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With the Purchase Orders Import tool you have two ways to import invoice data, either by spreadsheet or by image file upload. For the image upload, you take a picture of the invoice and upload the image and the system imports it as a purchase order. This article will instruct you on how to import your purchase orders using both of these methods. See how fast and easy we've made this process! 

The Purchase Order Import Tool

From the Back End open the Inventory menu and click on Purchase Orders Import.

The Purchase Orders Import page has two major tools for importing your orders. You can download a Custom Import Template CSV file you can use to load the product data for an order and upload that file to import a new purchase order. You can also take a photo of a purchase order form and upload the image and the system will pull the data from the products in the order and build a purchase order from the upload.

Import a Custom Purchase Order Template

1. Select Fields to Import — Click the Select button to see the list of product attributes you can have in your custom import template. Select the ones you want, then click the button again to collapse the drop-list.
   
   With your attributes selected, you'll see a button to Get Custom Import Template. Click that button to download your CSV spreadsheet file.
   
2. Import Data File — If you already have a CSV with the data you need, you can drag and drop it into this area or click in this area to browse your device for the file. If you have built a custom template, open the CSV file you downloaded and add your data for the products that will be in your purchase order, then add the file to this area as described. Once your file is added, you'll see the file name and size, as pictured below.
   
3. Import Purchase Order — Click the Import Purchase Order button once you've provided the file in step #2 and the system will open the Map Import window.
4. Map Import — In the Map Import window, make sure that the columns from your file match up with product properties. For example, in the image below, UPC was automatically mapped to the UPC product attribute. However, Description is not one of the six available attributes for Purchase Order uploads, so you would choose IGNORE COLUMN. At the bottom, you will want to enter the PO Name you want and select the Vendor(s) for the order.
   
5. Complete the Import — Click the OK button to save the mapping and complete the upload. If there are any errors in the data, you'll be informed and can download a list of the items that failed to upload. If any one item fails, the system will not import the others and you will need to fix the data before you can upload it again. If you need help with this process, please call our support team using the information at the bottom of this article and we'll be delighted to assist you!

Create a Purchase Order Import Template From an Image

1. Load PO From Image — Click the Load PO From Image button to get started. A page with the upload tool will open for you in your browser. This works very well on mobile using images taken with your smart phone.
   
2. PO Image Files — If you haven't done so already, take one or more photos of your Purchase Order pages you want to import, and make sure all details are clear in the image(s). The upload tool can handle up to 20 images.
3. Add Files — If you're on a desktop device, drag and drop your PO images to the target area shown above. You can do up to 20 images at one time, and the system will be able to merge together multi-page orders for you. If you're on a mobile device, tap on the area and open your Photos area, then select the image(s) you want to upload.
   
4. Email Address — Enter the email address where you want the system to send the custom import template.
5. Pricing Format — Click this button to open the Pricing Configuration window. You can set your Margin Percentage if you use a set percentage of markup from Cost to the Price you charge customers. You can also set how you want your Price Ending to be formatted. With pennies moving out of circulation, it might be wise to price to the nearest 5-cents, as in the example below. The window will give you a Preview Calculation for your margin and price-ending configuration, and when you're satisfied, click the Apply Settings button to save the configuration.
   
6. Submit Image — Click this button to submit your image(s) for processing. Once you do so, you'll be able to choose to Submit Another Batch of images to upload or you can click Track Status to follow the progress of the current upload, as pictured here.
   
   If you click to Track Status, you'll see the progress of your processing and you'll receive an email confirming that the upload is being processed. You'll receive another email with your CSV import template once the processing is complete.
   
7. Download the CSV — Once the processing is complete, you'll have a CSV file of your data. 
8. Prepare the Import Template — Depending on what data columns were in the image, you may have data that's different from the six product attributes the system will allow for a Purchase Order Import: UPC, Item Code, Quantity, Case Cost, Case Count, and Unit Cost. You can remove any data that is not these six attributes.
   
   Also, in your formatting for UPC codes, those numbers are 13 digits long in the system and may contain leading zeroes. In your download, you may be seeing scientific notation instead of full numbers (e.g. 124e8765 instead of 0012400008765). You can format the UPC column in Excel to allow the leading zeroes and to not display in scientific notation.
   
   Select the column then right-click on it and click to Format Cells. In the Format Cells window, select Custom for the number formatting and find the simple 0 option in the list (a zero without any other symbols). Enter twelve more zeroes so you have a total of 13 and the UPCs will enter the system with zeroes if needed. Click OK to set the formatting. Make sure all of the data is correct, then save the spreadsheet.
   
9. Repeat Template Import Steps — In the section above on importing a purchase order template CSV file, repeat steps 2 through 5 to import the CSV. Once you're done, you'll see your Purchase Order in your list of POs. You will also be able to Receive the inventory from that PO.

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Frequently Asked Questions

Q: I have a question, but I can't find my answer here. How do I get more assistance?

A: If you need immediate assistance, the team is available 24/7. Feel free to contact our support team at 877-752-0625. You can also email us at support@marktpos.com, and we will respond within 24 hours.