NuORDER Flat File SFTP Integration

This article provides details about the NuORDER Flat File FTP integration.

Introduction

NuORDER offers integration between our cloud-based wholesale application and your ERP, PLM, or accounting system. When you integrate with NuORDER, the goal is to set up seamless communication between our two systems.

Ultimately we want you to make all your updates to product & customer information in your ERP and then have it sent to NuORDER with as little manual action as possible. On the other end, we want to eliminate any double entry of orders by sending them automatically back to your ERP.

Our integrations team will work with your team (and your ERP or third-party development team, if applicable) to set up the various export & import processes.

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About SFTP Automation

If you are integrating via flat file/SFTP, NuORDER will set up the SFTP, hosted on our server: ftp2.nuorder.com. We will create a secure, direct connection between the SFTP and the brand portal in NuORDER, and will provide you (and your developer) with the credentials.

Each FTP can only be connected to one brand portal in NuORDER, and vice versa; if you have multiple brand portals in NuORDER, a separate SFTP will be created for each brand. Depending on your ERP  setup, separate SFTPs may be required for multiple divisions/labels.

Your SFTP will include a directory for each import/export area: You will have a separate Directory folder for each designated feed, but you will only need to use the folders that apply to your integration.

Import/Export Process from Your ERP -> NuORDER

Here's how incoming files will be transferred into NuORDER: 

  • Your developer will set up an automated schedule (cron job) to drop each data file in the appropriate directory.
  • Our system checks on set intervals (coordinated with your Implementation Manager) to process any new files.
  • Once the files have been uploaded, the files are removed from the SFTP folder automatically.
  • You will receive an email notification with line item details of what was uploaded successfully, and any errors.
  • If there are errors, nothing from that file will be saved. You will need to locate and update the information in your ERP, and manually resend the data to NuORDER.

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Implementation Overview

Cost

Please review any estimated integration costs with your ERP or development team prior to signing your NuORDER SOW for integration.

Rollout Steps & Timeline

Below is an overview of a sample rollout, with estimated timeframes for each phase as we work towards your target launch date. Meeting that deadline will depend on both sides — some steps will be our responsibility, and some will be yours. If any stage of the integration process takes longer than expected, we may need to adjust your launch timeline.

Integration Approaches

There are two project approaches when integrating with NuORDER. You Implementation Manager will assess which approach is best based on scoping, timeframes, and your resource availability. 

Integration Led Approach


Screenshot

The integration led approach focuses on getting the integration implemented first. The automation is set in a sandbox environment, where it will be thoroughly tested before rolling out to the production portal. Your team will work with the implementation manager, as well as a product consultant, to set up the sandbox portal exactly how you would want the production portal. Any development resources needed will need to be available to work through the integration at the start of an integration led project. We will also work on training as we get closer to the go-live date. Once everything is approved, we would mimic this environment in the production portal and run the integration feeds.  

Production Led Approach

Screenshot

The production led approach prioritizes getting the production portal ready for use with the fastest turnaround time. This approach is typically used for brands looking to use NuORDER for a quickly approaching market date. Another common reason for using this approach is that the development resources may not be ready yet. 

A production led approach will have the brand work with a product consultant to manually populate the production portal with all of the needed data. This will not be automated, but we would work with you on the process to manage these feeds manually until the integration is implemented. There is also an emphasis on Training, so that your team is able to use NuORDER for general business once live.

Integration Steps

The project approach may alter the order of the sample steps listed below, but both approaches will have integration focused meetings up front. This allows us to build out the production portal to accommodate the integration needs, The goal is to avoid the need to alter live data or change processes post go-live. (Detailed Steps will be provided in the Welcome Packet provided by your Implementation Manager). 

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Typical Rollout Steps & Timeline

Below is an overview of a sample rollout, with estimated timeframes for each phase as we work towards your target launch date. Meeting that deadline will depend on both sides — some steps will be our responsibility, and some will be yours. If any stage of the integration process takes longer than expected, we may need to rethink your launch timeline.

DISCOVERY (est. 1-2 weeks)

  1. NuORDER, Brand, & Developer will have an official "kickoff" call to confirm the requirements,plan, timeline, etc.
    • If you have any special workflows, make sure to bring them up during this call!
  1. NuORDER will provide documentation for all data feeds based on the setup discussed.
  2. NuORDER, Brand, & Developer will review NuORDER features & functionality in detail, including business rules & logic.
    • Products, customers & inventory: Which fields from your ERP should be mapped into your NuORDER data? (This mapping template can be provided to your developer to use as a guide.)
    • Order & account settings: What settings are required/supported by your ERP?
  3. NuORDER will create a sandbox environment to be used for development & testing, using the settings we have discussed.

BUILD (est. 4-8 weeks)

The timeframe for this phase is primarily dependent on the ability and availability of your development resources & internal team.

