- Import Purchase Orders, Items and GRNs in bulk in
.xlsxor.csvformat. - Seamlessly integrate with your WMS, inventory management or internal tools.
Prerequisites
To import Purchase Orders in bulk, you must:- Download the Purchase Order template from the Dashboard.
- Download the Vendor Contact ID file from the Dashboard.
Download Purchase Order Template
Watch this video to know how to download the Purchase Order import template.- Log in to the RazorpayX Dashboard.
- Go to Vendor Payments in the left navigation and click Purchase Orders.
- In the Purchase Orders window, click Purchase Order drop-down button on the top right and select Bulk upload PO from the drop-down list.
- Click Template to download the template. You can also click here to download the template. The template is now available in your system.
Download Vendor Contact ID
Vendor Contact IDs are unique IDs generated for each vendor registered with your RazorpayX. They are used to map a Purchase Order to a specific vendor and are required only for managing Purchase Orders. Watch this video to know how to download the Contact ID file.- Log in to the RazorpayX Dashboard.
- Go to Vendor Payments in the left navigation and click Purchase Orders.
- Click Purchase Order drop-down button and select Bulk upload PO from the drop-down list.
- Select the preferred file format (
.xlsxor.csv). - You can either click the Download button to download the file into your system or Email button to email it to yourself. Alternatively, you can also download or email the file from the Contacts menu by navigating to Contacts → Vendors → Export.
Instructions for Filling the Template
- Enter all the Purchase Order details in the template as per the validations.
- Green coloured columns in the template are mandatory. If an entry in a field is not done as per format, the field turns red.
- Hover over the empty cells to see the validation criteria.
- Default values will be picked if any of the columns are left blank. Refer Template Requirements to find out the default value for each column.
- If you are copy-pasting data using an internal tool, use these shortcuts:
- MacOS : Cmd+Opt+V, then press V again
- WindowsOS : Ctrl+Alt+V then press V again
- Ensure that the file is saved as
.xlsx.
Template Requirements
Column | Requirement
PO Number (Mandatory)| Enter complete Purchase Order number with pre-fix. If a Purchase Order has multiple line items, then each item will be a new row in the sheet and the Purchase Order number should be common among those rows. Supports alpha-numeric (no special characters or spaces).
RazorpayX Contact ID (Mandatory)| Enter the Vendor Contact ID downloaded from the Vendor Contact ID file.
Order Date | Enter the order date (DD/MM/YYYY). Date of upload will be the default Order Date.
Delivery Date | Enter the delivery date (DD/MM/YYYY). Date of upload will be the default Delivery Date.
Payment Terms | Enter the payment terms. 0 will be the default value.
Bill To| Enter the branch of your firm to which you wish to bill. The branch name needs to match exactly with the name of the branch set up in your RazorpayX.
Ship To | Enter the branch of your firm which should receive the consignment. to ship to. The branch name needs to match exactly with the name of the branch set up in your RazorpayX.
Cost Center | Enter the cost center name. The name needs to match exactly with the name of the branch set up in your RazorpayX.
Item Name (Mandatory) | Enter the item name. The name needs to match exactly with the name of the item set up in your RazorpayX.
Item Quantity | Enter the quantity of item. The default quantity will be 1. Supports upto two decimal places.
Item Rate (Mandatory) | Enter the item rate in ₹. Supports upto two decimal places and needs to be greater than 0.
Item Tax % | Values accepted are 0 / 5 / 12 / 18 / 28.
Item HSN/SAC | Accepts 8 digit numeric code.
Discount | Enter in ₹. Supports upto two decimal places.
Round Off | Enter in ₹. Supports upto two decimal places.
Address Line 1 | Enter address line 1 of the vendor address if not already present in your RazorpayX.
Address Line 2 | Continue to enter the rest of the vendor address.
Pincode | Enter pincode of the vendor address. This is mandatory if you have entered the address columns P and Q.
City | Enter city of the vendor. This is mandatory if you have entered the address columns P and Q.
State | Enter state of the vendor. This is mandatory if you have entered the address columns P and Q.
Country | Enter country of the vendor. This is mandatory if you have entered the address columns P and Q.
Notes | Enter notes, if any.
Terms and Conditions | Enter terms and conditions, if any.
The template throws errors in case the in-sheet validation fails. Ensure that you follow the template to avoid errors.Upload Purchase Order File
Watch this video to know how to upload Purchase Orders in bulk.- Once the Purchase Order file is completed as per the template and saved in your computer, log in to the RazorpayX Dashboard.
- Go to Vendor Payments in the left navigation and click Purchase Orders.
- Click Purchase Order drop-down button and select Bulk upload PO from the drop-down list.
- The Upload file window opens. Here, you can select the saved file from your system or drag and drop it into the window. Alternatively, you can also upload the file by navigating to Vendor Payments→Imports→Purchase Orders tab→Import Purchase Orders→Upload.
- If the file gets uploaded succesfully without any format errors, the system gives the preview of the top 3 line items of your file. This helps to ensure that you have uploaded the right file.
- Click Create Purchase Order. You can see the accepted Purchase Orders under Accepted and erroneous Purchase Orders under Invalid POs.
- You can click on the error sign against the erraneous Purchase Orders to view the respective error reports.
- Click on View PO against each accepted Purchase Order to see the generated Purchase Order. This shows the Purchase Order as a line item with status as
draft. - Click on the line item to preview the Purchase Order.
- Click on Complete PO to add any further details or Save to Draft to save without editing.
Handy Tips
Purchase Order Life Cycle
Given below are the different states of a Purchase Order.Purchase Order State | Description
Accepted | When you upload Purchase Orders in a bulk file without errors, they are listed under Accepted column.
Invalid | When you upload Purchase Orders in a bulk file with errors, they are listed under Invalid POs.
Drafts | When a succesfully uploaded Purchase Order is listed under Accepted column, ready for editing.
In Approval/Ready to Issue | When you complete the Purchase Order in drafts and it is ready for approval (in case of approvals in the workflow) or issuance.
Issued | When the completed and approved (where required) Purchase Order is issued.
Partially Billed | When you pay advance to the vendor, in case of requirement
Billed | When you complete the payment to the vendor.
Closed | When you mark the billed Purchase Orders as closed after ensuring that all the billing transactions are completed.