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How to Import Purchase Orders into Xero


You can import Purchase Orders from text files or Excel spreadsheets directly into Xero using SaasAnt Transactions (Online) software.

 

Pre Requisites

Connect your Xero account to SaasAnt Transactions (Online) App from Xero App Marketplace by clicking the "Get this app" button and get the 30-day free trial [No credit card required]. Alternatively, you can log in with your Xero account directly through this link - https://apps.saasant.com/eti-importer-login/index.html.


Steps to Import Purchase Order into Xero

To import Purchase Orders into Xero using the SaasAnt Transactions (Online) application, follow the steps below.

 

Step 1: Click on the "New Import" Menu to upload your file.


Step 2: Select your file and spreadsheet which has the Purchase Order that you want to import.


Step 3: Select Purchase Order as the Xero entity.


Step 4: Set up the mapping of the columns in your Purchase Order import file to the corresponding fields in Xero.


Step 5: Click Import and your Purchase Order will be directly added to your Xero account.


Please refer basics of field mappings for more info. If you have any confusion or doubts, feel free to drop an email to support@saasant.com.


SaasAnt Transactions (Online) Fields

Field Name

Format

Description

Purchase Order No

255 Characters

Reference number for the transaction. By default, this number is used only within SaasAnt Transactions, and Xero auto-generates a new number. 

Contact

Characters

Name of the customer.

Purchase Order Date

Date

Date of the transaction.

Delivery Date

Date

Date in which the goods are to be delivered

Address Line 1

500 Characters

First line of the Customer address

Address Line 2

500 Characters

Second line of the Customer address

Address Line 3

500 Characters

Third line of the Customer address

Address Line 4

500 Characters

Fourth line of the Customer address

City

255 Characters

City of the Customer address

Postal Code

50 Characters

Postal Code of the Customer address

Country

50 Characters

Country of the Customer address

E-Mail

255 Characters

Email address should be in a valid format.

Line Item

50 Characters

Item Name

Line Item Description

4000 Characters

Item Description

Line Item Quantity

Decimal

Number of items for the line

Line Item Unit Price

Decimal

Unit Price of the item for the line

Line Item Discount Percent

Decimal

Item Discount Percentage

Line Item Account

150 Characters

Item Account

Line Item Tax Rate

255 Characters

Item Tax Rate

Tracking Category 1

Characters

Tracking Category name 1

Tracking Category Option 1

Characters

Tracking Category Option name 1

Tracking Category 2

Characters

Tracking Category name 2

Tracking Category Option 2

Characters

Tracking Category Option  name 2

Tax Type

Characters

Possible Values:
No Tax
Inclusive
    Exclusive

Currency Code

3 Characters

Currency Code for the Purchase Order

Status

Characters

The status would be default if the status is not given

Sent To Contact

Boolean

Contact to which the Purchase Order is sent

Branding Theme

Characters

Branding Theme for the Purchase Order

Reference No

255 Characters

Additional reference number

Attention To

255 Characters

Person to which the delivery is sent

Telephone

Characters

Telephone number of the person who will receive the delivery

Delivery Instruction

500 Characters

Instructions for the delivery

Delivery Address

Characters

The address to which the goods are delivered

 

Possible Failures & Troubleshooting Tips


The currency of the transaction is invalid for the customer/vendor/account.

The given Currency is different from the default currency of the Customer. Please refer to the Customer's Currency in Xero & update the same currency in the Currency field.


Purchase Order Number must be unique: This number has already been used. You must specify a different number. 

Another Purchase Order exists in your Xero Organization with the same reference number. Please use a different reference number. 

Turn OFF “Assign Transaction Reference Numbers" in the Import settings to let Xero automatically assign Purchase Order Numbers.


Date is missing in the request.

The Date is missing for the transaction.


Email Address is invalid.

Please verify the given email address format. It should be in xxxx@xx.xx format.


Amount is missing in the request.

The Line Item amount is missing for the particular line item.


Unit Price is missing in the request.

The Line Item unit price is missing for the particular line item.


Quantity is missing in the request.

The Line Item quantity is missing for the particular line item.



One or more transaction lines do not have a tax code. Please assign a tax code for those lines.

You have chosen either Inclusive or Exclusive in the Tax Type, but the Tax code is missing for the line item. Please change the Tax Type to "No Tax" or provide a valid Tax Code for each line item.


No matching reference found for this customer.

There is no match found for the given Customer Name.  Please enable the "Auto Creation of List Entities (Customer)" feature in import settings to create the customer automatically.


The discount amount must be non-negative and less than or equal to 100.

Please provide valid amounts in the Discount Amount Field.

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