Add PO details to the template file

To update purchase orders (POs) using imports, you will add your changes to the SourceDay template file.

You do not need to complete every column. Only fill in the fields required for your update.

What you must include

Every row in your file must include:

• PO number in Purchase Order column
• Line number in Line column
• Release number (if applicable) in PO release column
• The header row exactly as is - do not alter 

These fields allow SourceDay to match your updates to the correct PO line.

What you can update

You can update one or more fields depending on what you want to do.

Common updates include:

• Proposed changes such as 
  • Dates (such as ship date)
  • Quantities
  • Costs
• Order acknowledgements
• or Shipment details (for creating ASNs)

You only need to fill in the columns related to your update.

Example: updating delivery dates

If you want to update delivery dates, your file might look like:

Note: All other columns can blank.

Example: updating quantity or costs

If you want to update quantity or costs your file might look like:

Note: All other columns remain blank.

Example: proposing a cancelation

If you want to propose a cancelation you enter 0 in the Supplier quantity column: 

Note: All other columns remain blank.

Example: order acknowledgment or confirmation

To acknowledge pending orders or confirm buyer changes you leave all supplier proposed fields blank: 

Note: All other columns remain blank.

Example: propose splits

To propose a split to an order line: 

1. Repeat the Purchase order line for the total number of splits (include the original line) 
2. Enter the quantities and the dates on the lines in order

In the example below the supplier is proposing to break PO12345 Line 1 Release 1 into 6 total lines & shipments:

Note: All other columns remain blank.

Example: any combination of proposals and add messages

You can combine proposals in the same upload, your file may end up looking like this: 

Example: creating shipments (ASNs)

To create shipments, include shipment-related fields such as:

• Leave the top row (header) AS IS - do not make any column deletions
• Add the PO number, PO line, and PO release fields 
• Fill in the ship date, the box quantity and the quantity per box and any other shipping details required by your buyer*
• Leave the Supplier Quantity, Supplier Cost, or Supplier Date fields BLANK

SourceDay will group PO lines together under one ASN number if: the ship to address is the same and the shipping header details are the same.  Otherwise SourceDay will create one ASN per line on the import file. This also allows suppliers to create multiple ASNs for one PO Line by repeating that line & shipping header details on the import file.    

Additional shipping fields may be required depending on your buyer’s configuration.

Tips for working with the template

• Do not change or remove column headers
• Leave unused columns blank
• Use one row per PO line
• Use consistent formatting for dates and numbers

Common mistakes

• Missing PO number or line number
• Changing column names
• Entering multiple values in a single cell
• Using incorrect date formats

If there are issues, SourceDay will highlight them during the import process so you can fix them before submitting.

You may need to adjust the date formatting of your excel import.  Please review this Microsoft support article for more details.