Multi-ship Recipient Import

From NewHaven Software Wiki

CMS offers the option to import a comma-delimited file containing a list of recipients for a multi-ship order. This is often used for large corporate gift orders going to a great number of individuals, especially if this data already exists in a spreadsheet or similar format.

Order Entry Setup

Before entering the order into CMS, make sure that you have CMS configured to allow multi-ship recipient imports.

1. Click Admin->Setup->Order Entry->Order Entry Options, or in the CMS Setup box, click on the Order Entry tab, followed by the Order Entry Options button.
2. Check the box for Allow Multi-ship recipient imports.
3. Click Close.

Formatting the import list

The easiest way to create an import file is in Excel. Put one recipient on each line, filling out the fields in this order (not all data may be present):

1. NOTE: You can have these entries as the first line in the file to prevent confusion.
   • First name
   • Last name
   • Company
   • Address1
   • Address2
   • Address3
   • City
   • State
   • Zip
   • Country
   • Email
   • Phone
2. Once the file has been laid out in the correct order in Excel, click File->Save As... and select the type CSV (Comma delimited) (*.csv). Save the file anywhere convenient.

Below is an example line in raw text format of a recipient with no company name, email, or phone number, and a one-line street address:

John,Smith,,,,7810 Brown St.,Redmond,WA,98052,U.S.A.,,

Adding the recipient list to an order

Next, add the recipient list to an order during order entry.

1. On the Items screen, click the Multi-ship Tos button.
2. Select whether or not the purchaser will also receive items.
3. Select Yes when prompted to add recipients now.
4. When prompted to import a list of recipients, click Yes. This will bring up the Import Recipient List dialog:
   • 
5. Click the Browse button and load up the CSV file containing your list of recipients for this order.
6. Click Import Recipient List.
7. Double-check the recipient information to make sure it's correct, then click Accept Imported Recipient List below.
   • Special Note: If you included the column names in your original Excel file, you will see them in this recipient list now. To remove them from the order, highlight any field in that row and click Delete Selected Record.
   • You may also make corrections to the data in this screen if you see anything out of place.
8. When you've verified the recipient data looks okay, click Accept Imported Recipient List.