This article shows you, a Certify AP Administrator, how to import purchase orders.
Enabling the PO Import
1. On your Certify homepage, click the Waffle icon and select AP from the drop-down menu.
2. Click the Gear icon on the Certify AP Dashboard.
3. Next, click on the company-level department.
4. Open the Company Preferences page.
5. Under the PO Export Settings section, check the box to Enable PO Import.
6. A new set of fields appear. Fill in the Default User, Default Category, Default GL Account, Emails to Notify, and Emails Filter.
7. Click Save when finished.
Editing User Permissions
After enabling the PO import, admins can edit the permissions of the selected default user. This allows the user to see the Import Purchase Orders link under the Invoices section.
1. Select the Users link under the company-level department.
2. Click the name of the previously selected default user.
3. Open the Permissions tab for that user.
4. Check the box next to Manage PO Import. This allows the user to see the Import Purchase Orders link under the Invoices section.
5. Click Update Permissions.
Importing Purchase Orders
After enabling the Manage PO Import permissions, the Default User is now able to import purchase orders.
1. On the Certify AP Dashboard, scroll down to the Exports section.
2. Click Purchase Orders Import.
3. Click New Template to create a new template for importing purchase order data.
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 a file to upload.
5. After uploading the file, the following columns appear in Certify AP:
- File Field -- The fields that were read from the file that was uploaded.
- Certify Field -- Where Certify will map the field on the file to the applicable data field within Certify AP.
6. Click Edit to choose the Certify AP data field from the drop-down menu that corresponds to the File Field column on the uploaded file.
7. There are a number of required fields when creating a PO import template. The below fields are required 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.
8. After saving, click Preview.
9. Drag the actual file with data onto the chosen file section. Lastly, click Import to finish importing the Purchase Order.