Creating Sales Orders - Using the Import Function

The "Import" button on the sales order header allows users to import detailed engineering information from any of the design packages for building components or whole house designs. The button also allows users to import Sales Order line items via an Excel spreadsheet. If using the Excel spreadsheet option, an Engineering Item with a file type of "Spreadsheet" must be created first in order to facilitate the import process.

Please note that all imported spreadsheets must be saved as an Excel 97-2003 workbook and the workbook must be closed during the import. Column headers are included on spreadsheets for clarity, but they will not be imported. DEACOM will apply Deal Pricing, if applicable, to Sales Order lines when importing orders. In this case, the Pricing tab on the Order Line form will indicate "Imported Price/Deal price name here" in the "Pricing Method" field.

A spreadsheet used for engineering orders may contain the following columns: Part Number (pr_codenum), Quantity (or_quant), Price (or_price), Quoted Cost (or_quotedcost), Phase (or_phid), Tally Quantity (or_tally), User Part Number (or_user1), and Notes (or_notes). The spreadsheet must contain a header row with the DEACOM field names as indicated in the parenthesis in the previous sentence and in that same order. The first two columns are required, but the rest are optional. If Part Number is numeric include a ' in front so excel knows it is a character field. Additional information on the Engineering Items is available via Sales > Maintenance > Engineered Items. Below is an example of what a Sales Order spreadsheet with headers might look like.

pr_codenum (Column A)

or_quant (Column B)

or_price (Column C)

or_quotedcost (Column D)

or_phid (Column E)

tally quantity (Column F)

or_user1 (Column G)

or_notes (Column H)
FINI1 10 5.00       Test1  
004452-Case 20 2.50         try again
Shingles – Black 30 3.60         try again

In some cases, importing a spreadsheet with a column that has blank cells can result in incomplete data. For example, in the sample spreadsheet above, ‘try again’ on the second row in the last column may only import as ‘t’. To fix this problem, simply insert spaces in the first cell of any column affected in Excel and re-save/import the Sales Order.

Note: Beginning in version 17.02.011, Users may now import Sales Order Line User Fields on Excel spreadsheets using the "Import" button via Sales > Order Entry. This is accomplished by adding the user-defined field name (example: u_contract) to the spreadsheet along with the appropriate values.

Configuration

The Configuration is the same as entering a regular Sales Order. For more details, refer to the Entering Sales Orders page.

Process

  1. Navigate to Sales > Order Entry.
  2. Select a Bill-to Company and Ship-to Company.
  3. Click the "More" button then choose "Import" from the list, which will open the Import form.
  4. Select the "Import Item" based on the information provided in the Business Case section above. If using a spreadsheet, this field will be set to "Excel Import".
  5. In the "File" field, click "…" to locate the spreadsheet on the computer being used.
  6. Fill in other fields as required, then click the "Import" button to have the information/lines imported to the Sales Order.
  7. Continue with order processing as normal.