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 |
| InvoiceDate | DD/MM/YYYY format on purchase order lines for supplier invoice date | Applies to purchaseorder lines only |
| InvoiceDueDate | DD/MM/YYYY format on purchase order lines for supplier invoice due date | Applies 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.