PeachPro sets you free
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PeachPro sets you free
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| OIP Import Purchase Orders |
Stop re-keying Purchase Orders! Save time and keystrokes with OIP - Import Purchase Orders. If you have other software packages that generate purchase order information, you can import this information directly into Peachtree! You no longer have to manually re-enter purchase orders, saving you time and eliminating errors.
Enhancement OIP - Import Purchase Orders reads Purchase orders directly from a ASCII comma delimited file. If any errors are found a comprehensive report is printed listing the errors, you are then given the option of aborting the import or importing only records with out errors.
Backup Inventory, Accounts Payable, and Purchase Order BEFORE you import. After installing OIP - Import Purchase Orders, the Enter/Change Purchase Orders screen will look like this:
+-----------------------------------------------------------------------+ | +-------------------------------------------------------------------+ | | ¦POPROC1 E223 Enter/Change Purchase Orders COMPANY ID: SP ¦ | | ¦11/01/94 Software Professionals Inc. ¦ | | +-------------------------------------------------------------------+ | | | | +--------- SELECT FUNCTION ---------+ | | ¦ A - Add A Purchase Order ¦ | | ¦ ¦ | | ¦ E - Edit A Purchase Order ¦ | | ¦ ¦ | | ¦ X - Cancel A Purchase Order ¦ | | ¦ ¦ | | ¦ C - Close A Purchase Order ¦ | | ¦ ¦ | | ¦ I - Import Purchase Orders | | | +-----------------------------------+ | | | | F1-Help F10-Menu ShF10-Home | +-----------------------------------------------------------------------+
After selecting I - Import Purchase Orders, type in the full path and file name of the file that you wish to import. You may also enter a default Purchase Order Date. (If you are unsure of which file to import, contact your system administrator, or the programmer who is creating the import file for you.)
+-----------------------------------------------------------------------+ | +-------------------------------------------------------------------+ | | ¦POPROC51 E223 Import Purchase Orders COMPANY ID: SP ¦ | | ¦11/01/94 Software Professionals Inc. ¦ | | +-------------------------------------------------------------------+ | | Import Purchase Orders | | | | File to Import...........: C:\OIP.TXT | | | | Default Purchase Order Date.....: 11/21/94 | | | +-----------------------------------------------------------------------+
During the validation of your import file a screen similar to the following will be displayed. Your Import Purchase Order Validation Report will print after OIP finishes validating your import file.
+-----------------------------------------------------------------------+ | +-------------------------------------------------------------------+ | | |POPROC5 E225 Import Purchase Orders COMPANY ID: SP ¦ | | |11/21/94 Software Professionals Inc. ¦ | | +-------------------------------------------------------------------+ | | Import Purchase Orders | | | | File to Import...........: C:\OIP.TXT | | | | Default Invoice Date.....: 11/21/94 | | +-------------------------- VALIDATION -----------------------------+ | | ¦0001:PO Number will be ignored. Automatic PO Numbering is active. ¦ | | ¦0004:PO Number will be ignored. Automatic PO Numbering is active. ¦ | | ¦0004:Invalid date. (Must be in MM/DD/YY format.) ¦ | | ¦0007:Invalid date. (Must be in MM/DD/YY format.) ¦ | | ¦0010:PO Number will be ignored. Automatic PO Numbering is active. ¦ | | ¦0023:H,,BRATCH, , , , , , , , , , ¦ | | +-------------------------------------------------------------------+ | +-----------------------------------------------------------------------+
If your Purchase Order module is interfaced with Inventory and your import file contains items that do not exist in your inventory files you will receive the following Message:
+---------------------------------------------------------+ ¦Your import file has an item that does not exist within ¦ ¦your Inventory Master Items file. Answer "Y" to the ¦ ¦following prompt to treat these items as Non-Stock items,¦ ¦"N" to omit these items from your Purchase orders, or ¦ ¦Escape to abort the import. ¦ ¦ ¦ ¦Do you wish to import these items? Y ¦ +---------------------------------------------------------+
Selecting "N" to continue the import omitting these items from the import, or enter "Y" to continue the import treating these items as Non-Stock. If the validation routine found any additional errors you will receive the error message shown below:
+----------------------------------------------------------------------+ | +------------------------------------------------------------------+ | | ¦POPROC5 E225 Import Purchase Orders COMPANY ID: SP ¦ | | ¦11/21/94 Software Professionals Inc. ¦ | | +------------------------------------------------------------------+ | | Import Purchase Orders | | | | +--------------------------------------------------+ | | File to Im¦There were 0020 Errors found in your import file. ¦ | | ¦ ¦ | | Default In¦ ¦ | | +---------¦Do you wish to proceed anyway? (Y/N) Y ¦-----+ | | ¦0016:PO N+--------------------------------------------------+ | | | ¦0030:PO Number will be ignored. Automatic PO Numbering is active. ¦ | | ¦0035:Item ID not Found. ¦ | | ¦0035:Line Item Quantity is out of bounds or Invalid. ¦ | | ¦0035:Line Item Unit Cost is zero or Less. ¦ | | ¦0035:Line Item Ratio is out of bounds, Invalid or Undefined. ¦ | | ¦0036:Invalid Line Definition **KL** ¦ | | ¦0038:PO Number will be ignored. Automatic PO Numbering is active. ¦ | | ¦0045:PO Number will be ignored. Automatic PO Numbering is active. ¦ | | ¦0047:Blank Vendor Item ID in Line Definition. ¦ | | ¦0048:M,,20,,2.50,,3.75,,0, ¦ | | +------------------------------------------------------------------+ | +----------------------------------------------------------------------+
After OIP - Import Purchase Orders has finished validating your import file you will be prompted to select the printer for your Import Purchase Orders Control Report. OIP will then import your purchase orders and print a control report similar to the following.
