Incorrect Purchase Order Instructions - Excel by gsf50575

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Incorrect Purchase Order Instructions document sample

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									Purchase Order Items Upload
Note: the data lines in the yellow line below are SAMPLE lines. Please do not erase them.

Item #               Ordered qty                Ordered qty unit         Unit cost               Product ID
            136283                         99                      ea                       4.85 G136
          6CWFN21                         215                      cs                       2.50 AK-313occ
             34PJ5                         50                       lb                      0.78
    600cf4cf-b5c2-4d68-947b-36cc566035f1.xls                                                                                        Instructions


Mass Upload for your Purchase Order Items
This tab includes instructions you should follow to successfully upload your data into SmartTurn. Uploading your purchase order items data saves time
because you enter data once and then see it offered as choices in appropriate places throughout SmartTurn. For instance, after you make a successful
purchase order items upload, you can dispatch and receive Purchase Orders. With one upload, you are communicating data across various modules within
SmartTurn.

Please read these instructions prior to upload so that you can gain an understanding of what is required during the upload process, namely the following key
concepts:
► Reference data - Please make sure you have set up your Warehouses, Locations, and Item Masters in SmartTurn before uploading purchase order items
► Formatting constraints on the data spreadsheet
► Formatting constraints on the worksheet tab name
► Filtering interferes with the upload
► Blank Item # fields stop the upload

These instructions take you step by step through the process of copying your existing data in a way that SmartTurn can read it. They also provide the following
resources that you will need:
► A reference table for the data field definitions used in the worksheet
► Tips and suggestions for a successful upload


---------Basic Concepts to know before uploading your data to SmartTurn--------
SmartTurn wants to make it easy for you to transport and maintain your data between your accounting application and SmartTurn WMS. Before starting, there
are five basic concepts to keep in mind:

► REFERENCE DATA - Some data fields in SmartTurn rely
on other data fields in SmartTurn in order to make sense. So
the concept to remember is that when you're uploading data to
SmartTurn, you'll need to follow a certain sequence. (See Mass
Upload Sequence to the right).




► SPREADSHEET FORMATTING CONSTRAINTS - Names of
Columns in the workheets directly correspond to data fields
in SmartTurn. This means that column headers in SmartTurn's
data upload worksheets specify where to put the data you supply
within SmartTurn. If you inadvertently change the column
headers, the upload won't work because the column header no
longer corresponds to a specific data field in SmartTurn.
Similarly, if you add column headers that SmartTurn hasn't
specified, the data will not correspond to anything in SmartTurn,
and the upload will not be successful. (See example to the right.)




► SmartTurn looks for a specific worksheet name during
upload. In other words, the name of the worksheet within the file
you upload is important; it must match the name of the
worksheet SmartTurn is expecting to import. (See example to
the right.) Note that while you shouldn't change the worksheet
name within the SmartTurn upload template, you can name the
.xls file whatever you want.


► Filtering interferes with the SmartTurn upload process.
Filtering may cause errors in the upload process, so filtering
must be turned off prior to upload. SmartTurn can import only
unfiltered worksheets. (See example to the right.)

                                                                     page 2 of 11
    600cf4cf-b5c2-4d68-947b-36cc566035f1.xls                                                                                        Instructions

► A blank "Item #" cell is the cutoff point for the data
records. "Item #" is the first column in the spreadsheet, and
SmartTurn uses it to find out how to process the row. Once the
processor sees a blank "Item #" cell, it stops looking for data
records, and will complete the upload with the data it has already
read.




-------Steps to Complete the Purchase Order Items Worksheet---------
What to Expect: Depending on the number of purchase order items and condition of your existing item data, SmartTurn expects this process to take
anywhere from 10 minutes to an hour. The process involves extracting data from the system you are currently using to track purchase order item lists, re-
arranging a copy of this data to conform to the SmartTurn upload system, and uploading.




1. Obtain an electronic version of your existing data. Make a copy of an existing spreadsheet of your item data for a particular purchase order. Many
accounting packages have an export feature to facilitate this process.

If you do not have your data in electronic format, you may elect to use this spreadsheet for data entry.



2. Open the import template. Look at the PurchaseOrderItems tab in this file. (It might also be helpful for you to print this out so you can clearly see the
names of the columns SmartTurn uses.)




