This article explains how to upload quality control results to Swap from a CSV file.
Uploading by CSV lets you record the condition of returned items in bulk, without an integration or an API. Use it where your 3PL can export inspection results but can't send them to Swap directly.
Before you start
Quality control must be switched on — use Enable quality control under Quality control settings on the Quality control page. The upload tool is on the same page, under Quality control providers.
Uploading your file
Upload the file
On the Quality control page, open the Upload CSV tab and drag your file onto Upload CSV file, or use Or select a file from your computer.
Your file needs a column for each of the following:
Order number
Product SKU
Condition
Returned quantity
There's an example CSV attached at the bottom of this article.
Map your columns
The CSV Data import window opens as soon as the file uploads. It lists Swap's four fields down the left under Swap's columns, with a dropdown beside each under Your CSV columns. Pick the column in your file that matches each one — the Example column shows a sample value from your file so you can check you've chosen correctly.
All four need to be mapped. When they are, click Process.
Map your conditions
The condition values in your file are your own, so Swap needs to know what each one means. Unique values from your Condition column appear in the Condition mapping table on the Quality control page, listed under Provider condition. For each one, set a Store condition:
Missing
Damaged
Wrong item
Sellable
Then set Quality approved for each. This is what decides whether an item passes QC and can be refunded, credited, or exchanged. Both Store condition and Quality approved have to be set by hand — Swap doesn't guess them.
What happens on processing
Swap checks the file for problems — a missing mandatory field, an unmapped condition — and flags them on screen so you can correct the file and upload it again. Rows that pass are applied to the matching RMAs.
Check the results
Results appear in the dashboard once the file has processed. You can switch between the original warehouse management system (WMS) data and the processed CSV data, with each order's conditions shown in a table.
Rows that imported successfully show their full data, including the new condition.
Rows that failed are highlighted with a reason, so you can fix them and upload again.
Manual and automatic processing
Once results are in, returns are handled either manually or automatically, depending on your settings.
Manual processing: the warehouse's assessment is shown on the RMA screen. You review each return and decide how to handle it.
Automatic processing: Swap processes the return on its own when the warehouse marks the item as sellable, following the Quality approved values you set. If processing fails, the RMA moves to Needs review.
You choose between the two under RMA processing on the Quality control page.
A result that arrives after an item has already timed out to Missing is still applied, as long as the return hasn't been processed yet — see Understanding quality control.