Lumiya Importing Purchase Orders — User Guide

First published on: 09/12/2025/3:31 pm

Overview

Introduction

Lumiya 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 setup (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 POs 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, including the mandatory PO fields. 

Each line of the spreadsheet should relate to a line on the PO.

Multiple POs can be added to a single sheet, and each PO should be unique to indicate when a new PO is required.

Note: Uploading a test file lets you see the fields on the file setup screen that are currently required in Lumiya.

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 Lumiya fields. 

Select the type of item or service-based POs, and then use the import option to drop an example file. 

The upload will import automatically – if it needs to be reuploaded, the save option will be available.

Anywhere a name matches will be shown.

For others, select the relevant column from the Excel document to match the Lumiya template field.

If a mandatory column cannot be found or is not mapped, an error message will be shown.  

Please open the Excel template, add or correct the relevant header, and re-import.

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

Note: If both item and service POs are to be uploaded, this process should be repeated for both file formats.

Processing

PO Imports

Purchasing > Purchase Order Upload

After the setup is complete, the template is available on the upload screen, so an example can be downloaded.

Once a matching file layout is available for upload, select the required file format from the dropdown, then add the import file.

After selecting the file for upload, the system will import and validate the file and display any issues with the file, versus the template.

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 are problems with data in the file, the failed lines will be shown with an error message per line.  

If there are no values, check the spreadsheet format (e.g., the QTY column needs to be set to a number).

If it’s successful, the POs to be created will be shown for review. 

At this point, any PO line or the whole PO can be deleted.

On save, they will be added to Lumiya.

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

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