We can import purchase orders into Ascora and this is helpful in scenarios such as creating purchase orders in bulk or creating purchase orders at a later time. The import process allows us to enter PO numbers as opposed to automatically generating the PO number (based on number series in Administration → System Settings) when creating a PO manually.
1. Go to Inventory → Purchase Orders, click on Import/Export, and select Download Import Template.
2. Depending on your computer settings, the PO import template will open automatically otherwise, you can manually open it from your Downloads folder.
3. In the import template, access the Purchase Order tab and enter the main PO details such as PO Number, supplier name, etc.
Note: You can enter your preferred PO number in any format which means you can override your PO number series. The basic information that you must enter is the PO Number and Supplier Name while the rest are optional such as Job Number, Ordered By, Date Sent, etc.
4. Access the Purchase Order Lines tab to add the supply details.
Note: If you have multiple supply items to add to the PO, just add the details in columns A to I but repeat the same PO number in column A.
5. Save the import file on your computer as we'll need it in step 6.
6. Access your Ascora account and go to Inventory → Purchase Orders and click on Import/Export but this time select Import. Select the import file that you saved on your computer and it will import the details into Ascora.
7. You'll get a notification showing a preview of what's imported and in cases when an error was encountered, it will be indicated in the same pop-up notification as well.
8. To access the newly imported Purchase Orders, go to Inventory → Purchase Orders and you'll see them in the list which you can access and adjust the details if required.
If you have a job number indicated in your import file, it will be automatically linked to the PO as well.
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