Logging a Purchase Order establishes the foundational agreement for your supply chain transactions. By creating this record, you define who is buying, who is selling, and where the goods need to go, making it easy to attach subsequent deliveries and invoices.
Manually Add Purchase Orders
Initiate New Entry: From your main Purchase orders list, click the black + Add new button located in the top right corner of the screen. An Add purchase order side panel will slide out.
Enter Basic Details: Fill out the core identifiers and timelines for the agreement:
Number / ID: Type the official reference number for this order.
Order date & Delivery date: Click the calendar icons to log when the order was placed and when it is expected to be fulfilled. (These are optional but recommended).
Define Trading Partners: Next, link the commercial entities involved in the transaction:
Supplier organisation: Click the dropdown to select the vendor providing the goods .
Buyer organisation: Click the dropdown to select the purchasing entity.
Pro-Tip: If the supplier/buyer isn't in your system yet, you can click the small + (plus) icon above the dropdown to open the Add organisation wizard and create their profile without losing your place!.
Set the Delivery Location:
Deliver to location: Click the dropdown to select the specific physical facility where the purchased items will be shipped.
Save the Record: Add any internal Note at the bottom if needed, then click the black Save button in the top right corner. A green Purchase order created confirmation message will appear in the bottom left, and the newly minted details panel will load for your review.
Import Purchase Orders via CSV
If you need to upload a large list of Purchase Orders, you can use the CSV import tool to save time.
Access the Import Tool: On the main Purchase Orders page, hover over the downward-pointing arrow immediately to the right of the + Add new button. Select Import via CSV from the dropdown menu.
Download the Sample Template: An Import Purchase Orders window will pop up. Before uploading, it is highly recommended to click the blue Download sample CSV link. This provides you with a pre-formatted spreadsheet ensuring your data is structured exactly how the system requires.
Upload Your Data: Once your CSV file is filled out and ready:
Click the green Choose file button to browse your computer and select the file.
Alternatively, you can drag and drop your completed CSV file directly into the designated area in the window.
The system will automatically proceed to the Map tab. Review the mapping to ensure your spreadsheet columns align correctly with the designated system fields (for example, mapping your "Country Code" column to the "Country Code" system field). Click Next when you are ready.
In the Validate tab, review your rows to ensure the data is ready to import and check if there are any errors or skipped rows. Click the Validate button at the bottom of the screen, followed by Import records.
The system will process the data in the Import tab. Once finished, a summary will display the number of successfully imported records and any failures.
You can view the status and details of your import in the Admin area: Imported information. If the upload is successful, the data will be automatically populated in your main Purchase Orders page.
