Purchase Order Import Format

NOTE For general information on using imports, see Imports FAQ.

The following tables list the format for importing a header, line item, additional charge, or users to notify record in Purchase Order Import.

Header Record

Column	Position	Field	Maximum Length	Format	Required	Description
A	1	Record Type	3	Character	Yes	Enter HDR to specify the record is a header record.
B	2	Supplier Code	15	Character	Yes, only if the Supplier Name field is blank	Enter a valid, active supplier code for the purchase order. For information on setting up suppliers, see Supplier Maintenance.
C	3	Supplier Name	40	Character	Yes, only if the Supplier Code field is blank	Enter a valid, active supplier name for the purchase order. For information on setting up suppliers, see Supplier Maintenance.
D	4	Purchase Class	10	Character	No	Enter a valid purchase class that defines the type of purchase order. If this field is blank, the default purchase class is used. For information on setting up purchase classes, see Purchase Class Maintenance.
E	5	Purchase Date	10	99/99/9999	No	Enter the date the purchase order is created. If this field is blank, it defaults to the current date.
F	6	Final Change Date	10	99/99/9999	No	Enter the date of the last change that can be made to the purchase order.
G	7	Ship Date	10	99/99/9999	No	Enter the date products will ship from the supplier for the purchase order.
H	8	Delivery Date	10	99/99/9999	No	Enter the date products will be delivered to the ship-to location for the purchase order. This date is used to calculate a promise date during order entry, and to determine the delivery date for DRP. If this field is blank, it defaults to today's date.
I	9	Delivery Time	7	00:00(AM/PM)	No	Enter the time of day that products will be delivered to the ship-to location for the purchase order. If this field is blank, the delivery time defaults to 12:00 AM. Example 11:00PM
J	10	Required Date	10	99/99/9999	No	Enter the date by which you want to receive products at the ship-to location for the purchase order. If this field is blank, it defaults to today's date.
K	11	Originator	60	Character	No	Enter a valid user ID of the person from which the purchase order originated. For information on setting up users, see User Profile Maintenance.
L	12	Buyer	60	Character	No	Enter a valid user ID of the buyer for the purchase order. For information on setting up users, see User Profile Maintenance.
M	13	Originating Country	10	Character	No	Enter a valid country from which products for the purchase order are shipped. For information on setting up countries, see Country Maintenance.
N	14	Bill-To Location	3	Character	Yes	Enter a valid bill-to location prefix for the location to which the supplier's invoice will be sent. For information on setting up locations, see Location Maintenance.
O	15	Ship-To Location	3	Character	Yes	Enter a valid ship-to location prefix for the location to which the supplier will ship the purchased products. For information on setting up locations, see Location Maintenance.
P	16	Currency	8	Character	No	Enter a valid currency for the purchase order. If this field is blank or an invalid currency is entered, the currency defaults to the supplier's default currency. For information on setting up currencies, see Currency Maintenance.
Q	17	Payment Method	17	Character	No	Enter a valid payment method that will be used to pay the supplier for the purchase order. You must enter one of the following values: ACH Automatic Draft Banker Acceptance Cash Check Credit Card Exchange Manual Other Pre-Paid Transfer Wire
R	18	Payment Terms	12	Character	Yes	Enter valid payment terms for the purchase order. For information on setting up payment terms, see Payment Terms Maintenance.
S	19	Project Number	15	Character	No	Enter a valid general ledger project number for the purchase order if a project is associated with the order. For information on setting up projects, see Project Maintenance.
T	20	Shipper ID	12	Character	No	Enter a valid shipper ID of the carrier that will deliver the ordered products to the ship-to location for the purchase order. For information on setting up shippers, see Shipper Maintenance.
U	21	FOB	12	Character	No	Enter a valid FOB code for the purchase order. For information on setting up FOB codes, see Freight On Board Maintenance.
V	22	Requisition Number	12	Character	No	Enter the requisition number for the purchase order.
W	23	Supplier's Confirming Order Number	12	Character	No	Enter the supplier’s confirming order number for the purchase order if one is provided.
X	24	Rush	3	Yes/No	No	Enter Yes if you want to mark the purchase order as a rush order. This field defaults to No.
Y	25	Expedite	3	Yes/No	No	Enter Yes if you want to mark the purchase order as an expedited order. This field defaults to No.
Z	26	Finalized	3	Yes/No	No	Enter Yes if the purchase order is finalized. A finalized purchase order is considered to be a purchase order requisition, and the purchase order status is Approved. However, you cannot receive in goods when the purchase order is in this status. You must complete the purchase order transaction by ordering the purchase order before you can receive goods for the purchase order. If this field is blank, it defaults to Yes. Note If you enter Yes for the Ordered field, you must enter Yes for this field because you cannot order a purchase order until it is finalized.
