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PurchaseConfirm EDBL

Distributor reference for the PurchaseConfirm EDBL import: bulk-confirm existing received purchases with invoice number, dates, PO number and purchase total. Needs Purchase Cost Edit permission and v22.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 22.01

Pre-Conditions

  • User must have the "Purchase Cost Edit" permission to use this routine

  • Purchases must already exist in the system before they can be confirmed

  • Purchases must be in a status that allows confirmation (typically Received status)

  • Purchase IDs must be valid and match existing purchases in the system

Steps

EDBL Routines Disclaimer: This EDBL routine represents advanced functionality primarily intended for use by Encompass technical staff. While technically proficient customers may utilize these routines, please be aware that they fall outside the scope of standard support. Assistance with EDBL routines is not covered under standard support agreements and may require billable services from our Professional Services team. Please ensure you thoroughly understand this routine before implementation in your production environment

The PurchaseConfirm EDBL routine is used to confirm purchases that have already been created in the system. This routine will update existing purchases with confirmation information such as invoice numbers, dates, and purchase totals.

When you run this routine:

  1. The system validates each purchase ID provided in your import file

  2. The system checks if you have permission to confirm each purchase

  3. For valid purchases, the system updates the purchase with the confirmation information

  4. The system changes the status of the purchase to "Confirmed"

  5. Purchases that cannot be confirmed will generate warnings in your import results

This routine does not create new purchases. If a purchase ID does not exist in the system, it will be skipped and included in the warnings list.

Fields And Definitions

  • PurchaseID - Integer - The unique identifier for the purchase that needs to be confirmed. This field is required and must match an existing purchase in the system.

  • PurchaseTotal - Currency - The total amount for the purchase. This should match the calculated total on the purchase in the system. Significant discrepancies may prevent confirmation.

  • PostDate - Date - The date when this purchase should be posted to the accounting system. If not provided, the system may use the current date or the InvoiceDate as a default.

  • InvoiceDate - Date - The date on the vendor's invoice for this purchase.

  • InvoiceNum - Text - The invoice number from the vendor for this purchase. Maximum 24 characters.

  • PONum - Text - The purchase order number associated with this purchase. Maximum 50 characters.

Best Practices

  • Always include a valid Purchase ID for each record in your import file

  • Ensure the Purchase Total in your file matches the actual total in the system to avoid validation errors

  • Include accurate Invoice Num and Invoice Date fields, as these are typically required for proper confirmation. If Invoice Date is not provided, it will be set to Post Date.

  • If possible, include the PO Num field to maintain the relationship between the purchase and its originating purchase order

  • Before running this import, ensure the purchases you want to confirm are in the appropriate status (typically Received)

  • Review all warnings after import to identify any purchases that could not be confirmed

  • If you receive permission errors during import, check that your user account has the "Purchase Cost Edit" permission

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