Import Purchasing

Importing purchase requests allowsrapid and mass integrationof records from a pre-formatted Excel file. This feature is particularly useful for businesses processing a large number of requests,avoiding manual entryand inminimizing errors.

Detailed import steps

1. Access to the import interface

From the main interface ofpurchase requests, click on theimport iconlocated at the top right of the screen.

2. Download the canvas

Click the button“Download the canvas”.
This template file contains the exact structure to follow: the order of the columns, the mandatory fields, the expected formats.

Fields to fill in in the Excel file

Mandatory fields (not to be left blank):

• System No.

• Date

• Part code

• Quantity

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This information is essential for the system to process the purchase request.

Optional fields (if available):

You can also add other useful columns depending on your organization (e.g.: comments, department, user, etc.), but they are not obligatory.

3. Complete the file on your computer

Open the downloaded Excel file and enter the necessary datawhile scrupulously respecting the structure of the canvas(same name and order of columns).

4. Import the completed file

Return to the interface and click on“Following”, then select the prepared file from your computer.

5. Verification and processing

The system will perform aautomatic file analysis:

If the file is compliant, the import is validated.

In the event of an error, the system will alert you. Possible causes may be:

• Missing required fields

• Incorrect formats (e.g. poorly formatted date)

• References that do not exist in the database (e.g. a part code that does not exist)

In this case, you will have tocorrect the filethen reimport it.

Benefits of this feature:

• Considerable time saving

• Reduction of human errors

• Efficient centralization of requests

• Better traceability and compliance