LEAF TRADE · KNOWLEDGE CENTER · SELLER
AVAILABLE ON REQUEST SmartOrder is live in Leaf Trade and is turned on per account. It runs on your Batch Queues, so your account needs to be on the new ordering page with Batch Queues configured before it can be enabled. Reach out to your Account Manager or Support to get started. |
What it is
SmartOrder turns a spreadsheet of what each store needs into finished Leaf Trade orders. You fill in one file: which products, in which package size, how many units for each retail location. Upload it from the Orders page and Leaf Trade creates a separate order for every location in the file, choosing batches automatically on a first in, first out basis.
It is built for the spreadsheet you are probably already passing back and forth with your buyers. You are not entering orders anymore. You are uploading them.
Why it matters
Every store in one upload Twenty locations, hundreds of lines, one file. Each location column becomes its own order, with no line by line entry. |
FIFO picks the batch for you You never name a batch. Your Batch Queue decides which inventory goes out first, the same way it already does on your storefront. |
Nothing slips through silently If a line cannot be fulfilled, you get a report back that names the product, the location, and exactly what went wrong. Most teams find their uploads come back clean within a few weeks, because the report shows them what to fix in their data. |
Starts from what you already have Teams piloting SmartOrder reported saving 10+ hours a week at a single location, without changing how their buyers send them orders. |
Before you start
SmartOrder depends on three things that are already part of Leaf Trade. If your account has not set these up yet, do them first.
1. Batch Queues are configured
Catalog > Batches > Batch Queues. Your queue decides which batch each upload line pulls from, so set the sort order to match the data your batches consistently carry. Expiration Date is the default and Creation Date is a reliable fallback. Managing Batch Queues.
2. Package sizes are standardized
Each product should have one clean package size per way it is sold. The unit in your file has to match the package size exactly as it reads in Leaf Trade. Standardizing Package Sizes.
3. Your inventory is Visible
Only batches that are Active and variants that are Visible are queued, so anything you want to upload has to be Visible. Set variant status one at a time under Catalog > Batches, or in bulk under Catalog > Inventory/Pricing. Manage Inventory/Pricing.
WANT INVENTORY TO ARRIVE VISIBLE BY DEFAULT? By default, imported inventory comes into Leaf Trade as Hidden. Your Account Manager or Support can switch your account so new inventory imports as Visible, which keeps your menu stocked and your uploads clean. You then hide only what you mean to hide. If there is something that should never show, such as the single unit case sizes you keep for samples, a Visibility Rule under Catalog > Rules will keep it hidden even when the default is Visible. |
The four things every file needs
What | Where to find it |
Product ID | Catalog > Products, or in reporting (the Inventory customizable report or the Menu V2 report). |
Unit | The package size as it reads on the product in Leaf Trade, such as 3.5g, 28g or 1000mg. |
Case size | How many units come in one case for that product and package size. Set under the product's package sizes. |
Location ID | Customers > Management > Locations, or in customer side reporting. A number, not a store name. |
Build your file
Download the template from the SmartOrder window (Orders page > SmartOrder > Download template) or build it yourself. The file has two kinds of columns.
Columns A to C say which product
Column | Header | What goes here | Required |
A | product_id | The Leaf Trade product ID. One product per row. | Yes |
B | unit | The package size, exactly as it reads in Leaf Trade. | Yes |
C | case_size | Units per case for that product and package size. | Yes |
Every column after C is one order
Replace the header with the location ID for the store that order is for. The numbers below it are how many units of that row's product go on that order. Add a column for each additional location. Delete any columns you are not using.
What a finished file looks like
product_id | unit | case_size | 12 | 477 | 28 |
363287 | 3.5g | 10 | 20 | 10 | 0 |
265570 | 28g | 24 | 0 | 24 | 0 |
363287 | 28g | 24 | 24 | 0 | 48 |
Reading it:
Location 12 gets a two line order: 20 units of 363287 in 3.5g and 24 units of 363287 in 28g.
Location 477 gets two lines: 10 units of 363287 in 3.5g and 24 units of 265570 in 28g.
Location 28 gets one line: 48 units of 363287 in 28g.
Every quantity is a whole multiple of its row's case size. 20 is two cases of 10. 48 is two cases of 24. A partial case fails.
Product 363287 is on two rows because it is being ordered in two package sizes. Same product, different size, separate row.
Zeros mean that location is not ordering that product. They create nothing.
Nothing names a batch. Your Batch Queue handles that.
BEFORE YOU UPLOAD, CHECK ☐ Row 1 is still the header row. No title above it. ☐ The first three headers read exactly product_id, unit, case_size, lowercase. ☐ Every column after C has a numeric location ID in the header, not a store name. ☐ One product and package size per row. ☐ No blank rows in the middle, no totals row, no notes columns to the side. ☐ Every quantity is a whole multiple of that row's case size. ☐ Every product on the file is Visible in Leaf Trade. ☐ Saved as .csv. |
Saving as CSV.
In Google Sheets, File > Download > Comma-separated values. In Excel, File > Save As and choose CSV. Both programs only save the tab you are looking at, so make sure it is your order tab and not a notes tab.
Upload it
1. Open the Orders page and select SmartOrder
It sits next to New Order and Export to CSV.
The SmartOrder button on the Orders page.
2. Choose the Stock Location
This is where the orders will pull inventory from. One upload pulls from one stock location. If you sell from more than one, use a separate file for each.
3. Drop in your CSV and select Upload CSV
Once the stock location is chosen and the file is attached, Upload CSV becomes active.
The SmartOrder window. Download template gives you a blank file in the right shape.
4. Review your orders
Leaf Trade creates one order per location column. They land on your Orders page in New status, ready for your normal review and approval.
IF SOME LINES COULD NOT BE FULFILLED You will get an error report back, and the orders for everything else are still created. See Reading Your SmartOrder Error Report for what each error means and how to fix it. |
READY TO TURN IT ON? Reach out to your Account Manager or email support@leaftrade.com. We will confirm your Batch Queues and visibility settings are ready and enable SmartOrder on your account. |