Purpose
This procedure is used to upload changes to Purchase Orders from a file created/adjusted outside of the system. This is an alternative way of adjusting purchase item details and is efficient where you are updating purchase orders with large volumes of products. Using this method a “spread-sheet” style tool can be used to create a list of purchase order changes to upload.
Note: This function only uploads changes for existing purchase orders with a status of ‘Waiting Delivery’. Purchase Orders that are part received (or fully received) may not be updated via this function. For additional details on creating upload files see the notes HERE.
Use the complementary function ‘Download PO Items for Adjustment’ and select the ‘csv’ output option to create a spreadsheet with the required structure for uploading.
Sundry items may not be updated using this tool.
Data Input
Step 1 – File Upload
Upload File
Select the spread sheet file you wish to upload, by clicking Browse. This assumes you have access to the file with the purchase orders from the browser you are currently using.
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Step 2 – Review details
The purchase order details of the file selected are displayed so that you can review the data and confirm that the correct file has been uploaded before you continue.
Click Submit to submit all the details.
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Spread sheet format
The spread sheet must be in a csv format.
The first row of the spread sheet must be a heading row – it does not matter what the headings are, as long as they are meaningful to you e.g. you could have ‘Product’, ‘Product Code’ or ‘SKU’.
There are a number of columns required and you can use the ‘Download PO Items for Adjustment’ report with ‘csv’ output to get a template and a starting point for the PO you are adjusting.
The columns required are:
| Column | Name | Additional Details |
| A | Purchase Order Number | The purchase order must exist. Mandatory. |
| B | Line Item Number | You can use N for new lines added to the purchase order. This number is not significate as the upload will re-sequence the lines starting from 1. Mandatory. |
| C | Product | Must be an existing product. Sundry products are not available. For a ‘text only’ line, set the product code to ‘T’. Mandatory. |
| D | Size | If the product is ‘sized’ enter a size valid for the product, otherwise leave this blank. |
| E | Colour Code | If the product is ‘coloured’ enter a colour valid for the product, otherwise leave this blank. |
| F | Order Qty | This is the quantity required to be ordered in purchase units. Mandatory. |
| G | Order Price | This is the unit price for the product on the purchase order. Leave blank to let the system price the purchase using the supplier’s prices held on file. Optional. |
| H | Unit Tax | This is the unit tax for the product. Leave blank to let the system calculate the tax. Optional. |
| I | Expected Date | This is the date the product is expected to arrive. Must be a valid date. Optional. |
| J | Unit weight | This is the weight per unit for the product on the purchase order. Optional. |
| K | Unit Volume | This is the volume per unit for the product on the purchase order. Optional. |
| L | Item Notes | This is for notes pertaining to a product on the purchase order. Optional. |
Updating
Once you click submit, the rows on the spread sheet are validated. If no invalid data is detected, the Purchase Orders are updated via a background task. Once that background task is completed, you will receive an email notification advising you of the purchase order numbers updated.