1. Upload New Purchase Orders
1.1. Prerequisites for New PO Upload

 
After activation, "PO Import" access for each user must be setup in the ManEx System Security module.  Users with “Supervisor Rights” will automatically have access.
 
User has to complete the required fields in the PoUploadTemplate.xlt in the xlfiles directory to create <st1:place w:st="on">PO upload XL file.  
 
If user wants the system to automatically approve all the POs uploaded the "Auto Approve PO when importing from XL" box must be checked in the Purchase Setup module. If this is NOT checked in the Purchase Setup module then all the POs will be uploaded as "NEW" and users will be required to approve within the Purchase Order Management module.
1.2. Introduction for New PO Upload

This module gives our users the capability to take electronic files provided by the suppliers from quote and availability of items, copy and paste that information into the ManEx PO Upload template format.  Users will have the flexibility to load a large PO into the system all at once, or upload multiple purchase orders for different suppliers at once, etc.  During the upload process the system will find any problems with the template, the user will be prompted and exception XL files will be created within the POExceptionXL directory for the users to review and disposition.

1.3. Fields and Definitions for New PO Upload
1.3.1. PO Upload Template

Ponum Required field:  If Auto PO numbering is setup: Even though user has the PO's set to auto, you can NOT upload a PO without something in this column.  Something has to be entered in this column so the system can distinguish one po line item from another PO line item on a different PO.  If there is no data in this column the program will think the rest of the spreadsheet is also blank. PO Upload will group per change in Ponum field (it will then use the Ponum field as a reference to change) when uploaded user will receive a message that the PO number entered in XL spreadsheet will be overwritten by a system generated number ... and give you the option to continue the upload or abort.  If manual PO numbering is setup:  PO Upload will group per change in Ponum field (it will then use the Ponum field as a reference to change) when uploaded system will use PO numbers entered  in XL spreadsheet.   
Supname Required field.  Existing Supplier Name in ManEx System.  If it does not exist the user will be prompted and an exception XL file will be created in the POExceptionXL directory on the server.  
Terms Optional:  If left blank it will take the default from the supplier setup. User may manually enter in a supplier term that does not match the Supplier Setup information, but must exist within the System Setup.  
Buyer Optional:  Buyer entered must Exist in System Setup. If it does not exist the user will be prompted and an exception XL file will be created in the POExceptionXL directory on the server.
Shipping Charge Optional: If left blank it will take the default from the Receiving & Billing Information setup.  User may manually enter in a Shipping Charge that does not match the Receiving & Billing Info Setup information, but must exist within the System Setup.    
Shipping Tax Optional   If left blank it will take the default from the Receiving & Billing Information setup.  User may manually enter in a Shipping Charge that does not match the Receiving & Billing Info Setup information, but must exist within the System Setup .
Shipping Charge Optional:  (Example:  "PREPAY & BILL", "NO-CHARGE", etc)    
FOB Optional:  If left blank it will take the default from the Receiving & Billing Information setup. User may manually enter in a FOB that does not match the Receiving & Billing Info Setup information, but must exist within the System Setup.   
Ship Via Optional:  If left blank it will take the default from the Receiving & Billing Information setup. User may manually enter in a ship Via that does not match the Receiving & Billing Info Setup information, but must exist within the System Setup.   
Include Freight Cost? Optional:  Can enter Y or N or leave blank
PO Line Item Number Required field
MRO or Invt Part  Required field  
Part Number Required field:   If entering Inventory Part Number, it must exist in ManEx. If it does not exist the user will be prompted and an exception XL file will be created in the POExceptionXL directory on the server.
Part Revision Required field
Package Optional:  This gives the user to enter in a package type that exists in System Setup.  If this column is left blank the "Package" field in the PO will be populated with the default in System Setup.   If the user enters a package type that does NOT exists in the system setup, the use will receive a prompt and the XL file will be created for them to review.  They will also have a choice to continue and fill the missing package information from inventory or cancel and fix the XL file.
Cost each Purchasing Unit Required field
Tax-pct  Optional:  If left blank it will take the default from the supplier setup. User may manually enter in a Tax-pct that does not match the Supplier Setup information, but must exist within the System Setup.   
Manufacturer Required field:   Manufacturer must exist in ManEx and match the ICM AVL for the part that is being uploaded. If it does not exist the user will be prompted and an exception XL file will be created in the POExceptionXL directory on the server.
Manufacturer Part Number Required field:  Manufacturer Part Number must exist in ManEx and match the ICM AVL for the part that is being uploaded.  If it does not exist the user will be prompted and an exception XL file will be created in the POExceptionXL directory on the server.
Firm PO? Optional 
First Article Default from Item Master
Inspection Exception? Optional 
Exception Optional
Date Required Required field:  You can have a order qty of 1000 and have 200 scheduled out of 5 different days. 
Quantity Required (Purchase Unit of Measure) Required field:  Purchase Unit of Measure must exist in System Setup.  If it does not exist the user will be prompted and an exception XL file will be created in the POExceptionXL directory on the server.
Warehouse Required field:   (if Invt Part) Warehouse must exist in ManEx and match the ICM AVL for the part that is being uploaded.  If it does not exist the user will be prompted and an exception XL file will be created in the POExceptionXL directory on the server.
Warehouse Location

