Import Purchase Orders to the Materials Tool

When managing your materials, you can import a list of purchase orders. After importing, create shipments and receipts to track materials deliveries, and add materials to your inventory.

• Required User Permissions

• Creating a New Purchase Order

  • A new Purchase Order is created when the 'Order Name is unique (not case-specific).

• Inventory

  • 'Ordered' quantities are updated in your Inventory upon a successful import.

• Requirements and Errors

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  • Supports the .xlsx file type.

  • You can import a maximum of 20,000 rows per import.

  • If the same materials are added with a different Unit of Measure (UOM), it will create a separate item in your inventory.

  • If multiple purchase orders are imported, and one has an error, only the purchase order with the error will fail.

  • If there is an error in one purchase order, all lines for that purchase order fail.

• Updating a Purchase Order

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  • Imported purchase orders can only be edited with successive imports.

  • To update an existing purchase order, ensure the 'Order Name' and 'Purchase Order Line Number' for your new upload exactly matches the original.

  • All line items and ordered 'Quantities' are updated to match the new upload.

  • Behavior for lines removed from the purchase order:

    • With a Corresponding Shipment or Receipt

      • If a line item is missing, and has a corresponding receipt or shipment, that line in the purchase order is marked as 'Void'. The receipt and shipment remain intact as well as any inventory changes from the receipt.

      • The line number is appended with '-v' to indicate the void.

    • No Corresponding Shipments or Receipts

      • The line is deleted from the purchase order.

• Voiding

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  • A line with quantity set to zero is automatically set to 'Void'.

  • When all lines in a document are 'Void', the entire purchase order is also marked 'Void'.

  • Purchase orders cannot currently be deleted. However, you can re-import the purchase order with all quantities as zero to void the purchase order.

1. Navigate to the project's Materials tool.

2. Click Import and select Purchase Orders.

3. Click Download Excel Template.

4. Open the template in your spreadsheet software.

5. Fill out the template with the purchase orders you want to import. Show/Hide Fields

   Important

   If the same material line items are added with a different Unit of Measure (UOM) it will create a separate line item in your inventory.
   
   For example, if you have a line item for sheet metal with a UOM of cubic feet, and another line item for sheet metal with a UOM of each, it will create two separate line items for sheet metal in your inventory.

   • Purchase Order Document Name. The name of your purchase order.

   • Purchase Order Description. A description of the purchase order.

   • Vendor. The purchase order's vendor.

   • Purchase Order Line Contract Delivery Date. Must be in the format of MM/DD/YYYY.

   • Purchase Order Line Number. The line number for the item.

   • Item Name. The name of the material.

   • Item Description (Optional). The description of the material.

   • Quantity. The quantity of the materials required.

   • Item UOM. The unit of measurement for the quantity.

   Note

   To update an existing purchase order, ensure the Order Name and Purchase Order Line Number for your new upload exactly match the original.

6. Save the file.

1. Navigate to the project's Materials tool.

2. Click Import and select Purchase Orders.

3. Attach the file.

   • Click Attach Files and select the prepared Materials import template. Then click Open.

   • Drag and drop the prepared Materials import template from your desktop to the 'Drag and Drop' section.

4. Click Upload.