Purchase order import

ContentsPurpose.....................................................................................................................................................2

Setting up purchase pool........................................................................................................................2

Create the Excel file.................................................................................................................................3

Template file to use for import................................................................................................................5

Import purchase orders from file.........................................................................................................5

Run in batch.............................................................................................................................................7

Imported without error......................................................................................................................8

Imported with error............................................................................................................................9

Error handling........................................................................................................................................10

Setup of Parameters..............................................................................................................................12

Achieve folder....................................................................................................................................12

Purchase import number sequence...............................................................................................13

Created/revised by Description of change DateKim Nygaard Knudsen (EG NeoProcess)

Created 30-10-2012

Marianne W. Nielsen Review 12.11.2012

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PurposeHow to handle import of different purchase orders via an excel spreadsheet:

Creation of purchase orders from Logility Creation of purchase orders for own retail stores Creation of purchase orders for POS and Accessories.

Setting up purchase poolThe purchase pool is used to define settings in the purchase order import. During import a predefined purchase order pool is selected.

The purchase pool is found under: Accounts payable Setup Purchase order Purchase Pool

Pool Name of purchase pool Name Description of purchase pool Purchase line text Specify where the order line text should be inserted to Purchase header text Specify where the order header text should be inserted to Summarize Summarize the imported order lines. If several purchase order lines are identical,

the import should summarize the line into 1 when importing Field delimiter Field delimiter in the imported file Decimal delimiter Decimal delimiter in the imported file

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Setup purchase pool Create import file(s) Run import

If not created purchase orders during import -

create them from stagin table

Create the Excel file1. Create line with name “Order”

a. Insert vendor account in column B2. Create line with name “Orderline”

a. Insert Item number in column Db. Insert ordered numbers of item

3. Mark all lines and add all borders including column J

- The fields marked with an "M" below are mandatory fields and should be used in every importfile.

Header information

Column Data Comment1 Order (M) Fixed text. An order header should always start with Order. Several

headers can be within the same import file. This will create 1 purchase order per “Order” header in the file.

2 Account number The vendor account number. If left blank the vendor must be specified in the import dialog.

3 Warehouse Indicate for which warehouse the purchase order should be created. If left blank the default warehouse from the vendor will be used.The site on the purchase order will automatically be selected according to the site related to the warehouse.

4 Delivery name Specify the delivery name. If left blank, the delivery name will be found using the standard rules.

5 Street Delivery address street6 Blank Not used7 Blank Not used8 Blank Not used9 Currency The currency on the imported purchase order. If left blank, the currency

from the vendor is used.10 Delivery date ETA The requested delivery date on the order header. Should be inherited to

the order lines. Can be left blank.11 Order note Notes about the specific order.12 Order reference Unique order reference for the purchase order. Can be left blank.13 Invoice date Can be imported into the Invoice date field on the purchase order

header.14 Invoice number Can be imported into the Invoice number field on the purchase order

header.15 Invoice total16 Delivery zip code The zip code of the purchase order delivery address17 Delivery city The delivery city of the purchase order delivery address18 Delivery county The county of the purchase order delivery address

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19 Delivery state The state of the purchase order delivery address20 Delivery

country/regionThe country/region of the purchase order delivery address

Order line

Column Data Comment1 Orderline (M) Fixed text. An order line should always start with Orderline.2 Not used3 Line number Purchase order line number. Can be left blank.

4 Item number (M) The item number of the requested item.5 Quantity (M) The requested quantity of the item.6 Purchase price7 Requested

receipt date.The date the item on the order line should be delivered. The requested receipt date can be different per order line. Overrides the settings from the order header.Can be left blank.

8 Note Order line note9 Discount

percentageSpecify the line discount percentage for the line. If left blank, the standard trade agreement will be used to find the discount when the order is created.

10 Customer order number

Unique order reference for the released order line. Will be imported into: CustOrderNumCstm

12 Purchase price Specify the purchase price for the line. If left blank, the standard trade agreement will be used to find the purchase price, when the order is created

4. Save file as CSV (Comma Delimited) filea. File must to be saved with a name never used before for order import.

Use date and time in naming e.g. OrderUpload271020111238 b. File must be saved in a folder under drive W: Order Files, not on desktop, C: etc.

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Template file to use for import

The template is shown in this attachment

Import purchase orders from fileGo to Accounts payable Periodic import purchase orders:

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When selected the following dialog will appear:

1. Directory - Import folder Browse the folder where you want to import the purchase order files from. NB. AX will import files from subfolders as well.

2. Parameters a. Purchase pool: A purchase pool should be chosen (Se paragraph above "Setting up

purchase pool"). The purchase pool decides the settings for how to treat the file(s) imported.

b. Vendor account (optional): This option gives the opportunity to predefine a vendor, which should be used on the imported purchase order(s).

c. Create purchase after import (optional): This field allows the user to have the orders imported and created directly as purchase orders, and not only inserted into the staging table.

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Import Purchase Order - Run in batchIf you want the import to run in batch:

1. Go to the batch tab2. Mark checkbox ”Batch processing” to run the job in batch3. Add description to Caption, this makes it easier to find the job in the batch job list4. Chose batch group e.g. Client5. Optional – Make alert setting to let AX reminds you how the job behaves by pressing the button

“Alert” and fill in details6. Optional – Make the job reoccur by pressing the button “Recurrence” and fill in details7. Press OK to put into batch

NB. To check up on the job go to Basic Common forms Batch job list – User:

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Imported without error

6. Infolog if import succeeded

7. Purchase order when importedFound under Accounts payable Periodic

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Imported with error1. Error when AX for some reason can't access the file

2. Error when vendor account is wrong

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Error handling Go to Accounts Payable Periodic imported purchase orders

1. Select tab Infolog2. In this case error in vendor account number

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3. Correct error and press Run

4. Press run – and the purchase order is created

5. Infolog show purchase order is created

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6. New purchase order is created

Setup of ParametersAll parameters will be set up by HO IT.

Achieve folderGo to Accounts Payable/Setup/Parameters

Specify the folder the file must be achieve in after it has been imported.

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Purchase import number sequenceGo to the tap page Number sequences

Create the Purchase import order sequences

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