  1. Developer & Brand will generate initial data files for product, customers, & inventory in the sandbox environment.
    • Developer will build & test files exports for products, inventory, and customers.
    • Brand or NuORDER will submit test orders.
    • Developer will build & test to pull orders.
    • Brand will validate that the orders look correct after they have been imported.
  2. Brand will create a larger volume of test orders.
    • Brand will place orders with a variety of scenarios, e.g. discounts, split deliveries, new customers.
    • Brand & Developer will validate that the orders look correct after they have been imported.
    • Developer will make adjustments to the order script if needed.
  3. Developer will send all active products, customers, & inventory data to the sandbox.

REVIEW (est. 2-4 weeks)

  1. Brand team will need to review the sandbox and confirm that the overall lists are correct:
    • Product data -- are all active products included in the sandbox that should be on NuORDER
    • Customer data -- are all active customers included that should be on NuORDER?
    • Inventory data -- are the quantities accurate?

  2. Brand & Developer will test pushing updates to existing entries.
    • Brand will update existing products & customers in the ERP
    • Brand & Developer will review in the sandbox and confirm that the products & customer updates are reflecting correctly in NuORDER.
    • Developer will make adjustments to the script if needed.

  3. If your brand has already been using NuORDER via manual setup: NuORDER will work with Brand to make sure the data already in NuORDER will correctly sync up with the new data that will be coming in via the integration.
    • Product data: are the Seasons, Style Numbers, and Colors formatted the same way in both systems?
    • Customer data: do the Customer Codes in NuORDER match the codes in the ERP?
    • NuORDER & Brand will work through any updates that need to be made to existing data.
    • Please note: if this step is needed, it will add a minimum of 2 weeks to your timeline.

LAUNCH (est. 1-2 weeks)

  1. NuORDER & Developer will move all product, customer & inventory data/feeds to the live production environment.
  2. Brand team will use the account to place orders (either in a real or testing scenario).
  3. Brand, Developer & NuORDER will closely review the account and data flow and work together to resolve any data questions/issues.

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What Can Be Integrated

NuORDER supports integration of the following data:

  • Product Data (ERP -> NuORDER)
  • Customer Data (ERP -> NuORDER)
  • Inventory/ATS (ERP -> NuORDER)
  • Price Sheets (ERP -> NuORDER)
  • Order Exports (NuORDER -> ERP)
  • Order Incoming (ERP -> NuORDER)
  • Order Shipments (ERP -> NuORDER)

Upload Errors & Notifications

If a file incurs any upload errors, the uploader will generate a line-by-line error notification. It will be your responsibility to monitor the upload notifications, and take action to resolve the errors in your ERP. You will then need to resend the data to NuORDER.

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Incoming SFTP Data Requirements

File types accepted:

  • CSV – Comma-delimited (NuORDER preferred format)
  • TXT – Tab-delimited or Pipe-delimited
  • XLS/XLSX – while supported, XLS/XLSX is not recommended for automated feeds, as Excel files can contain hidden formatting that would affect the data upload.

Import process via FTP

  • Your developer will set up an automated schedule (cron job) to drop each data file in the appropriate directory.
  • NuORDER checks each directory on set intervals to process new files.
  • Once the files have been uploaded, files will be removed from the respective folder.
  • You will receive an email notification with line item details of what was uploaded successfully, and any errors. You will also receive a link in this email to download the imported file summary.

About data importing

NuORDER’s data uploader matches fields based on the header name and casing. The order of fields does not matter, and non-required columns may be omitted entirely if you will not be using them. Any fields not recognized in your client’s schema will be ignored. It is best practice to not map any fields your team will not be sending. 

Upload errors

If a file incurs any upload errors, the uploader will generate a line-by-line error notification.

SFTP Setup

NuORDER will set up the SFTP, hosted on our server. We will create a secure, direct connection between the SFTP and the client portal in NuORDER. Each SFTP can only be connected to one client portal in NuORDER, and vice versa; if you have multiple client portals in NuORDER, a separate FTP will be created for each client.

For security reasons, we do not allow external SFTP servers to be connected to NuORDER.

SFTP Folder Directory

Outgoing data (from NuORDER):

  • orders - Orders created in NuORDER will be loaded to this folder for retrieval

Incoming data (to NuORDER):

  • product
      • Product files should be placed here to be loaded into NuORDER.
  • company
      • Customer/company files should be placed here to be loaded into NuORDER.
  • inventory
      • Inventory files should be placed here for standard inventory loads, as well as replenishment loads.
  • buyers
        • Buyer files are placed here and the buyer will be loaded as long as the company and rep already exist.
  • pricesheets
      • Pricesheets are placed here, and will be loaded as long as the products exist.
  • images
      • Images that are being loaded through the FTP will be placed here. This includes URL files and actual images.
  • orders_incoming
      • Both order updates and new orders will be placed here.
  • orders_shipments
      • Shipment files will be placed here.

