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Import purchase orders from a spreadsheet

More than one one Purchase Order (PO) can be imported in one spreadsheet

Before you import

Before importing, the supplier and contact at the company (if set in the import) need to be in Zigaflow. Otherwise, the import will fail.

Required columns

These columns are compulsory in the import file:

  • ID - this is just the reference from the previous system, such as the purchase order number

  • Status (the Zigaflow status)

  • Supplier

  • Assigned User Email - the user the purchase order will be assigned to in Zigaflow

  • Initial Assigned User Email - the initial user the purchase order will be assigned to in Zigaflow

  • Required Date

  • Expected Date

Download the template

1. Click on the Cog

Zigaflow dashboard with the settings cog icon highlighted in the top-right toolbar, beside the notifications bell

2. Click "Import Center"

Settings menu with Import Center highlighted, showing import types like Suppliers, Jobs and Purchase Orders

3. Click "Purchase Orders"

Import Center settings page with Purchase Orders highlighted in the list of import types, between Jobs and Invoices

4. Click "Download Template" for the template spreadsheet

Import Center showing Step 1 instructions with the Download Template button highlighted for the Purchase Orders import

Fill in the template

5. More than one PO can be imported at a time.

The template consists of three areas: header, section name, and item details.

Purchase order import spreadsheet template with three outlined areas: header columns, Section Name column, and item detail columns

6. For each item in an PO, there needs to be a complete row. This means that the master PO details, such as the supplier name or note, need to be repeated on each line. Similarly, the section name (if given) needs to be repeated for all the items in the section.

Spreadsheet of purchase order rows with Supplier, Section Name and Item Code columns highlighted, showing details repeated per line

Upload the file

7. Drag and drop the file here

Import Center with Purchase Orders selected, highlighting the Select Files or Drag & Drop Here upload field in Step 3

8. Click "Upload"

Import file panel with a Template.xlsx file selected and the Upload button highlighted next to Clear

9. The banner shows the success or failure of the import

Import dialog showing Import Complete with a green check and a highlighted banner reading 1 created, 0 updated

10. The original ID/Reference from the previous system is appended to the description

Purchase Order edit screen with the Description field highlighted, showing the imported reference "Import ID: 4457

Learn more: purchase orders in Zigaflow

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