+------------------------------------------------------------------------------------------------------------------------------------+ | | | RUN DATE: 11/03/94 Software Professionals Inc. PAGE 1 | | RUN TIME: Purchase Order | | Import Purchase Orders Control Report | |----------------------------------------------------------------------------------------------------------------------------------- | |PO# Vendor PO Date Purchaser Confirm To FOB Cert. Terms | | Rec By Purchaser Phone Ship Via Note | |------ ------ -------- ------------------------------ ------------------------------ --------------- ----- --------------- | | 10002 BRATCH 11/03/94 Wanda Dewberry Jean Hightower Shipping Point N Net 30 | | / / (404)-555-3432 Air | | | | Ship To Name Ship To Address 1 Ship To Address 2 Ship To Address 3 Zip Code | | ------------------------- ------------------------- ------------------------- ------------------------- ---------- | | Shipping Name Addr. 1 Addr. 2 Addr. 3 97000 | | | | Desc #1 Amount #1 Desc #2 Amount #2 Desc #3 Amount #3 Desc #4 Amount #4 | | ---------- ------------- ---------- ------------- ---------- ------------- ---------- ------------- | | Freight 2.00 Storage 1.50 Spec. Tax 1.75 Misc. 0.25 | | | | ------------------------------------------------------------------------------------------------------------------------------- | | Item ID Description Vendor Item ID Quantity Unit Cost RecU SelU Ratio Comment | | ------------------- -------------------- --------------- ---------- --------- ---- ---- ---------- -------------------- | | PCLC463781 BOY'S BLUEJEANS BB463781 25.00 4.5000000 CRTN PAIR 6.00000000 Sample Comment | | PCLM425208 SOLID DRESS SHIRT 425208 25.00 8.8800000 EACH EACH 1.00000000 Sample Comment | | PCLM425308 STRIPED DRESS SHIRT 425308 25.00 8.8800000 EACH EACH 1.00000000 Sample Comment | | | | | |----------------------------------------------------------------------------------------------------------------------------------- | |PO# Vendor PO Date Purchaser Confirm To FOB Cert. Terms | | Rec By Purchaser Phone Ship Via Note | |------ ------ -------- ------------------------------ ------------------------------ --------------- ----- --------------- | |10001 BLASS 11/03/94 Wanda Dewberry Jean Hightower Shipping Point N Net 30 | | / / (404)-555-3432 Air | | | | ------------------------------------------------------------------------------------------------------------------------------- | | Item ID Description Vendor Item ID Quantity Unit Cost RecU SelU Ratio Comment | | ------------------- -------------------- --------------- ---------- --------- ---- ---- ---------- -------------------- | | PCLM876264 DESIGNER SLACKS 9303BB-#2C 20.00 19.780000 EACH PAIR 1.00000000 Sample Comment | | PAPP0900210REF RESIDENTIAL REFRIG. 8.00 456.81000 EACH EACH 1.00000000 Sample Comment | | *** Line:0010 -- Vendor Item ID is Blank -- Line Item NOT imported *** | | ------------------------------------------------------------------------------------------------------------------------------- | | | | Desc #1 Amount #1 Desc #2 Amount #2 Desc #3 Amount #3 Desc #4 Amount #4 | | ---------- ------------- ---------- ------------- ---------- ------------- ---------- ------------- | | Freight 20.00 Storage 2.50 Spec. Tax 3.75 Misc. 0.00 | | | +------------------------------------------------------------------------------------------------------------------------------------+
You must create a simple text file that conforms to the standard normally called "Delimited" or "Comma Delimited ASCII". For each Purchase order you can supply four different types of data:
Header, Shipping, Line item, Misc Cost.