***Some of the folders above have sub-folders to collect files that are processed or errored. Files will only end up in the "error" folder if there is a major issue and NuORDER could not read or process the file (bad format, etc.). The "processed" folder will contain all of the files that were read and were picked up, even if there were problems with the data.

Upload Errors & Notifications

If a file incurs any upload errors, the uploader will generate a line-by-line error notification. It will be your responsibility to monitor the upload notifications, and take action to resolve the errors in your ERP. You will then need to resend the data to NuORDER.

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NuORDER Standard Integration Templates and Feed Breakdown

Standard Template Document: NuORDER_Integration_Templates

Integration Feed Breakdown

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Order Exports (NuORDER -> ERP)

NuORDER Standard Exports

NuORDER has a standard order CSV format that is available to all users. It includes all style information, customer billing & shipping information, ship dates, and pricing. If we have set up any custom fields on your product, customer, or order schemas, these fields can easily be added to your default order CSV.

Custom Exports

If your ERP requires a specific file format to import orders, you will need to work with your NuORDER Implementation Manager to create a customized order file based on your specs. (Additional fees may apply.)

You will need to provide:

  1. List and description of fields
  2. Sample output file
  3. Type of File
  4. File Naming convention

Fields can be populated by:

  • product fields (standard or custom)
  • customer fields (standard or custom)
  • order fields (standard or custom)
  • hard-coded/static values
  • logic or calculations based on other fixed values/data fields

File types:

Please inquire if you need a file type not listed here. Some file types not listed may be supported.

  • CSV (NuORDER default)
  • TXT
  • XLS

Additional formatting options:

  • Line endings: Windows style \r\n or Linux/unix style \n

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FTP Directory: orders

Order Export Process

NuORDER will export new order data on set intervals (e.g. hourly).
You can specify which status(es) you would like to receive:

  • Approved
  • Pending
  • Review

Click here for a workflow on the order export process.

  • A separate order file will be exported from each status selected.
  • If you work with multiple currencies, a separate file will be exported per currency.
  • Once the orders are exported, they will be automatically moved into the Processed status in NuORDER.
  • The order file will be uploaded to the Orders directory on the FTP, where it can be retrieved for manual or automated import to your ERP.
  • You will receive an email notification that an order file has been exported with a list of orders exported and a link to the order file sent to the FTP.
  • We recommend that you delete the file after retrieval to prevent order duplication in your ERP.

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Order Incoming (ERP -> NuORDER)

Using the order import feature, you can make changes to existing orders, or create new orders. If the order number being passed already exists, then the order will be updated. A new order will be created when a new order number is received. You can see the template here, or see a list of commonly leveraged fields below.

Header level order fields:

  • Order Number*
  • Order Date*
  • Customer PO Number
  • Sales Rep
  • Notes
  • Discount %
  • Surcharge %
  • Ship Start and Ship End dates*
  • Billing or Shipping addresses
  • Customer Code*
  • Currency*
  • Any custom fields that have been added to your order schema

*Required

 

Line level order fields:

  • Price (Subject to your portal's pricing configuration)*
  • Discount %
  • Quantity*
  • Ship Start and Ship End dates
  • Notes
  • Season / Style Number / Color OR Brand ID* (Used to identify product/ line item)
  • Size*
  • Any custom fields that have been added to your order schema

*Required

***Note: Fields for editing or creating an order are similar, but may have different values or requirements depending on which of these actions you are taking. For complete documentation reference the 2 way orders tab in the integration template


SFTP Directory: orders_incoming

*** For Legacy feeds: If using header and detail files, both the header and detail files will need to be placed together in the SFTP directory.

Current order_incoming feeds: will only use 1 file that combines both the header and detail files

Order Status

Once an order has been modified via SFTP import, it will be locked from manual editing in NuORDER. Any further changes will need to originate from the ERP.

Notifications

The buyer and sales rep will receive an email notification that the order has been updated.

Key Identifiers

  • NuORDER will use the NuORDER Order Number to identify the order. When the Order number already exists, then the order will be updated/edited. A new order will be created if the Order Number does not exist.
  • Customers will be identified by the Customer_Code.
  • Products will be identified by either the Brand_ID // Size, or Style Number + Season + Color // Size

Updating/Adding or Removing a Line Item

If you need to add a new item to an existing order you will need to send the order record in its entirety (all existing items plus the new item) when sending your file/feed as our system overwrites the existing record with the data you are sending. If you only send just the new item, you will wipe out all of your existing items on the order and it will be replaced with just the new item.

