Uploading purchase order line items
This document details the process and field validation rules for uploading Purchase Orders (PO) line items using a CSV input file. You can also use this file to cancel previously ordered items.
To ensure proper data mapping and consistency, the input file must adhere to a specific template, including exact matches and correct ordering of header fields. This validation process, along with error handling, streamlines PO creation by accepting only valid data, thereby maintaining data integrity and providing clear user feedback.
Usage considerations
- Any file name can be used.
- The file header contents and column order must be identical to the sample template. No empty columns for spacing are permitted.
Restriction:
- English is the only supported language for inventory content.
- No deletion is possible.
Sample template
You can download a sample purchaseorder-item.csv file, whose
contents are as follows..
Where:
|
PURCHASEORDER_NUMBER |
ORDERED_QTY |
PARTNUMBER |
UNIT_PRICE |
TOTAL_PRICE |
CURRENCY |
STORE |
INVENTORYLOCATION_ID |
STATUS |
|---|---|---|---|---|---|---|---|---|
| HCL-PO-1111 | 10 | BD-BEDS-0001-0001 | 15.1 | 155 | USD | Ruby | R00B2C | |
| PO12348 | 10 | BD-BEDS-0002-0001 | 15.1 | 155 | USD | Ruby | R00B2D |
- PURCHASEORDER_NUMBER
- Mandatory: Each record must include a unique and valid
PURCHASEORDER_NUMBERfree text field. The record must not already exist in the system, unless its current status is 'cancelled'. This alphanumeric field has a fixed length of 255 characters. If thePURCHASEORDER_NUMBERis invalid, an error message such as "Invalid value for parameter PURCHASEORDER_NUMBER" will be generated. - ORDERED_QTY
- Mandatory: The ORDERED_QTY field is mandatory and requires a valid quantity. This quantity must be a positive integer greater than 0. If the Ordered Quantity is missing or invalid, an error message will be generated.
- PARTNUMBER
- Mandatory: The PARTNUMBER field, representing the SKU ID, is mandatory and must correspond to a valid SKU within the inventory system. Validation ensures the SKU exists in the inventory and honors vendor SKU associations. Should the SKU ID be invalid or non-existent, an error message will be generated.
- UNIT_PRICE
- Mandatory: The UNIT_PRICE field is mandatory and must contain a positive decimal value. The unit price should be greater than 0. If the unit price is invalid or missing, an error message will be generated.
- TOTAL_PRICE
- Mandatory: The TOTAL_PRICE field is mandatory and must be a positive decimal value greater than 0. If the total price is missing or invalid, an error will be triggered.
- CURRENCY
- Mandatory: The CURRENCY field is mandatory and must contain a valid 3-character currency code, such as USD, EUR, or CAD. Validation ensures the value contains exactly three characters. If the currency code is invalid, an error message will be generated.
- STORE
- Optional: If left blank, this field defaults to a null value.
- INVENTORYLOCATION_ID
- Mandatory: Represents the Receiving Location. This field must match a valid, active, and not marked for delete INVENTORYLOCATION_ID within the inventory system. If the INVENTORYLOCATION_ID is invalid or does not exist, an error message will be generated.
- STATUS
- Optional: The STATUS field is optional. If given the value "Cancelled," the PO Item will be flagged for cancellation and marked as deleted. If the status is empty, the PO Item creation proceeds with a status of "OPEN." If the Status is "Cancelled" and the PO Item is not found, an error message will be returned.