PO / Req Document Importer by Path

Modified on Tue, Jun 20, 2023 at 3:51 PM

The PO/Req Document Importer (System >> Tasks >> Task Tab) task periodically scans paths for documents to import into Purchase Orders or Requisitions.

By default; the task executes every 5 minutes.

Search for the task and click the Properties button. Then add the path:

Type in the path on the server to the folder:

Paths

Multiple paths can be specified.
The path specified must be a path on the server.
The path must initially be an empty directory.
The path can then be shared out to the network where users can drop files on it for importing.

ID Types:

The following ID types can be utilized for the filename:

PO Number
Requisition Number

Sub directories for each Document Type

Every time the PO/Req Document Importer task runs; it will automatically look for directories for each budget year, then look for subdirectories for each PO document type that exists in each budget year directory.

For example; the File Paths screen here is configured to point at the c:\import directory on a Windows server. If the server has one school year directory 2022-23 and 2 document types QUOTE and VOUCHER in that directory, it will look for files in the c:\import\2022-23\QUOTE and c:\import\2022-23\VOUCHER directories (if the sub directories exist).

There are a 4 different ways the file can be named:

Filename Layout	Example Filename	Notes
number.ext	PO-01-123456.pdf	PO-01-123456 is the PO number; and the document is a PDF.
number-ignore.ext	PO-01-123456-1.pdf R-01-123456-2.pdf	PO-01-123456 is a PO number and R-01-123456 is a requisition number; and the documents are PDFs. Anything after the - is ignored. This is useful when uploading multiple documents for the same PO or requisition at the same time.
number[title].ext	PO-1-123456[Welcome Letter].pdf	PO-01-123456 is the PO number; and the document is a PDF. The text in the [] will be set to the text1 field of the document.
number[title]-ignore.ext	R-01-123456[Welcome Letter]-1.pdf	R-01-123456 is the requisition number; and the document is a PDF. The text in the [] will be set to the text1 field of the document. Anything after the - is ignored. This is useful when uploading multiple documents for the same student at the same time.