Import GRN Details

Toolbar

Field	Description
Import	Validates the contents of the import file and import records if there are no errors.
Save Form Values	This option is only enabled in Design mode (Automation Design). Your selections are saved and applied when the program is run in automated mode. Form values and defaults are applied at operator level. They are not saved at role or group level.

Options

Data source

Field

Description

Import method

From file

Select this to import data from a file.

Use data grid

Select this to enter the import data directly into the grid of the Details pane

You can paste the contents of an Excel spreadsheet into the grid. A blank line is created as the first line in the grid because by default, focus is set on the first editable line for all import program grids.

File location

Server

Indicates the import file resides on the server.

Client

Indicates the import file resides on the client.

File name

Indicate the name of the import file (include the full path).

Review file

This loads the contents of the import file into the Details pane, which lets you validate the lines on the grid prior to importing the file. The Import button is enabled only when all lines are valid.


	The import file is deleted if you enable the Delete file after use option.

Options

Field	Description
Import only if all rows are valid	When enabled, the entire import file must be valid before any records can be imported. The import aborts if any errors are encountered. When not enabled, valid records are imported and invalid records are ignored when the import is performed.
Check for duplicate GRNs	If you enabled the Check for duplicate GRNs (Set Key Information) option then this validates GRNs as they are imported. You cannot import a GRN that has a number which already exists on the GRN master file. Similarly, if the GRN being imported does not exist on the GRN master file, but is duplicated on the import file, then only the first GRN is imported and subsequent ones are ignored. This reduces the total number of GRNs imported.
Period	Indicates the posting period and year to which the entries will be posted, but can be changed.

Field

Description

Import only if all rows are valid

When enabled, the entire import file must be valid before any records can be imported. The import aborts if any errors are encountered.

When not enabled, valid records are imported and invalid records are ignored when the import is performed.

Check for duplicate GRNs

If you enabled the Check for duplicate GRNs (Set Key Information) option then this validates GRNs as they are imported. You cannot import a GRN that has a number which already exists on the GRN master file.

Similarly, if the GRN being imported does not exist on the GRN master file, but is duplicated on the import file, then only the first GRN is imported and subsequent ones are ignored. This reduces the total number of GRNs imported.

Period

Indicates the posting period and year to which the entries will be posted, but can be changed.

After processing completed

Field

Description

Print the Details

Generate a report of the contents of the Details entry grid.

Email the Details

Generate an email of the contents of the Details entry grid.

Print the Import Results

Generate a report of the contents of the Import Results pane.

Email the Import Results

Generate an email of the contents of the Import Results pane.

Email recipients

Indicate the email addresses of recipients to whom you want to email the information displayed in the output panes.

Delete file after use

Indicate whether you want to delete the import file after all records are successfully imported.

The file is also deleted if you enable this option and select the Review file function.

In a client/server environment, both the import file on the server and the temporary import file created on the client are deleted.

Close the application

Exits the program once processing is complete. Do not select this if you want to be able to view the information on screen when processing is complete or you want to print or email the contents of the Details and Import Results panes.

Details

Toolbar

Field	Description
Validate	This verifies whether there are any errors in the grid, without actually importing records. Exclamation marks in the Validation status column indicates that one or more fields in the line are invalid. An explanatory error message is displayed when you hover your mouse pointer over the exclamation marks.
Print	Prints the contents of the import file, or changes made in the grid.
Export to Excel	Outputs data from the Details pane to an Excel spreadsheet.
Search text
Clear	Clears the contents in the search text field.
Edit
Copy	Copies the lines in the Details pane.
Paste (all columns)	Ensure that you have data for all the columns that can appear in the data grid before selecting this option. When you select to Paste (all columns) the date you are pasting must be in the format CCYYMMDD. Although no validation errors are displayed, the date is not converted into your SYSPRO date format.
Paste (visible columns only)	Pastes data into the columns that currently appear in the data grid, in the sequence that they appear. When you select to Paste (visible columns only) and the date you are pasting is not in CCYYMMDD format, you are prompted for the date format. The program correctly inserts it into the grid in the SYSPRO date format.
Duplicate	Copies the current row to the end of the data grid.
Find and Replace

Import Results

Displays a summary of the results of the validation/import.

This information can be printed or emailed providing you did not select to Close the application in the After processing completed section.

Processing details

The value of each import record is posted to the Debit ledger code specified on the import record. This code is validated if Inventory is linked to General Ledger in detail or summary.

For a non-stocked item, the contra entry is made to the GRN control account defined at company level (General Ledger Integration).

For a stocked item, the contra entry is made to the GRN control account defined against the warehouse you are processing. If the warehouse field is blank, then the GRN control account defined at company level is used (General Ledger Integration).

A new entry is added for each GRN record imported. You cannot post an adjustment to an existing GRN (i.e. you are importing a GRN which has a zero purchased quantity and an adjustment of the value requested).

File layout for 7

The table below indicates the structure of the import file that must be defined to successfully import build schedule information from 3rd party application software.

Field	Start position	Field length and description
Header		;SYSPRO IMPORT - Version=001 - PORP86 Mandatory entry of this comment on the first line of the import file to distinguish it from a SYSPRO 6.1 layout file. This comment is not case-sensitive.
Supplier	1	15 The supplier code to which the GRN relates.
GRN number	16	20 The GRN number. If left blank, the GRN number is imported as 000000000.
Stock code	36	30 The item being imported. If the warehouse field is left blank then your entry here indicates a non-stocked item.
Stock description	66	50 This field is not validated.
Debit ledger code	116	35 The ledger code to which the value of each import record is posted.
Current value of GRN	151	12.2 This cannot exceed 12 whole numbers and 2 decimal places. The field caters for the entry of a negative sign.
Supplier delivery note number	167	20 The reference number on the delivery received from the supplier.
Warehouse	187	10 Blank indicates a non-stocked item.
Withholding tax expense type	197	1 The expense type as defined in the Stock Codes program.

File layout for 6.1

Field	Start position	Field length and description
Supplier	1	7 The supplier code to which the GRN relates.
GRN number	8	9 The GRN number. If left blank, the GRN number is imported as 000000000.
Stock code	17	30 The item being imported. If the warehouse field is left blank then your entry here indicates a non-stocked item.
Stock description	47	30 This field is not validated.
Debit ledger code	77	15 The ledger code to which the value of each import record is posted.
Current value of GRN	92	12.2 This cannot exceed 12 whole numbers and 2 decimal places. The field caters for the entry of a negative sign.
Supplier delivery note number	108	15 The reference number on the delivery received from the supplier.
Warehouse	123	2 Blank indicates a non-stocked item.

Notes and warnings

eSignature considerations

Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.

Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the eSignature Setup program.

eSignature Transaction	Description
PO Import GRN details	Controls access to the importing of GRN details in the Import GRN Details program.

Activity considerations

Operator access to the following activities within this program can be restricted. You configure this using the Operators program.

Activity	Description
Listview/Forms - Export or print data	Controls whether an operator can print the contents of a listview and/or output the contents of a listview to an HTML page, XML document or Excel spreadsheet.
Maintain data in import programs	Controls whether an operator can maintain import data in a data grid within any SYSPRO import program before the import is performed.
Allowed to import from client	Controls whether an operator can use a SYSPRO import program to import data from a client machine (in a client/server environment).
File Browse on server (C/S system)	Controls whether an operator use the browse function to load the Browse on Files and Folders program to locate files on the server in a client/server environment. Operators can still navigate to a file or folder on the server by typing in the full path name in the entry field.