CSV Import with DesktopShipper

How to CSV Import with DesktopShipper


CSV import is a tool to quickly rate and ship up to 500 manual orders per batch in DesktopShipper at once. You can reuse your CSV mappings and excel document format.


No equations

  • No equations can be in your excel document. 

  • If you have equations, copy the data and paste values to a new column and delete the old column. If done correctly, the formula bar will not display an equation.

Headers Must be Present

  • Headers must be present so that you can set rules for how you want your data to be used.
    • Example of bad data:

No gaps between columns

    • Example of bad data:


Do not combine Columns

  • Do not combine separate pieces of information into 1 column
    • Example of bad data:
    • Example of good data:

All data should be in text format

  • This will get rid of any unwanted %,$, or : in the data.

No Symbols

  • Remove these symbols from the data. {}[] /  , | \ "
  • You should be able to do a Crtl F Find all Replace all. 


Phone numbers must not contain letters. 

  • Ship to state needs to be a US state if the country is set to the US. 

Step By Step

How to Import a File

Required Headers (the information is required but the names of the headers can be customized as you wish)

  • OrderNumber
    • A unique number that links all line items to the order. For example, OrderNumber 3 has three line items shown in rows 4, 5, and 6.
  • ShipToName
  • ShipToAddress1
  • ShipToCity
  • ShipToState
  • ShipToZip
  • ShipToCountry
  • ShipMethod
    • The method you will be shipping the package. This can be a service group such as Standard or Expedited. It can also be a specific carrier method like FedEx 2DAY or P01. You can use any naming convention you wish then map the method in your carrier settings for CSV.
  • SKU 
    • If you do not have SKUs currently you will need to create them. Please use any identifier to represent your item. We suggest that you keep it short, simple, and use dashes instead of spaces.

Tip: You can choose to omit column headers for QTY, description, and value. If you do, you will need to set a single default value when you are creating your CSV mapping.

  • QTY
  • Description 
    • This is an item-level description that is often used for customs declaration as well as for picking/packing accuracy.
  • Value
    • The customs declared value that will print on manifests and determine the insurance value of items.

Suggested Headers

  • ShipToCompany
  • ShipToAddress2
  • ShipToAddress3
  • ShipToCity
  • ShipToState(Domestic)
  • ShipToCountry
  • ShipToZip
  • ShipToEmail
  • ShipToPhone
  • ItemWeight
  • Reference1
  • Reference2
  • Reference3
  • Length
  • Width
  • Height

Suggested Headers For International Orders

    • For HS codes to be accepted in every country they should be entered in the format XXXX.XX.XXXX. Most (carriers/countries) will accept 6 digits with no decimal places.
  • CountryOfMfg

Save and Upload into DesktopShipper

1. Save the excel document as CSV(comma delimited)(*.csv)

2. In DesktopShipper navigate to CSV Import and Create New Mapping.

  • Each batch must be under 500 orders to rate and ship with DesktopShipper so it is good to check limit batches to a max order count: 500.

3. Once you have selected your CSV file for upload you will set up some rules for your headers. Your file headers and an example row of data appear on the right side of the page. Review these for accuracy.

4. On the left side of the page, you will map your headers with DesktopShipper. Bold fields are required. The headers match perfectly with DesktopShipper because the headers that were chosen in the excel sheet were using the naming convention that DesktopShipper uses.

5. Once you have mapped all your headers click Import CSV. This message will appear:

6. Wait for your CSV to import and check that there are no errors.

If you import an order number that is already in DesktopShipper it will update the existing order instead of creating a new order. Never use previously used order numbers for new orders.

7. Similarly to how we created mappings for the headers, we need to create mapping rules for the carrier. Navigate to your carrier settings and create inbound mapping rules for your CSV carrier.

8. Also, to link your origin and return location to your CSV order, you must check the box to enable CSV for your shipping profile. If you have more than one shipping profile you can also bulk update your orders in the order grid to a profile of your choosing.

In the future, you can reuse the CSV mapping that you have created as long as you keep the headers the same.