You use this program to import GRN data that has been captured using 3rd party application software.
The imported GRNs are created as adjustments and the values are displayed in the Adjustment column of the GRN Trial Balance report.
The import function updates the GRN suspense, journal and adjustment files and the Inventory distribution file (if Inventory is linked General Ledger).
- Toolbar
- Options
- Details
- Import Results
- Processing details
- File layout for 7
- File layout for 6.1
- Notes and warnings
- Application Help 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 (see Automation Design). Your selections are saved and applied when the program is run in automated mode. |
| Field | Description |
|---|---|
| Import method | |
| From file | Indicates you want to import data from a file. |
| Use data grid | Indicates you want to enter data directly into the grid of the Details pane (you can paste the contents of an Excel spreadsheet into the grid). |
| 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 | Loads the contents of the import file into the Details pane. This enables you to validate the lines on the grid prior to importing the file. The Import button is enabled only when all lines are valid. |
| 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 this is not enabled, valid records are imported and invalid records are ignored when the import is performed. |
| Check for duplicate GRNs |
If you have enabled the Check for duplicate GRNs setup option (Purchase Orders Setup) then this validates GRNs as they are imported. You will be unable to 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 |
|---|---|
| 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 | Indicates the email addresses of recipients to whom you want to email the information displayed in the output panes. |
| Delete file after use | Indicates whether you want to delete the import file after
all records are successfully
imported. 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. |
| 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.
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 against the Inventory function of the General Ledger Integration program.
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 against the Inventory function of the General Ledger Integration program is used.
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).
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. |
| 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. |
Operator access to the following activities within this program can be restricted. You configure this using the Operator Maintenance 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. |
Application Help Panes provide step-by-step instructions for various functions within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program. The intention is that the pane provides information that is uncluttered and easy to navigate.
You can embed an Application Help Pane:
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in the main SYSPRO menu
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in any program with panes, if not using roles
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when adding a role layout in Design Mode.
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.