If you need to remove or cancel an existing item to an order, you will need to send the order record in its entirety (all existing items minus the cancelled item) when sending your file/feed as our system overwrites the existing order with the data you are sending. If you send just the cancelled item, you will wipe out all of the existing items except the one on your file/feed.

Canceling an Order

To cancel an entire order, you will need to cancel all line items within the order. If the Quantity field has a value of 0 for all line items in the order, the order will be cancelled in NuORDER. The buyer and sales rep will receive an email notification that the order has been cancelled.

Upload Errors

All products within the order must exist in the NuORDER database. If a line item is not recognized, you will receive an error notification and the order will not be updated. You will need to upload the product data into NuORDER first, and then try importing your order.

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Order Shipments (ERP -> NuORDER)

Using the order shipments feature, you can send fulfillment information into NuORDER.

Shipment information will include:

  • Line items shipped
  • Quantity shipped
  • Order Import Shipment
  • Shipping method
  • Tracking number

FTP Directory: orders_shipments

Key Identifiers

  • NuORDER will use the NuORDER Order Number to identify the order.
  • Products will be identified by either the Brand_ID or Style Number + Season + Color

Notifications

The buyer will receive an email notification that the order has been shipped, including the tracking number if this is mapped.

Order Status

Once the “Quantity Shipped” is equal to the “Quantity Ordered” for all line items in the order, the order will move into “Shipped” status in NuORDER.

Partial Shipments

An order can be fulfilled in as many shipments as needed. Each shipment will be displayed on the order in NuORDER, with the tracking number and line items included.

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Products

Product data is created from your style master and should contain:

  • all the information needed by buyers and sales reps to place orders
  • any product-level details required by your ERP to process incoming sales orders.

Data Fields

Please download the Product Data Template for the list and descriptions of required and optional fields for product data. In addition to the standard fields listed, NuORDER supports unlimited custom fields (upon request).

FTP Directory: product

Updating Products: Deltas vs Full Feed

If possible, we recommend setting up your product feed to include only style/colors that have changed (deltas); the full feed is not required every time. Any style not included in your file/feed will retain its existing data and settings in NuORDER.

Updating Products: Adding/Removing New Sizes

If you need to add a new size to an existing record, you will need to send the product record in its entirety (all existing sizes plus the new size) when sending your file/feed as our system overwrites the existing record with the data you are sending. So if you send just the new size, you will wipe out all of your existing sizes and it will be replaced with just the new size.

If you need to remove an old size to an existing record, you will need to send the product record in its entirety (all existing sizes minus the old size) when sending your file/feed as our system overwrites the existing record with the data you are sending. If you send the old size with an "archive = y", you will make the entire product record archived and wipe out all of the existing size run except the one on your file/feed, as it is not possible to archive specific sizes for a product.

Key Identifiers

NuORDER uses a combination of season + style number + color to identify a unique product in our database. Using this key, our system will either locate and update existing products, or create new products.

Updating the Key Identifiers (Alternate Identifier)

If the season, style number, or color can be changed in your system (e.g. a carryover style advances to the newest season), you will need to include an alternate identifier. The field name is "brand_id" but it is also referenced as the "product id". This field, which is defined by your system, will be used to identify the unique product, allowing the season, style number, or color to be changed.

Note: There is no maximum length or character limits to Brand IDs.

Alternate ID Requirements:

  • Must be unique at the style/color level (not at the size/SKU level)
  • Cannot be changed once it is set

Most clients/ERPs use a concatenation of STYLE_COLOR to generate this field.

Manual override option: All data fields (including key identifiers) can be edited manually within the application by Admin users.

Supported Data Limits

Number of Sizes: we support unlimited size buckets per style/color.

Number of Products: we support unlimited active styles/colors per client portal.

Note: In certain parts of Admin, there is a limit to the number of products that can be visible. However, there are no limits in the database and in the part of the portal where reps and buyers will be accessing products.

Removing Styles

The only way to remove a style from NuORDER via automated feed is using the "archive" field (see Appendix A at bottom of page). Any style not included in your file/feed will retain its existing data and settings in NuORDER.

Canceling Styles

You can cancel styles via automated feed by using the "cancelled" field (see Appendix A). When you send "cancelled = y", NuORDER will automatically also mark "archive = y". This means any product you cancel, will also be archived and removed from the customer facing product gallery. Please note that if a cancelled style is on orders that are in Review, Pending, or Approved status, sales reps that have orders containing the cancelled styles will receive a "Daily Cancelled Styles Digest" email alerting them of this information, if the cancelled digest is enabled for your portal. You can reach out to your account manager if you would like to enable this feature. You can also view orders with cancelled styles by hovering over the orders tab in NuORDER > select "Cancelled Styles". Here you will see all orders with cancelled styles. Click here to learn more about reviewing orders with cancelled styles.

