You have the option of uploading Purchase Orders into the system using a csv file. This can be handy when getting hundreds of orders into Xoro at once. If you are performing a similar upload often and you find yourself doing a lot of data manipulation in Excel then you might want to request a utility to be built.
Overview
- Download the latest CSV Template from the “Upload Purchase Orders” module.
- Copy Purchase Orders information into the CSV Template.
- Upload the CSV Template into Xoro.
Download the CSV template file
- Go to Upload Purchase Orders using the Search Menu.
- Click on “Download Template.
Copy the information into the template
Once you’ve downloaded the template file, you can copy in your data using any spreadsheet software. There are columns that you must complete, and others that are optional. Mandatory fields are marked with a double asterisk (**) prefix.
- The file must be a CSV (Comma-separated values) file. The name of your file must end with csv.
- Make sure you don’t change any of the column headings from row 1 in the template – these are needed for the file to import correctly.
- All date fields will accept a format of MM/DD/YYYY or MM-DD-YYYY.
- Be mindful of any leading zeros in your data, some spreadsheet software will trim them automatically without notifying you. This can be resolved by ensuring your columns have correct formatting.
- Sometimes long numbers (UPC, etc.) are formatted as scientific notation. Be sure to change the formatting on this data to display these long numbers correctly.
The Item identifier code column specifies, how the Item number field value of the file will be used to match the Item in the system.
Below are the valid identifier codes to be used:
0 will represent Not Applicable.
1 will represent Item Number.
2 will represent Item UPC.
3 will represent Item Barcode.
4 will represent Alternate item number 1.
5 will represent Alternate item number 2.
6 will represent Alternate item number 3.
1 will represent Item Number.
2 will represent Item UPC.
3 will represent Item Barcode.
4 will represent Alternate item number 1.
5 will represent Alternate item number 2.
6 will represent Alternate item number 3.
Read Here: What is an Item Identifier Code?
| Column Name | Data Type | Description |
|---|---|---|
| **ThirdPartyRefNo | Text | Enter a reference number here for the order. Typically, if the order is from an E-Commerce platform or an older system, then the order# from there can be used. Repeat the same number multiple times contiguously to indicate which row(s) belong to one order. Use a new **ThirdPartyRefNo for a new order. |
| ThirdPartySource | Text | If the order came from a third party platform, it can be indicated here. |
| **StoreName | Text | Enter your Store’s (inventory set) name here exactly as it is in Xoro. The goods will eventually be received into this inventory set. |
| **CurrencyCode | Text | Enter the currency for the order. This must match with the customer’s currency.Choose from:USD,CAD For additional currencies, contact Xorosoft. |
| **VendorName | Text | Enter the VendorNamefor this Purchase order exactly as it is in Xoro. |
| VendorContact | Numeric | Enter any contact information for the vendor here. |
| **DateOrder | Date | Enter the date for the Purchase Order here. Use the MM-DD-YYYY format. |
| VendorReqDate | Date | Enter the date the PO was requested from the vendor in MM-DD-YYYY format. |
| **DateExpectedDelivery | Date | Enter the date the goods are expected to arrive for this PO in MM-DD-YYYY format. |
| **CurrencyRate | Numeric | Enter the CurrencyRate. |
| Memo | Text | Enter a memo here for the Purchase Order. |
| RefNumber | Text | Enter the RefNumber. |
| ShippingTermsName | Text | If applicable, enter one of the following Shipping Terms:
Prepaid & Billed Collect & Allowed Prepaid Collect |
| PaymentTermsName | Text | Enter a Payment Term from Xoro for the PO here.Common terms include:Net 30,Credit Card |
| FobName | Text | If applicable enter the Freight on Board here. Choose from: Origin Destination |
| BillFromAddress | Text | The Bill from Address for this PO. |
| BillFromCity | Text | The Bill from City for this PO. |
| BillFromState | Text | The Bill from State for this PO. |
| BillFromCountry | Text | The Bill from Country for this PO. |
| BillFromPostalZipCode | Text | The Bill from Postal Code for this PO. |
| ShipToAddress | Text | The Ship to Address for this PO. |
| ShipToCity | Text | The Ship to City for this PO. |
| ShipToState | Text | The Ship to State for this PO. |
| ShipToCountry | Text | The Ship to Country for this PO. |
| ShipToPostalZipCode | Text | The Ship to Postal Code for this PO. |
| **PoItemNumber | Text | The Item SKU line for this PO. This SKU must match exactly to the Item Number in Xoro. |
| VendorPartNumber | Text | VendorPartNumber |
| Description | Text | The Item Number’s description. |
| **UnitPrice | Text | The Price for the item in decimal value. |
| **QtyOrder | Text | The Quantity of the item line. |
| Discount | Text | Depending on DiscountTypeName, enter a percentage or decimal amount. If there is no discount, leave it as blank. |
| DiscountTypeName | Text | Enter Percentage or Amount if there is a discount for the item, otherwise leave it blank. |
| TaxItemCode1 | Text | Enter the TaxItemCode1. |
| TaxItemValue1 | Text | Enter TaxItemValue1. |
| TaxItemCode2 | Text | Enter the TaxItemCode2. |
| TaxItemValue2 | Text | Enter TaxItemValue2. |
| TaxItemCode3 | Text | Enter the TaxItemCode3. |
| TaxItemValue3 | Text | Enter TaxItemValue3. |
| TaxItemCode4 | Text | Enter the TaxItemCode4. |
| TaxItemValue4 | Text | Enter TaxItemValue4. |
| ImportError | Text | If there any errors from an upload, they will be listed in this column. |
Upload the Template
Once you have filled the CSV file with your data, you can follow the steps below to upload it into Xoro:
- Click Browse to select the saved CSV Template file.
- You can also check on the Split PO line(s) by default vendor box. (If you check this option, the third-party reference number, and vendor name will be ignored. PO(s) will be created based on the default vendor selected for every item.)
- After the file has been selected, click Upload to start importing.
- While the import is in progress, the summary of the progress will be displayed at the bottom of the screen with the progress bar.
- After the import has been completed, the result will be displayed with the message for success or error (if any).
- Purchase orders will only get uploaded into the system if there are no errors in the file.
- If there are errors in the file, you can download the error file, fix the errors in the Original File and upload it back into Xoro.
Video Tutorial
