Purchase Orders import field reference and situation how-tos

What this covers

This article explains which columns to include in a Purchase Orders import for common tasks, which fields are required, and what every Purchase Orders import field does. It applies to both the [Basic Importer] and the [Admin importer].

Field names below are the Zenventory defaults. If your company renamed fields in the Lexicon, your screens and sample file show your names instead.

Required for a basic purchase order

Required By
Warehouse Name (in the Purchase Order section)
SKU
Quantity
Description
Name or Account Number (in the Supplier section)

All other fields are optional. The Situation how-tos above cover the fields needed for other tasks, like suppliers, line costs, and new items.

Mapping reference table

This table lists every field on the Purchase Orders import mapping screen, in the same order and under the same section headings (Purchase Order, Supplier, and Item). Use it to decide which of your file's columns to map to each field, and to check that your data is in the right format.

For each field, the table shows:

What to map this to for Purchase Orders: what the field does on the PO, supplier, or item.
When is this field required?: whether the field is always needed, needed only in certain cases, or optional.
Format: the type of value the field accepts, such as text, number, date, or Y/N, and its character limit.

Some fields appear in more than one section, like Terms and Warehouse Name. The section heading tells you which one it is.

Some fields, like Userfield1 to Userfield3, MyList1, and MyList2, only show on the mapping screen when they're turned on for your company.

Field names are the Zenventory defaults. If your company renamed fields in the Lexicon, your mapping screen shows your names instead.

Mapping Field	What to map this to for Purchase Orders	When is this field required?	Format
Purchase Order
PO Number	The purchase order's number. Rows with the same PO Number become one PO, so keep a PO's rows next to each other. The PO and supplier details are taken from the PO's first row. If blank, the next PO number is generated, and consecutive blank rows become one PO. A PO Number that already exists fails the import, because existing POs can't be updated by import.	Optional, generated if blank	Text, 30 characters
Required By	The date you expect to receive this order from the supplier. A blank date fails the PO. A date that can't be read is saved as 1970-01-01 with no error.	Required	Date (YYYY-MM-DD recommended)
Ship Method	The shipping method the supplier will use to deliver this order.	Optional	Text, 30 characters
Terms	The payment or delivery terms for this purchase order.	Optional	Text, 30 characters
Warehouse Name	The warehouse this order will be received into. A name that's blank or isn't found fails the PO.	Required	Text, 50 characters
Notes	Internal notes about this purchase order.	Optional	Text, about 65,000 characters
Userfield1	Custom text field for the purchase order. Only shown when turned on in the Lexicon. Can be renamed.	Optional	Text, 1000 characters
Userfield2	Custom text field for the purchase order. Only shown when turned on in the Lexicon. Can be renamed.	Optional	Text, 1000 characters
Userfield3	Custom text field for the purchase order. Only shown when turned on in the Lexicon. Can be renamed.	Optional	Text, 1000 characters
MyList1	Custom list field for the purchase order. Only shown when turned on in the Lexicon.	Optional	Text, 100 characters
MyList2	Custom list field for the purchase order. Only shown when turned on in the Lexicon.	Optional	Text, 100 characters

