Now is where the magic happens. PO line details you enter in this file will result in updates to your po lines and releases. You can do 4 basic tasks using imports:
- Acknowledge or accept new PO lines and releases as-is
- Propose changes to PO lines (including cancelations or splits if enabled by buyer company)
- Respond to buyer changes (accept, confirm, propose changes or cancelations)
- Create Advanced Shipping Notices (ASN) on PO lines.
Be sure that you have all the required details by downloading the import template.
You must include PO line identifying details such as: PO number, PO line, PO release (if used by your buyer). You can include extra identifying details such as part number. To make sure you have all the correct details you can export a copy of any view from the PO Dashboard.
Learn how to export a view from the PO Dashboard here.
Add details to the template file
For PO Lines you accept AS IS without changes
- Leave the top row (header) AS IS - do not make any column deletions
- You only need to fill in the PO number, PO line, and PO release fields
- All other columns remain blank or empty
- If you do include values in the columns Qty Prop, Vendor Commit, or Cost Prop field this will trigger a change proposal if those values do not match the existing values on the PO
To Proposed Changes or Cancelations on PO Lines
- Leave the top row (header) AS IS - do not make any column deletions
- Add the PO number, PO line, and PO release fields (or copy from your export)
- Then type your proposed changes in the corresponding columns:
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- To propose price changes fill in the cost_proposed (column J)
- To propose quantity changes fill in the qty_proposed (column I)
- use zero to propose a cancelation (row 4 below)
- To propose date changes (including ship date if applicable) fill in the vendor_commit (column K)
- To propose Propose Cancelations enter zero as the quantity
- Anything left blank will not create a change proposal (this means you accept the values for quantity, costs, & date from the buyer)
- To propose split proposals repeat the PO number, PO line, and PO release fields in new rows then enter values in qty_proposed (column I) and vendor_commit (column K). See rows 8-10 in the example below. Remember the total quantity on the splits must add up to the total quantity ordered from the buyer.
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To respond to buyer changes
- Leave the top row (header) AS IS - do not make any column deletions
- Add the PO number, PO line, and PO release fields (or copy from your export)
- Respond accordingly:
- To accept or confirm buyer changes - leave all other fields blank
- To reject or counter propose changes - enter the proposed changes in the corresponding column
- To propose a cancelation - enter zero as the quantity
To add shipping details on PO Lines (Advanced Shipping Notice or ASN)
- Leave the top row (header) AS IS - do not make any column deletions
- Add the PO number, PO line, and PO release fields (or copy from your export)
- Fill in the ship date, the box quantity and the quantity per box and any other shipping details required by your buyer*
- Leave Qty Prop, Cost Proposed, Vendor Commit 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.
NOTE: You can only take one action per PO Line. So either you can accept or propose changes OR you can create ASNs.
We're Almost There! - Uploading the Template and Mapping the Fields
* NOTE: If you are a supplier for Dell, you can run this file without the Shipped Date column and the the shipped date will default to the date the file is run. This will only work for Dell suppliers.
Keep Learning
- Creating your template
- Add PO details to you import file <- You are here
- Uploading the template and mapping the fields
- Testing the upload
- Processing the file
- Resetting your values