Adding Products to Purchase Orders
To add products to a purchase order, ensure the purchase order is in Draft status. Products cannot be modified once marked as received.
There are 3 ways add products to a Purchase Order:
1. Add Products from Selection Window
To add products to PO, click on "Add Products" to open the product selection window. You can search and select products using various filters, including Supplier SKU, overbooked products, below alert threshold, and more.
To display products exclusively from the selected supplier, toggle on the "Supplier" button in the product selection window.
If the purchase price does not contain all/any of the above info, it will remain blank. You can also manually overwrite the Cost and Shipping Cost.
2. Add Products using CSV Upload
Bulk uploading products to a PO is especially useful for businesses that receive large shipments from suppliers. Instead of entering each product's details manually, you can upload all information at once, saving considerable time.
If your system-generated CSV file produces import errors, we recommend using Google Sheets to edit and export the CSV file. This simple step often fixes formatting issues that cause import problems.
Note: You cannot upload a CSV file when you have already added products to the form.
To add products to a PO in bulk using a CSV file, click on the "CSV Upload" button.
From the pop-up window, download the sample CSV file provided.
Prepare the CSV file:
Open the sample file.
Add the SKU of the products in the sku column and their respective Order Quantities in the quantity column.
SKU and Quantity are the 2 mandatory data fields
If the SKU has a saved purchase price, the order quantity must be a multiple of pack size.
Cost, Shipping Cost and Notes are the 3 optional fields that can be left blank if required.
Purchase Price is Saved | Values Filled in Cost & Shipping Cost Column | Outcome for Price in PO |
Yes | No | System will use the saved purchase price values |
Yes | Yes | Values from the file will be used |
No | No | Price will default to 0 in the draft PO, which you can edit |
No | Yes | Values from the file will be used |
Upload the file. Once uploaded, the total no. of rows and total quantity will be displayed.
If there are any errors in the file upload, an error log file will be downloaded after upload which can be used to find the line items which are causing an error.
Wait for the upload to reach 100% completion.
Once the upload is complete, click on "Done."
You will see all the products added to the PO.
You only upload 5000 products to the PO in a single import. If you have more than 5000 products, you could split the number of products into multiples of 5000 and upload them.
3. Add Products using Barcode
Use the Scan option to quickly add items if your products have barcodes in Sumtracker. This is useful for quickly adding multiple products without manually searching for each one. Learn more
Adding Products to Receive Notes for Receiving Partially
Receiving a purchase order (PO) involves marking items as received when they arrive at your warehouse, which automatically updates your inventory levels.
Before receiving products, the purchase order must be marked as ‘Incoming.’ This status change allows you to track the incoming quantities and prepare for the receipt of goods.
You can partially receive products in a PO to update the inventory as they arrive in multiple shipments. This helps maintain accurate stock levels when dealing with staggered deliveries. The received items will be added to your stock while other items remain in the incoming status.
There are 3 ways to 'Receive Products Partially':
1. Add Products from Selection Window
Navigate to the specific PO and click on receive products.
In the pop-up window, click on receive products partially to create and open the receive note.
Click on ‘Add Products’ to add the items received in this shipment.
Select the products you want to add from the selection window and click on ‘Add Products’
2. Add Products using CSV Upload
CSV imports let you efficiently add multiple products to a receive note at once, saving time compared to manual entry, which is especially useful for large shipments.
To add products to a receive note in bulk using a CSV file
Open the Receive Note (GRN) that is created, and click on the CSV upload button
From the pop-up window, download the sample CSV file
Edit the sample file
Add the SKU of the only products received in the 'sku' column.
SKU and Quantity are the 2 mandatory data fields that must not be empty in the CSV. If you do not add the quantity for a product, the SKU will not be added to the GRN.
If the SKU has a saved purchase price, the quantity must be a multiple of pack size.
Save the updated file as a CSV.
Upload the file. Once uploaded, the total no. of rows and total quantity will be displayed.
If there are any errors in the file upload, an error log file will be downloaded after upload which can be used to find the line items which are causing an error.
Wait for the upload to reach 100% completion.
Once the upload is complete, click on "Done."
You will see all the products added to the GRN.
You only upload 5000 products to the GRN in a single import. If you have more than 5000 products, you could split the number of products into multiples of 5000 and upload them.
3. Add Products using Barcode
If your products have barcodes in Sumtracker, use the "Scan" option in the Receive note to add products by scanning their barcodes. This is useful for quickly adding multiple products without manually searching for each one.
Common Errors when importing CSV file
While the bulk import feature is designed to streamline the process of adding bulk products to your PO and GRN, errors can occur. Here are some common issues and how to resolve them:
Ensure the file is saved in CSV format. Other formats, such as XLS or TXT, will not be accepted.
Verify that all SKUs in the CSV file match the SKUs in your inventory. Typos or missing SKUs will result in errors during the upload.
Ensure that the values entered in the quantity column are not empty, greater than 0 and a multiple of the pack size saved in Purchase prices. If the quantity is not added correctly, the SKU will not be imported, and you will get an error during upload.
Ensure each SKU appears only once in the CSV file. Duplicate SKUs will cause errors during upload.
Ensure there are no blank rows in the CSV file. Blank rows or blank SKUs within the data will cause errors during upload.