Export Purchase Orders to External Systems

Objective

After completing this lesson, you will be able to demonstrate Purchase Order import and export functionality to process bulk integration.

Export Purchase Orders to External Systems

SAP Ariba Buying and Invoicing supports the import and export of purchase order (PO) data using comma separated values (CSV) files. This capability allows procurement professionals to work with PO data in bulk. POs are most commonly exported to external ERP systems to keep systems in sync, and PO data can be imported from ERP and other external systems to manage data inconsistencies, errors, or status changes. Common use cases include:

ERP Integration: Import or export POs for synchronization with backend financial or inventory systems.
Legacy Migration: Load historical purchase order data into SAP Ariba during implementation or supplier transitions.
Reporting: Export POs for review, auditing, or external analysis.

Export Purchase Orders

Navigate to the Core Administration then Site Manager.
Select the Export tab.
Use the Task Namesearch functionality to search for Purchase Orders.
Find the export task that best fits your needs, and select the Exportbutton .
Note
There are several export tasks related to Purchase Orders, each with differences in the data and formatting. Each file is formatted and designed to accommodate specific tasks, or external systems. The main export for POs is the Export Purchase Orders task. The Export Purchase Orders to ERP is similar, except the data is formatted to the specific ERP system setup for your realm's configuration. Additional PO export tasks also exist for change or cancel orders.
Many exports require you to specify a date range to narrow down your data. Choose date values To and From.
Select OK to initiate the export. Large files may take several minutes before exporting.

The screenshot shows the Site Manager > Data Import/Export screen and a search on the Export tab for Purchase Order. The results show the various PO export tasks available.

Import Purchase Orders

In SAP Ariba Buying and Invoicing, Purchase Order (PO) imports are not intended to create full, new POs from scratch via external systems like an ERP. Instead, the PO import tasks are primarily used for updates, error resolution, and integration status syncs for POs that are already initiated or managed within the system. To import PO data in SAP Ariba Buying and invoicing:

Navigate to the Core Administration then Site Manager.
Select the Import tab.
Use the Task Namesearch functionality to search for Purchase Orders.
Find the import task that best fits your needs, and select the Importbutton .
Note
There are several import tasks related to Purchase Orders, each with differences in the data and formatting. Each file is formatted and designed to accommodate specific tasks. PO imports typically require multiple files imported separately, or zipped into one import file. The main import for POs is accompanied by supporting subtasks. For example, Import Purchase Order ID can be imported along with Import Purchase Order Status in order to import a PO an it's associated status from an ERP.
Select the Import Operation best associated with your goals.
Select Choose File button, and find and select the file you wish to upload.
Select Run to import the file.

The screenshot shows Site Manager > Data Import/Export with a search on the Import tab for Purchase Order. In the results are various Purchase Order import tasks.

Summary

SAP Ariba supports CSV-based import and export of Purchase Order (PO) data.
Used for ERP integration, legacy data migration, and reporting.
Import and/or export POs from Core Administration then Site Manager then Import and/or Export tab.
Import tasks update existing POs, not create new ones.
Some imports require multiple supporting files or zipped uploads
Utilize the Data Dictionary from Site Manager for information about what data is included in the various integration events.

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