This guide provides a clear, step-by-step walkthrough for using the Import/Export Line Items feature when creating a shipment for a Purchase Order (PO).

When to Use This Feature

Use import/export when:

  • A PO has many line items
  • Creating a partial shipment
  • Bulk entering or adjusting quantities
  • Manual entry would be time-consuming or error-prone

Step-by-Step Walkthrough

Step 1: Create a Shipment from a PO

  1. Navigate to Inventory > Purchase Orders from the main menu.
  2. Locate and open the relevant Purchase Order.
  3. In the PO window, click Actions > Create Shipment.
  4. The Shipment Creation screen will load, displaying all available PO line items for allocation.
  5. Confirm the PO and continue with shipment details as needed.

Step 2: Export Line Items

  1. Click Export Items.
  2. The file will automatically download.

Use this file to:

  • Review PO line items

  • Enter shipment quantities

  • Prepare data for bulk upload

Step 3: Update the File

  1. Open the exported file.
  2. Enter the quantities to be shipped for each line item.
  3. Save the file.

Step 4: Import Line Items

  1. Return to the Shipment Creation screen.
  2. Click Import Items.
  3. Upload the completed file.

The system will:

  • Map line items to the PO
  • Allocate shipment quantities
  • Validate quantities automatically

The system will:

  • Map line items to the PO
  • Allocate shipment quantities
  • Validate quantities automatically

If you did not select any PO when mapping the system will Auto-allocate. Below is the detailed explanation:

How Import Auto-Allocation Works

Allocation behavior depends on whether a PO was selected before importing.

Scenario 1: Importing After Selecting a PO

If a PO is selected before importing:

  • Quantities are allocated directly to that specific PO.
  • The system validates that quantities do not exceed what remains to be shipped.
  • If quantities exceed available amounts, validation errors will appear.

Scenario 2: Importing Without Selecting a PO

If items are imported without selecting a PO, the system automatically allocates quantities using an oldest-first method.

Step 1: Finding Eligible POs

The system looks for POs that:

  • Include the imported SKU
  • Are active
  • Still have remaining quantities to be shipped

Step 2: Sorting by Age

Eligible POs are sorted by creation date (oldest first).

Step 3: Filling Orders

  • The system starts with the oldest PO.
  • It allocates the quantity needed to complete that PO.
  • If additional quantity remains, it moves to the next oldest PO.
  • This continues until:
    • The imported quantity is fully allocated, or
    • No additional eligible POs remain.

Example: How Allocation Is Split

200 units of “Widget A” are imported without selecting a PO.

Existing Purchase Orders:

  • Order #5 (oldest): needs 50 units
  • Order #8: needs 80 units
  • Order #9: needs 100 units

Allocation result:

  • 50 units → Order #5 (fully filled)
  • 80 units → Order #8 (fully filled)
  • 70 units → Order #9 (partially filled)

The 200 units are automatically split across three POs, oldest first.

Step 5: Review Validation Results

After importing:

  • Valid rows will populate the shipment.
  • Invalid rows will display error messages.

If errors appear:

  • Correct the file
  • Re-import until all validations pass

Step 6: Review Shipment Allocation

Before saving the shipment:

  • Confirm all intended line items are included.
  • Verify quantities are correct.
  • Ensure allocations align with PO expectations.