AA	27	Ordered	3	Yes/No	No	Enter Yes to mark the purchase order as ordered. Products cannot be received until a purchase order is marked as ordered. This field defaults to Yes.
AB	28	Notes	10,000	Character	No	Enter notes for the purchase order.
AC	29	Remarks	10,000	Character	No	Enter remarks for the purchase order.
AD	30	VAT Taxable	3	Yes/No	No	Enter Yes or Y if VAT is assessed for the purchase order. Enter No or N if VAT is not assessed for the purchase order.
AE	31	VAT Exempt Reason Code	20	Character	Yes, only if the ship-to country for the order is VAT taxable and No or N is entered for the VAT Taxable field for the order	If the purchase order is not VAT taxable, but is being shipped to a VAT-taxable country, enter a VAT exempt reason code to explain why it is exempt from VAT. For information on setting up VAT exempt reason codes, see VAT Exempt Reason Maintenance.
AF	32	VAT Supplier Code	15	Character	Yes, only if Yes or Y is entered for the VAT Taxable field for the order	If the purchase order is VAT taxable, enter a valid supplier code of the supplier collecting VAT for the order. For information on setting up suppliers, see Supplier Maintenance.
AG	33	VAT Supplier Name	40	Character	Yes, only if Yes or Y is entered for the VAT Taxable field for the order	If the purchase order is VAT taxable, enter a valid supplier name of the supplier collecting VAT for the order. For information on setting up suppliers, see Supplier Maintenance.
AH	34	Purchase Order User-Defined 1	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the purchase order. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AI	35	Purchase Order User-Defined 2	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the purchase order. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AJ	36	Purchase Order User-Defined 3	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the purchase order. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AK	37	Purchase Order User-Defined 4	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the purchase order. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AL	38	Purchase Order User-Defined 5	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the purchase order. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AM	39	Purchase Order User-Defined 6	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the purchase order. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AN	40	Purchase Order User-Defined 7	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the purchase order. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AO	41	Purchase Order User-Defined 8	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the purchase order. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AP	42	Purchase Order User-Defined 9	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the purchase order. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AQ	43	Purchase Order User-Defined 10	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the purchase order. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AR	44	Purchase Order User-Defined 11	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the purchase order. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AS	45	Purchase Order User-Defined 12	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the purchase order. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AT	46	Purchase Order User-Defined 13	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the purchase order. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AU	47	Purchase Order User-Defined 14	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the purchase order. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AV	48	Purchase Order User-Defined 15	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the purchase order. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AW	49	Purchase Order User-Defined 16	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the purchase order. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AX	50	Purchase Order User-Defined 17	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the purchase order. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AY	51	Purchase Order User-Defined 18	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the purchase order. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AZ	52	Purchase Order User-Defined 19	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the purchase order. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
BA	53	Purchase Order User-Defined 20	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the purchase order. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
BB	54	Use Override Exchange Rate	3	Yes/No	No	Enter Yes if you want to specify an override exchange rate for the purchase order.
BC	55	Override Currency Exchange Rate	14	>>>>9.99<<<<<<	No	Enter the exchange rate for the purchase order if you entered Yes for the Use Override Exchange Rate field (position 54).
BD	56	Sales Contract Code	20	Character	No	Enter a sales contract code associated with the purchase order. For information on setting up sales contracts, see Sales Contract Maintenance.