Supplier
Name	The supplier's name. Used to find an existing supplier, or to name a new one. A matched supplier has this replaced by the file, even when the cell is blank.	At least one of: Name or Account Number is required	Text, 50 characters
Address 1	The first line of the supplier's street address. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	Text, 50 characters
Address 2	The second line of the supplier's address. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	Text, 50 characters
City	The city of the supplier's address. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	Text, 30 characters
State	The state or province of the supplier's address. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	Text, 50 characters
Zip	The postal or ZIP code of the supplier's address. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	Text, 10 characters
Country	The country of the supplier's address. Blank or unrecognized uses the Active Warehouse's country. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	2 letter code, 3 letter code, or full country name
Office Phone	The supplier's main office phone number. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	Text, 12 characters
Office Fax	The supplier's fax number. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	Text, 12 characters
Website	The supplier's website. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	URL, 100 characters
Main Contact Name	The name of the main contact at the supplier. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	Text, 50 characters
Main Contact Email	The main contact's email address. Used to find an existing supplier. If it matches, that supplier's other details, including its Name, are replaced by the file, so always include the Name too. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	Email address, 50 characters
Alternative Contact Name	The name of a second contact at the supplier. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	Text, 50 characters
Alternative Contact Email	The second contact's email address. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	Email address, 50 characters
Account Number	The supplier's account number. Used to find an existing supplier. If no supplier matches the Account Number, Name, or Main Contact Email, a new supplier is created. A deactivated supplier that matches is reactivated. A matched supplier has this replaced by the file, even when the cell is blank.	At least one of: Name or Account Number is required	Text, 50 characters
Terms	The supplier's payment or account terms. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	Text, 120 characters

Item
SKU	The SKU of the item being ordered. A SKU that doesn't exist yet creates a new item that needs approval. An existing drop-ship item can't be ordered: that line and every line after it on the PO aren't saved.	Required	Text, 40 characters recommended
Quantity	The number of units ordered on this line. Decimals are cut to whole numbers. A quantity below 1 fails the PO.	Required	Whole number, 1 or more
Description	The description on this PO line. If blank, the item's description is used. On a new item, it also becomes the item's description.	Required on the mapping screen (blank uses the item's description)	Text, 150 characters
Barcode	The UPC or EAN barcode for this item. Only used when the SKU is new and the item is created.	Optional	Text, 30 characters
Recommended Retail Price	The recommended retail price (MSRP) for this item. Also updates an existing item when above 0.	Optional	Decimal number (decimals not required, e.g. 10 or 10.99)
Category	The category to assign this item to. A category that doesn't exist yet is created. Only used when the SKU is new and the item is created.	Optional	Text, 30 characters
Unit of Measurement	The unit of measure on this PO line. If blank, the item's unit of measure is used. On a new item, it also becomes the item's unit of measure.	Optional	Text, 24 characters
Sales Price	The sales price for this item. Only used when the SKU is new and the item is created.	Optional	Decimal number (decimals not required, e.g. 10 or 10.99)
Unit Cost	The cost per unit on this PO line. If blank, the supplier's cost for this item is used, or the item's Unit Cost if the supplier has none. On a new item, it also becomes the item's Unit Cost.	Optional	Decimal number (decimals not required, e.g. 10 or 10.99)
Weight	The weight of this item. Only used when the SKU is new and the item is created.	Optional	Decimal number (decimals not required, e.g. 10 or 10.99)
Default Econ Order	The default quantity used when this item is added to a purchase order, if the supplier has no minimum order quantity for it. Only used when the SKU is new and the item is created.	Optional	Decimal number (decimals not required, e.g. 10 or 10.99)
Default Lead Time (Days)	The number of days it typically takes to receive this item from this supplier. Only used when the SKU is new and the item is created.	Optional	Whole number
Par Level	The target level reordering fills up to. Only used when the SKU is new and the item is created.	Optional	Decimal number (decimals not required, e.g. 10 or 10.99)
Re-Order Level	The stock quantity level at which a reorder should be triggered. Only used when the SKU is new and the item is created.	Optional	Decimal number (decimals not required, e.g. 10 or 10.99)
Kit	Marks the item as a Kit. Turns off Non-Inventory. Only used when the SKU is new and the item is created.	Optional	Y or N (Y, Yes, 1, True or T count as yes)
Assembly	Marks the item as an Assembly. Turns off Kit and Non-Inventory. Only used when the SKU is new and the item is created.	Optional	Y or N (Y, Yes, 1, True or T count as yes)
Serializable	Enables serial number tracking. Turns off Perishable and Track Lot. Only used when the SKU is new and the item is created.	Optional	Y or N (Y, Yes, 1, True or T count as yes)
Perishable	Marks the item as perishable. Only used when the SKU is new and the item is created.	Optional	Y or N (Y, Yes, 1, True or T count as yes)
Track Lot	Enables lot number tracking. Only used when the SKU is new and the item is created.	Optional	Y or N (Y, Yes, 1, True or T count as yes)
Warehouse Name	The warehouse a new item is assigned to. A name that isn't found creates a new warehouse. If blank, the Active Warehouse is used.	Optional	Text, 50 characters

