Importing Purchase Orders

Purchase Order Header

The following table defines the field Reference Number to be used in the Ready to Print or In Process status only content section of the MasterPO.DEF file: Does not support UPDATEITEM.

Table: tblPODocument
Context Section: CONTEXT,PURCHASEORDER,HEADER,HPO
Field ID	Req'd	Field Length	Default Value	Notes
PO_NUMBER_TYPE	Y	15	Reference	Number Type is always Reference. This will create a new purchase order. Existing Purchase Orders cannot be imported.
PO_NUMBER	Y	15		Reference Number
PO_DATE	Y	Date		Date is required. If no date is provided, the system uses the current system date. Can be 6, 8, or 10 digit.
PO_STATUS	Y	2		Status. Can be In Process or Ready to Print.
PO_DESCRIPTION	Y	60		Description
PO_PLAYER_ID	Y	User Defined		Vendor ID
PO_CURRENCY	N	3		Active or inactive Currency code.
PO_CREATE_ENC	N	1		Create Encumbrance? 0 = No; 1 = Yes
PO_CREATE_RECEIVE	N	1		Skip Receiving? 0 = No; 1 = Yes
PO_SHIP_ADDR_CODE	Y	User Defined		Shipping Address Code
PO_BILL_ADDR_CODE	N	15		Billing Address Code
PO_ATTENTION	N	50		Attention
PO_BUYER	N	50		Buyer name
PO_FOB	N	50		FOB, etc
PO_SHIPMETHOD	N	50		Shipping Method
PO_COMMENT	N	255		Comments

Purchase Order Item Detail

The following table defines the field references to be used for the Item Detail section of the MasterPO.DEF file:

Table: tblPOTrans
Context Section: CONTEXT,PURCHASEORDER,DETAIL,DDETAIL
Field ID	Req'd	Field Length	Default Value	Notes
PO_LINE_ID	Y			Line ID, begin with Number 1. The order of the line items.
PO_ITEM_CATEGORY	N	User Defined		Category Code
PO_ITEMID	Y	User Defined		Item Code
PO_ITEMDESC	Y	User Defined		Item Code Description
PO_SPECIALNOTES	N	255		Special Instructions
PO_GLCODE	Y	User Defined		GL Code
PO_DISTCODE	Y	User Defined		Distribution Code
PO_UNITTYPE	Y	25		Purchase Unit
PO_QTY	Y	Single	0.00	Quantity
PO_UNITCOST	Y	Currency	0.00	Unit Price
PO_ DATEREQUIREDBY	N	Date		Date Required By. Can be 6, 8, or 10 digit.
PO_DATEPROMISED	N	Date		Date Promised. Can be 6, 8, or 10 digit.
PO_REQUESTEDFOR	N	70		Requested For
PO_REQ_NUMBER	N	User Defined		Requisition Number

Note: GEN_CODING uses PO_GLCODE and PO_DISTCODE to create coding.

PO Coding Line Detail

The following table defines the field references to be used in the PO Coding Line Content section of the MasterPO.DEF file: (Do not use GEN_CODING if importing Coding Lines)

Table: tblPOTETrans
Context Section: CONTEXT,PURCHASEORDER,DETAIL,DCODING
Field ID	Req'd	Field Length	Default Value	Notes
POENC_LINE_ID	Y			Line Number. The line item must correlate with a Purchase Order Item Detail PO_LINE_ID.
POENC_EFFDATE	N*	Date		Effective Date. Can be 6, 8, or 10 digit. Required if PO_CREATE_ENC is 1 (Yes).
POENC_SEGMENT_ {SEGMENT NAME}	Y	User Defined		Replace {segment name} with the actual segment name (one line in *.DEF file for each).
POENC_AMOUNT	Y	Currency	0.00	Amount
POENC_EXCHRATE	N*	8	0.0000000	Currency Exchange Rate. Required if PO_CREATE_ENC is 1 (Yes) and PO_CURRENCY is not the organization's functional currency.

Context ID Section Example

CONTEXTIDPOSITION - Location of context ID

FILETYPE - File type of import file, for example, CSV

DISCARDFIRSTNRECORDS - Disregard N handles records in import file.

UPDATEIGNOREBLANK - Allows to import Purchase Order Item Detail for rows that miss data elements when other rows include all data elements.

GEN_CODING - Create Coding Line Detail based on PO_GLCODE and PO_DISTCODE. Do not use GEN_CODING if importing PO Coding Lines.