Transactions for purchase order (PO) receipts can be uploaded into the Enable platform to populate the quantity and cost/price ledger for inventory management.
This article will guide you through:
- How to manually import PO receipts
- How to populate the transactions template for PO receipt
- How to upload the transactions file
- Reviewing the transaction import results
Looking for something else?
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Looking to import sales rather than PO receipts for SPAs? Learn how to manually import sales transactions here.
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Importing transactional data for rebate agreements rather than special pricing agreements? Learn about manually importing transactions for trading programs channels here.
How to manually import PO receipts
PO receipt transactions for SPAs are imported within the Config area of the Trading programs app.
Channel admin users have access to the Config area and transaction uploads within Enable. If you require additional help, please reach out to our support team here.
To access the PO receipt transactions import area:
Step 1: Click the hub switcher icon (nine dots) in the top right. This will show you the Apps you have access to. You can see an example below.
Step 2: Click on Trading programs.
Step 3: Click on Config in the green banner at the top of the page.
Step 4: Click on Import transactions in the drop-down menu.
Step 5: On the left of the page, click CSV template to save the transactions template to your computer’s downloads folder.
In this template, you will be required to enter the correct information for each transaction line under the header row that is already populated.
How to populate the transactions template for PO receipts
Once the transactions template has been downloaded, you will need to populate each row with the following column data. Column headers must not be changed or renamed in the file.
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Date: The date of the PO receipt, in the format YYYY-MM-DD, e.g. 2024-01-31 for 31st January 2024.
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Trading partner: The reference of the manufacturer or distributor associated with the PO receipt.
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Branch: The branch reference for the relevant distributor.
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Delivery Type: Enter either Distributor delivery or Direct.
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Product: The reference of the product associated with the PO receipt.
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End-customer: The reference of the end-customer associated with the PO receipt.
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Units: The total number of units for the transaction. Units can have no more than 4 decimal places. Tip: Use a negative number for the transaction to be identified as a distributor return.
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Value: The total monetary transacted value of the transaction. A value can have no more than 2 decimal places.
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Currency: The currency of the transaction, e.g. USD, GBP, CAD, EUR, etc.
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(Optional) External reference: A text field you can use to add additional information, often used for audit purposes to align with external systems. This field is only available if configured.
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(Optional) Interface date: If enabled in your channel, populate the interface date with the date of the import, in the format YYYY-MM-DD, e.g. 2024-01-31 for 31st January 2024.
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(Not applicable) Agreement ID: Leave blank; this column is not applicable for SPA PO receipts.
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(Not applicable) Advised earnings: Leave blank; this column is not applicable for SPA PO receipts.
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(Not applicable) Order reference: Leave blank; this column is not applicable for SPA PO receipts.
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(Not applicable) Delivery reference: Leave blank; this column is not applicable for SPA PO receipts.
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(Optional) Invoice reference: The receipt number, used to populate the quantity and cost/price ledger.
How to upload the transactions file
Once you have populated your transactions file, follow the below steps to manually import your file:
Step 1: Click on Config in the green banner at the top of the page.
Step 2: Click on Import transactions in the drop-down menu.
Step 3: Select the relevant options for your transactions import below:
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Organization transactions: Set the checkbox.
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Purchases or sales: If your organization is a distributor, select Purchases for PO receipt transactions. If your organization is a manufacturer, select Sales for PO receipt transactions.
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Includes trading partner references: Set the checkbox if the transaction file has trading partner references populated.
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Allow duplicates: Set the checkbox if any duplicate transaction lines should be prevented from being imported. A transaction line is considered to be a duplicate when the data for all columns in the transaction file match another existing transaction line. Note: The exception to this is the Interface date of two lines can be different and they can still be considered duplicates.
Step 4: Once you are happy with the selections made above, click the Import button at the bottom of the page. Your file will then be automatically processed to ensure that the data values in the transaction file are in the required format to be imported into your Enable channel.
Reviewing the transaction import results
Import results will be displayed once the transactions file has been processed, indicating the number of Transaction lines imported, and any Transaction lines rejected.
If transaction lines have been rejected, click on the Rejected transaction lines button to download the transactions file including an additional column with Validation Messages advising why the transaction lines were not valid.
Rejected transaction lines may arise from:
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Missing columns for particular transaction lines. If this occurs, simply amend the missing column data as required, and re-import a transactions file containing only these amended transaction lines.
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Duplicate transaction lines. A transaction line is considered to be a duplicate when the data for all columns in the transaction file match another existing transaction line. Note: The exception to this is the Interface date of two lines can be different and they can still be considered duplicates.
If a CSV has multiple new transactions which are duplicates of one another, one will be imported into the system, and the rest of the duplicates will not. After an attempted import, these duplicates are listed in the unreconciled transactions CSV report.
What’s next?
Transactions file not yet processed? Learn how to view the transaction import status here.
Transactions file complete with no rejected lines? Now learn how to review your transactions reconciliation report here.
Looking to review your inventory? Learn how to use the quantity and cost or price ledger here.