Bulk Import

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.

1. Log in to the

   RazorpayX Dashboard

   .
2. Go to Vendor Payments in the left navigation and click Purchase Orders.
3. 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.
4. 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.

1. Log in to the

   RazorpayX Dashboard

   .
2. Go to Vendor Payments in the left navigation and click Purchase Orders.
3. Click Purchase Order drop-down button and select Bulk upload PO from the drop-down list.
4. Select the preferred file format (.xlsx or .csv).
5. 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

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.

1. Once the Purchase Order file is completed as per the template and saved in your computer, log in to the

   RazorpayX Dashboard

   .
2. Go to Vendor Payments in the left navigation and click Purchase Orders.
3. Click Purchase Order drop-down button and select Bulk upload PO from the drop-down list.
4. 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.
5. 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.
6. Click Create Purchase Order. You can see the accepted Purchase Orders under Accepted and erroneous Purchase Orders under Invalid POs.
7. You can click on the error sign against the erraneous Purchase Orders to view the respective error reports.
8. 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.
9. Click on the line item to preview the Purchase Order.
10. Click on Complete PO to add any further details or Save to Draft to save without editing.

Related Information

• Bulk Import GRN

• Bulk Import Items