Frontline Inventory & Help Desk Management
Frontline Inventory & Help Desk Management

Receive Assets Using the PO Inventory Import

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This article explains how to prepare and use the Purchase Order Inventory Import tool in Asset Management. Use this process to add newly acquired assets to one or more purchase orders and assign those assets to rooms, students, or staff. Purchase Order Import is especially useful for large orders, vendor-pretagged assets, or assets entered into the system after deployment.

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  Preparing Your Data   Purchasing Order Inventory Import

Asset Management allows newly acquired items to be assigned to your sites through the “Purchasing” page. A district can receive assets to one or more purchase orders by using the Purchase Order Import process.

Prepare a Data Template for Your Purchase Order Import

Create a separate template, or a separate worksheet within a workbook, for each location type where assets will be assigned.

Field Considerations

  • Products marked as “Serial Required” in the catalog must include a value in the Serial # field.
  • Custom fields marked as “Required” in Asset Management must contain data in the import template.
  • Look up the correct “Product Number” in your catalog and include it in the import file.
  • Required fields should use the cell format “General.”
  • The “Invoice Date” field is optional and should use the cell format “Date.”
  • Custom fields should use the same data format configured for that field in Asset Management.

Note: The following items are required in Asset Management before you begin the import:

  • Purchase order(s) have been created in the “Purchasing” grid with at least the required fields: “PO#,” “Vendor,” and “PO Date”
  • Product(s) exist in the Catalog
  • Funding source(s) exist in the “Funding Sources” table

Use the Purchase Order Inventory Import Tool

  1. Navigation:
  2. Admin View
  3. Purchasing

The Purchase Order Inventory Import tool is useful when assets are added to the database after setup or installation, or when you need to process a large order of assets that arrive pretagged from the vendor.

  1. Click receive.png Purchasing, located in the top navigation bar.
  2. Verify that the purchase order or purchase orders you want to use already exist.
  3. Click import.png Import Inventory.
  4. Review the “Import Details” section to confirm that your file includes all required and any applicable optional fields.
  5. Click Browse to select the file you want to import.
  6. If your file does not include a header row, clear the My Table Has Headers checkbox.
  7. Click Import to load the file data into the import window.
  8. Select the Location Type you are importing to: “Room,” “Student,” or “Staff.” You can import only one location type at a time for each site, so use a separate file or worksheet for each type.
  9. If the workbook contains multiple worksheets, select the correct Active Worksheet.
  10. In the “Import Review” section, identify the columns for Product Name and/or Product Number.
  11. Click Detect Custom Fields. Any custom fields found will display in the “Required Fields” and “Optional Fields” areas of “Import Details.” Required custom fields must be mapped before you continue.
  12. In the “Import Preview” area, verify that each spreadsheet column is mapped to the correct field in Asset Management. For blank columns or unrelated data, select Do Not Import.
  13. Click Validate to check the file for errors or missing information.
  14. After the file validates successfully, click Finish.
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