Import Purchase Orders from Ed-Data

Use the Budget > Expenditures > Purchase Orders > Ed-Data Import screen to import your Ed-Data file as Purchase Orders.  

Click HERE to view a short video that takes you step-by-step through the process.

Notes about the process

• CRITICAL!!!! BE SURE YOU ARE IN THE CORRECT YEAR BEFORE YOU CLICK THE IMPORT BUTTON!!!!
• If you import in the incorrect year you will need to cancel each PO that was imported and then reimport.  We cannot perform any magic to make them go away.
• VERY IMPORTANT - be sure the CODE of the Ed Data ship-to location is the EXACT same "Id" in SchoolFi. Otherwise you will receive an error.
• The import will fail if any account number in the ED-Data file does not exist in SchoolFi.

• Imports into the selected system school year.  An error message will appear when the transaction date is not in the correct school year

• All text that is imported is Init Capped (1 BOX OF CRAYONS = 1 Box Of Crayons)
• The appropriate General Ledger and Account Transactions are made.

Notes about the logic used when processing each record

• The PO number in the file is used, the automatic PO Number Generator in SchoolFi is not used.
• The PO is not imported if the PO number already exists. Be sure to give Ed-Data a range of PO numbers before or after the numbers you will auto-populate when you create POs in the system.
• A new category will be created automatically if the category does not exist already in SchoolFi (Setup.Codes.Requisition Categories)
• The status code is set to Encumbered
• The PO is created with a type of ED  = Ed Data (Normally the type is R=Regular or S=State Contracted).
• Vendors and addresses are created automatically if they do not already exist in SchoolFi
  • The note on the vendor is set to inform you that it was automatically created by this process
  • A vendor contact cannot be automatically created as that information is not sent from Ed-Data
• Unit Types on the line items are automatically added if they do not exist already in SchoolFi (Setup.Codes.Requisition Unit Item Types)

How to upload your file:

• Enter the Transaction Date which will be the date the purchase order is Encumbered
• Enter the name of a staff member whose name will appear as the person who created the PO
• Use the Choose File button to navigate to the location on your computer where you have the Ed-Data file saved.
• Click the Upload and Process file button to upload the file and create the POs.
  

To see the imported purchase orders:

• Go to the Budget > Expenditures > Purchase orders screen
• In the Paid Status field choose Encumbered
• In the Types field choose Ed-Data
• Click Search
• This will bring up the POs you imported.  Process them (print/email) them as you normally would