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How to import purchase orders

Do you need to create Purchase Orders in bulk? Here we’ll show you how you can easily do it using the import function.

See this guide on how to manually create purchase orders:
How to create purchase orders
Guide to general import setup in Rackbeat:
Importing in Rackbeat

Table of Contents

We always recommend using the example file.
Go to: Items → Products → Import / Export → Import → Example File

Creating new Purchase Orders via import

  1. Click on the “Purchasing” tab → “Purchase orders”.

  2. Click “Import / Export” and select “Import”.

  3. Click “Select File”, or drag and drop.

  4. Select the CSV file from your computer. Click “Open” and then “Load File”.

  5. Before loading the file, you need to match the columns in the popup with those in your CSV file. See this guide for help with that.

  6. Finish by clicking “Import”, and your products will be loaded.

To create new purchase orders via import, the following information is required:

  • BestillingsID: Enter the purchase order number. This needs to be a number not already in use.

  • Valuta: Enter the currency of the order by abbreviation (EUR, DKK, NOK, USD etc.)

  • ValutaKurs: Enter the currency rate. 

  • LeverandoerNo: Enter the number of the supplier.

If these required columns are not filled, the import will fail.
What do if my import failed

What can be added via import?

You can add the following purchase order data via import:

  • BestillingsID: The order number. It is important that this number has not been used previously in Rackbeat.

  • LeverandoerNo: The supplier’s unique number.

  • Dato: Here you enter the order date, the format must be DD-MM-YYYY.

  • LeverandoerNavn: Here you enter the name of the supplier in the information about their billing address.

  • LeverandoerAdresse: Here you enter the address of the supplier in the information about their billing address.

  • LeverandoerPostNr: Here you enter the postal code of the supplier in the information about their billing address.

  • LeverandoerBy: Here you enter the city of the supplier in the information about their billing address.

  • LeverandoerLand: Here you enter the country of the supplier in the information about their billing address.

  • Overskrift: Here you enter the text that should appear in your header field.

  • Tekst: Here you enter the text that should appear in your note field.

  • Valuta: Here you can specify which currency should be used for the order. It is important that you enter the currency code such as DKK or EUR.

  • ValutaKurs: Here you must specify the applicable exchange rate between your default currency and the selected currency. (For example: if 1 EUR = 7.45 DKK, you should enter “745” if you are using EUR as the order currency).

  • LeveringKundeNavn: Here you enter the name of the recipient of this order.

  • LeveringKundeAdresse: Here you enter the address of the recipient of this order.

  • LeveringKundePostNr: Here you enter the postal code of the recipient of this order.

  • LeveringKundeBy: Here you enter the city of the recipient of this order.

  • LeveringKundeLand: Here you enter the country of the recipient of this order.

  • LeveringKundeDato: Here you enter the desired delivery date for the order.


Import purchase order lines

When you have created or imported your purchase orders, you can import purchase order lines. Fill out the following columns in your file:

  • BestillingsID: The purchase order number in Rackbeat.
  • LinjeNr: The sequence number for the line’s position.
  • VareNr: Here you enter the item number of the product.
  • Antal: The quantity of the specific product.

If you only choose to create a purchase order with the two fields above, all other fields will remain blank. Fill out as many columns as possible to avoid errors during the import.

If there are any fields you do not wish to use, you can remove them from your file either by deleting the entire column or by leaving the fields empty.

You can also fill out the following additional fields:

  • Beskrivelse: Here you can specify the product name on the line.
  • Kostpris: Here you can specify the expected cost price you will pay for your product.
  • ForventetLeveringsDato: Here you can specify the date you expect to receive the product.

When you have completed your file, save it as a CSV UTF-8 file and upload it to Rackbeat.

Once your file is ready, simply click “Import” to start your import.

If you need to update the information on your purchase order lines, you must delete the lines in your order and re-import them.

If you do not delete the lines first, your purchase order lines will be imported as new lines, and you will end up with duplicates.