Import Purchase Orders

Overview

The GoldFinch Import Purchase Order routine is used to upload and validate the raw CSV data so that the new Purchase Orders can be correctly created in GoldFinch. 

Prepare Purchase Orders Template

The Import Purchase Order template will be used to import both GF Purchase Orders and Purchase Lines. Sample data is available on the template for you to use as a guide.

Populate the template with the Purchase Order and Line data that will be imported into GoldFinch. Instructions for each field can be found in this template:

Import Purchase Order Template 05012024.xlsx

Remove the top line with the instructions. Save the file as a CSV.

You can use Vendor Item No., instead of the internal Item No. to import Purchase Orders. Make sure Cross References are set up before you process the imported records

Import Purchase Orders Template

1. Open the App Launcher. Search for Import Purchase Orders.

2. From the Not Processed View, select the Import CSV button.

   

3. Select Choose File, then browse to select the file to be imported.

4. Select Upload File.

The function will bring the data into the Import Purchase Order object.  

Process Records

Once the values have been imported, you can view and update the data before trying to create Purchase Invoices.

• In the Not Processed View:

  • Select the individual Import Purchase Order record(s) to convert into a Purchase Order.

• After selecting the Import Purchase Order records, click the Create Purchase Order button to process the data.

• After a Purchase Order has been successfully created, the Processed field on the Import Purchase Order record will be checked and set to true.

Error Resolution

If GoldFinch encounters any errors while creating a Purchase Order from the Import Purchase Order record:

• The GF Purchase Order will not be created until the errors have been resolved.

• The Processed field on the Import Purchase Order record will be False.

• Use the Not Processed View to see all Import Purchase Order records that have an error message.

• The error message will be populated into the Error Text field on the Import Purchase Order record.

• Use the Error Text field to correct the Import Purchase Order record and resolve the error.

• Once all errors have been resolved, rerun the process by selecting the Import Purchase Order record and clicking Create Purchase Order.

Mass Delete

If necessary, multiple Import Purchase Order records may be deleted at the same time:

• In the Not Processed View:

  • Select the individual Import Purchase Order record(s) that you would like to delete.

  • If no records are selected, GoldFinch will delete all of the records where the Processed field is NOT checked.

• After selecting the Import Purchase Order records, click the Mass Delete button to process the data.

Additional Information

You can use the Import Purchase Order as a staging table for the 4 different types of transactions:

1. Open Purchase Orders. See the instructions described above.

   1. Order Source must be Open Order.

   2. Use the Create Purchase Order button.

2. Closed Purchase Orders.

   1. Order Source must be Closed Order.

3. EDI 210

   1. Order Source must be EDI 210.

   2. Ask a GoldFinch consultant for the EDI 210 Technical Design Document and send it to the EDI Software Vendor.

   3. Use the Create Purchase Invoice button.

4. Posted Invoice

   1. Order Source must be Posted Invoice.

   2. Use the Create Purchase Invoice button.

If you want to import open purchase invoices, you must use the Import Purchase Invoices as a staging table and use the Create Purchase Invoice routine there.