Outlet Import

Bulk create or update outlets (retail locations), along with their associated assets, contacts, sales representatives, and smart devices. Existing outlets are matched by Code and updated in place.

See Overview for authentication, file formats, response structure, and import order.

Endpoint

POST https://portal.coolrgroup.com/Controllers/Import.ashx?type=Outlet

UI access

• Portal: Outlet Management → Import → Select "Outlet"
• Playbook App: Master Data → Outlets → Import

Multi-asset support

To assign multiple assets to a single outlet, repeat the outlet Code across multiple rows with different Asset Name values:

Name,Code,Street,Asset Name,Asset Type,Asset Manufacturer
Downtown Store,STORE-001,123 Main St,Cooler-1,Upright Cooler,Manufacturer A
Downtown Store,STORE-001,123 Main St,Cooler-2,Chest Cooler,Manufacturer B

Result: One outlet STORE-001 with two assets.

Columns

Formats: .csv, .xlsx / .xls, .json — Download template

Column	Alias	Required	Type / Max Length	Validation	Notes
General Information
Code	Outlet Code	Yes	String	Must be non-empty	Unique outlet identifier; used to match and update existing records
Name	Outlet	Yes	String	Must be non-empty	Outlet display name
Street	—	Yes	String	Must be non-empty	Primary address line
Street2	—	No	String	—	Address line 2
Street3	—	No	String	—	Address line 3
City	—	No	String	—	—
State	—	No	String	Must exist for the specified country	—
Postal Code	PostalCode	No	String	—	—
Country	—	No	String	Must match a country in CoolR	—
Latitude	—	No	Decimal, -90 to 90	-90 to 90	Enter as plain decimal in CSV
Longitude	—	No	Decimal, -180 to 180	-180 to 180	Enter as plain decimal in CSV
TimeZone	—	No	String	Must match a timezone in CoolR	e.g., Pacific Standard Time
Store Owner	StoreOwner	No	String	—	—
Active	IsActive	No	Boolean (Yes / No)	—	Set to No to deactivate. Use instead of deleting — inactive outlets are hidden from workflows but retained for historical data
IsKeyOutlet	Key?	No	Boolean (Yes / No)	—	—
Group Information
Market	—	No	String	—	Auto-created if not found
Channel	—	No	String	—	Auto-created if not found; e.g., Retail, Wholesale
Classification	—	No	String	—	Auto-created if not found; e.g., Tier 1
Route	—	No	String	—	Auto-created if not found
Pre Seller Route	PreSellerRoute	No	String	—	Auto-created if not found
Key Account	KeyAccount	No	String	—	Auto-created if not found
Business Information
In-field contact person	InFieldContactPerson	No	String (email)	User must exist in CoolR	—
Buyer GTIN	BuyerGTIN	No	String	—	—
Outlet GTIN	OutletGTIN	No	String	—	—
TD Linx	TDLinx	No	String	—	—
Distributor	—	No	String	—	Auto-created if not found
Customer	—	No	String	—	Auto-created if not found
Sales Model	SalesModel	No	String	—	Auto-created if not found
Distributor GTIN	DistributorGTIN	No	String	Requires Distributor to be filled	—
Order Settings
Outlet Sales Rep	LocationSalesRep	No	String (email)	User must exist in CoolR	—
Skip Order	IsSkipOrder	No	Boolean (Yes / No)	—	—
ASN To SalesRep	—	No	Boolean (Yes / No)	—	—
SalesRepRoute To Order?	IsUseSalesRepRouteToOrder	No	Boolean (Yes / No)	—	—
Sales Representatives
Primary Sales Rep	PrimarySalesRepEmail	No	String (email)	User must exist in CoolR	—
Secondary Sales Rep	SecondarySalesRepEmail	No	String (email)	User must exist in CoolR	—
Sales Rep	SalesRep	No	String (email)	User must exist in CoolR	—
Sales Rep Route Email	SalesRepRouteEmail	No	String (email)	User must exist; required if Delivery Days is provided	Must be paired with Delivery Days
Delivery Days	DeliveryDays	No	String	Comma-separated day names (Sunday–Saturday); required if Sales Rep Route Email is provided	e.g., Monday,Wednesday,Friday
Asset Name	AssetName	No	String	—	Asset identifier at this outlet; repeat outlet Code for multiple assets
Asset Information
Asset Type	AssetType	No	String	Auto-created if not found; requires Asset Manufacturer + Asset Model when creating new	—
Asset Manufacturer	AssetManufacturer	No	String	Required when creating a new Asset Type	—
Asset Model	AssetModel	No	String	Required when creating a new Asset Type	—
Door Handle	DoorHandle	No	String	Left, Right, Magnet, Shelf, Under Shelf, or Bottom Mount	Case-insensitive
Planogram	—	No	String	Must exist in CoolR	—
Outlet Route	LocationRoute	No	String	—	—
Asset Notes	AssetNotes	No	String	—	—
Parent Asset Name	ParentAssetName	No	String	Must exist in CoolR	For hierarchical assets
IsChestCooler	—	No	Boolean (Yes / No)	—	—
Smart Device & Hub
Vista Serial#	SmartDeviceSerialNumber	No	String	Must exist in CoolR	—
Hub Serial#	LinkedHubSerial	No	String	Must exist in CoolR	—
Hub Mac	HubMac	No	String	—	Network MAC address
Hub IMEI	HubIMEI	No	String	—	For cellular hubs
Contact Information
Customer Contact - Type	ContactType	No	String	—	Auto-created if not found
Customer Contact - Name	ContactFirstName	No	String	—	—
Customer Contact - Phone	ContactCellPhone	No	String	—	—
Customer Contact - Email	ContactEmailAddress	No	String (email)	Valid email format	—
Tags & Tracking
Tags	LocationTags	No	String	—	Comma-separated values
Tag Number	TagNumber	No	String	—	—
Integration
External Code	ExternalLocationCode	No	String, max 150	—	Your internal system's identifier for this outlet. Used as an alternative match key — see Overview