Product Lifecycle

Please click here to see a flowchart of a typical product lifecycle in NuORDER.

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Customers

Customer data is usually generated from your customer master and will include:

  • Account names and codes
  • Billing & shipping codes & addresses
  • Payment terms
  • Other account-level information required by your ERP to process incoming orders.

Data Fields

Please see Appendix B (below) for the list and descriptions of required and optional customer fields. In addition to the standard fields listed, NuORDER supports unlimited custom fields at the customer level (upon request).

FTP Directory: company

Updating Customers: Deltas vs Full Feed

If possible, we recommend setting up your customer feed to include only customers that have changed (deltas); the full feed is not required every time. Any customer not included in your file/feed will retain its existing data and settings in NuORDER.

Updating Customers: Adding/Removing Addresses

If you need to add a new address to an existing record, you will need to send the customer record in its entirety (all existing addresses plus the new address) when sending your file/feed as our system overwrites the existing record with the data you are sending. So if you send just the new address, you will wipe out all of your existing addresses and it will be replaced with just the new address.

If you need to remove an old address to an existing record, you will need to send the customer record in its entirety (all existing addresses minus the old address) when sending your file/feed as our system overwrites the existing record with the data you are sending. If you send just the old address with an "active = n", you will make the entire customer record inactive and wipe out all of the existing addresses except the one on your file/feed.

Key Identifier

NuORDER uses the customer code to identify a unique customer in our database. Using this key, our system will either locate and update existing customers, or create new customers.

Updating the Key Identifier

The customer code can be edited manually within the application by any client user. It cannot be updated via data feed—this will create a new customer entry.

Supported Data Limits

Number of Addresses: we support unlimited billing/shipping addresses per customer.
Number of Customers: we support unlimited customers. The NuORDER database does not enforce any strict limit on customer entries.

Removing Customers

The only way to remove a customer from NuORDER via automated feed is using the "active" field (see Appendix B). Any customer not included in your file/feed will retain its existing data and settings in NuORDER.

Please click here to see the recommended workflow for adding new customers to your NuORDER portal when integrated.

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Inventory

Inventory data should represent the current available-to-sell (ATS) quantities. Quantities will be deducted in NuORDER as orders are placed, and users will be alerted if they attempt to order more stock than is available. If no inventory data has ever been uploaded for a style/color, the quantity will be unlimited.

Data Fields

Please see Appendix C-1 for the list and descriptions of required fields for inventory.

Updating Inventory

Full Feed Inventory feeds should include a full feed every time: all active sizes/SKUs and WIP dates per style/color.

When an inventory file is uploaded:

  • Products whose dates/quantities did not change will be skipped; products that did change will have their existing inventory data wiped and the new data applied.
  • Products omitted entirely from the file will retain their existing inventory data.
  • If some but not all sizes are included for a product, any sizes not included will be set to 0.
  • Any products not found in NuORDER will be ignored; everything else will be updated successfully.
  • If you have multiple warehouses, all warehouses need to be included on the same upload file.

Data Layout

We accept 2 possible templates for inventory data. See Appendix C-2 for samples of each template.

Option 1: Size-per-line.

  • Use this template if products have varying size scales, or if your inventory export defaults to a sku-per-line format.
  • Any extra columns will be ignored.

Option 2: UPC. **Most Common Format**

  • If your client is using UPCs in NuORDER, you will usually be using this format.
  • Any extra columns in this file will be ignored.

Immediates (ATS), Future Quantities, and Pre-Bookings

NuORDER supports 3 statuses of inventory data:

  • IMMEDIATE: stock that is available to sell and ready to ship immediately.
  • FUTURE: stock that will be available at a future date (aka “work in progress” or “WIP”).
  • PREBOOK: styles that have not been produced yet, and/or are accepting unlimited orders.

A product can have any combination of these three values in the inventory data.

If a product has no inventory data in NuORDER: it will be treated as unlimited. When a new product has been added to NuORDER, it allows "open" ordering until inventory data is loaded for that product.

For this reason, many clients/ERPs set up their feeds to fully exclude new seasons from the inventory feed, until production has been confirmed.

Formatting the DATE Field

Each date value must be on a separate line. You can include as many “dates” as needed per product. If multiple dates are set for a product, users will see a dropdown in the app to allow them to review and order immediate vs. future availability.

  • For current stock-on-hand, enter today's date for the date. Date must be formatted as MM/DD/YYYY.
  • For future arrivals, enter the corresponding date. Dates must be formatted as MM/DD/YYYY
  • To allow unlimited future bookings in addition to other WIP/ATS, enter another line with “PREBOOK” for the date. (The quantity should be left blank.)

