Importing Shipments on Purchase Orders and Sales Orders

This video shows the process of importing shipments on purchase orders and sales orders using our software. What’s great about this is that the process is the same for both purchase order and sales orders.

importing shipments on purchase orders and sales orders


This is a bit of an advanced feature of Finale. See the video below for instruction:

Importing Shipments on Purchase Orders and Sales Orders

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Video Transcription

Hello, this is Mike, Finale Inventory. In this video, we’re gonna explain a little bit of an advanced feature, importing shipments on purchase orders and sales orders. The procedure is exactly the same for both POs and sales orders or purchase orders and sales orders. So, I’m just gonna demonstrate on the purchase orders, but everything that you see here is also capable of being done on the sales orders side.

So, you may be wondering why I wanna do on the import of a shipment. Many times, some companies use lot numbers or serial numbers, and every item that they receive has got to record a separate serial number or lot number. So, that can get kinda tedious here on the web here if you’re not using the barcode scanner to receive from. So, let me pull up the sales order to give you kind of an in…a demonstration.

So, here we’re ordering some hard drives, and these three different hard drives we’re ordering five of this one, three of this one, and three of this one, and understand that we may wanna record all five serial numbers on this unit and all three serial numbers on this one and all three on this one. So, how would you do that ordinarily? Ordinarily, you got to go to the shipment tab. And then to receive different lot numbers for each one of these, this field can only hold a one lot number.

So, how do you receive five different lot numbers? So, what you have to do is you have to first expand this, okay? Then once you’ve expanded it, you need to add each of the lot numbers. So I’d have to say, “Okay, I’m gonna receive this serial or serial number, lot number.” We record the serial number in the lot ID field. So, let’s say we’re gonna record this serial number in this location, so that’s one of them. So, that gives us a lot number or ministerial number here so we’d have to record the second serial number. So we’d have maybe another serial number here and we’d add that one.

So, then we could say, “Hey, I received one of that serial number and I received one of that serial number.” That’s how you’d have to do it and you’d have to repeat that five times and then the same thing three times with this one and so on. That gets kind of tedious. There is another way, you can import this information in. So, if you have a spreadsheet, you can just import it directly into the shipment. So, I’m gonna show you, I’m just gonna empty this shipment and in order to import the information in, you just simply have to make sure that the shipments are editable over here and then I’m gonna go to the action menu and say, “Import purchase shipment.”

Now, on the sales order, it’s gonna say, “Import, you know, shipment, sales order shipment.” So, I’m gonna click on this, it’s gonna give us a dialogue. So, notice, it’s the familiar copy paste and interface, you’re gonna need the product ID, you’re gonna need the quantity. And, of course, in this instance, we want the serial number, so we’re gonna use the lot ID column to record the serial number in, okay? And the sublocation is gonna be where we’re gonna receive it in. So, the particular warehouse or the particular bin that you’re gonna receive it into.

So, I’ve got a spreadsheet over here already filled out. It’s got the hard drive, product ID, it’s got quantity of one, and it’s got a serial number that we gonna push into the lot ID field. And then we also tell it exactly which sublocation to go into. So I’ve got different serial numbers here for all of this file of five of the same hard drive that has got five different serial numbers. And then three different serial numbers are this one, and three different ones are this one. And then, of course, the rest of this shipment.

So, all I have to do is highlight the columns, you’re familiar with importing into Finale, we’re gonna copy that, go right over here and hit paste, and allow me to hold Finale, sees all the information, it knows the lot, the IDs that we’re gonna record the serial number into. We say, “Next and commit it to your purchase order.”

So, now here we are. We’ve got a shipment ready to be received, and it’s got five…receiving five of this hard drive and three of this one, and three of this one. So, it’s received everything appropriately. If you expand it now, you’ll see that it’s got all the lot numbers in there for you automatically populated. And then, of course, it automatically filled in the sublocation for you. So, now what we got to do is receive that shipment in. And that’s as easy as it is to actually import a purchase order shipment. And again, it’s the same, same action as it is over on the sales order side.