Purchase Order Import

From this menu, the user can import and create in the system a Purchase Order that was created on an external source (i.e : Excel Spreadsheet).

Before doing anything on this menu, the user will either need to:

•Create a Template name: If it is the first time that the user is importing a price list with specific field on it, the user will want to create a new template. This template can be saved in the system and recall anytime the importation tool is used. The template saved will define how the fields are presented on the file imported (i.e: First column is the Product #, Second column is the Price of the Product).

•Recall an existing Template: If the listing that will be imported is already map like a template that is saved in the Purchase Order Import Mapping menu, from the drop down list the user can selected a saved Template. This will save time to the user because the mapping of each field will not be required unless some changed needs to be done to the existing template.

Importing the file

•The user will need to save the document that will be import to this menu on a specific location on the PC. The location will be specified on the menu just above the Data Files field:

•From the Data file field, the user will be able to import the document. By pressing F1 in this field, the system will open a list of all document save under the location. The user will only have to select the right one from this list.

Mapping the fields 

On the left side of the screen - the user will define each column of the document that will be imported on the grid. There can only be 9 fields import in the Purchase Order Import Mapping menu. All the one highlighted in red are required fields that needs to be map - the other one are additional field if needed:

•Reference Number:

•Product:

•Warehouse;

•Vendor;

•Order Quantity;

•Cost;

•Tally Code;

•Production Product;

•Other Product.

If there are additional fields that are showing on the document imported - the user can also select the Ignore Column fields. If selected, the system will skip this column an only imported the one that are mapped.

The user will have to map each column with a Phoenix Purchase Order Fields. To do so, the user needs to click on one of the Phoenix Purchase Order Fields, and use the arrow that pointed to the right side of the menu to drag and drop the field name under the correct fields number.

I.E: On the Purchase Order imported from an Excel Spreadsheet, the first column represents the Reference, the second column is the Warehouse number, the third column is the Vendor number, the fourth column is the Product number, the fifth column is the Order Quantity, and the last column is the Cost.

1) The user will first click on the Reference Number field from the Phoenix Purchase Order Fields box - select the arrow that points to the right side of the menu. This will drag and drop the Reference Number field beside field #1.

2) The user will click on the Warehouse  field from the Phoenix Purchase Order Fields box - select the arrow that points to the right side of the menu. This will drag and drop the Warehouse  field beside field #2.

3) The user will click on the Vendor field from the Phoenix Purchase Order Fields box - select the arrow that points to the right side of the menu. This will drag and drop the Vendor field beside field #3.

4) The user will click on the Product field from the Phoenix Purchase Order Fields box - select the arrow that points to the right side of the menu. This will drag and drop the Product field beside field #4.

5) The user will click on the Order Quantity field from the Phoenix Purchase Order Fields box - select the arrow that points to the right side of the menu. This will drag and drop the Order Quantity beside field #5.

6) The user will click on the Cost field from the Phoenix Purchase Order Fields box - select the arrow that points to the right side of the menu. This will drag and drop the Cost field beside field #6.

If an error is made - the user can always remove the fields from the right menu (fields) to the left menu (Phoenix Purchase Order fields) by clicking on the fields that is map incorrectly and clicking on the arrow that points to the left side of the menu.

The user can also click on Reset Fields and start all over again.

Other options

Before the file is previewed on the Vendor Price List Import Mapping grid - the user might one to review additional options by selecting Options from the Function keys, or pressing F8.

The following field will show:

•Ignore First Line (column headers): If the file include Header on the first line, this option should be selected. The fields that were map from the previous step will replace these headers. If unchecked and there are headers on the import file, the system will import this line as a regular line and the user might get some errors because the fields do not respect the right Data Format;

•Accept Blank Fields: If the file imported include blank field, the system will import them without showing any error;

•Limit field Size to Phoenix Field Size: All field in Phoenix Software are limited to a certain number of characters. By selecting this option, the system will limit the field size so it matched with Phoenix Field Size. i.e: If the Description of the Product is a very long on the file imported - the product field on the Inventory Maintenance is limited to 60 characters. Therefore, the system will only show the 60 first characters on the preview. This will give a better idea of how the data imported will actually look once it is imported in the system; 

•Delete/ Ignore illegal Characters: If the file include illegal characters such as !@#$%^&*( etc. the system will do a clean up in the file imported if this option is selected;

•Convert all field to UPPERCASE: If everything documented in the system is done as an UPPERCASE as per the Company requests - the use will want to select this option;

•Use Product Main Vendor: If the Product is left with a blank vendor assign to it - the system will automatically applied the Main vendor defined on the Cross-Index tab of the Inventory Maintenance;

•Date format: This option defines the format date presents on the document so it is imported accurately on the system

•Duplicates: If there is an item that is add multiple time on separate line of the P.O. that is imported, the user has the choice to either :

                    a. Create the duplicate on a new line;

                    b. Sum the duplicate and shows as one lump sum on one line;

                    c. Overwrite which will delete the duplicate item.

Preview

Once the user is done mapping all fields and selecting the options that are applicable - the user will have to click on Preview or Press F5.

A preview of the listing imported based on everything selected will than show on the bottom portion of the screen.

If the item are imported with a colour - this is a signed that there is an error on the list imported and it needs to be review by the user.

To understand what the error is, the user can either:

1) Positioned is cursor on the New Record field of the item that has a problem, and wait until the system will display a small message that gives further information about the error;

2) Press F9 or click on Legend from the function Keys. The system will then display the following window that gives additional information about the nature of each error based on their colour code:

•New record missing fields: This error means that the field imported was blank. To avoid this type of error, the user should checked the options Accept Blank field before previewing the listing if blank field should be accepted;

•Illegal Character: This error means that the field imported includes some ilelgal characters such as !@#$%^&*() etc. To avoid this error, the user should checked the option Delete/Ignore illegal characters. This will clean up the file before it is previewed;

•Incorrect Size: This error means that the field imported is longer than Phoenix Field size. To avoid this error, the user should checked the option Limit field Size to Phoenix Field Size. The file will than be previewed with the actual Phoenix Size and the user will decide if any changes need to be done so it is imported as needed;

•Ignored: This is not an actual error. This will show if the user selected Ignore Column from the previous mapping. The system will still display this column on the previous but advise the user that this one will be ignored through the importation. The user will then have the whole information and see if the correct column was ignored or not.

Importing

The user can review the preview as long as needed - if the file or the mapping need to be modified before the file is imported in the system - the user can start all over again by clicking on Reset Fields. This will clear everything on this menu (the mapping and the preview as well).

If the preview is review and the file is ready to be imported - the user can either click on import or press F7. 

The following warning will prompt:

If the user clicks on continue - there will be another warning that tells the user that is we go further, this action can not be undone.

Once the importation is finalized, the user will get a summary of everything that was imported - including the options selected and the results of the preview. However, at that point, it is too late to go back because the importation is finalized.