Overview
The Veracross Data Importer allows you to import new Purchase Requisition Items directly into Axiom. This import type is considered an importer only — it inserts new Purchase Requisitions but does not update the existing Purchase Requisitions. To access this Importer, you will need the following security roles: Sys_Admin or Business_1.
Uploading Purchase Order records involves the following two steps:
- Preparing the data for upload using the PO import type template, which is provided before data import on the Importer site.
- Uploading the data using the Veracross Data Importer.
Preparing the Data for Upload
The user must prepare a comma-separated value (CSV) file containing all data to import. This file must contain all columns in the order listed below, even if no content is populated in the columns. If there is no content in a column, that row must be left blank.
Recommendation: Use the import template provided at import.veracross.com/your_school, rather than creating your own CSV file. We highly recommend this workflow instead of creating your own spreadsheet as this can eliminate many unintentional errors.
Fields in the Import Type Template
This template has a number of fields that are required conditionally. See the notes in the table below for more information about these conditions.
| Column (field) Name | Notes |
|---|---|
| Reference_number | Required field. Numeric format. This is the number of the Purchase Requisition. If you are adding multiple Purchase Requisition Items in the Import, they must have the same Reference Number to be on the same Purchase Requisition. |
| VX_Vendor_ID | Required field. Numeric format. The Vendor Record ID of the Vendor through which the order has been placed. |
| Vendor_Name | Required field. Text format. Vendor through which the order has been placed and from which an AP Invoice will be received. |
| VX_Source_Vendor_ID | Required field. Numeric format. The Source Vendor Record ID of the VEndor through which the order has been placed. If no Source Vendor, place a zero in the import template. |
| Source_Vendor_Name | Text format. The name of the Source Vendor, to review Source Vendors see this documentation article. |
| Source_Vendor_Text | Text format. A field to populate with descriptions of the Source Vendor on the PO Header. |
| Requisition_Number | Text format. The Record ID of the Requisition the Purchase Requisition Items. |
| Requisition_Person_First_Name | Text format. The Person's first name of the individual who is requesting to purchase this item. |
| Requisition_Person_Last_Name | Text format. The Person's last name of the individual who is requesting to purchase this item. |
| Requisition_VX_Person_ID | Required field. Text format. The Person ID of the individual who is requesting to purchase this item. |
| Cost_Center_ID | Required field. Numeric format. The Cost Center this Purchase Requisition will be associated with. |
| Requisition_Date | Required field. Text format. The date of the requisition. Must be in the MM/DD/YYYY format. |
| Required_Date | Required field. Date format. The date that the required materials are required. Must be in the MM/DD/YYYY format. |
| School_Year | Required field. Date format. The school year the Purchase Requisition is in. Must be in YYYY format. |
| Description | Text format. The Description of what is being purchased. |
| Model_Number | Text format. The model number of the item whose purchase is being requested. |
| Vendor_Item_URL | Text format. The website link to where the item can be purchased. |
| GL_Account | Required field. Text format. The GL Account Number that will be used for this Purchase Requisition line item. |
| GL_Account_ID | Text format. The GL Account Record ID of the GL Account will be utilized for this Purchase Requisition line item. |
| Quantity | Required field. Numeric format. The Quantity ordered. |
| Unit_Price | Required field. Numeric format. The unit price of the product(s) ordered. |
| Amount | Required field. Numeric format. The total amount for the product ordered. (Quantity + Unit Price) |
Processing
Validate the Purchase Requisition Data
After the raw data has been loaded into Veracross, it must be validated to ensure that all required information was provided in conformity with Veracross standards.
- In the AP/PO Importers section on the Import Processing Homepage, and review the Unprocessed Requisition Items and Invalid Requisition Items queries.
- If any of the Purchase Requisition do not have a processing status of Validated, they will need to be fixed and a PO Requisition Validation will need to be run:
- In the AP/PO Importers section, click the Purchase Requisition Import Processing link.
- Specify the Requisition Reference Number used in your CSV File and choose Import Option- Validate Requisitions – to validate the information on all imported Requisition Line Items.
- Click Add PO Requisition Import.
- Review the reports on the Import Processing Homepage to see if they are ready to import
Create the Purchase Requisition Items
Based on the JE Reference Number from the imported CSV file, this process will create the Journal Entry header record with the detail of each validated line item.
- In the AP/PO Importers section, click the Purchase Requisition Import Processing link.
- Specify the Reference Number used in your CSV File and choose Import Option- Import Requisitions – to create the Purchase Requisition items.
- Specify the Requisition Reference Number if you only want to process a certain group of items.
- Click Add PO Requisition Import.
- The processing status will change to Imported.