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The Upload PO Data File page allows users with appropriate security rights to upload a purchase order data file in a structured format from a local computer drive to the Trade Services system. Uploaded purchase order data displays in the Purchase Orders page, while selected summary information including the status and date and time of each file upload is stored at the bottom of the Upload PO Data File page.
Users with appropriate security rights can maintain PO definitions and LC or ATP creation rules in the Reference Data area of the system. These reference data items define settings and details for how purchase orders are uploaded into the system and how purchase orders are grouped into Import Letter of Credit or Approval to Pay transactions.
Note: Uploading and processing purchase order data is a complex process. If you are not familiar with how purchase order data is processed in the Trade Services system, see Working with Purchase Orders.
The fields and controls contained in the Upload PO Data File page are described below.
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Field/Control |
Description |
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Locate File |
The location of the purchase order data file to be uploaded. To specify, type the complete path and name of the file containing the purchase order data you want to upload, or press Browse to navigate through your computer's drives and folders and select a location. Purchase order upload files must be plain text files formatted according to the file specifications described in Preparing the Purchase Order Data File You specify the data and file definition for the purchase order data file in the PO Definition |
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Add Purchase Order Line Items to transactions manually |
Selecting this option indicates that you want the purchase order data file to be uploaded to the system so that the associated purchase orders are available for manual addition to transactions. If you select this option, no purchase order grouping into Import Letter of Credit or ATP transactions will occur. |
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Group Purchase Order Line Items into Instruments based on Creation Rules for:
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Selecting an option indicates that you want the uploaded purchase orders to be grouped into Import Letters of Credit or Approval to Pay transactions according to the LC or ATP creation rules defined in the Reference Data area of the system. If previously uploaded PO line items not yet assigned to LC have also to be grouped for Import LC/Approval to Pay select the following check box. Also include any PO line items from previous uploads that are not yet assigned. |
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Select Purchase Order Definition to apply to the file |
Making a selection here identifies the PO definition the system will use when uploading the data file. To specify, select a definition from the PO Definition drop-down list. The list includes all PO definitions that have been created in the Reference Data area. |
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Select PO Definition |
This is a required drop down list field that contains the corporate organisation’s PO Definition options. When there is a default PO Definition defined, the dropdown displays this definition by default. Otherwise, the user must select a PO Definition option to apply to the Purchase Order(s) for uploading, from the drop down list. |
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Upload File |
Pressing this button uploads the data file using the options specified in the page. For more information, see Uploading New Purchase Order Data. |
Viewing the Purchase Order Upload Log
Uploading New Purchase Order Data
Creating Letters of Credit from PO Data
Deleting Purchase Order Line Items