5 Things to Check Before Every Wholesale Import

You've uploaded your wholesale order file. The review page is loaded. Everything looks… fine?

Maybe. But "looks fine" and "will import correctly" aren't always the same thing. Wholesale order files from Joor, NuOrder, and Faire are notoriously inconsistent — vendors name things differently, abbreviate colors, combine sizes, and format data in ways that don't always translate cleanly into your POS.

Taking two minutes to review these five things before you hit import can save you a lot of cleanup on the other side.

1. Are the Product Names Right?

Vendor files often include extra information baked into the product name — style numbers, color codes, season tags, or just weird formatting. "BP353J - PASTEL YELLOW - High Rise Utility Wide Leg" is a real example. That's a lot to have as a product name in your POS, on a price tag, or in a Shopify listing.

Take a quick scan of each product name. Ask yourself: would I want this showing up on a tag or my website exactly like this? If not, edit it before you import. In BoutiqueOS, product names are editable right on the review page — just click and type.

Also watch for vendors who append the style number to the end of product names. "Woven Leather Slides 53465" is the style, not a description. We strip trailing style numbers automatically in most cases, but it's worth a look.

2. Do the Colors Look Right?

This one catches people off guard. Wholesale files are notorious for color abbreviations — "BLK" instead of Black, "BRO" instead of Blue Royalty, "NVY" instead of Navy. Those codes flow straight into your POS if you don't catch them, and then they show up on price tags, receipts, and your website.

Look at every color listed on the review page. If you see a code or abbreviation you don't recognize, edit it now. It takes five seconds and saves you from tracking down every item later to fix it manually in Heartland.

If the color field is blank — which can happen when a vendor bakes the color into the product name instead of a separate field — you'll see a "Color:" label with an empty field. You can type the color in directly, or if it's in the product name, move it there and clean up the name at the same time.

3. Are Sized Items Showing as Grids?

When you import a style that comes in multiple sizes — S, M, L, XL — it should create a size grid in your POS, not four separate items. Same goes for styles with both colors and sizes: one grid, multiple colorways, each with their size run.

On the review page, look at how each product is being structured. Sized items should show a variant with sizes listed. If an apparel item is showing as a single standalone item with no sizes, something went wrong in how the file was parsed — possibly because the vendor used an unusual size format or combined sizes like SM or ML.

Accessories and items that genuinely come in one size will show as single items — that's correct. The question is whether apparel is grouping the way you'd expect.

4. Is the Vendor Matched Correctly?

Before you can proceed, you need to confirm which vendor in your POS matches the brand on the order. The review page shows you the vendor name from your import file and asks you to match it to an existing vendor in Heartland — or create a new one.

Double-check this match. Vendor names in wholesale files don't always match exactly what you've named them in your POS. "JUST BLACK DENIM" in the file might be "Just Black" in Heartland. The system does fuzzy matching, but it's worth confirming the right vendor is selected before you proceed. A mismatched vendor means your purchase order ends up under the wrong account.

5. Are All Required Fields Filled In?

Some Heartland setups require a Category and eComCategory before an item can be created. If your store has these requirements, any item missing them will be flagged with a red border on the review page — and the import will be blocked until they're filled in.

This is intentional. It's much better to catch a missing required field here than to have the import fail halfway through and end up with a partial purchase order you have to manually reconcile.

Scan for any red-bordered fields before you hit proceed. It only takes a moment and saves a lot of frustration.

The Two-Minute Rule

None of this takes long. A quick scroll through the review page — names, colors, sizes, vendor, required fields — takes about two minutes for a typical order. That two minutes is a lot cheaper than tracking down a dozen items in your POS to fix color codes, or figuring out why a style imported as four separate items instead of a grid.

The import is designed to be reviewed, not just clicked through. Use it.

If you're not yet using BoutiqueOS to import your wholesale orders, you can get started here. Joor, NuOrder, and Faire are all supported, and the first import usually takes less than ten minutes from upload to POS.