Please click here to view a short video on how to create a purchase order.
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The Import Purchase Orders option may be used to import Purchase Orders from a spreadsheet (CSV format). Please refer to the Purchase Order Import Criteria for further details on the CSV file format. We've also provided a template spreadsheet for districts to use. Any rules pertaining to Purchase Orders will also be applied when importing purchase orders.
- From the Transaction menu select "Purchase Orders"
- To import a CSV file, click on
. - Click on "Choose File", browse for the file (.CSV) and click "Open" or select the file by double-clicking on the file name.
- The selected filename will be visible to verify the system is ready to Load the proper file.
- Click on "Load" to process the chosen file and post the transactions.
6. A message box will appear showing the number of Records Loaded and the Number of Errors.
7. An output file named “USASLOADERR.CSV” will be created containing the number of records loaded or records with errors.
a. If there are records that did not load, the file will contain only those records that did not load successfully and will provide error messages explaining why.
b. If there were no errors, the file will say "No errors. Records loaded: #" where # is the number of records successfully loaded
8.
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If an error occurs, open the output CSV file, make the necessary corrections, and re-import the corrected output file.
Purchase Order Import Criteria
Field | Format | Definition |
PO Number PO # | Maximum of 8 digits. | If left blank, the system will auto assign. |
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. |
Description | String with maximum of 3000. | Description in Header. |
Deliver By Date | Acceptable formats as used in UI can utilize '/' slashes or '-' hyphens or numbers only (no delimiter).
| Date the Purchase Order items are being requested to be delivered. If left blank, the Deliver By Date will import blank. |
Terms | String with maximum of 3000. |
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Attention |
| |
Source |
| |
Summary | ||
Item Number | ||
Item Description | ||
| Units | ||
| Quantity | ||
| Unit Price | ||
| Reference Number | ||
| Charge Quantity | ||
| Charge Unit Price | ||
| Full Account Code |
Repair Purchase Order
The Repair option allows you to change the purchase order date, vendor and/or item account code as long as the PO and/or PO charge does not have any payments (disbursements) posted against it. Repair can be used prior to any payables being posted to disbursements ('Post selected' option on Payables grid). Once disbursements have been posted and appear on the disbursements grid, the Repair option will no longer be available. The intention of the repair option (versus editing a PO) is that it will also update any associated invoices and payables. Changes for each tab/option are processed separately so the current tab you are working with, when you click 'Update', is the change that will be made. A downloadable summary of the results will be provided when processing is complete.
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