Export orders

You can export your orders as an Excel file. This functionality can for example be used to compile the respective order data for your tax return or to further process it in other systems (e.g. in accounting or enterprise resource planning (ERP) systems).

Skip to:

• How to export your orders
• The structure of the Excel file

How to export your orders

1. In the sidebar of your cockpit, select Orders.
2. The order export will only contain the orders included in the list on your Order overview (across all pages) at the moment you are starting the order export. Thus, you should configure the list of orders according to your needs before you start the order export. If you would like to export all orders, you can skip this step. If you would only like to export certain orders, you can use the search bar, filters, and quick filters to specify the orders you would like to export.

   Info

   If you are not yet familiar with the filter and search functionality, we recommend to first read our article Learn about order management.
3. In the upper right corner, select Export orders as Excel file to start the order export.
4. You are now forwarded to a new tab dedicated to the order export.

   Note

   Please do not close the new tab until the download of the Excel file is finished. Depending on how many orders you would like to export, the preparation and the download of the Excel file might take a short while. But no worries, you can continue working in your cockpit in the other tab.

   The order export consists of three phases:

   • The Excel file is being prepared and a text is informing you that the download will start in a few moments.
   • After the file has been prepared, the download automatically starts (if allowed by your browser, otherwise you first need to allow the download in a pop-up window). In some browsers, you can keep track of the download at the bottom of the browser window in a status bar (e.g. in Chrome). In other browsers, the download will only be processed in the background (e.g. in Safari and Firefox).
   • The download is finished and you can open the Excel file. It depends on your browser how to open the file. Some browsers will display a pop-up asking you if you would like to open the file (e.g. Firefox), others will add the Excel file to a Download icon in the upper right corner (e.g. Safari), and yet others show the file in the bottom bar of the browser (e.g. Chrome).

You've exported your selected orders and can further process the Excel file.

We recommend to save the Excel file in a dedicated folder to make it easier for you to find the order export later on. If you would like to export the orders again or export a different set of orders, you can do so at any time. The name of the Excel file includes the date of the export to make it easier for you to manage the different order export files.

The structure of the Excel file

Let's have a look at the general structure of the Excel file. The file includes one row per product included in an order. Meaning that if a customer placed an order that includes three different products, there will be three rows related to that order - one row per product. The three rows will thus have the same entries in columns that apply to the whole order (e.g. the order number or the billing and shipping address). If an order only includes one product, there will only be one row related to that order - regardless of the quantity in which the product was ordered. 

The following information will be included in the Excel file:

Name	Description
Order number	The order number.
Order date	The date and time of the order.
Customer email address	The customer's email address.
Customer number	The customer number. This information is only included for registered customers.
Customer phone number	The customer's phone number.
Shipping address	The shipping address for the order. The address is split into several columns, for example Name or House number. The shipping address equals the billing address for pickup orders.
Billing address	The billing address for the order. The address is split into several columns, for example Name or House number.
Payment method	The name of the payment method used to pay the order.
Payment status	The order's payment status at the time of the order export. Can be one of paid, partially paid, pending, refund pending, or voided.
Shipping method	The name of the shipping method used to ship the order.
Pickup location	The name of the pickup location selected to pick up the order.
Shipping / Pickup status	The order's shipping or pickup status at the time of the order export. Can be one of unshipped, not ready for pickup, ready to ship, ready for pickup, partially shipped, order canceled, returned, partially returned, shipped, picked up or delivered.
Customer comment	Your customers can optionally leave a comment during checkout. If they did so, you will see their comment in this column.
SKU	The product's Stock Keeping Unit (SKU).
Product name	The product's name.
Variation	If the row includes the data for a variation of a variation product, this column states the attributes and related values of the variation, for example Color: matte, Material: stainless steel.
Quantity	The quantity in which the product was ordered minus the quantity of returned and canceled products at the time of the order export. Here's an example: A customer initially orders 3 bottles of Cabernet Sauvignon and 1 bottle of Ella Perla champagne. They then return 2 bottles of Cabernet Sauvignon and 1 bottle of Ella Perla champagne. If the order export is started after the return, the quantity of the Cabernet Sauvignon will be 1. The quantity of the Ella Perla champagne will be 0.
Price per item	The price the customer paid per item (the sale price, if set, otherwise the regular price). Note that coupon savings are not included.
Tax rate	The tax rate that is applied to the product. In general, the tax rate is based on the tax class you've determined in your cockpit on the Pricing card of the respective product. But if your company is based in an EU country and the order is shipped to a non-EU country (and vice versa), the tax rate is always 0%.
Included VAT	The value-added tax (VAT) that is included in the total order amount.
Product price total	The total price of all products included in the order (incl. coupon savings). If the order for example includes three bottles of Cabernet Sauvignon (one bottle is sold for 10 Euro), and one bottle of Ella Perla champagne (one bottle is sold for 8 Euro), the product price total is 38 Euro (3 bottles x 10 Euro + 1 bottle x 8 Euro). Please note that returned or canceled products are not taken into account.
Shipping costs	The costs incurred for the shipping method selected by the customer to ship the order. The value is always 0 if the order was canceled or if the shipping costs were refunded as part of a return process.
Total net amount	The total order amount subtracted by the included VAT.
Coupon campaign	If the customer redeemed a coupon during checkout, the related coupon campaign is stated in this column.
Coupon code	If the customer redeemed a coupon during checkout, the related coupon code is stated in this column.
Coupon savings	The amount by which the order amount was reduced due to the coupon redemption. Is always 0 if an order including a redeemed coupon was canceled or fully returned.
Currency	The currency of all monetary amounts included in the Excel file.
Test order	This column indicates if the order is a test order. If the order is a test order, the value is TRUE. Otherwise, the value is FALSE.
Invoice number	If you create an invoice for the order, you will find the respective invoice number in this column. Please note that only the original invoice number will be included in the Excel file, further invoice corrections are not taken into account.
Information on invoice	You can add payment-related information shown on invoices for each manual payment method. If the payment method used to pay the order is a payment method for which you have set such information, the respective information will be displayed in this column.