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Importing purchase order item data

Uploading your purchase order items data saves time because you enter data once and then see it offered as choices in appropriate places throughout SmartTurn. For instance, after you make a successful purchase order items upload, you can dispatch and receive Purchase Orders. With one upload, you are communicating data across various modules within SmartTurn.

Download the purchase order items import template from Online Help at Resources and tips>Downloadable import templates.

What to expect:

Depending on the number of purchase order items and condition of your existing item data, SmartTurn expects this process to take anywhere from 10 minutes to an hour. The process involves extracting data from the system you are currently using to track purchase order item lists, re-arranging a copy of this data to conform to the SmartTurn upload system, and uploading.

Before you start, there are a few important things to know:

  • Warehouses, locations, and item masters must be set up in SmartTurn before you can import purchase order items. Since you must associate purchase order items with item masters, you won't be able to import purchase order items until your company has set these items up. See Adding a warehouse, Creating locations, or Creating item masters.
  • Spreadsheet reference data must exactly match data in SmartTurn. When you're importing data to SmartTurn, you'll need to type data to match exactly the Item #'s and Location names that already exist in SmartTurn. Additionally, the column labels in the spreadsheet are protected to prevent accidental renaming, because if you alter the column labels, add columns, or delete columns, the import will fail. Similarly, if you remove the three example rows at the top of the spreadsheet, the import will fail.
  • Upload from a single-warehouse view. If your company has a multi-warehouse operation, you must be in a single-warehouse view to initiate a purchase order. See Viewing the correct warehouse data.
  • Customize the file name, not the worksheet name. SmartTurn looks for a specific worksheet name during upload. In other words, the name of the worksheet within the file you upload is important; it must match the name of the worksheet SmartTurn is expecting to import. Note that while you shouldn't change the worksheet name within the SmartTurn upload template, you can name the .xls file whatever you want.
  • Turn off .xls filters.Spreadsheet filtering interferes with the SmartTurn upload process. Filtering may cause errors in the upload process, so filtering must be turned off prior to upload. SmartTurn can import only unfiltered worksheets.
  • A blank "Item #" cell is the cutoff point for the data records. "Item #" is the first column in the spreadsheet, and SmartTurn uses it to find out how to process the row. Once the processor sees a blank "Item #" cell, it stops looking for data records, and will complete the upload with the data it has already read.
  • Unprotect the worksheet to add custom fields. If you are importing custom field information, you may need to "unprotect" the Item Master Data tab in order to add the custom field columns (see detailed instructions in the import template, SmartTurn_Purchase_Order_Items_Template.xls). To "unprotect" the worksheet, select Tools>Protection>Unprotect Sheet (Excel 2003) or Review>Changes>Unprotect Sheet (Excel 2007).
  • Limit each import to 1,000 records. SmartTurn can import up to 1,000 items at a time for each purchase order.

To import your purchase order item data:

  1. To get a copy of the blank purchase order items import template, download it from online Help at Resources and tips>Downloadable import templates.

    The import template (SmartTurn_Purchase_Order_Items_Template.xls) contains detailed instructions on the Instructions tab.

  2. Open the import template. Look at the Purchase Order Items worksheet tab. (It might also be helpful for you to print this out so you can clearly see the names of the columns SmartTurn uses.)

    Tip: The column headers contain information. Click column header cells in the Purchase Order Items worksheet to see important information about values for the field, whether the field is required or optional, etc.

  3. Complete the Purchase Order Items tab in the SmartTurn_Purchase_Order_Items_Template.xls spreadsheet. Notice that the column headers are different colors. The fields that correspond to the column headers are either optional or required. Click into the cell to see more information in a pop-up.
    • Required fields are denoted by Red column headers. These fields must be completed for a successful import.
    • Optional fields are denoted by Black column headers. You can still have a successful import with these fields left blank.
    • If you have questions about what data you can put into a field, there are detailed descriptions in the Instructions tab of the template.
  4. Save the .xls file to your computer. Then close it, and open up SmartTurn.

    Tip: You can rename the entire .xls file as you like. For instance, you can add a date, and the name of the warehouse this file has purchase order items for: E.g. your file name could be "/help/Purchase_Order_Items_for_First_Street_Warehouse_2007_12_10.xls".

  5. Log in to SmartTurn.
  6. Go to My Account iconMy Account up above. In the Warehouse field at the top, select the warehouse for which you are importing purchase order items. (You can change this as needed for each purchase order.) Make sure you are not in the All warehouse context. If the Warehouse drop-down in the grey area at the top of the screen says, "All warehouses," select a single warehouse from the drop-down.
    • If it is not a complete list, add any warehouses that you need to add. See Adding a warehouse.
  7. Go to Ordering>Purchase Orders. In the toolbar for the PO list, selectAdd item button Add.
  8. Enter the Purchase Order header information.
    • The PO date defaults to today's date. You can change this by picking a date with the calendar tool to the right of the PO date field.
    • Enter a Due Date, Dept # and/or Group #, if your operation requires these identifiers on POs.
    • Check Partial Receipt Allowed if you do not need the order to be received in full.
    • As applicable, enter an active Owner, Broker, and/or Carrier from your SmartTurn business affiliates.

      Receipts you create from the Purchase Order inherit the Vendor, Owner, Broker, and Carrier you specify here. If, before the PO is received, your company SmartTurn administrator changes the status of one of the business affiliates you add to the PO to inactive, SmartTurn prevents the receipt from being saved until the business affiliate is re-activated, changed, or removed. See more information about how Business affiliate data follows inventory through transactions

    • Under the Vendor tab, enter or select the vendor. Enter other fields under the Vendor tab as needed.
    • Under the Ship To tab, enter the company/warehouse the order is going to (required). Optionally, you can enter contact information and an address.
    • Under the Comments tab, you can enter special instructions. The History tab shows any changes to the purchase order.
  9. At the bottom of the screen under PO Items, select Import iconImport. An Import screen appears, prompting you to locate the file on your computer.
  10. Follow the prompts, and identify the template you are importing.
  11. Click Upload. A message appears at the top of the Import screen. The message indicates whether the file data is formatted correctly, and whether SmartTurn has detected errors in the data.
    • If SmartTurn determines that the data in the file is formatted correctly, the Import screen displays a message: "The upload file contains all valid rows."

      If this is the case, continue with the import by clicking Import. When your import is complete, the Import screen closes and the PO items list refreshes. Continue to step 12.

    • If SmartTurn detects errors, the Import screen displays a warning: "The uploaded file contains some invalid rows. Click Import to import valid rows. Invalid rows will NOT be imported."

      If this is the case, look below the buttons in the Import screen. SmartTurn lists the specific errors by the spreadsheet row number.

      To correct errors:

      • Leave the Import screen open for reference, or copy the error statements and paste them into a text document for reference.
      • Locate your import file on your computer. Open it up, correct the errors, and repeat steps 6-11.
  12. Once you've imported the purchase order items, they appear in the PO Items table on the Add Purchase Order screen. From here you can modify the imported PO items as you would with any other items.

See Also

Purchase orders

Viewing purchase orders

Viewing a list of purchase order items across all POs

Creating a purchase order

Editing a purchase order

Copying a purchase order

Dispatching a purchase order

Undispatching a purchase order

Cancelling a purchase order

Receiving a purchase order

Exporting a purchase order to a spreadsheet

Closing a purchase order

Purchase order field descriptions

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