Purchase Orders: Import Purchase Orders

Third party Purchase Orders can be imported into the accounting system. The Purchase Order: Import Purchase Orders screen is accessible from the Enter Purchase Orders screen by pressing the Import Purchase Order button on the main screen. The following screen comes into view.

Insert (button)

See Inserting or Changing an Import Source

Change (button)

See Inserting or Changing an Import Source

Delete (button)

Press the Delete button and the highlighted source will be deleted.

Preview (button)

Press the Preview button to see what the Imported Purchase Order will look like. If there are errors, the following screen will come into view.

Press the Proceed button to continue or the Cancel button to exit.

Inserting or Changing an Import Source

Press the Insert or Change buttons and the following screen comes into view.

Source Name

This is the name of the import source. There must be a name or the source will not be saved.

Import File Type

Purchase Orders can be import from three types of text files.

Two Separate Files

If this style is chosen, the user must define the field contents of two different files, a Header file and a Detail file. The tie between the records in the two files is the POID field. It must be the first column in both the Header and Detail records. For example, the first record in the Header file will have a POID number (let's say number 123) in the POID column. The detail file will then have one or more rows that have 123 in the POID column. These details are tied to the purchase order.

One File

If this style is chosen, the user must define two types of records in the same import file, a Header record and a Detail record. Detail records must follow the Header record to which they belong. In this setup, the first field in both record types must be Record Type, either H for Header or D for Detail. The program will find a Header record and any Detail records immediately following will belong to that header.

One File, One Record

If this style is chosen, the user must define only one type of record, but the record contains both Header and Detail information. When purchase orders are imported using this method, each imported purchase order will contain one and only one line item.

Import File Format

Choose the format of the import file. Choose from Comma Delimited, Tab Delimited, or Fixed Position.

Date Field Format

Choose the form of the date that is desired. Click on the down arrow to select from the possible choices.

Purchase Order Header File

Import File Name

Enter the name of the file to be imported or click the lookup button and select the file. Below this field is a box that displays the field number and field contents.

Insert (button)

Press the Insert button to add a field to the box. The following screen will come into view.

Enter the correct contents of the field and press OK.

Change (button)

Press the Change button to change the field contents.

Delete (button)

Press the Delete button to erase the field contents.

Purchase Order Detail File

Press the Purchase Order Detail File tab and the following screen comes into view.

Import File Name

Enter the Import File Name or press the lookup button and select the file.

Insert

Press the Indent button and the following screen come into view.

Enter the correct field contents and press OK.

Change

Press the Change button to edit the field contents.

Delete

Press the Delete button and the highlighted field contents will be erased.