Examples

CSV

Name,Code,Country,State,City,Street,Postal Code,Primary Sales Rep,Asset Name,Asset Type,Asset Manufacturer
Downtown Manhattan Store,NYC-001,United States,New York,New York,123 Broadway,10001,john.smith@example.com,Cooler-NYC-001,Vertical Cooler,Manufacturer A
Los Angeles Store,LA-001,United States,California,Los Angeles,456 Sunset Blvd,90028,,,,

JSON

{
  "data": [
    {
      "Code": "NYC-001",
      "Name": "Downtown Manhattan Store",
      "Street": "123 Broadway",
      "City": "New York",
      "State": "New York",
      "Country": "United States",
      "PostalCode": "10001",
      "PrimarySalesRepEmail": "john.smith@example.com",
      "AssetName": "Cooler-NYC-001",
      "AssetType": "Vertical Cooler",
      "AssetManufacturer": "Manufacturer A"
    }
  ]
}

API import

curl -X POST 'https://portal.coolrgroup.com/Controllers/Import.ashx?type=Outlet' \
  -H 'Cookie: .ASPXAUTH=your-auth-token' \
  -F 'file=@outlets.csv'

Replace outlets.csv with outlets.xlsx or outlets.json as needed.

Response

See Overview - Response format for response structure and error handling.

Common errors

Error	Cause	Fix
Missing required field: Name / Code / Street	Mandatory field is empty	Fill in all three required fields for every row
Country '[name]' not found	Country doesn't match CoolR database	Use exact country name as stored in CoolR
State '[name]' not found for Country '[country]'	State doesn't exist for that country	Verify state name matches CoolR database
Primary Sales Rep not found: [email]	Email doesn't belong to a CoolR user	Ensure the user exists in CoolR before importing
Planogram '[name]' not found	Planogram doesn't exist	Create the planogram first
Smart Device (Vista) not found: [serial]	Vista serial not registered	Register the device in CoolR first
Manufacturer and Asset Model required for new Asset Type	Creating new Asset Type without required fields	Provide both Asset Manufacturer and Asset Model
Both Sales Rep Route Email and Delivery Days must be provided together	Only one of the two paired fields is filled	Provide both or neither
Distributor required when providing Distributor GTIN	GTIN provided without distributor	Fill in Distributor when using Distributor GTIN

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For support, contact support@coolrgroup.com