Importing POs From Microsoft Excel
How To Prepare The Microsoft Excel Import File
- Open a blank Microsoft Excel Spreadsheet or download the sample file referenced below.
- The first row (column names) should be labeled as shown in the table. Be sure to include the required fields. Field names do not contain any spacing within the word or before and after.
- Insert data starting at Row 2.
- Make sure the sheet name that contains the data is labeled Sheet1.
- Save the file in Excel 97-2003 format (*.xls).
- Close the file otherwise Sage Construction Management can not import the data.
Steps To Import the File
- Click the 'Projects' icon on the left menu.
- Select the Project.
- On the Project menu, under Procurement, click POs.
- Click the 'Actions' button on the far right.
- Click 'Import From Excel' option from the drop-down menu.
- Click the 'Select Excel File' button to select the Microsoft Excel import file.
- After selecting the file, the data will be imported automatically.
Microsoft Excel Import Sample
PO Transaction - Header Fields (1st Row):
| Column Name | Required (*) | Field Type | Comments |
| PONumber | * | Text | |
| PODate | * | Date |
Recommended date format: DD-MMM-YYYY (example: 15-Oct-2023) US supported format: MM-DD-YYYY (example: 10/15/2023) ISO supported format: YYYY-MM-DD (example: 2023-10-15) |
| ProjectNumber | * | Text | Project # must exist in the system before importing. |
| PrimeContractNumber | * | Text | Prime Contract # must exist in the system before importing. |
| ChangeOrderNumber | Text | CO # must exist in the system before importing. | |
| SupplierCompany | * | Text | The Company referenced must exist in the Contact Management module before importing with the Name matching exactly. Otherwise, the PO will not be imported. |
| SupplierContact | Text | Like the Company reference, the Contact must exist in the Contact Management module and match the Display Name exactly. Otherwise, the PO will not be imported. This field can also be left blank. | |
| Subject | * | Text | |
| POType | Text | Reference must already exist in the system. See Settings | Features | Procurement for options. | |
| Terms | Text | If Terms are left blank or the specified term does not exist, the supplier's default terms will be used. | |
| FOB | Text | Freight on Board | |
| ShipAddress1 | Text | ||
| ShipAddress2 | Text | ||
| ShipCity | Text | ||
| ShipState | Text | ||
| ShipPostalCode | Text | ||
| ShipCountry | Text | ||
| ApprovalDate | Date |
If Approval Date is blank, then PO will be marked Pending. Recommended date format: DD-MMM-YYYY (example: 15-Oct-2023) US supported format: MM-DD-YYYY (example: 10/15/2023) ISO supported format: YYYY-MM-DD (example: 2023-10-15) |
|
PO Transaction - Item Detail Fields (1st Row):
| Column Name | Required (*) | Field Type | Comments |
| ItemNumber | * | Integer | Examples: 1, 2, 3 |
| ItemCode | Text | Optional: Sage Construction Management will do a lookup on the Work Items table based on the ItemCode field. If an item exists then the Work Item's total cost rate can be used as the PO Item's unit price. | |
| ItemDescription | * | Text | |
| ItemManufacturer | Text | ||
| ItemUPC | Text | ||
| ItemCatalogNum | Text | ||
| ItemUnit | * | Text | Examples: Ea, LS. Must be 10 characters or less. |
| ItemQuantity | * | Number | If not specified, default will be 1. |
| ItemUnitPrice | * | Number | |
| ItemResource | * | Text | Options: M, L, E, S, O If not specified, default will be M. |
| ItemCostCode | * | Text | Must exist in the system before importing. |
| ItemTaxCode | Text | Must exist in the system before importing. Otherwise, leave blank. | |
| ItemScheduledDeliveryDate | Date |
Recommended date format: DD-MMM-YYYY (example: 15-Oct-2023) US supported format: MM-DD-YYYY (example: 10/15/2023) ISO supported format: YYYY-MM-DD (example: 2023-10-15) |