Import purchase orders (POs) from an Excel file

Prepare an Excel file for import

1. Open a blank Microsoft Excel spreadsheet or download the sample file.
2. Label the first row with the column names shown in the table below.

   Make sure that all the required fields are included. Field names do not contain any spacing within the word, or before and after.

   Make sure that the sheet is labeled as Sheet1.

3. Enter your data starting from the second row.

4. Save the file in Excel 97-2003 format (*.xls).
5. Close the file to enable Sage Construction Management to import the data.

Import the file

1. Go to Projects and select the appropriate project in the Quick Select section.
2. On the Project Home page, select POs in the Procurement section.
3. Select Actions > Import From Excel.

4. Select Choose File and find the file on your local drive.

   The data will be imported automatically.

Microsoft Excel import sample

ImportPOs.xls

Purchase order header fields

Column Name	Required (*)	Field Type	Comments
PONumber	*	Text	The purchase order (PO) number.
PODate	*	Date	Recommended date format: DD-MMM-YYYY For example, 15-Oct-2023. US supported format: MM-DD-YYYY For example, 10/15/2023. ISO supported format: YYYY-MM-DD For example, 2023-10-15.
ProjectNumber	*	Text	The project number must exist in Sage Construction Management before importing the file.
PrimeContractNumber	*	Text	The prime contract number must exist in Sage Construction Management before importing the file.
ChangeOrderNumber		Text	The change order number must exist in Sage Construction Management before importing the file.
SupplierCompany	*	Text	The company referenced must exist in the Contact Management module before importing the file and the name must match 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	The type must match the options specified in Settings () > Feature Settings > Procurement > PO Types.
Terms		Text	If the terms field is blank or the specified term does not exist, the supplier's default terms will be used.
FOB		Text	The freight on board.
ShipAddress1		Text
ShipAddress2		Text
ShipCity		Text
ShipState		Text
ShipPostalCode		Text
ShipCountry		Text
ApprovalDate		Date	If the approval date is blank, the PO is marked as Pending. Recommended date format: DD-MMM-YYYY For example, 15-Oct-2023. US supported format: MM-DD-YYYY For example, 10/15/2023. ISO supported format: YYYY-MM-DD For example, 2023-10-15.

Purchase order item fields

Column name / First row	Required (*)	Field type	Comments
ItemNumber	*	Integer	For example, 1, 2, 3, and so on.
ItemCode		Text	Sage Construction Management checks the work item using the ItemCode value. If a matching item is found, the work item’s total cost rate is used as the PO item’s unit price.
ItemDescription	*	Text
ItemManufacturer		Text
ItemUPC		Text
ItemCatalogNum		Text
ItemUnit	*	Text	Must be 10 characters or fewer. For example, Ea, LS, and so on.
ItemQuantity	*	Number	If not specified, the default value is 1.
ItemUnitPrice	*	Number
ItemResource	*	Text	Options: M, L, E, S, O If not specified, default is M for Material.
ItemCostCode	*	Text	The cost code must already exist in Sage Construction Management before importing the file.
ItemTaxCode		Text	The tax code must already exist in Sage Construction Management before importing the file. You can also leave this field blank.
ItemScheduledDeliveryDate		Date	Recommended date format: DD-MMM-YYYY For example, 15-Oct-2023. US supported format: MM-DD-YYYY For example, 10/15/2023. ISO supported format: YYYY-MM-DD For example, 2023-10-15.