How It Works in the App

In NuORDER, when a sales rep selects a ship date for a style, our system will calculate the maximum available stock for that date. If you are using future dates, this is where they will come into play. For example, let's say you have uploaded a SKU with the following data:

UPC QUANTITY DATE
9999999991 25 12/1/2021 (today's date)
9999999991 100 12/5/2022


What this means for the user:

  • If the style was ordered for today, the system would allow 25 units to be sold.
  • If the style was ordered for December 5th, it would allow 125 units to be sold. (25 on the shelf now + 100 incoming)

Earliest Ship Dates

NuORDER will restrict the Ship Dates that can be selected on the working order. The earliest ship date that can be ordered will be determined by a combination of your product data, inventory data, and portal configurations.

  • For IMMEDIATE stock: the earliest ship date allowed will be the "Available Start" date specified in the product data.
  • For FUTURE stock: the earliest ship date depends on your portal configurations and permissions.
    • If you allow users to over-order, they will be able to submit an order for the "Available Start" date (or later) regardless of whether there are units available on this date.
    • If you do not allow users to over-order, they will be forced to select a ship date corresponding to the date specified in the inventory data or later (i.e. a date when there are units available).
  • For PREBOOK items: the earliest ship date depends on your portal configurations.
    • If you are using Preset Delivery Windows (set up in Admin), the earliest ship date will be the first delivery window that is designated as “prebook" and which can fully contain the "Available Start" date + “Minimum Length Of Ship Window” (defined in Admin).
    • If you are not using Preset Delivery Windows, the earliest ship date will be the "Available Start" date. (Note: This can cause issues with carryover items that are available now + prebooking for a future delivery. If this scenario applies to you and you do not wish to use Preset Delivery Windows, contact NuORDER to learn more about our “Replenishment Inventory” option.)

Removing Future Dates

To remove a future date, remove it from the file/feed for that style.

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Price Sheets

NuORDER supports bulk custom price sheets (aka price lists or pricing templates), which allow you to maintain multiple pricing scales per product.

  • Customers can be assigned to a price sheet, and prices will automatically update for that customer within the wholesale application.
  • Any customers not assigned to a special price sheet will see the default wholesale pricing.
  • Any products not included in the price sheet will use the default wholesale pricing.
  • Customers can be assigned a price sheet via the customer data feed.
  • Price sheets can also be used to disable (hide) certain products from a group of customers.

Data Fields

Please see Appendix D for the list and descriptions of required fields for price sheets.

Updating Price Sheets:

If possible, we recommend setting up your price sheets feed to include only the products where the pricing has been changed (deltas); the full feed is not required every time. Any products not included in your file/feed will retain its existing pricing on the associated pricesheet in NuORDER.

Any products not found in NuORDER will result in an upload error.

Data Layout

  • Price sheet files must follow the required template.
  • Each price sheet must be a separate file.
  • File name should match the name of the price list.

Removing Products

To remove a product from a price sheet, you will need to send the default wholesale price to remove the special pricing.

Deleting Price Sheets

Price sheets cannot be deleted through an automated feed. This action can be done via Admin.

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Imagery

NuORDER supports 100 product images per item. Images that are named according to your image naming profile will be linked automatically to products. Images that do not link will be saved within the app where Admin users can manually assign them to products.

Image files must be loose within the SFTP /images directory; subfolders or zip files will not be processed.

Image file specs

  • At least 500 x 500 pixels
  • JPG format
  • Recommended: save for web (quality: 80)

Maximum images per product: 100

  • Image 1: (“Hero image”) Displays in the product gallery, orders, and linesheets.
  • Image 2: Displays on linesheets.
  • Images 3-4: Display on product detail page only.

Recommended file size limit: 250KB

NuORDER does not strictly enforce a file size limit on images. However, files greater than 250K will take longer to process, and at very high volumes (4,000+ image files at a time via FTP) can run the risk of timing out. Additionally, your image file size will impact how quickly your iPad can load the collection. 250KB is the recommended “safe” file size to ensure optimal upload and use within the app.

Image File Naming Convention

You can define a custom “image naming profile” per client. Using this profile (set up in Admin), the system can automatically link images to products when the images are uploaded.

Requirements

  • In order to link to products, image names will need to include the following:
    • Item Identifier: typically style name or style number
    • Color (if applicable): color name or color code
    • A custom suffix: so our system knows how to arrange each image within the specific product (position 1, 2, 3, or 4).
  • Defining fields must be separated by an underscore, hyphen, or period AND this separator cannot exist within the data values. (e.g. If you are using a hyphen separator for the image names, you cannot have a hyphen within the style number or color.)
  • All defining fields must be an exact match to the product data.
  • If slashes exist in your style name or color: slashes are accepted, or you can substitute a hyphen or space.

Defining fields

Image naming profiles can include any NuORDER standard product field or custom fields that have been added to your schema.

