You can generate purchase order flat file Excel attachments to share order details with suppliers in a standardized format, helping streamline supplier communication and order confirmation. This improves your retail operations by providing suppliers with easily accessible order information, with properly configured PO Excel exports typically enabling better supplier coordination and reduced order errors through clear documentation.
Understanding PO flat file attachments involves recognizing export format options, data field inclusion, and supplier communication workflows to help retail operators focus on the right procurement documentation activities, ensuring your retail strategy consistently drives better supplier relationship management and order accuracy outcomes.
This feature allows users to include an optional Excel document, called a "Flat File," along with the PDF attachment when emailing Purchase Orders (POs) to suppliers. This flat file provides suppliers with comprehensive information, making it easier for them to integrate the PO data into their own systems.
The "Flat File" includes detailed information about the outlet or company, the purchase order, and the products. This comprehensive data allows suppliers to easily import the PO details into their order management systems.
PO Flat File Configuration:
Email Integration:
Automatic Attachment: Once enabled, the flat file .xlsx will be attached to PO emails sent from both the Stock Replenishment and PO Details sections. This automation ensures that all relevant data is consistently shared with suppliers without additional manual steps.
Direct Export:
- PO Details Tab: Users can export the flat file directly from the PO Details tab in the Back Office.
- PO Items Tab: Similarly, the flat file can be exported from the PO Items tab, providing flexibility in managing and sharing PO data.
A Purchase Order setting is available to configure whether to display Master or Outlet information on the Purchase Order Template sent to suppliers. This feature gives users the flexibility to choose between displaying global company information (Master) or outlet-specific details (Outlet).
- Settings Location: Settings > Purchase Order Setup > PO/Supplier Return Settings Page
- Setting: "Display Master or Outlet Specific Data on Purchase Orders"
- Master Company Data (Default)
- Outlet Specific Company Data
The setting determines whether the Company Name, ABN, Address, Contact Details, and Logo shown on POs is sourced from Global Settings (Master) or Outlet Settings (Outlet).
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