Upload Transfer Purchase Orders

A Transfer Purchase Order (TPO) is an order requesting the transfer of items from one store to another. Because this is an internal transfer, no invoices or bills are generated during the receiving and shipping of transfer orders.

You have the option of uploading Transfer Purchase Orders (TPO) into the system using a CSV file. This can be handy when having multiple orders at once. If you are performing a similar upload often and you find yourself doing a lot of data manipulation in Excel, then you might want to request a utility to be built.

Uploading Transfer Purchase Orders

You can upload the transfer purchase orders using the steps mentioned below:

• Download the latest CSV template from the “Upload Transfer Purchase Orders” module.

• Copy the transfer purchase order information into the CSV template.

• Upload the CSV template to Xoro.

Download the CSV template file

• Go to the Upload Transfer Purchase Orders module using the search menu.

• Click on “Download Template".

  

Copying the information into the template

Once you’ve downloaded the template file, you can copy your data using any spreadsheet software. There are columns that you must complete and others that are optional. Mandatory fields are marked with a double asterisk (**) prefix.

Below are some points to be noted when entering the data into the template.

• The file must be a CSV (Comma-separated values) file. The name of your file must end with csv.

• Make sure you don’t change any of the column headings from row 1 in the template – these are needed for the file to import correctly.

• All date fields will accept the MM-DD-YYYY format.

• Be mindful of any leading zeros in your data, some spreadsheet software will trim them automatically without notifying you. This can be resolved by ensuring your columns have correct formatting.

If you’re importing more than 5,000 records, we recommend you split up the file.

Upload Transfer Purchase Order Template Fields

Column Name	Data Type	Description
**ThirdPartyRefNo	Text	Enter a reference number here for the order. Typically, if the order is from an E-Commerce platform or an older system, then the order# from there can be used. Repeat the same number multiple times contiguously to indicate which row(s) belong to one order. Use a new **ThirdPartyRefNo for a new order.
**TransferFromStoreName	Text	The store where the items are coming from.
**StoreName	Text	Enter your store’s name here exactly as it is in Xoro. The goods will eventually be received into this inventory set.
**DateOrder	Date	Enter the date for the TPO here in the MM-DD-YYYY format.
**DateExpectedDelivery	Date	Enter the date the goods are expected to arrive for this PO in MM-DD-YYYY format.
**ExpectedShipDate	Date	Enter the date the goods are expected to be shipped for the transfer in the MM-DD-YYYY format.
**PoItemNumber	Text	The Item SKU line for this PO. This SKU must match exactly to the Item Number in Xoro.
Description	Text	Enter the item's description.
**QtyOrder	Text	Enter the item's quantity here.
Memo	Text	This field allows you to provide any notes or any additional information related to the purchase order. This allows you to add important details or instructions that need to be considered during order processing.
ShipFromFirstName	Text	Enter the first name of the contact person at the shipping location from where the order will be dispatched.
ShipFromLastName	Text	Enter the last name of the contact person at the shipping location from where the order will be dispatched.
ShipFromCompanyName	Text	Enter the Ship From Company Name.
ShipFromAddress	Text	Enter the address details of the store from where the order will be dispatched.
ShipFromAddress2	Text	This is an additional field to capture the address of the store.
ShipFromCity	Text	Enter the city of the shipping store.
ShipFromState	Text	Enter the state of the shipping store.
ShipFromCountry	Text	Enter the country of the shipping store.
ShipFromPostalZipCode	Text	Enter the zip code of the shipping store.
ShipFromPhoneNumber	Numeric	Enter the phone number of the shipping store.
ShipFromEmail	Text	Enter the contact email of the shipping store.
ShipToFirstName	Text	Enter the first name of the individual who will receive the shipment at the specified address.
ShipToLastName	Text	Enter the last name of the individual who will receive the shipment at the specified address.
ShipToCompanyName	Text	Enter the name of the company to which the order is being shipped.
ShipToAddress	Text	Enter the address details of the store where the goods are being shipped.
ShipToAddress2	Text	This is an additional field that allows you to enter the extended shipping address, in case the address is lengthy.
ShipToCity	Text	Enter the city of the store where the goods are being shipped.
ShipToState	Text	Enter the state of the store where the goods are being shipped.
ShipToCountry	Text	Enter the country of the store where the goods are being shipped.
ShipToPostalZipCode	Text	Enter the postal code for the state or province in the country of the store where the goods are being shipped.
ShipToPhoneNumber	Text	Enter the phone number associated with the shipping store.
ShipToEmail	Text	Enter the email address of the recipient or the individual representing the shipping store.
ShipToName	Text	Enter the full name of the individual who will receive the shipment at the specified address.
FromStoreDefaultLocationName	Text	Enter the default location for picking the items.
ToStoreDefaultLocationName	Text	Enter the default destination location for items.
OrderClassCode	Text	An order can belong to a Class (e.g. Wholesale, Retail, and E-Commerce). Enter the name of that Class Code if you want to categorize your orders. Reports can be generated based on these classes, which can show how your Wholesale is doing compared to your Retail, E-Commerce, etc. This must match exactly to how the Class Code is set up in Xoro.
OrderClassName	Text	An order can belong to a Class (e.g. Wholesale, Retail, and E-Commerce). Enter the name of the Class to categorize your orders. Reports can be generated based on these Classes, which can show how your Wholesale is doing compared to your Retail, E-Commerce, etc. This must match exactly to how the Class Name is set up in Xoro.
OrderLineClassCode	Text	An item can belong to a class. Enter the code of that Class Code if you want to categorize your item. This must match exactly with the Class Code set up in Xoro.
OrderLineClassName	Text	An item can belong to a class. Enter the name of that Class Code if you want to categorize your item. This must match exactly with the Class Name set up in Xoro.
Notes	Text	This field allows you to enter any notes or additional information corresponding to the item.
UomName	Text	Specify the unit of measurement for the item (litre, kilogram, each, unit, etc.).
VoidAndCreate	Text	This field is used for updating an existing order. Enter "Y" to trigger the process. If this flag is enabled, the existing order will be voided and a new purchase order will be created with the updated details.
KeepOriginalOrderNumber	Text	When updating the purchase order, input "Y" here to retain the original order number for the updated order.
ImportError	Text	If there are any errors from an upload, they will be listed in this column.

Uploading the template

Once you have filled out the CSV file with your data, you can follow the steps below to upload it into Xoro:

• Click Browse to select the saved CSV Template file.

  
• If you are updating an existing order, you can check the "Auto void and create new purchase order" box. If you've opted for this, you'll subsequently be prompted about whether you wish to "Keep Original SO Number". Opting for this will automatically void the previous sales order and generate a new one with the same order number. **Please Note: All linkings associated with the existing order will be removed. However, if you have marked the respective flags in the upload file, you can skip this step.

  
• After this, click Upload to start importing.

  
• While the import is in progress, the summary of the progress will be displayed at the bottom of the screen with the progress bar.

• After the import has been completed, the result will be displayed with the message for success or error (if any).

• TPO will only get uploaded into the system if there are no errors in the file.

• If there are errors in the file, you can download the error file, fix the errors in the original file, and upload it back into Xoro.

If you want to batch update the existing data, you can download the existing Inventory by clicking Download Master Inventory File(Aggregate), update the necessary values in the CSV file, and upload it back into Xoro.