Within Supplyframe, your Purchase Order files can be used across all modules for various applications as a price source. Admins or those with permissions set to view/edit can make changes to Purchase Order files.
Click on Reference Tables and then on Purchase Orders from the dropdown in the top navigation bar. The Purchase Orders page will display all existing PO files in your account and allow you to upload a new one.
To add a new Purchase Order, click on Upload Document. On the Upload Document page, click on Browse to select and import your file. Then your Purchase Order data will appear in the window.
You will need to have a unique Name. The default is your upload file's name, and can be edited by typing in the Name field. When your file has multiple tabs, select the appropriate sheet within your file from the dropdown.
Then you need to verify that your columns have been correctly mapped as applicable. If your data has been incorrectly mapped, you can click on the dropdown for the column header to change the column header's mapping. Your required mapping fields are: PO Number, Supplier, PO Date, Quantity, and Price. When you have mapped the column headers as needed, click on Submit.
Your new Purchase Order will be saved. If you need to add any additional line items at a later time, you can click +Add New Item within a specific Purchase Order file to enter them. Fill in the appropriate fields of information and then click on Save New Item to finish.
Any cells that are clickable within a Purchase Order can be modified. Enter in the changes and then hit enter to save the modifications.
Purchase Orders Upload Validation Logic
When uploading Purchase Orders, the following fields are checked to validate a line as unique: PO number, PO date, Price, Supplier, Qty, MPN, and CPN. Both the MPN and CPN/IPN are considered together, alongside the other fields, to determine the uniqueness of a PO entry.
To ensure the uniqueness of each PO entry, the system validates the following fields together:
- Manufacturer Part Number (MPN)
- Customer Part Number (CPN/IPN)
- PO Date
- Supplier
- Quantity
Supplyframe will use the default US date format of MM/DD/YYYY for your Excel file upload. If the application recognizes that the date provided is in DD/MM/YYYY, then it will display it as MM/DD/YYYY.