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.
- Toolbar
- Options
- Details
- Import Results
- 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. |
| Ignore warnings | Select this if you do not want to display any warnings on the screen during the import process. |
| Default warehouse for non-stocked items | Select the warehouse to use for non-stocked items.enter the warehouse code to use for creating and printing 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 | 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.
| Field | Start position | Field length and description |
|---|---|---|
| Header | ;SYSPRO IMPORT - Version=001 -
PORPRS 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. |
| 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. |
| 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 |
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Imported receipts that exceed the acceptable cost variance percentage are rejected during processing if the Inventory setup option: Reject import receipts if cost variance exceeded is selected.
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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).
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 Electronic Signatures program.
| eSignature Transaction | Description |
|---|---|
| PO Import receipts |
Controls access to import receipts in the Purchase Order Receipts Import and Purchase Order Receipts programs. |
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. |
The following operator activities can be set to allow the import of receipts which differ from the order quantity:
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PO Import ignore receipt variance during receipt of manual serial item
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PO Import warn only on over receipt of purchase order
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PO Import warn only on under receipt of purchase order.
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.