Line Item Record

Column	Position	Field	Maximum Length	Format	Required	Description
A	1	Record Type	3	Character	Yes	Enter ITM to specify the record is a line item record.
B	2	Product Code	40	Character	Yes	Enter a valid product code for the line item. This product must be set up for the ship-to location of the purchase order. For information on setting up product codes, see Product Maintenance.
C	3	Supplier Product Code	40	Character	No	Enter a valid supplier's product code for the line item (if one exists). For information on setting up supplier products, see Supplier Product Maintenance.
D	4	Temporary Product	3	Yes/No	No	Enter Yes if the product is a temporary product or No if it is not a temporary product.
E	5	Product Name	30	Character	Yes, only if you enter Yes for the Temporary Product field (position 4)	If the line item is for a temporary product, enter the temporary product's name.
F	6	Ship Date	10	99/99/9999	No	Enter the ship date for the line item.
G	7	Delivery Date	10	99/99/9999	No	Enter the delivery date for the line item.
H	8	Required Date	10	99/99/9999	No	Enter the required date for the line item.
I	9	Quantity	13	>>,>>>,>>9.99	Yes	Enter the quantity ordered for the line item.
J	10	Unit of Measure	8	Character	No	Enter a valid unit of measure for the order quantity. If this field is blank, the default purchasing unit of measure is used. For information on setting up units of measure, see Unit of Measure Maintenance.
K	11	Cost	16	->>,>>>,>>9.9999	No	Enter the unit cost for the product. If VAT is assessed for the product, you can enter this amount with or without VAT included. If you enter the amount with VAT included, enter Yes or Y in the Cost Includes VAT field. If this field is blank, the import performs a cost override.
L	12	Cost Adjustment	16	->>,>>>,>>9.9999	No	Enter the cost adjustment for the line item (if applicable).
M	13	Cost Adjustment Type	1	Character	No	Enter % if the cost adjustment is a percentage. Otherwise, the cost adjustment type defaults to an amount.
N	14	Duty Basis	16	->>,>>>,>>9.9999	No	Enter the duty basis for the selected product if the basis for duty calculations is different than the actual net amount for the product being ordered. For more information, see Implementing Duty Calculations FAQ.
O	15	Gross Weight	13	>>,>>>,>>9.99	No	Enter the gross weight for the line item. For more information, see Weight and Volume Calculations on Purchase Orders FAQ.
P	16	Net Weight	12	>,>>>,>>9.99	No	Enter the net weight for the line item. For more information, see Weight and Volume Calculations on Purchase Orders FAQ.
Q	17	Weight Unit of Measure	8	Character	No	Enter a valid weight unit of measure for the line item. For information on setting up units of measure, see Unit of Measure Maintenance.
R	18	Volume	14	>,>>>,>>9.9999	No	Enter the volume for the line item. For more information, see Weight and Volume Calculations on Purchase Orders FAQ.
S	19	Volume Unit of Measure	8	Character	No	Enter a valid volume unit of measure for the line item. For information on setting up units of measure, see Unit of Measure Maintenance.
T	20	FOB	12	Character	No	Enter a valid FOB code for the line item. For information on setting up FOB codes, see Freight On Board Maintenance.
U	21	Freight Free	3	Yes/No	No	Enter Yes if the line item is freight free, or No if it is not.
V	22	Shipper ID	12	Character	No	Enter a valid shipper ID of the carrier that will deliver the ordered product to the ship-to location. For information on setting up shippers, see Shipper Maintenance.
W	23	Project Number	15	Character	No	Enter a valid project number for the line item if a project is associated with it. For information on setting up projects, see Project Maintenance.
X	24	Notes	10,000	Character	No	Enter notes for the line item.
Y	25	Remarks	10,000	Character	No	Enter remarks for the line item.
Z	26	Country of Origin	10	Character	No	Enter a country code for the product's country of origin. If you leave this field blank, the country of origin defaults from the supplier product. If it is not set up for the supplier product, it defaults from the supplier. If it is not set up for the supplier, it defaults from the product. For information on setting up countries, see Country Maintenance.
AA	27	VAT Taxable	3	Yes/No	No	Enter Yes or Y if VAT is assessed for the line item. Enter No or N if VAT is not assessed for the line item.
AB	28	VAT Exempt Reason Code	20	Character	Yes, only if the ship-to country for the purchase order is VAT taxable and No or N is entered for the VAT Taxable field for the line item	If the line item is not VAT taxable and is being shipped to a VAT-taxable country, enter a VAT exempt reason code to explain why the line item is exempt from VAT. For information on setting up VAT exempt reason codes, see VAT Exempt Reason Maintenance.
AC	29	Cost Includes VAT	3	Yes/No	No	Enter Yes or Y if the cost entered in the Cost field includes VAT. Enter No or N if the cost entered in the Cost field does not include VAT.
AD	30	Purchase Order Item User Defined 1	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the line item. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AE	31	Purchase Order Item User Defined 2	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the line item. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AF	32	Purchase Order Item User Defined 3	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the line item. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AG	33	Purchase Order Item User Defined 4	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the line item. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AH	34	Purchase Order Item User Defined 5	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the line item. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AI	35	Purchase Order Item User Defined 6	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the line item. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AJ	36	Purchase Order Item User Defined 7	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the line item. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AK	37	Purchase Order Item User Defined 8	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the line item. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AL	38	Purchase Order Item User Defined 9	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the line item. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AM	39	Purchase Order Item User Defined 10	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the line item. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AN	40	Purchase Order Item User Defined 11	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the line item. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AO	41	Purchase Order Item User Defined 12	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the line item. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AP	42	Purchase Order Item User Defined 13	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the line item. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AQ	43	Purchase Order Item User Defined 14	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the line item. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AR	44	Purchase Order Item User Defined 15	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the line item. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AS	45	Purchase Order Item User Defined 16	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the line item. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AT	46	Purchase Order Item User Defined 17	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the line item. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AU	47	Purchase Order Item User Defined 18	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the line item. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AV	48	Purchase Order Item User Defined 19	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the line item. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AW	49	Purchase Order Item User Defined 20	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the line item. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
AX	50	Sales Contract Code	20	Character	No	Enter a sales contract code associated with each line item. For information on setting up sales contracts, see Sales Contract Maintenance.
AY	51	Sales Contract Line Number	4	>>>9	No	Enter a sales contract line number for each line item that is associated with a sales contract line number.

