Importing purchase orders
Purchase orders can be imported into the web application through the simple import, or wizard. Bulk importing purchase orders is useful uploading multiple purchase orders from a spreadsheet.
If you ever need to enter orders manually or transfer them from one system to another, the purchase order import process can save you a lot of time and hassle.
Bulk importing purchase orders
(Videos: See complete list of available videos)
Hi, this is Chinh from Finale Inventory. In this video, I’m going to show you the process bulk importing purchase orders or sales orders into your account. So let’s first open up Finale, and I’m going to show you where you’ll do that operation. So in this video, I’m just going to show you how to import sales orders, but the process of importing purchase orders is exactly the same.
So you click on View sales, and you will see this button says Import sales. I’m gonna click on this to kind of show you what fields are available. So if you scroll down, this is where you’ll typically paste the data. If you scroll down, you’ll see the supported columns. So on the left, are all the order summary fields such as the Order ID, the customer, the order date, the origin, and also if you created any custom fields, such as Salesperson, you can also bulk import that in also. So these are the order summary fields. And on the right, are the order line items. Basically, what is on the sales order. Typically you would import or the product ID, the quantity, and the unit price.
And first, I’m going to show you my excel file that I created in advance. In this one, I’m going to basically create three different sales orders: ‘import1’, ‘import2’, and ‘import3’. And in the first row of each file or each order, are this summary information. So from columns C through K, these are summary fields. So we have the Order Date, we have the Status, Customer, PO, Origin. Salesperson is actually a custom field that’s used in this account. Tax, shipping, and discount. And then in rows L through N, are the line items. And for the first one, there’s only one order, there’s only one item for basically product 111, for 5 units for $10, okay? In the second order, it’s exactly the same except for you see all this is blank, that’s because you only need to put the order summary information in once, and for this order, we have basically two line items, 111 for five units, 112 for two units. And similarly on the third one, again, the order summary is only contained in the first row, and then essentially, the next three rows are basically the line items, basically, 111, 10 units, 112, 10 units, 111, three units.
So now if I copy this, we’re going now to import this in to Finale. So if I go back to Finale, click on Import sales, I just paste in this big box here, and we have order ID. We make sure that the fields are assigned with Order ID, Order date, Status, Customer, Customer PO, Origin, Salesperson. See how tax is unassigned because, in the system, it’s called discount or fee tax, shipping is called discount or fee shipping, discount is called discount or fee coupon. I scroll to the right, you know, these are the three units, and these are called slightly different in the system for these bulk imports. This one is called Order item product ID, Order item quantity, and lastly, Order item unit price, okay?
So now these are all ready to import. If you scroll to the top, it says we’re going to import three orders, okay? So I click on Start. Yeah, we should be done, okay? Here we go. So if I click on that, here’s my three orders. If I go back to my excel file, remember Import3 has three line items, okay, for customer Samuel Jones. So I click on this. Now, you see the customer is populated, and then you see three line items, basically, the red, blue, and white polo shirt, product ID, 111, 112, 113 for 10 units each, and each has different prices. So that’s how you perform a sales order import.
Again, the purchase order size for importing purchase orders is exactly the same, and also if you wanted to, you can use our open API, open API is available for platinum customers and above, and you can basically use our open API for importing purchase orders automatically by using a very similar process.
So that concludes this tutorial video. If you have any outstanding questions importing purchase orders, please let us know. We’re more than happy to help. And you can email us at [email protected]