Managing PO Imports

Step 1: Create the Import Data File

To import purchase orders into SAP Concur, you need to create an import data file with specific formatting. Here are the details:

File Specifications:

• Format Type: Comma Separated Value (CSV), ASCII Text File
• Default Field Delimiter: Comma (,)
• Enclosing Character: Quotation Mark (")
• Record Delimiter: Carriage Return Line Feed (CRLF)

Data Record Layout:

• Record Type 200 - Purchase Order Request Header: This is a required record.
• Record Type 210 - Purchase Order Bill to Address: This is a required record.
• Record Type 220 - Purchase Order Ship to Address: This is a required record.
• Record Type 300 - Purchase Order Line Item: This is a required record.
• Record Type 400 - Purchase Order Line Item Allocation: This record is optional.

Sequence of Records: The order of records is crucial for a successful import. Records should be sequenced as follows:

1. 400 (Allocation - optional)
2. 300 (Line Item - associated with preceding Allocation)
3. 210 (Bill to Address)
4. 220 (Ship to Address)
5. 200 (Header)

Example of Correct Sequence: For a purchase order with all possible records, the sequence would be:

• 400 (Allocation)
• 300 (Line Item)
• 210 (Bill to Address)
• 220 (Ship to Address)
• 200 (Header)

Example with Multiple Allocations:

400,138.15,,

400,75.06,,

300,EXT01,1,PARTID, 2012-12-12, Joan H, Advertising., Spare Parts, 23,9.72,,,,

400,24.09,

400,12.98,,

300,EXT99,2,IDOFPART, 2012-12-12, BillC, Other,, Warranty,1,112.36,9.86, Good,N,.

210,Office West,, 214Logan Ave.,, Billings, Montana, 59112,US,,,,,,,,,,,,,,

220, Warehouse West., 338Quadrant09,,, Billings, Montana, 59112,US,

200,PO33876x, PO, USD, 1137,1137,2012-12-12,,,2012-12-12, FrankH, 30,15,43.53,,32.78, UPS,N,Terms30, UPS, 2013-01-01,8855321,,

File Naming Conventions: The import file name should follow this format: POInvoice_entitycode_YYYYMMDDHHMMSS.txt.

Step 2: Move the Import Data File to SAP Concur

Work with SAP Concur to develop the process for moving the data file to SAP Concur.

Step 3: SAP Concur Imports the Data

SAP Concur will then import the data from the file you provided.

• The import data file uses specific formatting: CSV, comma delimiter, quotation mark enclosing character, CRLF record delimiter.
• Required records include Purchase Order Request Header, Bill to Address, Ship to Address, and Line Item. Allocation is optional.
• The sequence of records must follow a specific order to avoid import failure.
• The import file name format is POInvoice_entitycode_YYYYMMDDHHMMSS.txt.
• Develop a process to move the import data file to SAP Concur. SAP Concur will then import the data.