How To Import Purchase Orders

 

  • Import Template can be downloaded from Purchase Order screen with the button ‘Download Excel Pattern’.

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  • After filling the Excel file, ‘Import Purchase Order from Excel’ button is clicked and desired excel file is chosen.

 

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Then a message must be shown displaying Operation completed

RULES

 

  • Update or partial import is not possible for an order. All the information and lines of an order must be imported within 1 excel file.

 

  • Supplier and address data is defined with the information given; there is no need to define before.
  • Item and packing type must be defined before so that system does not create the item if the item code does not exist.
  • 3rd row must include only the field names given and the data must start from the 4th row. Otherwise the system will give an error.
  • If there is an error, any missing data, etc. All of the file will be roll-backed and the errors must be fixed and file must be imported again.
  • Enter Character is not allowed in the system. There must not be any Enter Character in the data.
  • If the supplier and supplier address (City, State, Country, Address Type and Address text) is not defined before, these records will be created during import.  
  • All of the file will be roll-backed and the errors must be fixed and file must be imported again if there is an error, any missing data, etc.
  • Every batch has a unique number; this number is created during import and shown in the dialog box at the end of the import operation. With this number the imported data can be checked.
  • For a purchase order code each row with the columns including the data related to order –not the order line- must have the same data.

 

 ERRORS AND EXPLANATIONS


Explanations

 

 

  • “Data should start at 4th row”

 

 

Start entering your order data at 4th row of excel import file and do not delete or change the place of any of the first three rows. Thought you can change the place of the columns as you like.

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  • “Purchase order is already created. Purchase Order Code: ” + dataValue_ + “. Row Number: ” + dataValue_ + “. “

 

 

Check the order codes as this means there is an order in system with the order code you are trying to import.

 

  • “Row count cannot be more than 1000 at once”   

 

 

An import file can only contain 1000 lines, please check your file and make a new file if you have more than 1000 rows to import. Also keep in mind that an order code cannot be imported more than once so do not divide your order lines into two import files, always have all the lines for an order in one file.

  • “There is a discrepancy between data of this order. Please check order rows. Purchase Order code: ” + dataValue_ + “. “  

This error is only valid for multi-line orders. When you want to import an order with multi detail lines, you need to mention header data (receipt order code, warehouse, client, supplier etc.) on every row. And on every row this data must be the same or else it creates a conflict, for example on every row of the order customer code has to be same because an order can only have one customer.  

  • “There is no data to import”

 

This usually happens when you forget to save your data before closing the excel file. This is a very self-explanatory message which means your excel is empty basically.

  • “Purchase Order Import Completed. Import Key Number : PurchaseOrderImport-” + time Stamp_”

 

This is the only message we want to see as this means everything went well and import was successful also integration key generated for this import batch is displayed for you to use if you want to process or check orders specifically belong to this batch.

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Cannot be Null Errors

 

Some fields are mandatory for an order record to be created in the system. These fields are identified and can be distinguished by red field names on import template.

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  • “Order code cannot be null : PUOR_CODE”
  • “Order type cannot be null : PUOR_PURCHASEORDERTYPEID”
  • “Order status cannot be null : PUOR_PURCHASEORDERSTATUSID”
  • “Inventory Site cannot be null: PUOR_INVENTORYSITEID”
  • “Depositor cannot be null : PUOR_DEPOSITORID”
  • “Supplier code cannot be null : PUOR_SUPPLIERID”
  • “Address code cannot be null : PUOR_SUPPLIERADDRESSID or PAAD_CODE”
  • “Item code cannot be null: PUOI_PURCHASEITEMID”
  • “Item Pack type cannot be null : PUOI_INVENTORYITEMPACKTYPEID”
  • ” Pack Quantity cannot be less than zero : PUOI_QUANTITY”

 

Field Mandatory
Order Code Yes
Order Type Yes
Order Status Yes
Inventory Site Yes
Client Yes
Supplier Code Yes
Address Code Yes
Address Type (Only when the address is new)
Address Text (Only when the address is new)
City (Only when the address is new)
State (Only when the address is new)
Country (Only when the address is new)
Item Code Yes
Item Pack Type Yes
Pack Quantity Yes

 

Cannot be Found Errors

 

Some fields reference the master data which needs to be created prior to import order like warehouse, inventory site, inventory item etc. When the data entered in these fields does not match any of the master records in the system, import operation cannot be completed and an error is being displayed indicating the data does not exist in the system.

 

  • Purchase order type cannot be found: ” + dataValue_ + “. Column : PUOR_PURCHASEORDERTYPEID
  • Purchase order status cannot be found: ” + dataValue_ + “. Column : PUOR_PURCHASEORDERSTATUSID
  • Inventory site cannot be found: ” + dataValue_ + “. Column : PUOR_INVENTORYSITEID
  • Depositor cannot be found: ” + dataValue_ + “. Column : PUOR_DEPOSITORID
  • Inventory cannot be found: ” + dataValue_ + “. Column : PUOI_PURCHASEITEMID
  • Item pack type cannot be found: ” + dataValue_ + “. Column : PUOI_INVENTORYITEMPACKTYPEID

 

 

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Can I Upload Documents to my Purchase Order?

Screen Path: WMS>Receipt Management>Purchase Order

In Logiwa, to upload documents to your purchase order, you need to go into the purchase order that you want to upload documents to, then you need to press the upload documents button at the top.

