports)
Access Accounts (Receivables (required to run the export from the export order page)
Frequently Asked Questions
Can I export all orders at once?
Answer: Excel exports are limited to 20,000 records per file. For merchants with high order volume, break your export into smaller date ranges. This limitation does not apply to XML exports.