Minimum Version Required: 25.10
Pre-Conditions
User Permissions:
To see the PO Importer link, the required permission is Inventory View.
The permission to import purchases is Purchase PO Edit.
File Specifications:
The file must be a CSV or XLSX file type and must have the following column header names. OrderNo., Requested Delivery Date, Item No., Order Quantity.
The order of the columns does not matter and additional columns will be ignored.
Heineken File Example:
File Mapping:
Heineken File (Column) | Encompass Field |
OrderNo. | PO Number |
Requested Delivery Date | Receive Date |
Item No. | Supplier Product Number |
Order Quantity | Cases |
Steps
Follow these steps to import a Heineken file:
Navigate to PO Importer:
Begin typing "PO Importer" in the unified search box and click on the PO Importer link. Alternatively, you can navigate to the Purchasing Home dashboard and click on the PO Importer link.
Step 1 - Setup Import:
Select the location for the import
Select the Heineken supplier option
Click Next
Upload the Heineken file
Step 2 - Preview Data:
The Supplier Product Num in Encompass must match the Item No. in the Heineken file
Look for any products not found in the file. This will be indicated with the product being listed as not found, was will as the Vendor with the minimum Vendor ID will be displayed
Click Execute only if all products are found.
Step 3 - Review Data:
Link to the purchases will be displayed
Re-importing the same file:
If the PO Number for the same vendor does not exist in the last 30 days, a new purchase will be created
If the PO Number for the same vendor does exist in the last 30 days and the shipment is in New or Ordered status, the existing purchase is updated.
If the PO Number for the same vendor does exist in the last 30 days and the shipment is in Received or greater status, the existing purchase is not updated and a new purchase will not be created.