You use this program to import purchase order receipts from a flat ASCII file. You can import this file, copy the data from Excel or enter the data directly into the Details grid pane.
| 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. |
| 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. |
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| 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.
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![[Note]](images/note.png)
| 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. |
| Ignore warnings | Select this to suppress the display of any warnings
during the import process. See also Control over/under receipting in Notes and warnings. |
| Default warehouse for non-stocked items | Indicate the warehouse to use for non-stocked items. Although the warehouse against a non-stocked item at line level is recorded as **, a default warehouse to use is required to create and print the Inventory journal for the receipt of the non-stocked item. |
| 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.
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| 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. | ||||
| 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. |
| 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 |
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.
| Field | Start position | Field length and description |
|---|---|---|
| Header | ;SYSPRO IMPORT - Version=001 -
PORPRM 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. |
|
| Order number | 1 | 20 This field is mandatory. |
| Line number | 21 | 4 If you do not specify a line number, then the program uses the first line number matching the entries made at the Stock code and Warehouse fields. If more than one line is detected for the same stock code/warehouse combination, then the line with the earliest due date is used. |
| Stock code | 25 | 30 Indicates the item you are receipting.
|
| Warehouse | 55 | 10 |
| Receipt quantity | 65 | 19 This entry must be made as an edited figure (i.e. 7.3). The quantity must be specified in the purchase order quantity unit of measure and cannot be negative. If you are importing a receipt for an item that is traceable and requires a sample quantity to be inspected, then the quantity in this field must be the portion of the receipt quantity that you want to receipt directly into stock. The sample inspection quantity is entered in Inspection quantity field (position 376). If the stock item is a manual serialized item, then the quantity must be 1.See also Control over/under receipting in Notes and warnings. |
| Purchase price | 84 | 16 This entry must be made as an edited figure (i.e. 6.3). If no entry is made then the price assigned to the order is used. The Purchase price is imported at the price at which the receipt was done. No currency conversion is performed. To import the foreign currency price for a foreign currency supplier, you need to convert the price at the required exchange rate before entering it here. |
| Bin location | 100 | 20 If multiple bins are installed against the warehouse into which the stock code is being receipted, then you must make an entry in this field. If the bin does not exist, it is automatically created providing the Inventory setup option: Allow creation of bins when processing inventory transactions is selected. If this option is not selected, then you must enter an existing bin. If multiple bins are not used either for the company or for this specific warehouse, then the default bin defined against the specific warehouse is used, otherwise the warehouse code itself is used. |
| Lot number | 120 | 50 If the stock item is traceable, then you must make an entry in this field. If you selected the Lot Traceability setup option: Same lot to be used on multiple stock codes, then you can reuse the same lot number for different stock codes. |
| Serial number | 170 | 50 If the stock item is serialized, then you must make an entry in this field. If you selected the setup option: Same serial to be used for multiple stock codes, then the same serial number can be allocated to different stock codes. |
| Reference/GRN | 220 | 20 Enter a GRN number if GRNs are in use or you are receipting an inspection item. This applies for manual numbering only. If GRNs are not in use, this entry will be used as a reference. |
| Certificate | 240 | 10 Enter the supplier's certificate number which will be stored in the inspection file and can be printed on inspection documents. This could be a quality assurance document or a guarantee. The entry made in this field is used if you are receipting a traceable/inspection item. |
| Supplier delivery note | 250 | 20 The entry made in this field is used if you are receipting a traceable/inspection item. |
| Receipt date | 270 | 8 Enter the delivery note date that will be stored in the inspection file. This is equivalent to the Delivery date for an item requiring inspection. This date can be used to measure supplier performance when running the Suppliers' Performance report. This only applies:
|
| Journal notation | 278 | 100 |
| Inspection quantity | 378 | 19 Indicates the receipt quantity that must be taken into inspection. This only applies if the item is defined as traceable and you selected the option: Sample quantity. The entry in this field must be made as an edited figure (i.e. 7.3). The quantity must be specified in the purchase order quantity unit of measure and cannot be negative. |
| Field | Start position | Field length and description |
|---|---|---|
| Order number | 1 | 6 |
| Line number | 7 | 4 |
| Stock code | 11 | 30 |
| Warehouse | 41 | 2 |
| Receipt quantity | 43 | 12 |
| Purchase price | 55 | 15 |
| Bin location | 70 | 6 |
| Lot number | 76 | 10 |
| Serial number | 86 | 20 |
| Reference | 106 | 9 |
| Certificate | 115 | 10 |
| Supplier delivery note | 125 | 15 |
| Receipt date | 140 | 6 |
| Journal notation | 146 | 60 |
| Inspection quantity | 206 | 12 |
Imported receipts that exceed the acceptable cost variance percentage are rejected during processing if the Inventory option: Reject import receipts is enabled (Inventory Setup). This check is performed at the time of actually processing the import and not at the time of validating the import file.
Operator activities can also be used to prevent a purchase order being receipted when the quantity is not within the bounds of the Acceptable quantity over/under supply percentage specified in the Purchase Orders Setup program.
The Purchase Order Receipt Import program uses the PORTOR business object to perform the actual receipt, so you need to set the following e.net specific operator activities to prevent the over/under receipt of purchase orders:
| Activity | Description |
|---|---|
| PO Override on under supply of purchase orders |
e.net
When this activity is denied, then an error is issued when the receipt quantity is less than the Acceptable quantity over/under supply percentage. The Ignore warnings option in the Purchase Order Receipt Import program cannot be used to bypass this validation error. When this activity is allowed, then only a warning is issued and the operator can choose to ignore it and receipt the purchase order. |
| PO Override on over supply of purchase orders |
e.net
When this activity is denied, then an error is issued when the receipt quantity is more than the Acceptable quantity over/under supply percentage. The Ignore warnings option in the Purchase Order Receipt Import program cannot be used to bypass this validation error. When this activity is allowed, then only a warning is issued and the operator can choose to ignore it and receipt the purchase order. |
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You cannot import stock items defined as requiring the cost multiplier.
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You cannot import a receipt for an item defined as a Notional part.
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You cannot import purchase order lines that were created from the Landed Cost Tracking system.
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You cannot import a receipt for an item using unit quantity processing (i.e. Cases and Pieces).
See also Control over/under receipting in Notes and warnings
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 receipts |
Controls access to import receipts in the Purchase Order Receipt Import and Purchase Order Receipts programs. |
Operator access to the following activities within this program can be restricted. You configure this using the Operators program.
See also Control over/under receipting in Notes and warnings.
| 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. |
Inserting Application Help
You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.
Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.
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Open the program for which you want to insert application help into a customized pane.
This functionality is only available for a program that has panes.
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Right-click any form field.
You can also click the triangle menu icon that appears in the title area of a pane.
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Select Insert Application Help from the context-sensitive menu.
The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.
Removing the Application Help pane
If you no longer want to display application help in a pane for your current program, you can simply remove it.
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Select the Close icon in the right-hand corner of the application help pane.
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Confirm that you want to delete the pane.