The Purchase Orders Import feature is an incredibly efficient way to simultaneously create products (if they don't already exist in Retail Express) as well as adding the products to a Purchase Order. Orders are created as Incomplete, ready for editing before being placed On-Order.
Using the PO Upload feature you can create Purchase Orders for:
- 1 Supplier a single Outlet
- 1 Supplier for multiple Outlets
- Multiple suppliers for 1 Outlet
- 1 Supplier, 1 Outlet but with multiple invoices (separate order for each)
Download PO Template
To create a PO via Excel Template:
- Navigate to: Inventory > PO Management > Multi PO Upload
Tip: You can also select "Upload a PO via MS Excel" when creating a Purchase Order via the PO Manager.
- Select the Create the Purchase Order For option as required (this will determine on the type of template available for download)
- Select the Country
- Select the Outlet
Tip: To select multiple Outlets ensure you have selected the option "1 Supplier, for Multiple Outlets" and hold the Ctrl button to select the Outlets required.
- Select the Supplier
Tip: To select multiple suppliers ensure you have selected the option Multiple Suppliers for 1 Outlet" and hold the Ctrl button to select the Suppliers
- Click Get Excel Template
Important: It's recommended to download a fresh template each time you need to do an upload to avoid any potential errors
- The file will be downloaded automatically
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Complete the Purchase Order Template
Depending on the create purchase orders options you selected, you will be presented with a different spreadsheet template. All PO templates will be generated with:
- Product Master sheet (used to create new products)
- Purchase Order Details sheet that will create the PO/s for each Supplier / Outlet combination (the tab will have the name of the appropriate entity)
| Option | Example Template |
| 1 Supplier, for 1 Outlet |  |
| 1 Supplier, for multiple Outlets |  |
| Multiple Suppliers, for 1 Outlet |  |
| 1 Supplier, 1 Outlet, and multiple invoices |  |
To populate the template:
- Open the file downloaded in the previous step
- Click the Product Master sheet (used to create new products)
- Enter the product details
Tip: This sheet behaves the same way as creating products via
Mass Upload; if you're not creating new products you can skip this step.
- Click on the remaining tabs (either Outlet, Supplier or Invoice)
- Enter the required product information
Tip: Mandatory fields are highlighted in red
- Ensure you have entered a Quantity for each product in the Qty field
- Save the file
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Upload the Template (Create Purchase Orders)
To upload your Purchase Order/s:
- Navigate to Inventory > PO Management > Multi PO Upload
- Click the Upload Excel tab
- Select Browse
- Navigate to the file you saved in the previous section
- Click OK
- Click Upload
- Once the file has been uploaded navigate to Inventory > PO Management > PO Manager
📋 Note: If there are errors in the file preventing the upload they'll be displayed at the bottom of the screen
- Change the PO Status filter to "Incomplete"
- Update the other Filters as required
- Click Search
- The Purchase Orders will be displayed
- Click the Purchase Order to open the order for editing
- Click Place On-Order to finalise creating the Purchase Order
📋 Note: The PO must be in the ON Order status to enable you to process a stock receipt or receive stock as available
Important: If you're at all unsure if your Purchase Orders were created, ensure to check the
PO Manager prior to performing the Upload again as this could
duplicate the purchase orders.
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