Importing Purchase Orders

This article shows you, a Certify AP Administrator, how to import purchase orders.

Step 1: On your Certify homepage, click the down arrow next to Certify then click AP.

Step 2: First, you need to enable the ability to import purchase orders. Click the gear icon on your Certify AP Dashboard.

Step 3: Next, click your company name.

Step 4: Click the Company Preferences tab.

Step 5: Scroll down to PO Export Settings and click the checkbox next to Enable PO Import.

Step 6: A new set of fields will appear. Here, enter a Default User, Default Category, Default GL Account, Emails to Notify, and Emails Filter.

Step 7: When complete, click Save.

Editing User Permissions

Step 1: Now that you've enabled the PO import, you'll need to edit the permissions of the user you chose above. This is what will allow that user to see the Import Purchase Orders link under the Invoices section. Click Users.

Step 2: Click the user you chose above.

Step 3: Click the Permissions tab.

Step 4: Click the checkbox next to Manage PO Import. This is what will allow that user to see the Import Purchase Orders link under the Invoices section.

Step 5: Click Update Permissions.

Importing Purchase Orders

Step 1: Now that this is enabled, you'll be able to import purchase orders. On your Certify AP Dashboard click the Invoices tab.

Step 2: Next, click Import Purchase Orders.

Step 3: Click New Template to create a new template for importing purchase order data.

Step 4: After giving the PO Import template a name and description select the import file format and choose whether or not the first row is a header. Then browse for the file you wish to upload.

Step 5: After uploading the file Certify AP will read its contents. The File Field column are the fields that were read from the file that was uploaded. The Certify Field column is where Certify will map the field on the file to the applicable data field within Certify AP.

Step 6: Click Edit and choose the data field that corresponds to the column on your upload file from the drop down list.

Step 7: There are a number of required fields when creating your PO import template. Note that the below fields are for importing PO’s without receiving data:

• Allocation Percentage (in the Allocation Detail section)
  • Note: Values accepted are 1-100.
• Department Number (in the Allocation Detail section)
  • Note: Must match your Department ERP ID's.
• Bill-To Department ID (in the Order section)
  • Note: Must match your Department ERP ID's.
• Closed (in the Order Detail section)
  • Note: Values accepted are Y or N.
• Description (in the Product section)
• Line ID (in the Order Detail section)
  • Note: Each PO will start with a Line ID of 1 and increase by 1 for each new line item. Each new PO will reset back to 1.
• PO Date (in the Order section)
  • Note: Format is MM/DD/YY
• PO Number (in the Order section)
• Price (in the Order Detail section)
  • Note: Price refers to the price of the item on the PO.
• Product Price (in the Product section)
  • Note: Product Price refers to the price of the product in your company's Product Catalog. Product Price may or may not be the same as Price.
• Quantity Ordered (in the Order Detail section)
• Ship-To Department ID (in the Order Detail section)
  • Note: Must match your Department ERP ID's.
• SKU (in the Product section)
• Unit Value (in the Product section)
• Vendor ID (in the Vendor section)

In addition to the fields above, if importing receiving data the below fields will be required:

• Packing List Date (in the Packing List section)
  • Note: Format is MM/DD/YY
• Packing List Qty Received (in the Packing List Item section)
  
  • Note: Does not accept values of 0.

Step 8: After saving, click Preview.

Step 9: Drag the actual file with data onto the chosen file section. Lastly, click Import.

Step 10: Finally, validate imported purchase order data in the archives.