Upload / import purchase order invoice
Example video of importing a PDF invoice:
Are you following the steps in the video above? Don't forget to turn OFF the 'first switch' at 1:55 minutes if you want to use the sales prices from the PDF instead of your current sales price.
Do you work with a digital invoice (a .TXT, .XML or .DAT file) or have you received a PDF invoice? You can easily import it. A scanned PDF does not work.
List of suppliers who offer a TXT instead of a PDF invoice:
- Fossil
- Gisser
- Kasius
- Luckerath
- PDA Group
- Rebel & Rose
- Seiko Watch Europe BV
- Vroemen Trading
- Venson Amsterdam
- Ti Sento
- Weisz Group
- Coeur de Lion
1. In the menu under 'Purchase Orders', click on 'Upload File'
2. Search for and select the desired supplier in the field that appears.
3. Click the button to indicate the file format.
4. Click on the text 'Select file'
5. Select the file on your computer and wait for the next screen to appear.
How the columns are arranged depends on the file. Therefore, the required actions may differ per invoice. If the information is not displayed neatly and it concerns an invoice that the supplier always delivers this way, please send the file with an explanation to support@prismanote.com. Our development team can then make adjustments for invoices from this specific supplier.
Interface explanation:
- In the first row, the column type can be selected.
- Through the 'Choose' field and the 'Apply action' button, you can directly make bulk adjustments.
- By selecting a few columns or rows, the bulk adjustments are applied to this data.
6. At the top of the column, click on the field to select the correct data.
Tip
Only product number, purchase price, quantity and item description (name) are mandatory.
7. Click the 'Choose' button at the top and then click 'Clean up text'.
8. Then click the 'Apply action' button.
It may happen that the sales price or purchase price is displayed without a period or comma.
Therefore, take the following step.
9. Select the 'Add dots to price column' option and click the 'Apply action' button.
Dots will then be added for the two decimals.
With the 'Mark records as...' options, it is also possible to select various rows as shipping costs or gift/display packaging.
10. Are the columns correct? Click the green 'Next' button at the top right.
11. A new screen will appear. If necessary, fill in the extra fields (Shipping costs, Gift packaging, etc.).
12. Select the brand behind the product. By working from top to bottom, different brands can be easily added.
Is the correct brand not yet listed? Click on the text 'My brand is not listed' and open PrismaNote in a new tab. Then add the brand in Store Settings.
13. Click the 'Next' button at the top.
14. A new screen will appear. Check the switches if necessary and click Next.
By default, the sales prices from the assortment are used. If you turn OFF the first switch, the products will be updated with the prices from the purchase order.
15. Select the brand behind the product. By working from top to bottom, different product groups can be easily added.
Is the correct product group not yet listed? Click on the text 'My product group is not listed' and open PrismaNote in a new tab. Then add the product group .
16. Click the 'Import' button at the top.
17. Wait until step 4 has loaded. Then check if the system wants to match the products with the correct database products.
If there is no result, you can try to adjust the product number and press the search icon under 'manual search'.
18. Select all products by clicking on the top selection field. Optionally, you can then deselect products that you do not want to link to the database product.
19. Click the 'Connect' button.
20. An additional window may appear indicating that the product number is not yet correctly constructed. Check if this is the case and then click 'OK'.
- Wait until the loading icon has stopped (with the connection of the products) and until step '5. To purchase order' is colored orange. Then click this button.
Now the purchase order appears to make any adjustments, increase stock, and print labels. See the full process in this help article about product entry.
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