How can I avoid duplicating my Orders in the EasyBookPrep System??

Introduction:

Entering orders into our system correctly is crucial to avoid duplication errors that can create confusion. This article provides a step-by-step guide on how to ensure accuracy when entering order data. You’ll also find tips to prevent common mistakes and troubleshooting steps for potential issues.

Steps to Avoid Duplicate Orders:

These three elements need to be entered correctly before you save the new order for the first time. Failing to do so will cause a duplication error within the our Quickbase system.

• You must get the date, Source, and Order # exactly or you will create Duplicate Orders when you start Importing Again

• Always use the Marketplaces Date, especially if your is a different time-zone from Amazon.com.

• Make sure to get the full order #

• Make sure to not get invisible characters before or after your data when you copy/paste.

• copy/paste is your friend manually typing-in your data will cause more error that using copy/paste.

• If you purchased different items (ASINs) on the same order be sure to enter the items By incrementing ASIN Order, to avoid line item shifting upon import.

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1. Ensure the Order Date Matches Exactly:

   • Use the exact date from marketplace when entering the order.

   • Our system defaults to today’s date, so be sure to change it to match Marketplace's order date.

   • Tip: Be mindful of time zones—always use Marketplace, not your local time.

2. Select the correct Source:

   • When choosing the source, ensure you select the marketplace where the order was placed.

3. Copy and Paste the Full Order #:

   • Avoid manually typing the order number, as it increases the risk of errors.

   • Copy and paste the entire order number, ensuring there are no invisible characters or extra spaces before or after.

   • Placeholder for image: Example of the correct Order # highlighted on order page.

   • If the Marketplace has multiple Order #'s (Purchase Order#, Order #, Source Order #, etc...), Use the one that is shown in the URL when your viewing the order details.

   • Do NOT Enter "Order# " or any other characters or text with the Order # before or after the Order #. (just the Actual Order Number without any labeling or notes)

4. Enter Items in Incrementing ASIN Order:

   • If the order contains multiple items (ASINs), enter them in ascending/incrementing order to avoid line-item shifting during imports. (0000000001 -> ZZZZZZZZZZ)

     • Remembering to increment the line # as needed

5. Review Before Saving:

   • Double-check all details (order date, source, and order number) before saving the new order for the first time.

Common Errors to Avoid:

• Using the wrong date: This will cause duplication when importing data.

• Using a Different Time zone: Use the sources Time zone

• Manually typing order numbers: Leads to typos and mismatched entries.

  • Copy & Paste instead, to avoid confusing similar characters like: 0OoiIl|L...

• Coping incomplete Order #'s

• Including invisible/non-Printing characters: Ensure there are no extra spaces or hidden formatting in copied data.

Troubleshooting Tips:

Problem: Duplicate orders appearing after imports.
Solution:

• Check if the order date, source, or order number was entered incorrectly.

• If duplicates are already in the system, cancel the unnecessary entries to prevent confusion.

Problem: Line items are shifting when importing multiple ASINs.
Solution: Ensure items are entered in ascending ASIN order and saved correctly.

Problem: The system doesn't recognize the order number.
Solution: Recheck for invisible characters or errors in the order number. Use copy/paste to avoid manual mistakes.

FAQs:

1. Why is the order date so important?
   The order date determines how the system identifies entries. Using an incorrect date will cause duplicate orders during imports.

2. What should I do if duplicates are already in the system?
   Cancel the duplicate orders that don’t contain items and ensure future entries match Amazon’s details exactly.

3. How can I avoid errors when entering multiple ASINs from one order?
   Enter the items in ascending ASIN order to prevent line-item shifting.

4. Can I fix an incorrect order date after saving?
   Unfortunately, no. You’ll need to delete/cancel the incorrect entry and re-enter the order with the correct details.

Related Topics:

By following these steps and tips, you can avoid duplicating orders and ensure smooth operations within our system. If you encounter issues, contact support for assistance!