New Purchase Order Import Tool

Page approved.


New Stock Import Tool is not enabled by default.

Please email Development for more information.
Note: there will be additional costs involved if this option is enabled.

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 The green circle with a white cross icon on the button bar opens the "Other Actions" menu 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


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


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


See Also

Visit KhaosWikiX at https://support.khaoscontrol.com/wiki_kcx/ to see the following:

Contact the Khaos Team