3. Complete the SmartTurn Upload Spreadsheet. For each column header in the SmartTurn PurchaseOrderItems tab, match a column header in the
existing spreadsheet containing your items data. Notice that the column headers are different colors. The fields that correspond to the column headers are
either optional or required. Click into the cell to see more information in a pop-up:
►Required fields are denoted by Red column headers. These fields must be completed for a successful upload.
►Optional fields are denoted by Black column headers. You can still have a successful upload with these fields left blank.




                                                                     page 3 of 11
    600cf4cf-b5c2-4d68-947b-36cc566035f1.xls                                                                                  Instructions




4. Upload the SmartTurn spreadsheet. When your spreadsheet is complete, log in to SmartTurn.
a. Go to Ordering > Purchase Orders and select  Add. Enter the Purchase Order header information, including the PO Date, the Ship To Vendor, and any
other information required by your operation.
b. At the bottom of the screen under PO Items, select    Import. Follow the prompts to browse for the file and complete the import.




                                                                page 4 of 11
    600cf4cf-b5c2-4d68-947b-36cc566035f1.xls                       Instructions
-------Purchase Order Items Field Names and Definitions---------

Purchase Order Items Fields
Item #




Ordered qty

Ordered qty unit



Unit cost



Product ID



Lot #



<name of your custom field>




                                               page 5 of 11
    600cf4cf-b5c2-4d68-947b-36cc566035f1.xls                                                                                     Instructions
-------Tips for a Successful Purchase Order Items Data Upload to SmartTurn---------
► Turn off filters: If you use filters in your spreadsheet to review data, please disable them in the SmartTurn PurchaseOrderItems worksheet before you
upload to SmartTurn.

► Deactivate Sorting: If you use sorting in your spreadsheet to review data, please disable it in the SmartTurn PurchaseOrderItems worksheet before you
upload to SmartTurn.

► Freeze Panes: When you review the data you paste into the SmartTurn PurchaseOrderItems worksheet, you can use the default Freeze Panes formatting
to examine your data. This tool will help you carefully review the data by showing each record in close proximity to the column headers and required record
information. If you are unfamiliar with Freeze Panes, see Microsoft Excel Help.

► Automate if possible: Consult your accounting software package to see if you can export data in the same format required by SmartTurn.




► Examine twice, Copy & Paste once: To borrow from an old carpenter's rule, make sure your data records are clean and correct before pasting them into
the SmartTurn PurchaseOrderItems spreadsheet. This is crucial for handling the data in a way that will prevent overwrites and losses.


► SmartTurn can import up to 1,000 records with this template: Please limit each upload to 1,000 records.



► SmartTurn prevents you from Adding or Deleting rows and columns in the template: SmartTurn has protected the upload template against adding or
deleting rows. Paste additional rows at the bottom of the data instead of adding rows. Instead of deleting rows with incorrect data, fix the data.




                                                                  page 6 of 11
                600cf4cf-b5c2-4d68-947b-36cc566035f1.xls                                                     Instructions


our Purchase Order Items
fully upload your data into SmartTurn. Uploading your purchase order items data saves time
oices in appropriate places throughout SmartTurn. For instance, after you make a successful
e Purchase Orders. With one upload, you are communicating data across various modules within


an gain an understanding of what is required during the upload process, namely the following key

ur Warehouses, Locations, and Item Masters in SmartTurn before uploading purchase order items




ss of copying your existing data in a way that SmartTurn can read it. They also provide the following

e worksheet




e uploading your data to SmartTurn--------
maintain your data between your accounting application and SmartTurn WMS. Before starting, there



           Mass Upload Sequence:
           *1st: Customers, Vendors, Warehouse(s)
           2nd: Locations
           3rd: Item Masters
           4th: License Numbers

           *you can upload these first three in any order, but all three must be uploaded before you
           can proceed to uploading Locations.



           For example: "Quantity" would not work as a column header for the data field, "Ordered
           qty." There must be an exact match.




           For example: if you rename the SmartTurn Worksheet from 'PurchaseOrderItems' to
           'POItems_071115' and try to upload it, the upload will fail. By contrast, it is perfectly fine
           to name your SmartTurn upload files according to the purchase order they are for:
           SmartTurn_POItems_071115.xls .




           For example: you may like to review your PO items data by filtering it for blank cells. If
           you left this filter on, the upload to SmartTurn would fail. To turn this off, click into the
           cell in the worksheet containing the filter arrow. In the Excel Toolbar, select Data > Filter >
           Autofilter. This will turn off the filtering.

