Capability
The Purchase Order import can create new Purchase Orders, and update existing Purchase Orders. It can Add, Delete, Cancel, Edit, and Receive Equipment items on a Purchase Order.
Matches On
To Update an existing Purchase Order, you need to provide the existing PO Number.
To do operations on existing Equipment lines, you need to provide the Equipment Catalog path. If there are multiple items that have the same Equipment Catalog path, then you will also need to provide the Price or Units.
Fields
This first set of fields related to the Purchase Order
PO Number
Required
Datatype is String
There are some keywords for this field that will produce specific behavior.
AUTO - This will create a new PO using the automatic next PO Number.
PREVIOUS - This will update the PO that was last successfully added or updated by the same import file.
Any other value will be treated as an actual PO Number. If the PO Number already exists, then the import will do an update. If the PO Number does not exist, then either you will get an error, or the value will be used to create a new PO. The behavior will depend on how the ALLOW_CUSTOM_PO_NUMBER configuration setting is set.
A blank value will act as if you had provided the "PREVIOUS" keyword.
PO Status
Datatype is String
Values can be "Pending", "Open", or "Closed".
Defaults to Pending for new records. New records must be Pending. Pending an update to Open, and Open can update to Closed.
A PO can not update to Open if it has no Equipment items.
A PO can not update to Closed if it has any Pending Equipment items.
Warehouse
Datatype is String
Required for new Purchase Orders.
This value must be an existing Location that has the Warehouse flag set.
If a blank value is provided for a new PO, then the Master Default Warehouse is used.
Warehouse Type
Datatype is String
This optional field can be used to specify the right Warehouse Location if you have multiple Locations with the same name and different Location Types.
Vendor
Datatype is String
Required for new Purchase Orders.
This value must be an existing Vendor.
Attn First Name
Datatype is String
Attn Last Name
Datatype is String
Attn Email
Datatype is String
The Attn fields let you specify a Vendor Contact. The value must be an existing Contact that has the Vendor flag and is listed as a Contact on the Vendor record.
Vendor Order Number
Datatype is String
The following fields relate to the Purchase Order Equipment grid content
Action
Datatype is String
Required for any operations on the PO Equipment
The value must be one of these options: Add, Edit, Cancel, Delete, Receive.
Equipment Catalog
Datatype is Hierarchical Path
Required for any operations on the PO Equipment
Ordered Date
Datatype is Date
Default value: Today
Quantity
Datatype is Number
Required for any operations on the PO Equipment
Default value: 1 for Adds. For other Actions, you must provide a value.
The number of Equipment items for this Action. In general, you cannot specify the number of items larger than the number of items that are pending.
If you had previously Received items on a PO, you can undo the Receive by doing another Receive action, and specifying a negative Quantity value.
Price per Quantity
Datatype is Number
Price per Units
Datatype is Number
This is an alternate way to specify Price. This field can only be used if the Equipment Catalog specifies a "Units" type of Equipment.
If you provide both a Price per Quantity and a Price per Unit, if they disagree on the total price it will cause an error.
Units
Datatype is Number
The number of Units in each Quantity.
<maybe have a link here to the very helpful wiki page about "quantity vs units".>
Lookup Price
Datatype is Number
Lookup Units
Datatype is Number
The two Lookup values are optional values used to specify which Equipment item you are referring to when you are trying to do some kind of update Action on an Equipment item when there are multiple items that have the same Equipment Catalog.
Canceled Date
Datatype is Date
Default value: Today
Only used for the Cancel Action.
Received Date
Datatype is Date
Default value: Today
Only used for the Receive Action.
Received Warehouse
Datatype is String
Only used for the Receive Action.
This can be used to override the Purchase Order Warehouse during a Receive Action.
Received Warehouse Type
Datatype is String
This optional field can be used to specify the right Warehouse Location if you have multiple Locations with the same name and different Location Types.
Received Equipment ID
Datatype is String
Only used for the Receive Action.
Let's you set the Equipment ID during a Receive. Will cause an error if a duplicate value is being created.
Received Asset Tag
Datatype is String
Only used for the Receive Action.
Let's you set the Asset Tag during a Receive. Will cause an error if a duplicate value is being created.
Received MAC Address
Datatype is String
Only used for the Receive Action.
Let's you set the MAC Address during a Receive. Will cause an error if a duplicate value is being created.
Received Serial Number
Datatype is String
Only used for the Receive Action.
Let's you set the Serial Number during a Receive.