Importing orders from a file
Import from a file (Excel, CSV) brings many orders in at once, one order per row of a spreadsheet: your old order register, a client's list of transports, or a report from Marco TMS as it is. Quanty reads the file, matches the clients, carriers, trucks and drivers with what you already have, shows a preview, and saves nothing until you click Import.
Before you start
- Your organization has the TMS add-on, and you may change TMS data: a member with the Dispatch module, or an admin. Viewers cannot import, not even see the preview ("Your role can only view TMS. Someone who can edit imports the orders.").
- The file is Excel (.xls, .xlsx), OpenDocument (.ods) or CSV, up to 25 MB, with one order per row and a heading row. Quanty reads the first 5 000 rows.
- Each row needs at least a client or a route. Rows without both are skipped.
- One order with several loadings from a client's PDF or e-mail is better read with From a file (AI) (see Creating an order).
Step 1: choose the file
- On the Orders page open New order, Import from a file (Excel, CSV), or Import from Excel on an empty list. The page Import orders opens.
- Drop the file with your orders (Excel, CSV) on the page, or click Choose a file.
- "Reading zlecenia_2026.xlsx…": "Quanty matches the clients, trucks and drivers with what you already have. Nothing is saved yet."
A spreadsheet dropped on the AI zone of the order form opens this page by itself: "This is a spreadsheet with many orders, so the import opened."
Step 2: read the preview
The top line names the file, its kind (Marco TMS report or Spreadsheet), the number of rows and, for a file with several sheets, the Sheet it reads. Another file starts again. Under it: how many orders the file holds and "Loadings from 01.10.2026 to 31.10.2026".
| Tile | What it means |
|---|---|
| Ready to import | "These orders go into Quanty". |
| Already in Quanty | "Skipped, nothing is imported twice": the same order number, or the same client and reference, is already in Quanty. |
| To check | Rows with a note. Rows that cannot be imported at all (neither a client nor a route, or an order number repeated in an earlier row of the file) are Not imported; rows with other notes are imported, and the note tells you what to complete afterwards. |
Empty rows are skipped and counted ("2 empty rows skipped").
New in your registers
"What the file names that Quanty does not know yet." For each kind, a count and a switch, all on by default:
| Switch | On | Off |
|---|---|---|
| Add the missing clients | The clients are created in your contractors. | "Off: those orders come in as drafts without a client." |
| Add the missing carriers | The carriers are created. | "Off: those orders come in without a carrier." |
| Add the missing trucks to the fleet | The trucks are created in Vehicles and sets. | "Off: those orders come in without a truck." |
| Add the missing drivers | The drivers are created in People. | "Off: those orders come in without a driver." |
"12 already in Quanty" tells how many names were matched. Show names lists them. Clients are matched by name, ignoring capital letters and small differences in spelling; trucks by plate; drivers by name.
How to import
| Setting | What it does |
|---|---|
| Our company in the carrier column | "Rows with this name are driven by your own trucks, every other name is a carrier." Choose your company from the names in the file, or None of them (every row goes to a carrier). When Quanty does not find you there, it asks: "Which one is your company?" |
| Status of the orders | Automatic (the default): "Delivered when the delivery is in the past, planned when a truck or carrier is set, otherwise confirmed." Drafts: "Every order comes in as a draft to check and confirm." Confirmed: "Every order comes in confirmed. An incomplete row stays a draft." A row without a client or a route is always a draft. |
| Skip orders that are already in Quanty | On by default: "Same order number, or the same client and reference." |
Columns
"Columns recognised: 14 of 16". Quanty knows the usual headings in Polish, English and German, and reads a Marco TMS report as it is. Change columns opens the list: "Say what each column holds. The preview follows every change." Each Column in the file has its field In Quanty, Do not import, or Check this one where Quanty is not sure.
| Field in Quanty | Field in Quanty | Field in Quanty |
|---|---|---|
| Order number | Loading place, country, postcode, city | Truck plate |
| Client | Loading date, Loading time | Trailer plate |
| Client reference | Unloading place, country, postcode, city | Driver, Second driver |
| Client order number | Unloading date, Unloading time | Carrier |
| Route (from > to) | Goods, Quantity, Unit | Freight, Freight currency |
| Notes | Weight (kg), LDM | Carrier cost, Carrier cost currency |
When the headings say nothing (no client, no place and no date can be matched), Quanty asks AI once to match the columns and says so: "Quanty matched some columns with AI. Check the columns before importing." This uses credits and needs the automatic action AI reads documents and writes drafts; with it off, "AI is off in the TMS settings, so the columns were matched by their headers only." The match is remembered for the same kind of file for 30 days.
The rows
Orders in the file lists the rows with No., Client, Route, Loading, Unloading, Truck / carrier and Status, filtered by All, Ready, Already in Quanty and To check. A name marked new is "Not in Quanty yet: added during the import". A long file shows "The first 200 of 1 350, the ones to check first".
| Note on a row | Meaning |
|---|---|
| "The row has neither a client nor a route." | Not imported. |
| "The same number is in an earlier row of the file." | Not imported. |
| "No order number: it gets one when confirmed." | Imported; numbered when confirmed. |
| "The client is not in your contractors." | Imported with the new client, or without a client when the switch is off. |
| "No route and no loading or unloading place." / "The route has only one point." | Imported as a draft to complete. |
| "No loading date." / "A date could not be read." / "The unloading is before the loading." | Check the dates after the import. |
| "An amount could not be read." | The amount stays empty. |
| "The truck is not in your fleet." / "The driver is not in your register." / "The carrier is not in your contractors." | Added, or left empty when the switch is off. |
| "The client is blocked." | Check the client's card. |
Step 3: import
- Click Import 48 orders. "This can take a minute or two. Keep this tab open; you can work in another one meanwhile."
- The result shows "48 orders imported" with the tiles Imported, Skipped, already in Quanty and Not imported, and "Also added: 3 clients, 2 trucks".
- Show the imported orders opens the orders list filtered to this import (the chip From the file import; Show all orders removes it). Import another file starts again.
Rows that were not imported lists each row with its reason.
What an imported order is
- It keeps the order number from the file. Rows without a number get one when they are confirmed.
- Its freight and carrier cost come in as they are in the file. Quanty does not freeze PLN values at the NBP rate, check credit limits or put places on the map during an import; open an order to calculate its route.
- Delivered orders from the past come in as Delivered, so your history and lanes are complete without sending anything to anybody.
- Nothing is sent to drivers, carriers or clients by the import.
Good to know
- Importing the same file again skips what is already in, so an interrupted import is safe to repeat: "The import takes longer than usual. Check the orders list in a moment: importing the file again skips what is already in."
- A file larger than 25 MB is refused ("Split it into smaller files.").
- The first 5 000 rows are read ("The file is long: only the first 5 000 rows are read."): split a longer register by year or month.
- Save an .xls that cannot be read again as .xlsx in Excel ("The file could not be read. Save it again in Excel and try once more.").
- Pallets planned from imported orders are created on the Pallets page with Create from TMS orders (see Adding pallet entries).
Who can do this
Importing belongs to the Dispatch module. Viewers cannot read a file into the preview.
Related pages
- Creating an order: one order by hand or from a document.
- Orders from e-mail: orders clients send to your address.
- The orders list: where the imported orders land.
- TMS next to your existing system: working next to Marcos TMS.