Inconsistent Image Naming

If your images are not named consistently, or are not directly matched to the values in the product data, we can set up a custom field called Image Name where you can provide the actual name of the image per SKU as part of your product data. Rather than map the image names to a concatenation of Style, Color, etc, you can simply map it to this single Image Name field.

Changing Image File Naming Convention

If you change your image file naming convention, then you will need to upload all of your product data again to NuORDER in order for the changes to filter through your products. The support team can assist with this.

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Appendix

Expand for the appendix.

 

Appendix A: Product Data Fields

NuORDER Field Name Field type Required/ Optional Description
SEASON Text Required – Key identifier The official season code or description for the product. Once the product has been created in NuORDER, you must include the BRAND ID field if you want to update the Season via data feed.
Optional filter.
STYLE NUMBER Text Required – Key identifier Style ID code. Once the product has been created in NuORDER, you must include the BRAND ID field if you want to update the Style ID via data feed.
NAME Text Required Style name or short description. Limit 475 characters.
COLOR Text Required – Key identifier Color name/description. Once the product has been created in NuORDER, you must include the BRAND ID field if you want to update the Color via data feed.
Optional filter.
BRAND ID Text Required - Key Identifier This is an alternate ID to identify the product in the database. It can be any code generated by your system. It must be unique per product (style/color or season/style/color), and should never change. If the product has multiple sizes, all sizes will share the same BRAND_ID.
Using this field, our system can identify the product to update the key fields: SEASON, STYLE ID, or COLOR.
Once the BRAND ID has been set for a product, it cannot be changed via the integration.

Note: There is no maximum length or character limits to Brand IDs.
COLOR CODE Text Optional Color code or abbreviation, usually corresponds to your ERP.

If you prefer to use the COLOR key field for your color code, we can add a COLOR DESCRIPTION field for the name/description.
DEPARTMENT Text Optional A top-level product group (e.g. WOMENS, MENS, ACCESSORIES). Optional filter.
DIVISION Text Optional A top-level division label or code. Optional filter.
WHOLESALE USD Number Required Wholesale price. Can be updated via feed. Columns can be added for additional currencies, e.g. WHOLESALE_EUR.
RETAIL USD Number Optional Retail price, will be displayed to buyers. Informational only. Columns can be added for additional currencies, e.g. RETAIL_EUR.
CATEGORY Text Optional Something to distinguish different product groups (garment types, silhouettes, fabric groups, etc).

Optional filter.
SUBCATEGORY Text Optional A secondary grouping.

Optional filter; If filtered, subcategories will nest within category filters.
AVAILABLE FROM Date Optional Formats accepted: MM/DD/YYYY or YYYY/MM/DD

When the product will be first available. This date will dictate the earliest available Ship Start date in orders. Important for future / pre-season items.
AVAILABLE UNTIL Date Optional Formats accepted: MM/DD/YYYY or YYYY/MM/DD

When the product will be available until. Allows buyers to filter product by availability month. Can be enforced upon request to restrict ship dates.
SEASONS Text (Multi Value) Optional Comma-separated list of multiple selling seasons to use for product filtering (typically used for carryover items).
DESCRIPTION Long Text Optional Can include any information you need to include and will display as written. HTML break tags <br> and URLs are supported; additional HTML is not supported.
SIZE Text Required At least one size is required. If a size is removed from the feed, it will be removed from NuORDER. Sizes will display in the order they are presented in the data file.
UPC Text Recommended Can be any size-level code, whether UPC, EAN, SKU, database id, or other value.

Custom size-level fields can be added to store additional codes.
UNITS PER PACK Number Optional For prepacks or case packs: use this field to populate the number of units within the pack.

If populated: NuORDER will perform automatic calculations to show the user the total number of units based on the packs ordered. e.g. If the pack contains 6 pieces and the user orders 1 pack, they will see total units = 6 on their order.

If you only want your users to see the number of packs ordered and not a granular unit total, do not populate this field. Custom fields can be added to note the pack contents.
DISABLED Y/N Optional Accepts values YES, Y, NO, N. A value of Y/YES will hide this product from the main wholesale gallery.
ARCHIVED Y/N Recommended Accepts values YES, Y, NO, N. A value of Y/YES will completely remove the item from the account. This is the only way to remove products via automated feed.
CANCELLED Y/N Optional Accepts values YES, Y, NO, N. A value of Y/YES will archive this product and notify all brand users via email that the style has been cancelled.


