There are multiple ways to create Purchase Orders in RAVE – from an accepted quote, from scratch via the 'Add a purchase Order' button, or via a CSV file import - which is the process where are going to look at here.  


Creating a NEW Purchase Order – using a CSV File Import


To create a new Purchase Order using a CSV File Import:    

  1. We click on the ‘Purchase Orders’ sub-tab
  2. Then click the dropdown arrow to the right of the 'Add a Purchase Order' button

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

     
  3. A CSV file template example can be downloaded from here, to ensure you have the right format for a successful upload - just copy and paste, or type your information into the right columns and save as a new CSV file. 

    Once your CSV file is saved and ready to go - you can upload your file, or drag and drop it to the 'Click to select file for upload or drag and drop them here' section of this page.


  4. This will show a 'Preview Purchase Order' display informing you of any data/file issues.  

    Any issues will be flagged by red triangle icons, which you can hover over to tell you what needs to be fixed.

    If the file is clean to load, you can complete the upload process by clicking on the 'Import Purchase Orders' button at the bottom right of the screen. 

    You now have your individual purchase orders loaded and can continue editing or sending these.


The Purchase Order CSV file template

The Purchase Order CSV file template has 15 columns to help you speed up your work and allow for better data management - these column headers are listed below. Not all fields are mandatory however the more information included, means the less manual work needs to be done later. 

  • Purchase Order Name
  • Company Name
  • Category
  • Subcategory
  • Delivery Address
  • Delivery Phone
  • Delivery Attention (Person)
  • Product Code
  • Description
  • Unit of Measurement
  • Quantity 
  • Price
  • Tax Rate
  • Markup
  • Chart of Account Code
  • Purchase Order Date
  • Delivery Date

NOTE: The below conditions where you have a supplier loaded as a contact and a contractor with the same exact company name 

  1. If you leave the company name blank,  the csv upload will assign the Purchase Order to your branch as an internal PO
  2. If there is only a contractor added to the people tab of the Job and No matching Supplier Entry the csv upload will assign the Purchase order to the Contractor
  3. If there is only a Supplier contact and no Contractor the csv upload will assign the Purchase order to the Supplier
  4. If there are identical supplier and contractor Company names and the contractor is on the people tab the csv file will assign the Purchase order to the supplier.


Purchase Order and Quote Request ‘Note Templates’

 
You can edit your saved Purchase Order (and Quote Request) message templates via the Site/Build - Templates page. From the Templates page, scroll down to the ‘Note Templates’ section, and click on the drop-down arrow beside the view button to the right-hand side of each purchase order/quote request template.
 

If you have multiple people sending quote requests and/or purchase orders, you can name your templates for the individual or specific situation.