Additional Charge Record

Column	Position	Field	Maximum Length	Format	Required	Description
A	1	Record Type	3	Character	Yes	Enter CHG to specify the record is an additional charge record.
B	2	Charge Type	10	Character	Yes	Enter a valid purchase additional charge type. For information on setting up purchase additional charges, see Purchase Additional Charge Maintenance.
C	3	Currency	8	Character	No	Enter a valid currency for the additional charge. If this field is blank, the currency is taken from the associated header record. For information on setting up currencies, see Currency Maintenance.
D	4	Supplier Code	15	Character	Yes, only for an Other supplier type purchase additional charge for which no default supplier is entered in Purchase Additional Charge Maintenance	Enter a valid supplier code for the additional charge (if applicable). For information on setting up suppliers, see Supplier Maintenance.
E	5	Amount	15	>>,>>>,>>9.9999	Yes	Enter the amount of the additional charge. If VAT is assessed for the additional charge, you can enter this amount with or without VAT included. If you enter the amount with VAT included, enter Yes or Y in the Amount Includes VAT field.
F	6	Comment	60	Character	No	Enter a comment for the additional charge.
G	7	VAT Taxable	3	Yes/No	No	Enter Yes or Y if VAT is assessed for the additional charge. Enter No or N if VAT is not assessed for the additional charge.
H	8	VAT Exempt Reason Code	20	Character	Yes, only if the ship-to country for the purchase order is VAT taxable and No or N is entered for the VAT Taxable field for the additional charge	If the additional charge is not VAT taxable and the purchase order is being shipped to a VAT-taxable country, enter a VAT exempt reason code to explain why the additional charge is exempt from VAT. For information on setting up VAT exempt reason codes, see VAT Exempt Reason Maintenance.
I	9	VAT Class Code	20	Character	Yes, only if Yes or Y is entered for the VAT Taxable field for the additional charge	If the additional charge is VAT taxable, enter a VAT class code associated with the additional charge. For information on setting up VAT class codes, see VAT Class Maintenance.
J	10	VAT Supplier Code	15	Character	Yes, only if Yes or Y is entered for the VAT Taxable field for the additional charge	If the additional charge is VAT taxable, enter the supplier code of the supplier collecting VAT for the additional charge.
K	11	VAT Supplier Name	40	Character	Yes, only if Yes or Y is entered for the VAT Taxable field for the additional charge	If the additional charge is VAT taxable, enter the supplier name of the supplier collecting VAT for the additional charge.
L	12	Amount Includes VAT	3	Yes/No	No	Enter Yes or Y if the additional charge amount entered in the Amount field includes VAT. Enter No or N if the additional charge amount entered in the Amount field does not include VAT.

Users to Notify Record

Column	Position	Field	Maximum Length	Format	Required	Description
A	1	Record Type	3	Character	Yes	Enter NTY to specify the record is a users to notify record.
B	2	Line Number	4	>>>9	Yes	Enter a purchase order line number, or 0 for the purchase order.
C	3	Email	36	Character	Yes	Enter the email address of the user you want to notify about the purchase order or purchase order line number.
D	4	Notify Container	3	Yes/No	No	Enter Yes if you want to notify the user when the purchase order or purchase order line item is put on a container.
E	5	Notify Receipt	3	Yes/No	No	Enter Yes if you want to notify the user when the purchase order or purchase order line item is received.

Prerequisites

Before using this import, the following must be set up:

suppliers
locations
payments
products

Import Format Notes

Line item and additional charge records must be directly after associated header records in the import file. Header records must have at least one associated line item or additional charge record.