--- title: How to Complete the Shipping CSV Template description: Use the Shipping CSV Template to prepare shipping records for Trace Exchange in bulk. Once completed, you can upload the file directly into Trace Exchange or submit it through SFTP. --- [Skip to content](https://info.ifoodds.com/kb-trace-exchange/how-to-complete-the-shipping-csv-template#main-content) English Show submenu for translations ![iFoodDS-Logo-Green-1.png\]](https://info.ifoodds.com/hs-fs/hubfs/iFoodDS-Logo-Green-1.png?height=50&name=iFoodDS-Logo-Green-1.png) Open main navigation Close main navigation - English Show submenu for translations - [Visit iFoodDS.com](https://www.ifoodds.com/) [Visit iFoodDS.com](https://www.ifoodds.com/) Type your question below to find articles addressing our most frequently asked questions. - There are no suggestions because the search field is empty. 1. [Trace Exchange Program and Enrollment Support](https://info.ifoodds.com/kb-trace-exchange?hsLang=en) 2. [System Integration and Data Ingestion](https://info.ifoodds.com/kb-trace-exchange/system-integration-and-data-ingestion?hsLang=en) 3. [CSV Data via Upload Tool or Direct SFTP](https://info.ifoodds.com/kb-trace-exchange/system-integration-and-data-ingestion?hsLang=en#csv-data-via-upload-tool-or-direct-sftp) October 23, 2026 # How to Complete the Shipping CSV Template  This article explains how to complete and format the template so your shipping records can be processed correctly. ### Step 1: Download the Shipping Template 1. Log in to Trace Exchange. 2. Navigate to **Data Management \> Data Upload**. 3. Select **Shipping Template** to download the Excel (.xlsx) file. 4. Open the file in Excel or another spreadsheet application. 5. Copy the field names from column A, beginning with type. 6. Open a new worksheet. 7. Use **Paste Special \> Transpose** to paste the field names across the first row. ![](https://info.ifoodds.com/hs-fs/hubfs/undefined-Oct-23-2026-10-01-33-0978-PM.png?width=358&height=373&name=undefined-Oct-23-2026-10-01-33-0978-PM.png) 8. Enter your shipping records starting in the next available row. The template includes fields for shipping information, along with descriptions, requirements, and accepted data formats. **Important:** Always start with the latest template downloaded from Trace Exchange to ensure you're using the correct fields. ### Step 2: Understand the Template Layout The Shipping Template downloads with field names and instructions in columns A through D. Enter your shipping data beginning in column E, with each additional record in a new column.![](https://info.ifoodds.com/hs-fs/hubfs/undefined-Oct-23-2026-10-01-33-6785-PM.png?width=936&height=582&name=undefined-Oct-23-2026-10-01-33-6785-PM.png) You can also change the layout to place the field names across the top, with each shipping record in a new row. To change the layout: ![](https://info.ifoodds.com/hs-fs/hubfs/undefined-Oct-23-2026-10-01-33-3737-PM.png?width=900&height=556&name=undefined-Oct-23-2026-10-01-33-3737-PM.png) Both layouts are accepted when uploading your data into Trace Exchange. **Important:** Keep all field names in your file, even if you aren't using every field. You can reorder or hide fields, but do not delete them. ### Step 3: Complete the Required Fields The template identifies which fields are required and which are optional or conditional. - **R (Required):** You must provide a value. - **O (Optional):** Provide a value if available. Otherwise, you can leave it blank. - **C1, C2, C3, etc. (Conditional):** You must provide at least one complete option for the required information. For example, a ship-from or ship-to location can be identified using a DUNS number, a GLN, or a complete address and phone number. If you use the address option, all fields in that conditional group must be completed. - **Ship-to location codes:** Use the receiving location code from your own system, such as your ERP or WMS. You do not need to obtain a list of customer location codes from Trace Exchange. - **DUNS and GLNs:** If you don't have your customer's DUNS or GLN, you can request it from the customer or use the complete address and phone number where permitted by the template. - **PO line numbers:** If your system doesn't use PO line numbers, assign sequential values (1, 2, 3, etc.) to the applicable shipment records. ### Key shipping fields Pay particular attention to these fields when completing your template: | **Field** | **What to enter** | | --- | --- | | type | Enter shippingkde for every record | | purchase\_order\_number | The customer's purchase order number | | ship\_date | The shipment date, using YYYY-MM-DD format | | ship\_from\_vendor\_location\_name | The name of the physical location shipping