Upload multiple CSV files automatically using an FTP server

If you are bulk uploading order data to your Shippit account using CSV (comma separated values) files, you can further automate your processes using an FTP (file transfer protocol) server. This is especially useful if you have a highly customised or bespoke workflow that doesn't integrate directly with the Shippit platform. This can help to save you time, and minimises the need for manual data entry, helping to reduce errors.

This article guides you through using an FTP server for successful CSV uploads. For general information and best practices about using CSV and FTP, see the understanding CSV and FTP article. For instructions about creating and uploading individual CSV files, see the uploading from CSV article.

How the FTP process works

Shippit polls your SFTP server at regular intervals to look for new CSV files in the designated upload directory. To ensure your orders are processed as fast as possible, make sure your server remains accessible and that you use the exact file naming conventions established during your setup.

When Shippit has successfully imports your data, the CSV file is automatically moved from your upload folder to a processed folder on your server. If there are formatting issues that prevent an import, the file moves to an error folder so you can review and fix the data.

The SFTP integration is primarily designed for one-way order creation. If you need real-time tracking data to trigger workflows or update your own database, use the Shippit Track API or Tracking Webhooks available in the Developer Centre.

FTP client software

You need to choose an FTP client to use to manage your CSV file. In most cases, this is an FTP client that is included in the software you are using to generate your CSV order data. However, if you need a stand alone FTP server, you can use FileZilla, which is free, open source, and available for use on Windows and MacOS.

To get started, you need to generate your FTP credentials in your Shippit account, and then use those to configure your FTP client software. You only need to do this once.

Generating FTP credentials

1. Log in to your Shippit account, and navigate to Settings → Integrations.

2. In the Select an integration section, click CSV/FTP.

3. Check Update via the FTP Service + Web interface and click Continue.

4. Record the server details, username, and password. This is the only time you see the password, so check it carefully.

5. Click Continue.You can check that everything has been set up correctly by navigating to the FTP Service tab. Your service should show as Enabled, and your service connection details are displayed. You can also use this screen to reset your password, if you need to.

Connecting your FTP client

1. If you haven't already, install your FTP client software.

2. Create a new connection, and complete the FTP server details that you recorded earlier from your Shippit account.

3. Check that the connection works, and that you can connect to the Shippit FTP server. If the connection is successful, you can see the Orders directory, which contains sub-directories for Failed, Imported, and New orders.

Uploading CSV files

When you have a successful connection between your FTP client software and the Shippit FTP server, you can transfer files.

The Shippit FTP server contains a top-level Orders directory, with three sub-directories:

• Orders

• Failed

• Imported

• New

Add new CSV files to the New directory using your FTP client interface. You can't upload files directly to the Failed or Imported directories. The FTP server checks the New directory by default every fifteen minutes, and processed files are moved to either Imported if they are successful, or Failed if they are not.

You can download a sample CSV template for order uploads, so it's good idea to always use that template as your starting point. This ensures all required fields are present and correctly ordered. If you attempt to use a different CSV format, then your FTP upload can fail.

Check synchronisation history

You can check your synchronisation history in your Shippit account.

Checking your synchronisation history

1. Log in to your Shippit account, and navigate to Settings → Integrations.

2. Make sure you have selected the correct store at the top of the page.

3. In the CSV integration settings section, click Launch Connect.

4. In the Sync History section, each order that has been synchronised is shown, whether or not is was successfully imported.

5. Use the expand icon to the left of each entry to see more information, including any error information for failed imports.

Troubleshooting

My file upload failed

If a file fails to upload, it remains in your SFTP upload folder instead of moving to the processed or error folder. This allows is to be retried on the next connection. You can check the status of your orders directly in the New Orders tab in your Shippit account to see which consignments were successfully created.

I want to use a standard FTP connection instead of SFTP

To protect your data and maintain compliance with security standards like SOC 2, Shippit requires a Secure File Transfer Protocol (SFTP) connection. This ensures your customer information is encrypted while in transit.

My FTP server keeps timing out

This can happen if you have a lot of traffic on the port that the FTP server is attempting to use. Usually, your FTP server uses active mode to send data on TCP port 20. You can change your FTP server to operate in passive mode instead, which chooses a random port number instead.

CSV template

You can download this sample CSV file to use as a starting point: