Purchase Order Import Tool

Overview

A Tab separated format allows users to import purchase Orders into Khaos Control from a file. When Importing .tsv files which have multiple Purchase Order codes for a supplier, the system will create a Purchase Order for each unique Purchase Order code.

Configuration

• In order to prepare the data for import, the file should be saved with a .txt or .tsv extension.
• The top line of the file may be a header containing the specified field names.

Mapping Table

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	30
ITEM:STOCK_DESC		The Description of the stock item.	FREE TEXT	250
ITEM:QTY_BOUGHT		The quantity of items bought	NUMERIC	20
ITEM:NET_PRICE		The NET price per item on the purchase order. Should not be used with ITEM:UNIT_PRICE.	NUMERIC	20
ITEM:UNIT_PRICE		The GROSS price per item on the purchase order. Should not be used with ITEM:NET_PRICE.	NUMERIC	20
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
SUPPLIER_ID		The supplier ID that the purchase order will be imported against	NUMERIC	15
USER_ID		The user that the Purchase Order will be imported against	NUMERIC	4
PTYPE_ID		The payment type to be set against the Purchase Order. Can 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	20
TAX_TOTAL		The total amount of tax on the Purchase Order to be imported.	NUMERIC	20
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		Set’s 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		Set’s whether the Purchase Order will be delivered to site.	NUMERIC	4
INTERNAL_NOTE		Sets note against the Internal Note field.	FREE TEXT	255
SORT_ORDER		Set’s the order which items will appear on the Purchase Order.	NUMERIC	41

Usage

Once a Purchase Order file has been created it can now be imported into Khaos Control. Use the following steps to do so.

1. Open the Purchase Order List screen.
2. From the Other Actions menu Select Import > Import TSV Purchase Orders.
3. Select the Purchase Order import file and press OK.
4. Given no errors occur, a Purchase Order will be created for each line in the tsv file with a unique Purchase Order code.

Notes:

• SKUS must exist in the system, or the lines will skip.
• SUPPLIER_CODE must exist in the system, or the line will skip.

See Also

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

• Purchasing Overview
• Purchasing "How Tos"