Add details to the template file

Now is where the magic happens.  This is where we will start the changes that will result in bulk 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)
• Propose splits to PO Lines(if enabled by buyer company)
• Respond to buyer changes (accept, confirm, propose changes or cancelations)
• Add shipping information for the PO line items
  • Suppliers can create one ASN for multiple POs lines using one import file and can repeat PO lines on the import file to create multiple ASNs!

PRO TIP: 

Be sure that you have all the required details.  If you're unsure if column information is required, the first time you run the file an error message will let you know that a specific value is required.  You must always use PO Number.  And if your buyer is using PO line and PO Release then those columns must be filled in on your file as well.  

Add details to the template file

1. Open up your file that you just downloaded from the "Reports" section - this is your export of the All Open items
2. Now open the template that you created in the first step (this will likely be in your downloads file unless you saved it elsewhere)
3. Copy the information you need from the Reports download into your template download - be sure to grab PO, PO Line, & PO Release (if using) so we can match your updates or shipping to the correct PO Order line - you do not have to include item, description, or any other details

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: 
  • • For Price changes use the Cost Prop Field
    • For Quantity changes use the Qty Prop Field (use zero to propose a cancelation)
    • For Date changes (including ship date if applicable) use the Vendor Commit Date field
    • For Propose Cancelations enter zero as the quantity 
    • Anything left blank will not create a change proposal (this means you accept the values in those fields
    • For split proposals - PO number, PO line, and PO release fields in new rows then enter the Qty Prop and Vendor Commit. The Qty on all splits must add up to the total Qty ordered from the buyer. 

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 according: 
  • To accept or confirm buyer changes - leave all other fields blank
  • To Reject or Propose a Change - enter the proposed change 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

1. Creating your template
2. Exporting your data 
3. Adding your changes to the template file <- You are here
4. Uploading the template and mapping the fields
5. Testing the upload
6. Processing the file
7. Resetting your values