New Purchase Order Import Tool

Overview

In order to import purchase orders into Khaos Control, there are specific naming conventions and formats that must be followed so that the system recognises them and therefore the information is imported correctly. If you're not sure what field to use, please email Development.

Preparation

1. Make sure that the data you want to import is correct. As this may come from another database, you need to ensure that you validate it before attempting to import.
2. If there is information in the file that is irrelevant and is not a required field, then you can delete it.
3. Excel will strip leading zeros from numeric stock codes and barcodes, so please ensure that you take appropriate formatting steps if you have any leading zeros in these fields.
4. Your import file must be saved as TSV.
5. When creating the import file in Excel, a blank line is added at the bottom. You can open the file with Notepad and amend or import as is. The line will be skipped and the rest of the stock items will be imported.

Usage

Once a purchase order file has been created it can be imported into Khaos Control.

1. Open a Purchase Order screen (show me how).
2. Press F9 or clicking the down arrow immediately to the right of the to open the 'Other Actions' menu.
3. Select Import > Import Purchase Order TSV.
4. Select the Purchase Order import file and press OK.

If there are no errors, then the purchase order will have been imported into Khaos Control.

Mapping Table

All YES/NO fields should be done as Boolean values. YES: -1, NO: 0

Field Name	Mandatory	Description	Field Type	Character Limit
SUPPLIER_CODE		The supplier to be set against the imported purchase order.	Free Text	30
STOCK_CODE		The stock code for items on the purchase order.	Free Text	50
ITEM:STOCK_DESC		The description of the stock item.	Free Text	250
ITEM:QTY_BOUGHT		The quantity of items brought.	Numeric	18
ITEM:UNIT_PRICE		The gross price per item on the purchase order. (Should not be used alongside ITEM:NET_PRICE)	Numeric	18
ITEM:NET_PRICE		The net price per item on the purchase order. (Should not be used alongside ITEM:UNIT_PRICE)	Numeric	18
ITEM:DELIVERED		Whether the item will be marked as delivered or not.	Yes/No	4
HEADER_NOTE		Allows input into the Note to Supplier field.	Free Text	255
USER_ID		The users ID that the purchase order will be imported against.	Numeric	4
PTYPE_ID		The payment type to be set against the purchase order, this should be one of the following: Cheque Account Card Cash	Numeric	4
PORDER_CODE		The unique purchase order code the purchase order will be imported as.	Free Text	20
CREATE_INVOICE		Whether a purchase invoice will be created upon importing the purchase order.	Yes/No	4
NET_TOTAL		The net total amount of goods on the purchase order.	Numeric	18
TAX_TOTAL		The total amount of tax on the purchase order to be imported.	Numeric	18
DATE_CREATED		The date the purchase order was created on.	Numeric	16
DATE_REQUIRED		The date the purchase order should be delivered on.	Numeric	16
POST_DATE		The date the purchase order was posted.	Numeric	16
TAXABLE		Sets the Taxable option.	Yes/No	4
SORDER_ID		Sets the associated sales order when importing the purchase order.	Free Text	15
DATE_PRINTED		Date when the purchase order was printed.	Numeric	16
LOCK_PRICES		Sets the Lock Prices checkbox.	Yes/No	4
CURRENCY_ID		The Currency ID to be used when importing the purchase order.	Numeric	4
BRAND_ID		The Brand ID to be set against the purchase order.	Numeric	4
PO_STAGE_ID		Sets the stage where the purchase order will be placed once imported.	Numeric	4
ASSOCIATED_REF		This will import as the Ass. Ref on the purchase order.	Free Text	50
DROPSHIP_DIRECT		Sets whether the purchase order is a dropship direct purchase order or not.	Yes/No	4
SOURCE_SITE_ID		Sets the site where the purchase order will be imported to.	Numeric	4
DELIVER_TO_SITE		Sets whether the purchase order will be delivered to site.	Numeric	4
INTERNAL_NOTE		Sets a note against the Internal Note field.	Free Text	255
SORT_ORDER		Sets the order which items will appear on the purchase order.	Numeric	41

See Also

• Purchasing Overview