Situation how-tos

Situation	Columns to include	What to know
Import a PO with several items	• PO Number (the same on each row) • Required by Date • Warehouse Name • SKU • Description • Quantity • Supplier Name	Use one row per item and keep a PO's rows next to each other. The PO and supplier details are taken from the PO's first row.
Let Zenventory number the PO	• Leave PO Number blank	The next PO number is generated. Consecutive rows with a blank PO Number become one PO, so separate each PO's rows with a row that has a different PO Number, or give each PO a number.
Import POs for a client (3PL)	• Select the client in the import window (there's no client column)	Suppliers and new items are created under that client.
Order from an existing supplier	• Name or Account Number • All the supplier's other details	A supplier is matched by its Account Number, Name, or Main Contact Email. A matched supplier has every supplier field replaced by the file, even when the cell is blank. Its contact phone numbers are cleared, and a deactivated supplier is reactivated. Include the supplier's full details, not just the ones that are changing. Keep supplier names and account numbers unique. If more than one supplier matches, the PO may be linked to the wrong one.
Order from suppliers without account numbers or emails	• Name • Leave out the Account Number and Main Contact Email columns	Always include the Name. A PO without one creates a supplier with no name, or clears the name of a supplier matched by email. Don't use the same placeholder account number or email for different suppliers. Every PO with that placeholder would be linked to one supplier, and its details would be overwritten each time.
Choose the receiving warehouse	• Warehouse Name	Must match an existing warehouse. A name that's blank or isn't found fails the PO.
Set the cost on each line	• SKU • Quantity • Unit Cost	Unit Cost is the cost per unit on that line. If it's blank, the supplier's cost for the item is used, or the item's Unit Cost if the supplier has none.
Order items that aren't in Zenventory yet	• SKU • Quantity • Description • Any other item columns • Warehouse Name in the Item section (optional)	The item is created. Item columns are only used for new items. For an existing SKU, only Recommended Retail Price is updated, and only when it's above 0.
Change an existing PO	• Not possible by import	A PO Number that already exists fails the import with "Order already exists!", and a completed PO fails too. Edit the PO in Zenventory instead.
Order drop-ship items	• Not possible by import	An existing drop-ship item can't be added to a PO. That line and every line after it on the PO aren't saved, but the PO and the lines above it are.

How the import handles purchase orders

How does Zenventory know which rows belong to the same PO?

Rows with the same PO Number become one purchase order, with one item per row. Keep a PO's rows next to each other in your file.

The PO and supplier details are taken from the PO's first row. You only need to fill them in once per PO.
If you leave PO Number blank, Zenventory generates the next PO number. Consecutive rows with a blank PO Number become one PO.

Can I update a PO that's already in Zenventory?

No. The import only creates new purchase orders.

A PO Number that already exists fails the import with "Order already exists!"
A PO that's already completed also fails.

To change an existing PO, edit it in Zenventory.

What happens to the supplier on each PO?

Zenventory looks for an existing supplier by its Account Number, Name, or Main Contact Email.

If nothing matches, a new supplier is created.
If a supplier matches, every supplier field is replaced by your file, even when a cell is blank. The supplier's contact phone numbers are always cleared, and a deactivated supplier is reactivated. Include the supplier's full details on each PO, not just the ones that are changing.
A Main Contact Email on its own fails. Always include a Name or Account Number.

What happens to items on the PO?

A SKU that's already in Zenventory uses that item. The item columns in your file don't change it, except Recommended Retail Price.
A SKU that isn't in Zenventory yet creates a new item, using the item columns in your file. New items are marked as needing approval.