                                                                                   page 7 of 11
                   600cf4cf-b5c2-4d68-947b-36cc566035f1.xls                                                 Instructions

               For example: you may have 975 PO items to upload. To have a successful upload, you
               would key in the item number in the first cell of each row containing your PO item record.
               However, if you inadvertently leave the first cell in the 3rd row blank, the upload would
               stop after processing just your first two records.




e Order Items Worksheet---------
rder items and condition of your existing item data, SmartTurn expects this process to take
 s extracting data from the system you are currently using to track purchase order item lists, re-
upload system, and uploading.




. Make a copy of an existing spreadsheet of your item data for a particular purchase order. Many
 is process.

elect to use this spreadsheet for data entry.



derItems tab in this file. (It might also be helpful for you to print this out so you can clearly see the


               Tip: The column headers contain information. Click column header cells in the
               PurchaseOrderItems worksheet to see important information about values for the field,
               whether the field is required or optional, etc.




 each column header in the SmartTurn PurchaseOrderItems tab, match a column header in the
at the column headers are different colors. The fields that correspond to the column headers are
nformation in a pop-up:
 hese fields must be completed for a successful upload.
You can still have a successful upload with these fields left blank.




                                                                                     page 8 of 11
               600cf4cf-b5c2-4d68-947b-36cc566035f1.xls                                            Instructions
           Tip: Reconcile your column header names with SmartTurn. Make note of any
           differences between the column header names in your data and the column header
           names in the SmartTurn upload spreadsheet. Also, make note of any extra or missing
           columns in your data set. Include all SmartTurn column headers in the upload, exactly
           as in the SmartTurn spreadsheet.



readsheet is complete, log in to SmartTurn.
er the Purchase Order header information, including the PO Date, the Ship To Vendor, and any

Import. Follow the prompts to browse for the file and complete the import.




                                                                             page 9 of 11
             600cf4cf-b5c2-4d68-947b-36cc566035f1.xls                                                     Instructions
mes and Definitions---------

        Field Definition and Value Restrictions (if any)
        Required: The item master number your company uses to reference the item
        description, materials and handling specifications, sales & fulfillment specifications, &
        warehouse-specific information. This # must already be set up in SmartTurn for your
        import to succeed.

        The quantity being ordered. If left blank, this field defaults to the Reorder quantity
        specified in the item master.
        The unit of measurement (UoM) for the ordered qty. If supplied, must match a UoM
        defined in the item master *for this item*. If left blank, this field defaults to the receiving
        UoM specified in the item master.
        The cost of the item. If left blank, defaults to the purchase cost from the item master.
        (This is the purchase cost of the receiving unit of measure.)
        Note: Do not use the '$' symbol.
        The Product ID of the item. If left blank, defaults to the Product ID from the item master.



        The lot number of the item. If left blank, defaults to null.



        If you have defined custom fields for business process Inventory, add one column for
        each custom field.

        The column name must match exactly the name of the custom field you have already
        defined in SmartTurn. For each purchase order item, enter the value for the custom
        field. The value must be a valid value for that custom field. For example, if your custom
        field is a list type custom field, the value you enter must match exactly one of the list
        options you defined when you created your custom field.

        If you do not add a column for a custom field, its value on the purchase order item is
        based on the Business Process Details you defined when you created your custom field.
        If you do add a column for a custom field, the value you enter overrides any default set
        up in the Business Process Details.

        If you are importing custom field information, you may need to "unprotect" the
        PurchaseOrderItems worksheet in order to add the custom field columns. To
        "unprotect" the worksheet, select Tools>Protection>Unprotect Sheet (Excel 2003) or
        Review>Changes>Unprotect Sheet (Excel 2007).




                                                                                 page 10 of 11
                600cf4cf-b5c2-4d68-947b-36cc566035f1.xls                                              Instructions
 Order Items Data Upload to SmartTurn---------
 review data, please disable them in the SmartTurn PurchaseOrderItems worksheet before you



 eet to review data, please disable it in the SmartTurn PurchaseOrderItems worksheet before you



 o the SmartTurn PurchaseOrderItems worksheet, you can use the default Freeze Panes formatting
 w the data by showing each record in close proximity to the column headers and required record
Microsoft Excel Help.

 e package to see if you can export data in the same format required by SmartTurn.




 n old carpenter's rule, make sure your data records are clean and correct before pasting them into
 rucial for handling the data in a way that will prevent overwrites and losses.


 template: Please limit each upload to 1,000 records.



ws and columns in the template: SmartTurn has protected the upload template against adding or
ata instead of adding rows. Instead of deleting rows with incorrect data, fix the data.




                                                                              page 11 of 11

								
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