Importing and Exporting Purchase Orders

The RepairQ Purchase Order creation can be extended or streamlined using Purchase Order imports and exports.

 Importing Purchase Orders

The first step in importing a Purchase Order is downloading the Purchase Order import template. This template can be found in the Purchase Order Queue page.

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At the top right of your PO list is the Options button. Click Options -> Import to bring up the Import module box.

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Click the Purchase Order Import Template button to download the import template file.

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Fill in each field for each Purchase Order item.

SKU- This SKU must match either an internal SKU or a Supplier SKU for an item in your catalog.

QTY- Enter the quantity of items ordered. 

COST- Enter the cost of each individual item.

PRICE- Enter the price of each item.  

Once all fields have been entered appropriately, save the import file as a tab delimited text file (.txt). If the file is in the wrong format, then the import will be rejected. 

Sometimes attempting to save a file as a tab-delimited text file results in a warning message like the one pictured below. Continue past the warning message to save the file.

 

 

Navigate back to the Purchase Order import module box. Select the Supplier you wish to create the Purchase Order for and the Location the Purchase Order is intended for. Select your import file, and click the "Import" button.

 This will result in the Import Landing page, where the import is confirmed or rejected. If an import is rejected, this page will list the errors it encountered.

Purchase Order imports are aborted if any of the items are rejected, so you can make the necessary changes to your import file and re-import without producing any duplicates.

 

Imported Purchase Orders are placed in the "New/Draft" status. Navigate back to the Purchase Order Queue and you will see your newly imported PO in the list. If you do not, make sure to double check your filters to see if they are excluding the new order from the results. From this point forward, you can manage your Purchase Order as you would any other Purchase Order in RepairQ.

 

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Exporting Purchase Orders

To export a Purchase Order, navigate to the Purchase Order Queue.

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Find the appropriate Purchase Order and navigate to the Options -> View page for that Purchase Order.

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For each item on the Purchase Order, the export will report:

  • The supplier the item is from
  • The Location the item is for
  • The Supplier SKUs
  • The UPC
  • The internal SKU
  • The item name
  • The ordered quantity
  • The Purchase Order Item cost (cost to purchase from the supplier) will be listed in the "Unit Price" field
  • The Purchase Order ID
  • The date/time the item was ordered

Depending on certain aspects of the Purchase Order, the export may provide more information:

  • If this is an Internal Purchase Order, the Rejected and Shipped quantities for the items
  • If items have been received, they will be reported in the "Received Qty" field
  • Any notes added to the Purchase Order item

 

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