iDocuments Importing Purchase Orders

First published on: 11/09/2023/4:41 pm

User Guide

Overview

Introduction

iDocuments has various import options and this guide will show the functionality of importing Purchase Orders.

Page rights can be enabled for a role to see the options for set-up (admin menu) and/or the import itself (purchasing menu). 

Overview

Company Settings

The options are:

• Can Import PO – to enable the functionality.
• Import Order As Approved – the default is for new PO’s to be imported as Draft orders, but this setting allows them to be already approved instead.

Excel Template

A template in .xlsx format needs to be created with mandatory fields included for the PO.  Each line of the spreadsheet should relate to a line on the PO.  Multiple PO’s can be added into a single sheet and the PO should be unique to differentiate where a new PO is required.

Note: uploading a test file allows you to see the fields in the file set-up screen that are currently required in iDocuments.

PO Import File Setup

Admin > PO Import File Setup

The PO Import set-up screen allows the user to match the columns in the Excel template with the iDocuments fields – use the import option and then Upload button to copy the excel file to the server.

Use the upload option to upload the template file.

Select the relevant column from the Excel template to match the iDocuments field.

If a mandatory column cannot be found or is not mapped, then an error message will be shown.  Please open the Excel template and add or correct the relevant header, and re-import.

Once all the mappings are completed, then the PO files are ready for upload.

Note: if both Item and Service POs are to be uploaded, then this process should be repeated for both file formats.

Processing

PO Imports

Purchasing > Upload Purchase Order

Select the file format required from the dropdown and then import the file to use.

Press Upload and the system will import and validate the file.

If there are any issues with the file, versus the template, then errors will be reported.

Some examples of this are blank columns or lines that are seen as data because a cell has some data further down the page (you can use Ctrl-End to go to the end of the selection area).

If there any problems with data in the file, then the failed lines will be shown with an error message per line.

If it’s successful, then the POs will be created, and a message will show the success.

Purchase Orders will then be created and can be processed as normal from that point.

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