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You can upload documents in these formats : .jpg,.jpeg,.png,.pdf,.doc,.docx,.xls,.xlsx,.csv,.txt

You can upload multiple documents.

 

Then you need to browse your computer for the file that you want to upload. Then press Open button. Your document will be uploaded.

 

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To download a document you need to press the download button at the top.

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Then a screen will pop up displaying the documents uploaded for this purchase order.

 

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Press the blue download button, your document will be downloaded automatically.

You can download documents in these formats : .jpg,.jpeg,.png,.pdf,.doc,.docx,.xls,.xlsx,.csv,.txt

 

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How Do I Create My Purchase Orders Manually?

Screen Path: WMS > Receipt Management > Purchase Order

There are 2 ways to create the Purchase Order;

  1. Manual entry through User Interface
  2. Import Purchase Order from Excel

Manual entry through User Interface

On the purchase order screen click the new button at the top and fill in the mandatory fields to create a purchase order.

 

Create Purchase Orders Manually - Logiwa WMS

 

You can review and enter the Purchase order Item Detail from the Purchase order detail tab.

 

Create Purchase Order Lines Manually - Logiwa WMS

 

Import Purchase Order from Excel

To create a purchase order by Excel import go to the purchase order screen, download the excel template by pressing the button at the bottom of the screen

 

Import Purchase Orders Manually - Logiwa WMS

 

After downloading the template, fill in the form and import the file by import purchase order from Excel button.

 

Import Purchase Orders Manually Excel - Logiwa WMS

 

Import Purchase Orders Manually Button- Logiwa WMS

 

Create Purchase Orders Manually Confirmation - Logiwa WMS

 

 

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Kit Items

Screen Path: WMS> Receipt Operations> Purchase Order

Kit Items

A kit is a set of items that make up a single product. Example: Bedroom set.

Creating a Purchase Order’s Kit Item Record

To assign a kit item to a Purchase Order, the desired purchase order is selected, Kit Items tab is opened and New button is clicked.

Purchase Item, Item, and CU Quantity fields must be filled in.

 

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Then the Save button is clicked and the transaction is completed.

 

Changing a Purchase Order’s Kit Item Record

To change a Purchase Order’s Kit Item’s record information, the desired Purchase Order record is selected and the Kit Items tab is opened and the desired record is selected.

 

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Then the Edit button is clicked.

The desired information is changed and Save button is clicked.

 

Deleting a Purchase Order’s Kit Item Record

To delete a Purchase Order’s Kit Item record, the desired Purchase Order record is selected and the Kit Items tab is opened and the desired record is selected.

 

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After the purchase order item is selected, Delete button is clicked.

After Delete button is clicked, this warning message is displayed:

 

Delete Message

 

If OK button is clicked, the Purchase Order’s Kit Item record is deleted.

 

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How to Import Purchase Order?

Screen Path: WMS> Receipt Operations> Purchase Order

To import a Purchase Order using an excel file, first, the Excel pattern must be downloaded.

 

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In the following file, the field name is typed above its database ID, and under them both the data entered by the user. The red fields are mandatory for the Purchase Order record to be created through importing.

The Pattern is filled in and saved.

 

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Afterwards, the Import Locations from Excel tab is clicked.

 

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The desired file is selected.

 

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Then a message must be shown displaying Operation completed.

 

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Purchase Order Operations

Create Receipt Order by Purchase Order

Screen Path: WMS> Receipt Operations> Purchase Order

To create a warehouse receipt according to Purchase Order, the desired Purchase Order is selected.

 

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After the record is selected, Create Receipt Order by Purchase Order tab is clicked and the transaction is completed.

 

Create Excel From Detailed Purchase Order

Screen Path: WMS> Receipt Operations> Purchase Order

To export Purchase Order with details, the desired Purchase Order is selected.

After the record is selected, Create Excel Form Detailed Purchase Order tab is clicked.

 

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An Excel file, like the one below, will be downloaded and the transaction will be completed

 

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Purchase Order Item Record

Screen Path: WMS> Receipt Operations> Purchase Order

Purchase Order’s Item Record

Purchase Order’s Item is a record that stores the inventory item included in the order and its details. A Purchase Order can contain more than one item.

 

Creating a Purchase Order’s Item Record

To assign an item to a Purchase Order, the desired purchase order is selected, Purchase Order Item tab is opened and New button is clicked.

Purchase Item, Item Pack Type, and CU Quantity fields must be filled in.

 

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Then the Save button is clicked and the transaction is completed.

 

Changing a Purchase Order’s Item Record

To change a Purchase Order’s Item’s record information, the desired Purchase Order record is selected and the Purchase Order Item tab is opened and the desired record is selected.

 

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Then the Edit button is clicked.

The desired information is changed and Save button is clicked.

 

Deleting a Purchase Order’s Item Record

To delete a Purchase Order’s Item record, the desired Purchase Order record is selected and the Purchase Order Item tab is opened and the desired record is selected.

 

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After the purchase order item is selected, Delete button is clicked.

After Delete button is clicked, this warning message is displayed:

 

Delete Message

 

If OK button is clicked, the Purchase Order’s Item record is deleted.

 

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How Do I Print Purchase Order Document?

Screen Path: WMS>Receipt Management>Purchase Order

 

To print a purchase order document, go to Purchase Order screen.

In this screen, select the purchase order which you want to print then click the ‘PO Report’ function button at the bottom left of the screen.

 

Print PO Doc

 

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