Importing Purchase Orders

Modified on Mon, 12 Aug at 12:31 PM

WorkGuru supports the bulk creation of purchase orders via a csv import template.  The purrchase order import template requires a minimum of 2 rows.  One purchase order linetype and one product linetype (refer attached template for layout).  You can import multiple purchase orders using the one import template.  The import template can be uploaded on the Import Hub (Administration -> Imports)


Note:  When importing received purchase orders and using stock control, you WILL increase your stock on hand quantity and values.   This needs to be a consideration when importing WIP or historical purchases.

Purchase Order Import Field Definitions

Note: The order details and the order lines are imported on separate rows, identified by the LineType column. Reference the import template example for layout.

LineType
Determines the type of purchase order line.  Either purchaseorder or product
Required
PONumber
Purchase order number/reference.  Recommended outside of default sequence.
Required 
ProjectNo
Assign to a project to create a project PO if required. If you have this column, this field is required (You must match to  a Project). If you're doing an import for stock puchase orders, please remove this column. 
Applies to purchaseorder lines only
Supplier
Supplier name.  Must match existing supplier name in WorkGuru exactly
Required for purchaseorder lines only
SupplierInvoiceNumber
Required Column -> This value is nullified on draft PO's 
purchaseorder
lines only
SentToAccounting
Required Column -> DD/MM/YYYY format Or type "Skipped" to skip sending to accounts. 
purchaseorder
lines only
IssueDate
Purchase order issue date.  DD/MM/YYYY. This value is nullified on draft PO's 
Required for purchaseorder lines only
ExpectedDate
Purchase order expected date. DD/MM/YYYY
Required for purchaseorder lines only
DeliveryInstructions
Delivery instructions for the PO
Applies to purchaseorder lines only
DeliveryAddress1
Dropshop delivery address.  If not specified, defaults to warehouse address.
Applies to purchaseorder lines only
DeliveryAddress2
Dropshop delivery address.  If not specified, defaults to warehouse address.
Applies to purchaseorder lines only
Suburb
Dropshop delivery suburb.  If not specified, defaults to warehouse suburb.
Applies to purchaseorder lines only
State
Dropshop delivery state.  If not specified, defaults to warehouse state.
Applies to purchaseorder lines only
Postcode
Dropshop delivery postcode.  If not specified, defaults to warehouse postcode.
Applies to purchaseorder lines only
SKU
Purchased product line SKU. If the SKU does not match to an existing product, it will be added to the project as an adhoc line.
Required for product lines only
Name
Purchased product line name
Required for product lines only
Description
Purchased product line description
Applies to product lines only
OrderQuantity
Purchased product line quantity
Required for product lines only
BuyPrice
Purchased product line purchase price - Unit Cost
Required for product lines only
ExpenseAccountCode
Purchase product line Xero general ledger account. If not specified, uses default Xero expense/inventory code.
Applies to product lines only
TaxName
Purchase product line Xero tax name.  Usually GST on Expenses or GST Free Expenses.
Required for product lines only
TaxRate
Purchase product line tax as a percentage. Must be a number eg GST = 10 for 10%.
Required for product lines only
Billable
TRUE/FALSE - Set to False by default
Applies to purchaseorder lines only
Status
Received if the PO is received (Must have ReceivedDate) otherwise its marked as a draft
Applies to purchaseorder lines only
ReceivedDate
dd/mm/yyyy format on purchaseorder lines
Applies to purchaseorder lines only
ReceivedQuantity
The amount received for a product on product lines
Applies to product lines only
InvoicePrice
The cost of what a product was received at on product Lines
Applies to product lines only
InvoiceDateDD/MM/YYYY format on purchase order lines for supplier invoice dateApplies to purchaseorder lines only
InvoiceDueDate
DD/MM/YYYY format on purchase order lines for supplier invoice due dateApplies to purchaseorder lines only


If you have purchase order custom fields, these can also be populated on import by adding a column to the import data with the custom field name (not label).  Note: Custom field name is case sensitive and must match exactly.

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