How to handle PO Importer Validation Errors

The primary items that will create validation errors are Vendor Names, Product IDs and Warehouse values.  When these values are missing in Acctivate, but are in your import file, a validation error will occur.  You will either need to correct the data in your spreadsheet or add the data in Acctivate.

If you are importing from one of our Memorized Reports and you are receiving errors on every line this may be because you exported out of QuickBooks® without blank columns.  Open your spreadsheet and verify that columns A, D, F, H, J, L, N, P, R, T, V and X are all blank (if you used the report with Sites then column Z should also be blank). If these columns are not blank it can be corrected in a couple of different ways. If you have made modifications to your data and don’t want to redo them then you can simply insert blank columns. If you have no modifications, or just a few, then you may want to re-export the data from QuickBooks®. When you re-export make sure to click the Advanced button on the Send Report to Excel screen and make sure the “Space between columns” is checked.

ACCTivate!, QuickBooks

How does the Acctivate PO Importer work?

For QuickBooks® Users

When you install the PO Importer our two QuickBooks® memorized reports will be placed on your desktop.  You will need to import the report that works best for you.  You can do this by clicking on the Reports Menu and then clicking the Memorized Reports > Memorized Reports List. In the Memorized Reports window, you can click on the Memorized Reports button in the bottom left of the window and click on Import Template.  Browse to your desktop and select the report that you need, the one with or the one without sites.

Once imported you can find the report in the Memorized Report section of QuickBooks®, the name of the report is “Open Purchase Order Detail” if you don’t use sites, or “Open Purchase Order Detail with Site” if you are using sites.  Run the report and Export the data using the Excel button at the top of the report window.

Once the data has been exported to Excel there may be some modifications needed.  For example, you may be using different names for your warehouses during the transition.  In this case you will need to update your Site Names so they match the Acctivate Warehouse IDs.

The program will require you to have a valid Product ID in the import file.  The application looks for the Item in both the Product ID and the Alt Product ID.

If you only have a single Warehouse you don’t need to specify the Warehouse ID, the application will simply use the Purchasing Default Ship To Warehouse identified in Acctivate.  If you have multiple Warehouses you need to verify that the Warehouse Names in the spreadsheet match the Warehouse IDs as they appear in Acctivate.

There are other fields that the PO Importer will use the Default Value in Acctivate for, if you have them set.  Those fields are:

  • Vendor Terms – The Default Terms for the Vendor will be used if setup and it will use the Purchasing Default Terms when isn’t a value at the Vendor level.
  • FOB – The Purchasing Default FOB is used when set and if no default is setup the FOB on the PO will be left blank.
  • Ship Via – the Purchasing Default Ship Via is used and if no default is setup the Ship Via on the PO will be left blank.

Once your spreadsheet is ready to go all you have to do is launch the PO Importer, browse to the spreadsheet and click the Validate button.  Once your data is validated click the Import button and you’re done.  The Importer can import 100+ POs in seconds after the validation is complete.  So if you click the Import button and the window pops up right away indicating the POs have been created don’t worry, it’s just that fast.

Importing Data other than QuickBooks® Data

If you’re not using our QB Import option then you are going to need to create your own import file. Your spreadsheet, at minimum, will need to have the following columns: Vendor Name, PO Date, Product ID, Description, Qty and Unit Cost.  Additional fields you might like to specify if you don’t want to use system defaults are: Warehouse ID, PO Number, Terms, FOB, and Ship Via.

If you do not specify a PO Number then the PO Importer will use the numbering scheme specified in Acctivate, including any Prefix or Suffix you have setup.

We can setup the PO Importer to use any of the system defaults that are found in Acctivate, as well as configure it to define values that may not have defaults in Acctivate.

We have many customers using the PO Importer to create all of their POs and each import file is different from the next.  One of the more complex setups we have worked with was used to import POs for apparel orders.  Contact us today to discuss how our PO Importer can help you import your POs into Acctivate today.

Consulting, QuickBooks

QuickBooks® – Pay For Items When You Order Them

We recently converted one of our clients from a different accounting system; where things are done quite a bit different than they are in QuickBooks®.  Once we got them up and running, they went off on their merry way.  It wasn’t long however, before we realized that we need to spend a little time on training.  Prepaying for an order is quite a different process in QuickBooks® than in their previous system, in order to do this properly here is what you need to do…

  1. Create a Purchase Order for the items
  2. Create another current asset account, name it “Prepaid Inventory,” or something similar
  3. Enter charges for the item, either by writing a check or entering a credit card charge.  When QuickBooks® identifies open purchase orders for the vendor, do not select the purchase order.
  4. On the Expenses tab of the check or credit card charge, click the Account field.  Choose the current asset account that you created in step 2.
  5. Save the transaction

To receive the items

  1. Find the check or credit card transaction you created above
  2. On the Expenses tab, select the line that contains your current asset account created earlier
  3. Go to the Edit menu and click Delete Line
  4. Click on the Items tab
  5. Click Select PO
  6. Click the purchase order you created in the ordering steps above and then click OK
  7. If necessary, record additional expenses on a new check or credit card charge.  Don’t add additional expenses to the existing check or credit card charge
  8. Save the transaction