¶ Purpose
Instead of entering details one by one, the user can upload an Excel file containing the necessary transaction details to reduce the time.
¶ Prerequisites
The following transactions must be completed before the Sales Order Import Utility transaction.
- The Saleable checkbox must be selected for a particular Item in the Item Master.
- The GST-TCD needs to be checked.
- The Prefix Combination Setting needs to be updated.
- The PTCD-Master must be updated if necessary.
- The Customer Master needs to be defined.
- The Employee Master must be updated if necessary.
- The Profit Center master needs to be checked.
- Access rights must be assigned to the responsible users for the transaction.
¶ Sales – Order Import Utility
The Sales Order Import Utility screen allows the user to upload an Excel file containing appropriate SO details.
Navigation: Main - Menu ⇢ Transactions ⇢ Sales ⇢ Sales Entries ⇢ Sales and Order Processing ⇢ Show List ⇢ Import Utility ⇢ Sales Order -Import Utility
- The Sales Order Import Utility screen displays details such as the Sheet Name and Start Row Number.
- The user must select the Company Location from the drop-down list.
- Click the Attachment icon, to select the appropriate Excel file.
- The Sheet Name must be the same as the Name of the Excel Sheet.
- The user must enter the End Row Number.
- Click Import, the following message will appear.
- Click OK.
- Once the file is uploaded, the appropriate message will appear in Excel.
- The screen below shows an example of a message that will appear after uploading the Excel.
¶ Functional Use Cases
| Sl No. | Use Case | Business Scenario | Functional Outcome in ERP |
|---|---|---|---|
| 1 | Import Sales Orders from Excel File | The business receives bulk orders from customers in Excel format for processing. | The system allows importing Excel files to generate sales orders in the ERP. |
| 2 | Validate Sales Order Data Before Import | Uploaded Excel files may contain incorrect or incomplete data. | The system checks each record for completeness, correct format, and valid master references. |
| 3 | Review and Confirm Records Prior to Import | The user needs to verify the data before importing to avoid incorrect sales orders. | The system displays the uploaded data for review and allows the user to confirm or exclude records. |
| 4 | Configure Import Settings Per Customer | Each customer may have unique settings such as branch, warehouse, and currency. | The system lets the user define import configurations for customer-specific requirements. |
| 5 | Handle and Review Import Errors | Invalid or incomplete records must be addressed before import is finalized. | The system shows detailed error messages and allows export of error logs for correction. |
| 6 | Finalize Import and Audit Trail Generation | Once reviewed, the import should be confirmed with traceable records. | The system finalizes the import, creates sales orders, and generates an audit log. |
¶ Use Case Scenario
- Click here for a detailed use case scenario.
¶ Transaction Checklist
| Steps | Checklist Item | Details / Purpose |
|---|---|---|
| 1 | Prepare sales order Excel file | Use the standard Excel template format with required columns and valid data. |
| 2 | Access the Sales Order Import utility | Open the import screen in the ERP system to begin the bulk order upload process. |
| 3 | Select and upload Excel file | Choose the prepared file and upload it using the import interface. |
| 4 | Validate uploaded data | Allow the system to check each row for missing fields, invalid references, or format errors. |
| 5 | Review flagged errors | View the validation report to identify and correct data issues before import. |
| 6 | Set import configurations | Define customer-specific settings like branch, warehouse, currency, and document format. |
| 7 | Confirm records for import | Manually select valid rows to be included in the import, and exclude problematic ones. |
| 8 | Finalize the import process | Submit selected records for import into the ERP system. |
| 9 | Check system-generated sales orders | Verify that the orders were successfully created from the uploaded file. |
| 10 | Review audit log and error report | Use the audit log to trace file name, import time, user identity, and unresolved errors. |