the product | | ship\_to\_location\_code | The receiving location code from your own system | | ship\_to\_location\_name | The name of the physical receiving location | | po\_line\_number | The line number from the purchase order or shipper invoice | | vendor\_item\_code | Your product identifier | | vendor\_item\_description | Your product description | | ship\_quantity | The quantity shipped for that record | | ship\_quantity\_uom | The unit of measure for the shipped quantity | Refer to the descriptions within the template for additional fields and accepted formats. **A few things to keep in mind:** ### Step 4: Organize Your Shipping Records How you organize the records depends on whether your shipments are palletized. 1. ### Non-palletized shipments 2. ### Palletized shipments Create a separate record for each product and traceability lot code combination. If you're shipping the same product from multiple lots, enter each lot as a separate record, including the quantity shipped from that lot. You can copy shipment-level information, such as the purchase order number, ship date, and shipping locations, across records. Update the product, lot, quantity, and traceability lot code source information as needed. Create a separate record for each pallet. - Include a pallet identifier, typically an 18-digit Serial Shipping Container Code (SSCC). - Enter the quantity shipped on that pallet, not the total quantity for the shipment. - Include pallet layers and cartons per layer if required by your customer. Otherwise, these fields are optional. An LPN (License Plate Number) is another available pallet identifier, although it is generally more relevant to receiving. If multiple products or lots exist on the same pallet, create a new record (column/row) with that same pallet ID and change the product and/or lot. ### Step 5: Save Your File as a CSV Once you've completed the template, save it as a **CSV (.csv)** file. Before saving: 1. Confirm that all required fields are completed. 2. Make sure each value is aligned with the correct field name. 3. Keep all field names, including those with blank values. 4. If your workbook contains multiple worksheets, make sure you're saving the worksheet with your completed shipping records. **Preserving leading zeros:** Some codes or identifiers may begin with a zero, such as 01234. Excel may remove that zero automatically. To prevent this, format the cell as text or enter the value with a leading apostrophe ('01234) in Excel. ### File naming requirements The filename requirements depend on how you submit your CSV: **Data Upload:** You can use any descriptive filename, as long as it ends in .csv. **SFTP:** Your filename must begin with fsma204\_shipping and end in .csv. Examples of accepted SFTP filenames: - fsma204\_shipping.csv - fsma204\_shipping\_20261013\_1430.csv - [**Providing Data Using the Data Upload**](https://info.ifoodds.com/kb-trace-exchange/providing-master-location-data-using-the-data-upload-option?hsLang=en)**:** Manually upload your completed CSV file through Trace Exchange. - [**Providing Data via SFTP**](https://info.ifoodds.com/kb-trace-exchange/providing-data-via-sftp?hsLang=en)**:** Send CSV files through a configured SFTP connection. Files submitted through SFTP without the required filename prefix may not be processed. ### Step 6: Submit Your Shipping Records Once your CSV file is ready, you can submit it to Trace Exchange using either method: Follow the instructions in the corresponding article to submit your file and confirm that it has been processed. ### Troubleshooting Common CSV Errors If your file fails validation, check the following: | **Issue** | **What to check** | | --- | --- | | Missing required fields | Confirm that required fields are populated and conditional field groups are complete. | | Incorrect data alignment | Check that each value is under the correct field name and that no fields were deleted. | | Invalid record type | Confirm that the type field contains shippingkde. | | Missing location information | Verify that the required ship-from and ship-to identifiers or complete address information are included. | | Leading zeros are missing | Return to your Excel file and format the affected identifiers as text before saving again. | | SFTP file isn't processing | Confirm that the filename starts with fsma204\_shipping and ends in .csv. | If you're uploading directly into Trace Exchange, the system will display an error when a file doesn't meet the requirements. Correct the issue, save the CSV again, and repeat the upload. If you need additional assistance, contact iFoodDS Support with the field name or validation error you're encountering. 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