Bulk uploading products to a purchase order (PO) and receive notes is particularly handy for businesses that frequently receive large shipments from suppliers. Instead of manually entering each product, quantities, and other details, a CSV import allows you to upload this information all at once, saving time.
You can use the bulk import feature to add products to both the PO and the receive notes while receiving products.
If you encounter any errors while importing a CSV file generated from your system, we recommend using Google Sheets to edit and export the CSV file. This often resolves formatting issues that may cause import errors.
Bulk adding products to PO
Click here to download the sample import file to add products to a PO.
To add products to a PO in bulk using a CSV file,
In the Purchase Order, 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.
Optionally, you can also add quantities, prices, and shipping rates in the respective columns. If you do not want to add a price or shipping rate, leave the values blank.
When uploading products via CSV, the system checks for saved purchase prices associated with the SKUs:
If the product has a saved purchase price and you haven’t added any value in the 'price' column in the file, the saved purchase price will be used.
If the product has a saved purchase price and you have added a value in the 'price' column, the value from the file will be used.
If the product does not have a saved purchase price and you have added a value in the 'price' column, the value from the file will be used.
If the product does not have a saved purchase price and you haven’t added any value in the 'price' column, the price will be 0 in the PO, which you can then edit before closing the PO.
Save your updated file in CSV format.
Go back to the pop-up window in Sumtracker.
Upload your prepared CSV file.
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.
How to Import products to a PO? [Video]
Bulk adding products to receive notes
Click here to download the sample import file to add products to a receive notes.
To add products to a receive note in bulk using a CSV file,
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 the CSV upload button.
From the pop-up window, download the sample CSV file
Edit Sample File:
Add the SKU of the only products received in the 'sku' column.
Adding the quantity is optional.
Export the updated file as a CSV.
Upload the edited CSV file in the pop-up window.
Once the upload is 100% completed, click on Done.
You will see that all the products have been added to the receive note.
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.
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 receive notes, 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 greater than 0. If you enter 0, the SKU will not be imported, and you will get an error during upload. If you do not wish to add the quantity during import, leave the value blank.
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.