The text file must contain each type of data on a separate line. Each line contains fields which are separated by commas. If any field contains spaces or commas, the field must be enclosed in quotes. You can optionally surround all fields with quotes, even numeric fields.
You must include a Header line for each document. The other types of data are optional, but if included, must be in the proper sequence. The Header line comes first, and if needed, the Shipping line comes next. For each item on the Purchase Order, you next supply an Item line. If needed a misc cost line may be added after all Item lines have been listed.
OIP - Import Purchase Orders can make extensive use of default values, limiting the amount of information required in the text file. On the following pages the line format requirements are outlined along with additional information regarding default and valid field values.
Before studying the format of each of these lines, look at the following example of an import file:
H,20001,ACME1,,"Jean Hightower","Wanda DewBerry","(404) 555-3432" ,"Shipping Pt",Air,,,01/01/95 S,"WD Peachtree Co.","Attn: Recieving","3900 Peachtree St." ,"Atlanta, GA",30309 L, PELE810522AMP, "Port. Radio Spec.","EPW456",100,200,CASE,EACH,10,Comment L, PELE810522COR, "Port. Radio Cord.","EPW457",100,200,CASE,EACH,10,Comment L, PELE810522ANT,,,,,,,,"Discounted per Joe" M, Freight,30.00, Insurance,10.59, Storage ,10.45,,67 H,20002,AUTRG1,,"Jean Cricket",,,,Air,,, L, PELE810522COR, "Port. Radio Cord.","EJPW345",100,200,CASE,EACH,10,Comment M, Freight,30.00, Insurance,10.59, Storage ,10.45
The "H" header line designates that purchase order # 20001 is to be created for Vendor "ACME1". It uses the default Purchase order date, and lists the Confirm to, Purchaser, Purchaser Phone, and Ship via, It then Uses the module default for Certificate of Compliance, Terms, and finally it lists the Received By.
The "S" Shipping Line shown above lists the Ship To Name, Shipping Address lines 1, 2 and 3, and finally the Postal Code.
The "L" Detail Lines in this example import 3 separate line items for Purchase Order # 20001. The first and second line supply information for Item ID, Description, Vendor Item Number, Qty, Unit Cost, Receiving Unit, Selling Unit, Ratio and comment. Line number 3 in this example makes extensive use of the defaults available. Line Number 3 lists the Item ID, then uses a comma to separate the next 7 fields. The default values from inventory are used to fill in the Description, Vendor Item Number, Qty, Unit Cost, Receiving Unit, Selling Unit, and Ratio. The comment "Discounted per Joe" is then added at the end of the line after a comma is used as a separator for each fields that uses the default value.
The "M" Micellaneous cost line shown above lists the Misc Cost 1 description and amount, Misc Cost 2 description and amount, Misc Cost 3 description and amount, and finally it uses the default description from Purchase Order Options for the Misc Cost 4 description and an amount.
In the example above, Purchase order # 20002 then lists the Header, Item and Misc cost lines.
For each type of line the valid and default values are listed on the following pages:
+---------------------------------------------------------------------------------------------+ | Header Information/Layout | Field Type | Length | Defaults / Comments | |-----------------------------|--------------|--------|---------------------------------------| | H | Constant | 1 | Indicated New PO's Header Information | |-----------------------------|--------------|--------|---------------------------------------| | Purchase Order # | AlphaNumeric | 6 | None, unless Automatic PO Numbering | | | | | in active. | | | | | This field is only required if auto | | | | | PO number is OFF; otherwise any | | | | | information in this field will be | | | | | ignored. | |-----------------------------|--------------|--------|---------------------------------------| | Vendor ID | AlphaNumeric | 6 | None | | | | | Required | |-----------------------------|--------------|--------|---------------------------------------| | Purchase Order Date | Date | 8 | Entered by User (Today) | | | | | Required Format "MM/DD/YY" | |-----------------------------|--------------|--------|---------------------------------------| | Confirm To | AlphaNumeric | 30 | As specified in the Module options | |-----------------------------|--------------|--------|---------------------------------------| | Purchaser | AlphaNumeric | 30 | As specified in the Module options | |-----------------------------|--------------|--------|---------------------------------------| | Purchaser Phone | AlphaNumeric | 20 | As specified in the Module options | |-----------------------------|--------------|--------|---------------------------------------| | Freight On Board | AlphaNumeric | 15 | As specified in the Module options | |-----------------------------|--------------|--------|---------------------------------------| | Ship Via | AlphaNumeric | 15 | As specified in the Module options | |-----------------------------|--------------|--------|---------------------------------------| | Cert. of Compliance | Yes / No | 1 | As specified in the Module options | |-----------------------------|--------------|--------|---------------------------------------| | Terms | AlphaNumeric | 15 | As specified in the Module options | |-----------------------------|--------------|--------|---------------------------------------| | Receive By | Date | 8 | None | | | | | Required Format "MM/DD/YY" | +---------------------------------------------------------------------------------------------+ +---------------------------------------------------------------------------------------------+ | Shipping Information | Field Type | Length | Defaults / Comments | |-----------------------------|--------------|--------|---------------------------------------| | S | Constant | 1 | Indicates a PO's Shipping Address for | | | | | the most recently defined Header Line | |-----------------------------|--------------|--------|---------------------------------------| | Ship To Name | AlphaNumeric | 25 | Users Name | |-----------------------------|--------------|--------|---------------------------------------| | Ship To Address 1 | AlphaNumeric | 25 | Users Address 1 | |-----------------------------|--------------|--------|---------------------------------------| | Ship To Address 2 | AlphaNumeric | 25 | Users Address 2 | |-----------------------------|--------------|--------|---------------------------------------| | Ship To Address 3 | AlphaNumeric | 25 | Users Address 3 | |-----------------------------|--------------|--------|---------------------------------------| | Ship To Postal Code | AlphaNumeric | 10 | Users Postal Code | +---------------------------------------------------------------------------------------------+ +---------------------------------------------------------------------------------------------+ | Line Item Information | Field Type | Length | Defaults / Comments | |-----------------------------|--------------|--------|---------------------------------------| | L | Constant | 1 | Indicates a Line Item for the most | | | | | recently defined PO header line | |-----------------------------|--------------|--------|---------------------------------------| | Type/Dept/Item ID | AlphaNumeric | 19 | None | | | | | Required | |-----------------------------|--------------|--------|---------------------------------------| | Description | AlphaNumeric | 20 | Definition in Maintain Items | |-----------------------------|--------------|--------|---------------------------------------| | Vendors Item Number | AlphaNumeric | 15 | Definition in Maintain Items. | | | | | If this field is left blank on import | | | | | file a description must exist in | | | | | Maintain items. | |-----------------------------|--------------|--------|---------------------------------------| | Quantity | Numeric | 10 | Definition in Maintain Items | | | | | 1 < Num < 9999999.99 | |-----------------------------|--------------|--------|---------------------------------------| | Unit Cost | Numeric | 13 | Definition in Maintain Items | | | | | 1 < Num < 99999.9999999 | |-----------------------------|--------------|--------|---------------------------------------| | Receiving Unit | AlphaNumeric | 4 | Definition in Maintain Items | |-----------------------------|--------------|--------|---------------------------------------| | Selling Unit | AlphaNumeric | 4 | Definition in Maintain Items | |-----------------------------|--------------|--------|---------------------------------------| | Ratio | Numeric | 10 | Conversion Factor in Maintain Items | | | | | 1 < Num < 9999999.99 | |-----------------------------|--------------|--------|---------------------------------------| | Comment Field | AlphaNumeric | 20 | None | +---------------------------------------------------------------------------------------------+ +---------------------------------------------------------------------------------------------+ | Miscellaneous Costs | Field Type | Length | Defaults / Comments | |-----------------------------|--------------|--------|---------------------------------------| | M | Constant | 1 | Miscellaneous cost information | | | | | applied to the most recently defined | | | | | PO header definition. | |-----------------------------|--------------|--------|---------------------------------------| | Misc Cost Desc #1 | AlphaNumeric | 10 | Defined in Options | |-----------------------------|--------------|--------|---------------------------------------| | Misc Cost Amount #1 | Numeric | 13 | 0 | | | | | 1 < Num < 9999999999.99 | |-----------------------------|--------------|--------|---------------------------------------| | Misc Cost Desc #2 | AlphaNumeric | 10 | Defined in Options | |-----------------------------|--------------|--------|---------------------------------------| | Misc Cost Amount #2 | Numeric | 13 | 0 | | | | | 1 < Num < 9999999999.99 | |-----------------------------|--------------|--------|---------------------------------------| | Misc Cost Desc #3 | AlphaNumeric | 10 | Defined in Options | |-----------------------------|--------------|--------|---------------------------------------| | Misc Cost Amount #3 | Numeric | 13 | 0 | | | | | 1 < Num < 9999999999.99 | |-----------------------------|--------------|--------|---------------------------------------| | Misc Cost Desc #4 | AlphaNumeric | 10 | Defined in Options | |-----------------------------|--------------|--------|---------------------------------------| | Misc Cost Amount #4 | Numeric | 13 | 0 | | | | | 1 < Num < 9999999999.99 | +---------------------------------------------------------------------------------------------+
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