Optional:  (if warehouse entered)

If Auto Location Creation is not Enabled in system setup:
• And template has a WHSE that does exist on the ICM AVL for that part the upload will complete
• And the template has a Location that does exist on the ICM for that part the upload will complete
If Auto Location Creation is enabled
• And template has a Whse that does not exist on the ICM for that part, the upload will continue AS LONG AS that WHSE exist within your Whse setup.

• And template has a Location that does not exist on the ICM. The upload will complete.
Allocated to WO Number Optional:  The system will do a check to make sure that the WO number exists within the ManEx System. If it does not exist the user will be prompted and an exception XL file will be created in the POExceptionXL directory on the server.  
Allocated to Project Number Optional:  The system will do a check to make sure that the Prj number exists within the ManEx System.  If it does not exist the user will be prompted and an exception XL file will be created in the POExceptionXL directory on the server.
Requestor if MRO Required field:  (if MRO item)  If this field is not populated the user will be prompted and an exception XL file will be created in the POExceptionXL directory on the server.
GL Number Required field:   (if MRO item) The system will do a check on the GL number to make sure that it not only exists in the Accounting setup, but also has to exist on the MRO Purchase GL number section within the Purchase Setup module. If it does not exist the user will be prompted and an exception XL file will be created in the POExceptionXL directory on the server. 
1.4. How To ....... for New PO Upload
1.4.1. Add - Upload a New PO
Enter Material Planning/Purchase Order Management/Upload New Purchase Orders

NOTE: If user wants the system to automatically approve all the POs uploaded the "Auto Approve PO when importing from XL" box must be checked in the Purchase Setup module. If this is not checked in the Purchase Setup module then all the POs will be uploaded as "NEW" and users will be required to approve within the Purchase Order Management module.

 

Locate XL File to Upload

If the system finds any problems with template the user will be prompted the following message and PoUploadErrors.xls file and a Validation.xls file will be created in the PoExceptionXL folder within the ManEx directory. 

 
If any of the information is missing from the required fields in the first row of the XL file, user will receive the following message. 
 

Depress OK and user will receive the message (shown below) that the "PO Upload was not complete" and system will abort.

Note:  Even though user has the PO numbering set to auto, you can NOT upload a PO without something in the Ponum column and all other required fields. Something has to be entered in this column along with all other required fields so the system can distinguish one po line item from another PO line item on a different PO.  If there is no data in this column or the other required fields the program will think the rest of the spreadsheet is also blank. PO Upload will group per change in Ponum field (it will then use the Ponum field as a reference to change) when uploaded user will receive a message that the PO number entered in XL spreadsheet will be overwritten by a system generated number ... and give you the option to continue the upload or abort (as shown below).  If manual PO numbering is setup and Auto Approve:  PO Upload will group per change in Ponum field (it will then use the Ponum field as a reference to change) when uploaded system will use PO numbers entered  in XL spreadsheet.   If manual PO numbering is setup but Auto Approve is NOT selected then PO upload will assign a temporary PO number until <st1:place w:st="on">PO is approved manually.   At that time you will be prompted for the manual <st1:place w:st="on">PO number.  
The user will be prompted the following message that the PO Upload was not complete and system will abort.  
If system does NOT find any problems with the template the following message will appear:  This message is for user to verify the number of records being loaded from the import sheet.  User may depress "YES" to continue the upload or "NO" to abort the upload.
 

If you depress Yes to Continue the user will be prompted the following message that the PO Upload complete.
If you depress No to Abort Upload the user will be prompted the following message that the PO Upload was not complete.