SPREADSHEET GUIDE
Duplicate order IDs or separate line items?
A repeated order ID is a reason to inspect a record. It does not, by itself, tell you to delete it.
First, decide what one row means.
An order-level export has one row for an order. A line-item export can have several rows for that same order, one per product. A payment or status-history export may repeat an order for another reason. Check the export's fields and meaning before changing records.
An exact repeated row in the fictional sample
The fictional CSV sample contains two copies of DEMO-005. Both represent two canvas pouches on February 13, 2026, at 24 USD each, with a 3 USD discount and no refund. All their supplied fields match.
| Order ID | Units | Unit price | Discount | Refund | Net sales |
|---|---|---|---|---|---|
| DEMO-005 | 2 | 24 USD | 3 USD | 0 USD | 45 USD |
| DEMO-005 | 2 | 24 USD | 3 USD | 0 USD | 45 USD |
For this deliberately constructed example, one copy is a known repeated record. Keeping both would count 90 USD instead of 45 USD. For a real file, confirm the source transaction before treating matching fields as proof.
A line-item export needs a different rule.
If an order contains a pouch and a desk pad, two rows with the same order ID can be correct. Keep a unique line ID as well as the parent order ID. Sum the line amounts for sales, and count distinct order IDs for the number of orders. Counting every line as an order inflates the order count.
A short review checklist
- Keep an untouched copy of the export.
- Confirm whether rows represent orders, items, payments, or updates.
- Normalize obvious formatting such as surrounding spaces, while preserving the original values.
- Compare the relevant fields and source IDs. List conflicts for review.
- Record any removal and reconcile the totals after the change.
Our sales dashboard template expects one row per order. It flags both rows sharing an order ID and excludes them from totals until resolved. For mixed-item orders, use one order total with Units set to 1. In that case, its Units total represents order entries rather than individual items.
All records and amounts on this page are fictional examples.