How to Create Purchase Orders - Using a CSV File

The Purchase Order sub-tab is where you create and manage all purchase orders for a project.
While there are several ways to create purchase orders in RAVE, this Article explains how to Create a Purchase order from a CSV file.
  
Click on any of the links below for the Article of that section specifically: 

• Create a NEW Purchase Order from an Accepted Quote
• Creating a NEW Purchase Order from scratch

Creating a New Purchase Order Using a CSV File Import

You can also create new Purchase Orders in RAVE by importing data from a CSV file. This method is ideal when you have multiple purchase orders or large quantities of line items to upload at once.

Steps to Create a Purchase Order via CSV Import

1. Click on the ‘Purchase Orders’ sub-tab.

2. Click the dropdown arrow to the right of the ‘Add a Purchase Order’ button.

3. Select the option to Load from CSV File.

This will take you to the Purchase Orders – Load from CSV File screen.

Preparing Your CSV File

• Download the CSV file template example provided on the page.

• Use this template to ensure your data is formatted correctly for a successful upload.

• Copy and paste, or type your information into the appropriate columns, then save your file as a new CSV.

Uploading Your CSV File

1. Once your CSV file is ready, upload it or drag and drop it into the section titled
   “Click to select file for upload or drag and drop them here.”

2. A Preview Purchase Order screen will appear, displaying your data and identifying any issues.

Checking and Fixing Errors

• Any issues in your file will be flagged with red triangle icons.

• Hover your mouse over each icon to view details of what needs to be corrected before re-uploading.

Finalizing the Import

• If no errors are present and the data is valid, click ‘Import Purchase Orders’ at the bottom right of the screen.

• Once imported, your individual purchase orders will appear in the system.

• You can then continue to edit, review, or send these purchase orders as required.

The Purchase Order CSV file template

You can manage and customize your Purchase Order and Quote Request message templates through the Site/Build → Templates page.

Editing Note/Delivery Instruction Templates

1. Navigate to Site/Build → Templates.

2. Scroll down to the ‘Note Templates’ section.

3. Locate the relevant Purchase Order or Quote Request template.

4. Click the dropdown arrow beside the View button on the right-hand side of the template to edit, update, or review it.

Naming and Organizing Templates

If multiple team members send quote requests or purchase orders, you can create and name templates for:

• Individual staff members (e.g., specific project managers or quantity surveyors).

• Particular situations or types of communication (e.g., supplier orders, subcontractor requests, or site delivery instructions).

This helps ensure clear communication, consistent formatting, and accurate delivery instructions across all projects and users.

Processing On/Off

The Processing On option is used to flag a Purchase Order with a cogwheel icon, indicating that it is still in progress and should not be followed up for invoicing yet.

When Processing On is enabled, it means the supplier or contractor has not yet fully billed you for that Purchase Order. This helps prevent unnecessary calls or emails to chase invoices that are still pending completion.

Turning Processing On or Off

You can toggle this setting at any time:

1. Open the relevant Purchase Order.

2. Click on the three-dot dropdown button.

3. Select Turn Processing On or Turn Processing Off, as required.

This simple visual indicator helps your team track which Purchase Orders are still being processed versus those ready for invoicing or follow-up.