Appendix B: Customer Data Fields

NuORDER Field Name Field type Required/ Optional Description
NAME Text Required Customer account name
COMPANY CODE Text Required - Key Identifier This code will be used to make updates in bulk or via FTP. Customer codes must be unique.
ACTIVE Y/N Optional Define whether this customer should show up in your Contacts in NuORDER. Y = company WILL show up. N = company WILL NOT show up.
CURRENCY Text Required Standard 3-character currency code (e.g. USD, CAD, AUD, GBP, EUR)
PAYMENT TERMS Text Optional Payment terms for this retailer (e.g. Net 30, COD, etc)
REPS Text Optional Assign sales reps to the company. Can utilize Rep Code or Rep Email address; must be associated with an existing NuORDER brand user on your portal.
CREDIT STATUS Text Optional Your ERP code that defines whether this customer can place orders with your brand.
PRICE SHEET Text Optional Include this column only if you are using price sheets in NuORDER. Define the price list for this customer. If left blank, customer will see the default pricing.
WAREHOUSE Text Optional Include this column only if you are using multiple warehouses in NuORDER. This warehouse name must match the warehouse names being sent in the inventory data.
DISCOUNT Numeric Optional Include this field only if you are using discounts in NuORDER. Set the default % discount for this customer.
SURCHARGE Numeric Optional Include this field only if you require a % upcharge on all items for this customer.
PHONE Text Optional Primary phone number for this retailer.
WEBSITE Text Optional Primary website for this retailer.
ADDRESS TYPE Text Recommended Accepts values: BILLING, SHIPPING, or BOTH

Assigns the address to either the Bill To or Ship To dropdown in the shopping cart.
BILLING CODE Text Optional ERP code assigned to this address for billing.
SHIPPING CODE Text Optional ERP code assigned to this address for shipping.
ADDRESS DESCRIPTION Text Recommended This is how users will select between multiple addresses when creating an order. If left blank, Address Line 1 will be used.
Recommended: Concatenate the store name/number, address, city, state, country for this field.
ADDRESS LINE 1 Text Required Address Line 1
ADDRESS LINE 2 Text Optional Address Line 2
ADDRESS CITY Text Recommended City
ADDRESS STATE Text Recommended State, province, or territory
ADDRESS ZIP Text Optional Zip
ADDRESS COUNTRY Text Required Country
ADDRESS PHONE Text Optional Phone Number associated with this location


Appendix C-1: Inventory Data Fields

NuORDER Field Name Field type Required/ Optional Description
SEASON Text Required for templates:
consistent sizing, size- per-line
Must match the SEASON field in your product data.
STYLE NUMBER Text Required for templates:
consistent sizing, size- per-line
Must match the STYLE NUMBER field in your product data.
COLOR Text Required for templates:
consistent sizing, size- per-line
Must match the COLOR field in your product data.
COLOR CODE Text Optional May be substituted in lieu of COLOR. Must match the COLOR CODE field in your product data.
SIZE Text Required for templates:
consistent sizing, size- per-line
For template consistent sizing, sizes will become the header names. Must match the SIZES in your product data.
UPC Text Required for template:
UPC
If you are using UPCs, one must correspond to each size. If products do not have UPCs assigned yet, you may use N/A or another placeholder value.
QUANTITY Numeric Required for all templates Current quantity available to sell (ATS)
DATE Text Optional WIP date. Will accept IMMEDIATE, AT ONCE, PREBOOK, or a date. Dates must be formatted either as MM/DD/YYYY or YYYY/MM/DD. If omitted or left blank, this will default to “Immediate.”
WAREHOUSE Test Optional Include this field if you have multiple warehouses with separate stock.


Appendix C-2: Inventory Data Fields

Option 1: Size-per-line

STYLE NUMBER SEASON COLOR Size QUANTITY DATE
123-PLO-002 FALL18 RED 2 100 [today's date]
123-PLO-002 FALL18 RED 2 50 12/31/2023
123-PLO-002 FALL18 RED 2   PREBOOK


Option 2: UPC

UPC QUANTITY DATE
12345 50 [today's date]
12345 100 2/15/2023
12345   PREBOOK

Appendix D: Price Sheet Data Fields

NuORDER Field Name Field type Required/ Optional Description
SEASON Text Required Must match the SEASON field in your product data.
STYLE NUMBER Text Required Must match the STYLE NUMBER field in your product data.
COLOR Text Required Must match the COLOR field in your product data.
SIZE Text Optional Include this column only if you have variable pricing per size.
PRICE LIST Text Required Use any alphanumeric code or name for this price list. This code will be included in the customer data to set retailers to this price scheme.
WHOLESALE Numeric Required Buyers set to this price list will see this price (in their default currency) when they log in. When sales reps are creating orders or linesheets, the prices will update when the customer is selected.
RETAIL Numeric Optional Include this column only if the price sheet also has a special MSRP to display to the customers
DISABLED Text Optional; will default to “No” if left blank. A "Y" value means this product will not be available for this retailer. The buyer will not see it when they log in. "Y" values in this file will supersede the "Disabled" setting in the product data.

 

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