Method 1: Create in the console
Enter orders one at a time in OMS. Best for low volumes and one-off shipments. Higher volumes, or orders already in your own system? See Method 2: Bulk import.
Step 1: Open the Parcel Outbound page
- Sign in to Topwell OMS.
- In the left menu, go to Warehouse → Parcel Outbound.
- Click Add at the top left of the list.
Step 2: Fill in Basic Information
| Field | Required | How to fill it in |
|---|---|---|
| Warehouse | ✳︎ | The warehouse holding the stock |
| Logistics channel | ✳︎ | Determines transit time, cost and coverage |
| Logistics tracking number | Fill in when using your own label | |
| Sales Platform | Amazon, Shopify, Rakuten and so on | |
| Shop | Selectable once you pick a platform | |
| Platform Order Number | Filled in automatically for orders synced from an authorised platform. Leave it empty when keying an order in by hand, unless you want to tie it back to a marketplace order | |
| Reference Number | A unique id from your own system — your ERP or multi-marketplace order aggregator — so the two sides can be reconciled | |
| Specified delivery date | When the customer needs a specific date | |
| Specify delivery time | Time-slot code; the code table differs per carrier | |
| Note | Max 32 full-width characters (half-width counts as 0.5) |
Step 3: Fill in Receiving info
The address decides whether the parcel arrives at all, and it is where most mistakes happen.
| Field | Required | How to fill it in |
|---|---|---|
| Recipient | ✳︎ | Local spelling, matching the customer's order |
| telephone | ✳︎ | Mandatory for Yamato and Sagawa — the carrier requires it and calls before delivery |
| Required by some carriers | ||
| Recipient's Tax ID | Needed for customs in some countries | |
| Company Name | For business addresses | |
| Country/Region | ✳︎ | Shipping domestically from the Japan warehouse, so this is always Japan (JP) |
| Province/State | ✳︎ | For Japan, the prefecture (e.g. 東京都) — the field turns into a dropdown once Japan is selected. Only use "N/A" for countries that have no state |
| District / County | Leave empty for Japan — Japanese addresses don't use this field | |
| City Name | ✳︎ | For Japan, the ward / municipality (e.g. 渋谷区) — not the District/County field above |
| Postal code | ✳︎ | Must match the city |
| House number | Leave empty for Japan — this field is not used | |
| Address1 | ✳︎ | For Japan, town name + chome-banchi-go together (e.g. 渋谷 3-15-7). Max 16 full-width characters |
| Address2 | Building name, room number and so on. Max 16 full-width characters |
Mapping a Japanese address onto these fields
Take 〒150-0002 東京都渋谷区渋谷 3-15-7 グランドメゾン渋谷 502:
| Field | What goes in |
|---|---|
| Province/State | 東京都 (prefecture) |
| District / County | empty |
| City Name | 渋谷区 (ward / municipality) |
| Postal code | 150-0002 |
| House number | empty |
| Address1 | 渋谷 3-15-7 (town name plus chome-banchi-go, in one field) |
| Address2 | グランドメゾン渋谷 502 (building, room) |
Of these, Province/State, City Name, Postal code and Address1 are required. With House number left empty, Address1 carries the whole street portion — don't leave anything out of it.
0/255 — that is the system's limit, not the carrier's. In practice each line takes 16 full-width characters, and going over causes problems. For long addresses, move the building name and room number into Address2 and keep both lines within 16.Half-width characters (digits, latin letters, hyphens) count as half. Applied to the example above, both lines sit comfortably inside the limit:
| Field | Content | Count |
|---|---|---|
| Address1 | 渋谷 3-15-7 | 2 full-width + 7 half-width → 5.5 |
| Address2 | グランドメゾン渋谷 502 | 9 full-width + 4 half-width → 11 |
Use the address book
Choose from address book at the top right of the section pulls in a saved address in one click — faster and safer than retyping.
Step 4: Select products
- Click Select product in the Product Information section.
- Each row shows SKU / Product Name / Available / Declared value / Outgoing Quantity.
- Enter the outgoing quantity and check it against Available on that row.
- Outbound Qty Summary appears below the table.
One order = one parcel
Two parcels to the same person means two orders. Don't combine them.
Step 5: Cost Estimation, Value-added Services, Attachments (optional)
- Cost Estimation — estimate the cost before submitting
- Value-added Services — use Add Service for labelling and similar extras
- Attachment — your own labels, invoices and so on; same formats and limits as inbound orders
Step 6: Submit
The bottom of the page has Back / Submit / Save draft.
Note Where the order goes after you submit depends on the shipping channel you picked — and the two paths differ a lot:| Channel | After submitting | What else you need to do |
|---|---|---|
| Yamato (Kuroneko) | Straight into Processing at the warehouse | Nothing — just wait for it to ship |
| Sagawa | Stays in Drafts; the system fetches the label automatically | Submit a second time to hand it to the warehouse |
Yamato: submitting hands it straight to the warehouse
Sagawa: one more submit required
Next step
Submitting only creates a draft — the order is not with the warehouse yet. Continue with After submitting: status tracking and exceptions.