Upload Purchase Orders - in bulk

Upload Purchase Orders - in bulk

Creating and managing purchase orders in Orderlink can be done either individually or in bulk. Here’s a step-by-step guide on how to create purchase orders in bulk and fill in the necessary details.

Step 1: Start a New Purchase Order

To begin, click on the "+" button located in the top-right corner of the screen. This will display the option to create a purchase order, as shown in the image below.



Step 2: Choose Creation Method

When you select Create Purchase Order, a pop-up window will appear, offering two options for order creation:

  • Individual Order Creation: Choose this option to create a single purchase order directly in the system.
  • Bulk Upload Orders: Select this option if you have multiple purchase orders in an external format (e.g., Excel) and want to import them all at once.





Step 3: Bulk Upload Template

If you’re using the bulk upload option, start by downloading the CSV template. You can find this template by clicking the Download Icon under the Bulk Upload section. This template will contain two key sheets:

  1. purchase_order: Here, you’ll fill in high-level data for each purchase order, such as order number, name, priority, supplier, and warehouse.
  2. purchase_order_lines: This sheet allows you to specify the details for each item in your order, including product quantities, unit costs, and item codes.

Step 4: Populate the Template

In the purchase_order sheet, fill out the following key fields:

  • Order Number: A unique identifier for each purchase order.
  • Name: Descriptive name for the order.
  • Priority: Specify the priority level of the order.
  • Supplier: Enter the supplier code, which links the order to the specific supplier in your system.
  • Warehouse: Input the warehouse code to indicate where the order will be received.

Example:





In the purchase_order_lines sheet, add details for each product line in the order. To link items to their purchase orders, use the Order Number or Reference fields. Ensure you have the supplier and warehouse codes in place for each line item, so everything connects seamlessly.

Step 5: Important Dates

  • Cargo Ready Date: The date you need the supplier to have the order ready for dispatch.
  • ETA Date: This is the expected arrival date in your warehouse, giving your team a clear target for receiving and processing.





Step 6: Upload and Submit

After filling in the template, save the file and return to Orderlink. Click on the Upload icon to upload your CSV file. Upon submission, you’ll receive a success notification confirming that your purchase orders have been created.

With these steps, creating purchase orders in Orderlink becomes an efficient and organized process, whether you’re managing single orders or handling bulk uploads.