Last updated 31/03/2020
Purchase Orders can be imported into the system in bulk, using our easy to use import wizard.
Purchase Orders to be imported should be prepared in a spreadsheet, with one row per line item in the order. An example of what the spreadsheet should look like can be found below.
There are a few pre-requisites for importing orders:
Here is a template for a standard Purchase Order; however feel free to add any number of the additional fields mentioned below.
Once you have prepared your spreadsheet, you are ready to import into the system.
Products with sizes can be imported by including the field 'Size Batch' (see below). The size batch field should contain only the size of the item, so will look something like this:
|Order Ref||Company Name||Item Qty||Item Code||Size Batch|
|PO-123||Big Corp Ltd.||10||TS1||S|
|PO-123||Big Corp Ltd.||10||TS1||M|
This will import 10 small t-shirts, and 10 medium t-shirts with code TS1.
Note that each new size should be entered on a new line. However if you would like to consolidate all sizes of an item into one line after importing your order, there is a function to do this:
BOMs can be imported into an order. Two new fields should be added to the import, 'Item BOM Load' and 'Format':
|Order Ref||Company Name||Item Qty||Item Code||Item Name||Item BOM Load||Format|
|PO-123||Big Corp Ltd.||1||RD1||Radio||Make||Parent|
|PO-123||Big Corp Ltd.||1||CS1||Case||Use|
|PO-123||Big Corp Ltd.||2||SP1||Speaker||Use|
This will import a radio, that is made of 1 case and two speakers.
You can import Alternative Units of Measure. This will require using the UoM code, and defining the quantity of the alternative unit in the quantity field, like this:
|Order Ref||Company Name||Item Qty||Item Code|
|PO-123||Big Corp Ltd.||10||RG1-Carton|
|PO-123||Big Corp Ltd.||10||RG1-Carton|
Note that the quantity is the number of alternative units - i.e. 5 cartons, not the number of base units.
The following are fields that can be imported through the order import:
|Order Ref||Required field. Must be unique. Must begin with 'PO-'|
|Supplier Invoice No||If you enter an Invoice Number, you are advised to include and Invoice Date - see below.|
|Company||Required Field unless using First Name/Last Name. Must match a company in the CRM.|
|First Name||Required Field unless using Company. Must match a First Name in the CRM.|
|Last Name||Required Field unless using Company. Must match a Last Name in the CRM.|
|Delivery First Name|
|Delivery Last Name|
|Delivery Company||If no delivery address is specified, we'll try to automatically populate this from the linked contact.|
|Delivery Address 1|
|Delivery Address 2|
|Delivery Postal Code|
|Billing Company||If no billing address is specified, we'll try to automatically populate this from the linked contact.|
|Billing Address 1|
|Billing Address 2|
|Billing Postal Code|
|Created Date||Dates should be formatted as per your Culture Settings in your company profile. If not provided we'll use the current date.|
|Invoice Date||Dates should be formatted as per your Culture Settings in your company profile. If you enter an Invoice Date, you are advised to include and Invoice Number - see above.|
|ETD||Dates should be formatted as per your Culture Settings in your company profile.|
|Branch||Must match the Branch name exactly.|
|Price Tier||Must match the Price Tier exactly.|
|Discount Total||This is the discount in dollars/pounds to apply to the entire order.|
|Fully Received||Entering a Fully Received date will mark the order as Received, but - importantly - line items will not be receipted in. Therefore this field should only be used when creating historic orders in the system, and not used to dispatch stock. Dates should be formatted as per your Culture Settings in your company profile.|
|Acceptance Date||Supplier Acceptance date. Dates should be formatted as per your Culture Settings in your company profile.|
|Supplier Inv No|
|Item Sort||An integer that determines the order of lines within the Sales Order. If not included, line item order will be determined by the order in the spreadsheet.|
|Item Code||Required. Must match a code (SKU) in the products module.|
|Item Qty||Required. Must be a number.|
|Item Total Discount||This is the discount in dollars/pounds to apply to a line item.|
|Item Option 1|
|Item Option 2|
|Item Option 3|
|Size Batch||Size of an item, if the item has sizes.
When importing Purchase Orders or Supplier Consignments or Adjustments and Stock Control for products is set to 'Batch' you can specify the Batch number for the quantity of the product here. Then after the order is imported, if you set a Received Date, it will populate the Batch no for the product automatically.
|Zone||You can specify the Zone of an Inventory Specific Location here. After the order is imported, if you set a Received Date it will populate the Bin for the product automatically|
|Bin||You can specify the Bin of an Inventory Specific Location here. After the order is imported, if you set a Received Date it will populate the Bin for the product automatically.|
|Item Row Format||Formats the line items in an order. Use values 'Hide', 'Indent' or 'Bold'. You can also use the value 'Parent' to indicate the parent line of a BOM, in combination with the Item BOM Load field below.|
|Item BOM Load||Indicates that a line item is part of a Bill of Materials - values should be either 'Make' or 'Use'.|