Minimum Version Required: 25.01
Pre-Conditions
User is attempting to import PO files for Boston Beer and/or Heineken.
User has downloaded the PO files directly from Boston Beer or Heineken, or believes the files meet the required specifications.
User is using the Encompass PO Importer.
User has the necessary permissions to import PO files.
User is working in the specified location within Encompass.
Steps
Verify File Origin and Modification:
Ensure the PO file was downloaded directly from Boston Beer or Heineken.
Confirm that the file has not been modified after download. Any modifications, even seemingly minor ones, can cause import errors.
Boston Beer File Verification:
Location and Supplier Selection: In the Encompass PO Importer, select the appropriate location and "Boston Beer Company" as the supplier.
Column Headers: Verify that the Boston Beer file contains the following column headers, exactly as shown:
SalesOrder#
ShipDate
PO
BBCSKU
Quantity
File Format: Ensure the file is in the correct format (XLS or XLSX).
Re-upload: Attempt to upload the file again.
Heineken File Verification:
Location and Supplier Selection: In the Encompass PO Importer, select the appropriate location and "Heineken" as the supplier.
Column Headers and Row: Verify that the Heineken file has the correct column headers, and that those headers are located on Row 6.
Data Start Row: Ensure that the PO data begins on the row immediately following the header row (Row 7, if headers are on Row 6). Remove any extraneous rows or information above the header row.
Required Columns: Verify that the Heineken file contains the following column headers, exactly as shown:
RequestedDeliveryDate
OrderNo.
ItemNo.
OrderQuantity
File Format: Ensure the file is in the correct format (XLS or XLSX).
Re-upload: Attempt to upload the file again.
Check for Hidden Characters/Formatting:
Open the file in a spreadsheet editor (e.g., Microsoft Excel, Google Sheets).
Check for any hidden characters, extra spaces, or unusual formatting in the header row and data rows. These can sometimes be invisible but still cause parsing errors.
If possible, try copying the data into a new, clean spreadsheet file.
Test with Example File:
If available, try importing the Heineken example file that was provided. This will help determine if the issue is with the user's file or the import process itself.
If the issue persists:
Contact Encompass Technologies Support immediately.
Provide the following information to the support team:
The exact error message received.
The Boston Beer or Heineken PO file that is causing the error.
A screenshot of the error message.
The steps you have already taken to troubleshoot the issue.
The example file you are using.
Fields And Definitions
PO: Purchase Order. A commercial document issued by a buyer to a seller, indicating the types, quantities, and agreed prices for products or services.
PO Importer: The Encompass system tool used to upload and process PO files.
Location: The specific location within the Encompass system where the PO is being imported.
Supplier: The company providing the goods or services (e.g., "Boston Beer Company," "Heineken").
SalesOrder#: (Boston Beer) The sales order number associated with the purchase.
ShipDate: (Boston Beer) The date the order is scheduled to be shipped.
BBCSKU: (Boston Beer) Boston Beer Company's Stock Keeping Unit (SKU) number.
Quantity: (Boston Beer) The quantity of the product ordered.
RequestedDeliveryDate: (Heineken) The date the order is requested to be delivered.
OrderNo.: (Heineken) The order number.
ItemNo.: (Heineken) The item number.
OrderQuantity: (Heineken) The quantity of the product ordered.
XLS: A file extension for a spreadsheet file format used by Microsoft Excel (older versions).
XLSX: A file extension for a spreadsheet file format used by Microsoft Excel (newer versions).
Column Header: The label at the top of a column in a spreadsheet that describes the data in that column.
Row: A horizontal series of data in a table or spreadsheet.
Best Practices
Download Files Directly: Always download PO files directly from the supplier's official source (e.g., Boston Beer's or Heineken's website or portal).
Avoid Manual Modification: Minimize or avoid manual modification of PO files after downloading. If modifications are necessary, be extremely careful to maintain the exact column headers and data formats.
Verify File Format: Ensure the PO files are in the expected file format (XLS or XLSX).
Check Column Headers: Double-check that the column headers in the PO file exactly match the requirements of the Encompass PO Importer. Pay close attention to spelling, capitalization, and spacing.
Remove Extraneous Data: Remove any unnecessary rows, columns, or information from the PO file, especially before the header row.
Use a Template (If Available): If Encompass provides a template for PO file imports, use that template to ensure proper formatting.
Regularly Check for Updates: Ensure that your Encompass system is up-to-date with the latest patches and updates, as these may include fixes for import issues.
Test with Small Files: When troubleshooting, try importing a small PO file with only a few line items to isolate the problem.
Document Errors: Keep a record of any errors encountered, including the error message, the file being imported, and the steps taken to troubleshoot. This information will be helpful for support and for future troubleshooting.