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  3. Purchase Order Integrations

Purchase Order Line Item Receiving (POLIR)

Tim Shelton
Updated

File-Based

Implementation Steps 

Task Responsible Party

Provide decision on delivery method:

  1. FacilityOS hosted SFTP
    1. With IP Access List
    2. Without IP Access List
  2. Client Hosted SFTP 
 Client  
Provide SFTP access details and credentials, as applicable FacilityOS or Client (based on client’s decision above)
Specify type of email notifications and email addresses of recipients Client
Upload to SFTP header and line import files that meet the formatting requirements Client
Set up automated job to import data and export FacilityOS
Review data and confirm accuracy Client
Set up automated job to send and receive/import data files Client
Enable respective jobs for scheduled import and export FacilityOS & Client

 

Delivery Methods

The first step is for the client to select a delivery method.  Please select from the following:

  1. File to FacilityOS SFTP – FacilityOS establishes a dedicated SFTP folder with unique credentials and client uploads file (MOST COMMON)
    1. With IP Access List (RECOMMENDED)
      1. For scenarios where machine uploading file will have a static IP address or IP range
      2. Customer must provide IP address or IP range
    2. Without IP Access List
  2. File to client’s SFTP – Client establishes a dedicated SFTP folder with unique credentials and FacilityOS-built job retrieves files

 

Imports to FacilityOS

PO Header File - Fields/Columns 

Friendly Name Column Name Data Type Required Description
PO ID poid Text (50) Yes

Primary Key

Used to track Purchase Orders entered into system
PO Type potype Text (20) No Reporting use and may be displayed in the LOS UI
Business Unit businessunit Text (50) Yes Reporting use and may be displayed in the Line Item UI
Receive Status receivestatus Text (1) No 

N = New, P = Partial, R = Received (complete)

Reporting use and may be displayed in the LOS UI
Vendor ID vendorid Text (50) No Reporting use and may be displayed in the LOS UI
Vendor Name vendorname Text (50) No Reporting use and may be displayed in the LOS UI
Vendor Set ID vendorsetid Text (20) No Reporting use and may be displayed in the LOS UI
Entered DateTime entereddt DateTime No Reporting use and may be displayed in the LOS UI
PO Revision porevision Int No Reporting use and may be displayed in the LOS UI
Total Order Amount totalorderamt Currency No Reporting use and may be displayed in the LOS UI
Default Cost Center defaultcostcenter Text (50) No Reporting use and may be displayed in the LOS UI
Default Deliver To defaultdeliverto Text (50) No Reporting use and may match EmpID in Recipient table; if so, the PO Lookup automation may set the Location.  

 

PO Lines File - Fields/Columns 

Friendly Name Column Name Data Type Required Description
PO ID poid Text (50)  Yes

Composite Key (with Line_Number)

Used to track Purchase Orders entered into system
Line Number linenumber Int Yes 

Composite Key (with PO_ID)

The line in the PO

Line numbers should start with 1 and be sequential
Business Unit businessunit Text (50) Yes Reporting use and may be displayed in the Line Item UI
Entered DateTime entereddt Datetime No Reporting use
Quantity quantitypo Numeric (11.4)  Yes

Reporting use and displayed in the Line Item UI

Most quantities are whole numbers, but decimals are possible for units like gallons
Price pricepo Currency No Reporting use and may be displayed in the Line Item UI
Unit of Measure unitofmeasure Text (50) No Reporting use and may be displayed in the Line Item UI
Vendor Item ID vendoritemid Text (50) No Reporting use and may be displayed in the Line Item UI
Item Description itemdescription Text (255) Yes Reporting use and may be displayed in the Line Item UI
Location ID locationid Text (50) No 

Reporting use

Vendor's Ship-to location; for central receiving, this is often the same for every order
Financial Asset SW financialassetsw Text (1) No Reporting use and available for PO Receipts export
Requisition ID reqid Text (50) No Reporting use and available for PO Receipts export
Schedule Line Number schedulelinenumber Int No Reporting use and available for PO Receipts export
Distribution Line Number distributionlinenumber Int No Reporting use and available for PO Receipts export
Delivery Location ID deliverlocationid Text (50) No Reporting use and may match EmpID in Recipient table; if so, the PO Lookup automation may set the Location
Item Type itemtype Text (50) No Reporting use and may be displayed in the Line Item UI
Delivery Comment deliverycomment Text (50) No Reporting use and may be displayed in the Line Item UI
Buyer Name buyername Text (50) No Reporting use and may be displayed in the Line Item UI
Default Cost Center defaultcostcenter Text (50) No Reporting use and may be displayed in the Line Item UI

 

Content & Format Requirements

Applicable to PO Header and PO Lines files

Category Requirements
Header Row Required
Columns
  • See grids above for supported columns
  • Column names in header row must match the grids above
    • Not case-sensitive
  • Order of columns does not matter
  • Customer may add or subtract any columns not marked as required at any time without needing to consult FacilityOS
SFTP Folders

For PO Header: /PoHeaders

For PO Lines: /PoLines
File Name (Any value)
File Format .csv
Field Separators

Must be one of the following:

  • Comma

    • If using comma separators, ensure commas are removed from field values during file creation or employ double-quote text qualifiers

  • Pipe
  • Tab
Text Qualifiers

Must be one of the following:

  • Double-quotes
  • (none)
Line End

Must be one of the following:

  • CR
  • LF
  • CRLF

 

Export from FacilityOS

PO Receipt File - Fields/Columns 

Friendly Name Column Name Data Type Description
PO ID PO_ID Text (50) Used to track Purchase Orders entered into system
Line Number Line_Number Int The line in the PO
Quantity Received Quantity_Received Numeric (11.4) Quantity received in manifest/transaction
Receipt ID Receipt_ID String System-assigned unique ID for the PO and Line Number receipt transaction
DateTime of Receipt HDate Datetime Timestamp of receipt
Manifest ID ManifestID Text (50) LOS's manifest/transaction ID

 

Format

Category Requirements
Header Row Included
SFTP Folder /PoExport
File Name POReceipt<timestamp>.csv
File Format .csv
Field Separators Pipe
Text Qualifiers None
Line End CRLF

 

Additional Details

Time & Frequency

  • Once per hour (DEFAULT)
  • Alternatively, other frequencies can be configured per client request

Import & Export Logic

The standard import logic is as follows:

  • Add new records
  • Update existing records that have changed

The standard export logic is as follows:

  • Export any PO receipts since the last export
  • If no recent receipts found, no file is generated

Email Notifications

The import job may be configured to send standard email notices for the following events:

  • Success
  • Failure

Archive and Retention

  • After a successful import, the source file will be archived to a dedicated directory
  • Archived files will be deleted after 14 days

 

Sample Files

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