Instructions on how to upload a shipment to Loupe
Now that your retail partners are sending you orders in Loupe, it is time to start processing your orders and uploading shipping information to send back to them. The following instructions will guide you through the process of downloading order details from Loupe in a shipment-friendly file format, entering required data into the shipment file, loading the shipment file back to Loupe, and finally sending the file on to your retail partners.
Content:
STEP 1: Download the shipment template file
Download the Shipments template via two possible paths:
- Path A: Orders > Sales Orders > Export
- Path B: Orders > Shipments > Upload Shipments > Download all Open Orders
Path A: Orders > Sales Orders > Export
1. Once you received an order from your retail partner, the order will be available on the Sales Orders page (Orders > Sales Orders).
2. Select the Export button.
3. Select "In Shipments format file" and then click on Proceed.
Once you click on Proceed, a CSV file will be downloaded to your device. And you are ready for STEP 2.
Path B: Orders > Shipments > Upload Shipments > Download all Open Orders
1. Go to the Shipments page and select Upload Shipments.
2. Select Download all Open Orders
You should now have a shipment template file prefilled with orders from your retail partners.
STEP 2: Enter Shipment Information into the Shipments File
IMPORTANT:
Ensure you exclusively use the rows corresponding to the orders you intend to ship.
We recommend filtering the file by Order Number and removing any irrelevant rows not associated with the shipment you plan to upload.
Including rows from other orders without shipping information may result in a validation failure for your file.
In the template there are Mandatory, Optional and Informational fields
- Mandatory: these fields MUST always contain data
- Optional: these fields can be omitted where data is not necessary or relevant
- Informational: these fields are prefilled with your order data
Note: fields can be returned in any order and optional fields may be removed from the file prior to uploading.
Mandatory fields
To ensure you successfully upload the shipment file, below is a list of required fields you must include.
⚠️Warning: Please do not change the column title names as this will make your file validation fail.
|
Required Fields |
Description |
Format |
| Order Number | Identifier of the order included in the shipment | Field provided in the export file. |
| Atelier Code | Identifier inside of Loupe | Field provided in the export file. |
| Supplier Shipped Date | Date of shipment. This should be the same across all shipments with the same tracking number | DD.MM.YYYY |
| Courier | Courier Company name. | Can not exceed 100 characters |
| Tracking Number | Tracking reference number | Can not exceed 100 characters |
| Shipment Qty | Amount to be shipped in this shipment | Must be an integer greater than zero |
| Shipment Gross Weight Per Unit (g) | Actual production weight of the piece | maximum 2 decimal points |
Optional Fields
The following fields can be provided or omitted from the upload.
| Optional Fields | Description | Format |
| Serial Number | Unique identifier in your inventory | Can not exceed 100 characters |
| Shipment Total Diamond Carat Per Unit | Actual carat weight of the piece's diamond | maximum 5 decimal points |
| Shipment Total Gemstone Carat Per Unit | Actual carat weight of the piece's gemstone | maximum 5 decimal points |
Informational Fields
The shipment template also provides some relevant information for your reference. You may omit them from the file when you upload the file. Loupe will ignore them if you do include them.
| Informational Fields | Description |
| Customer Company Name | Retail partner name |
| Customer Company ID | Retail partner identifier |
| Order status |
|
| SKU | Stock Keeping Units |
| Sample Code | Sample identifier code, defined when uploading a sample |
| Open Order Qty | Order quantity - shipped quantity |
| Fix On |
Metal inside the order can be fixed on:
|
| Production size | Size of your item in mm as provided in the sample upload |
| Customer sizing | Sizing system of your retailer partner |
| Customer size | Size in your retailers partner sizing system |
| Accepted Date_From | Date from which the order was agreed to be delivered |
| Accepted Date_To | Last date in which the order was agreed to be delivered |
STEP 3: Upload Shipment
Now that you have entered all the details of the shipment you can upload the shipment file to Loupe.
1. Go to Shipments and click on Upload Shipments.
2. Click on Select File
3. Find the file that you would like to upload.
Note, Loupe has a few rules when you upload a shipments file:
- The file size must be less than 500kb
- The file must be in CSV format
- The column titles must be in the same format as the template
4. Once you have selected the file, the file name will be shown on the page. Now, select Upload.
The file will now go through the validation process to make sure it follows the rules outlined above. If the file passes all validation checks, the shipment will be added to the Shipment table (Orders> shipments).
