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Since CSV files use the comma character to separate columns, data fields that contain commas will be wrapped with double quotation marks when imported into the Redesign. For example, if Athletic helmets, pads, and protective gear was entered on the CSV file for the PO Item Description, it will import as “Athletic helmets, pads, and protective gear" |
Please click hereto view a short video on how to create a purchase order.
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Purchase Orders
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Please click hereto view a short video on how to create a purchase order.
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Purchase Orders
A purchase order is a document authorizing a seller to deliver goods, with payment to be made at a later date. Monies are encumbered when a purchase order is created.
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Please use the template spreadsheet containing the fields in the proper format (listed in the table below). If you are not using the template spreadsheet and instead you are creating a spreadsheet of your own, the field names on the spreadsheet must exactly match the Field names listed below. The field names are not case sensitive, but must be entered exactly as shown below making sure to include the spaces between words. (i.e PO NUMBER and po number are both acceptable, but POnumber causes an error.) PO # and Vendor # also can be PO Number or Vendor Number. Please note, the fields specified below as "Required field" are the only fields that must appear in the spreadsheet. All other fields are optional.Number or Vendor Number. Please note, the fields specified below as "Required field" are the only fields that must appear in the spreadsheet. All other fields are optional.
| Note |
|---|
Since CSV files use the comma character to separate columns, data fields that contain commas will be wrapped with double quotation marks when imported into the Redesign. For example, if Athletic helmets, pads, and protective gear was entered on the CSV file for the PO Item Description, it will import as “Athletic helmets, pads, and protective gear" |
Field | Format | Definition |
PO Number PO # | Maximum of 8 digits. | If left blank, the PO number will be automatically assigned. |
Date | Acceptable formats as used in UI can utilize '/' slashes or '-' hyphens or numbers only (no delimiter).
| Enter purchase order date or if left blank, the system will default to current date. |
Vendor Number or Vendor # | Valid vendor number. | Vendor must be active. Will be Multi-Vendor Purchase Order if left blank. Specifies the vendor the goods/services are being ordered from. |
Description | Maximum length is 3000 characters. | Description in PO Header that may be used for any special instructions, detail or description associated with the purchase order as a whole. |
Deliver By Date | Acceptable formats as used in UI can utilize '/' slashes or '-' hyphens or numbers only (no delimiter).
| Optional field for the Date the Purchase Order items are being requested to be delivered. |
Terms | Maximum length is 3000 characters. | Optional field for any special terms for the purchase order. |
Attention | Maximum length is 3000 characters. | Optional field for individual's name the goods/services are being ordered from. |
Source | Maximum length is 3000 characters. | Optional field for requisition number. |
Summary | Maximum length is 3000 characters. | Optional field for description of the entire purchase order as a whole. |
Item Number | Number. | Required field. This is the item number or line number for PO item with first item starting with 1. |
Item Description | Maximum length is 3000 characters. | Description of the PO item being ordered. |
| Units | Number. | Type of unit being ordered. (i.e. box, carton) |
| Quantity | Number up to Max = 99999.999 | Required field. Number of items to be ordered. |
| Unit Price | Must be a number. Cannot use $. | Required field. Dollar amount per unit for the items being ordered. Enter dollars, decimal point and cents only. |
| Reference Number | Must be a number. | Required field. Detailed number for each item being charged an account number. This will always match the Item Number unless it is a split item. |
| Charge Quantity | Number up to Max = 99999.999 | Only required when splitting items. Quantity for item being charged. |
| Charge Unit Price | Number up to Max = 999999999999999.9999 | Only required when splitting items. Unit Price of item being charged. |
| Full Account Code | Must be formatted with the hyphen as the delimiter as in the UI. (i.e. 001-2421-512-0000-000000-000-00-000) | Required field. The Account used must be an expenditure account. |
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