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#421 PO Import
Function
The Purchase Order Import supplement allows you to create POs in the GMS software by importing the data from an Excel or comma separated value (CSV) format.
Excel template
CSV template
Things You Should Know
The Purchase Order Import supplement allows you to create POs in the GMS software by importing the data from an Excel or comma separated value (CSV) format.
Excel template
CSV template
Things You Should Know
- Should you import a file with inactive or non-existent Vendor, GL or Element codes the process will be stopped and you will be provided a list of the inactive codes.
- If there is a default GL code in a Vendor file, that code will be used on the PO for that vendor.
- Should you try to import a PO using a terminated element, you will be notified and asked if you wish to override.
- Each Purchase Order must be saved as a separate file with only one sheet.
- The file format to be imported is as follows:
|
Column A
Column B Column C Column D Column E Column F Column G Column H Column I Column J Column K Column L Column M Column N Column O Column P Column Q Column R Column S Column T Column U Column V Column W Column X Column Y Column Z Column AA Column AB |
Unique # - this can be any number that is unique to that PO. If you check the box on the PO Import tab that says “Use the PO# from the file” this unique number will become the PO number in GMS. If that box is not checked the system will assign the next available number to the PO. Note: even if you wish to have GMS assign the next available number, this field needs to have a number in it. It cannot be left blank nor can it contain a zero.
PO Date Status Vendor # Employee # Remarks - Note: The software will import up to 50 characters in the Remarks field. Ship to name Ship to address1 Ship to address2 Ship to city, state, zip Ship via Date required Quantity Description Note: The software will import up to 255 characters in the Description field. Unit Price Taxes Shipping Requisition1 Requisition2 Requisition3 Requisition4 GL Code Element Code Amount Signature Line 1 Note: This cell needs to contain the path and file name of the signature and the file name identified must have the ".jpg" extension. Example - G:\Signatures\JohnDoe.jpg Date Approved l Note: This cell needs to contain an entry in the proper date format. Signature Line 2 Note: This cell needs to contain the path and file name of the signature and the file name identified must have the ".jpg" extension. Example - G:\Signatures\MaryDoe.jpg Date Approved 2 Note: This cell needs to contain an entry in the proper date format. |
Operating Instructions
File Formats: Select either Excel or CSV (comma separated value).
Import From: Select the drive and path where the file(s) you wish to import are located. You may select multiple files.
Attach Documents: Click this box if you wish to have documents auto-attached.
Use the PO# from the file: Normally you would allow the system to automatically assign the next available number. However, should you wish to use the number you have entered in field 1, check this box. The system will check to make sure the number doesn’t already exist and if it doesn’t that number will be assigned to the PO you are importing.
Import: Click on the Import button to start the process.
- Should you desire, one or two signatures and approval dates may be imported during this procedure. Note: The signature images must be a jpeg format.
Operating Instructions
File Formats: Select either Excel or CSV (comma separated value).
Import From: Select the drive and path where the file(s) you wish to import are located. You may select multiple files.
Attach Documents: Click this box if you wish to have documents auto-attached.
Use the PO# from the file: Normally you would allow the system to automatically assign the next available number. However, should you wish to use the number you have entered in field 1, check this box. The system will check to make sure the number doesn’t already exist and if it doesn’t that number will be assigned to the PO you are importing.
Import: Click on the Import button to start the process.
