Topic overview

This article describes procedures for using the Import data application in relation to purchase orders. These procedures contain general instructions and the special features to be taken into account. You will also be informed about possible preconditions and effects.

The description of the Import data application, which also includes field and button descriptions, can be found in the Import data article.

General information

The import of a purchase order is essentially based on the current data model, which is stored in the repository database. More attributes are available for data export than for data import. It therefore makes sense to define separate filters for export and import.

1:1 relationships are typically based on a technical GUID attribute in the data model. Depending on the use case, either the technical GUID attribute or the business key from the target object (usually code or number) can be used for the import. For some business objects, an organization is required to convert the business key to the technical key. The relevant organization is usually not directly in the import source, but is specified via the voucher context. Further information on this can be found in the chapter Overview: Attributes.

Hash code business objects are referenced both in the header and in the line items of a purchase order. These are technically related attribute groups that are always the same for many vouchers and whose reuse therefore saves storage space in the database and main memory. Using a special conversion, these hash code business objects are displayed as parts for export or import.

Certain purchase order data such as allocated quantities, delivered/invoiced quantities, local currency values, status and internal auxiliary attributes cannot be imported.

If you are not sure which format is suitable for the import file, proceed as follows: Enter a sample voucher via the Purchase orders application and export it using the filter for the import in the desired format with the desired attributes. The resulting sample file can be used as a template for the import files to be generated.

The same rules apply when importing as when editing via the application. For example, an item in a saved line item can no longer be changed. Attribute values are ignored if they cannot be adopted in the current context. The same logic is applied when determining the default value, so that import and application behave identically. The same applies to data validations.

Procedure: Importing purchase orders

1. Open the Import data application.

2. Display the filter for this business objectcom.cisag.app.purchasing.obj.PurchaseOrder

• The filter for importing purchase orders will be opened

3. Duplicate or create a new filter for this business object if required.

4. Change the already selected attributes of the filter if required.

5. Press the [Import data] button on the standard toolbar.

• The Import data dialog window will open

6. You can make settings for the import file in the Import data dialog window. You can find a description of the fields in the Import data article.

7. Press one of the [In background] or [Immediately] buttons.

• The import will be executed

Creating new purchase orders

The minimum required attributes per base object:

Optionally, you can also transfer the number using the import. In this case, the number determined via the number range according to type is ignored. In addition, suitable conventions must be used to ensure that the number assigned via the import does not match a number that has already been assigned or is to be assigned automatically in the future.

The minimum required attributes per line item object:

Optionally, you can also assign a number to a line item using the import.

A corresponding minimal XML with functional attributes and two line items has the following content, for example:

<?xml version="1.0" encoding="UTF-8"?>

<semiramis xmlns="com.cisag.app.purchasing.obj.PurchaseOrder" xsi:schemaLocation="com.cisag.app.purchasing.obj.PurchaseOrder PurchaseOrder.xsd" created="2005-02-01T15:24:40.390Z" locale="en-US-XMLSchemaCompliant" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance">

<PurchaseOrder xmlns="com.cisag.app.purchasing.obj.PurchaseOrder">

<invoiceRecipientData>

<partner>00000</partner>

</invoiceRecipientData>

<Type>100</Type>

<supplierData>

<SupplierPartner>100300A</SupplierPartner>

</SupplierData>

<Details>

<Item>TSTA0</Item>

<totalQuantity>

<amount>10</amount>

<Uom>St.</Uom>

</totalQuantity>

<priceOriginType>DEFINITION</priceOriginType>

<grossPrice>

<amount>1.000000</amount>

<Currency>EUR</Currency>

</grossPrice>

</details>

<Details>

<Item>TSTA1</Item>

<totalQuantity>

<amount>20</amount>

<Uom>St.</Uom>

</totalQuantity>

<priceOriginType>DEFINITION</priceOriginType>

<grossPrice>

<amount>2.000000</amount>

<Currency>EUR</Currency>

</grossPrice>

</Details>

</PurchaseOrder>

</semiramis>

In this example, the remaining attributes are added via the default values according to master data etc.

You can also import additional values and use technical attributes instead of functional attributes. You can find a list of the attributes in the chapter Overview: Attributes.

If a line item is created, it cannot be canceled with the same import (the case “canceled==true” is not available). If you want to cancel a new line item, you must carry out two imports. In the first, you create the line item with all data (without the canceled attribute) and in the second, you cancel the line item by setting the canceled attribute to true. Please note that any further changes to this line item are ignored in the second import.

Special features when processing an order

You must note the following when processing an existing order: When importing purchase orders in multi-site systems and single-site systems with activated content-based authorizations, a purchasing organization is mandatory. When editing an existing order, the purchasing organization is always derived from the voucher saved in the database. Any different purchasing organization in the import source is ignored in this case.

To find a purchase order stored in the database, either its technical identification (PurchaseOrder:guid) or its functional identification (Type [or type] and number) is required.

All import options can be used for the line items, in particular deletion. Either the technical identification (PurchaseOrderDetail:guid) or the technical identification (number) is also required to find a saved line item.

Changes via the import are only possible if no validation prevents this.

For canceled line items and for line items that are canceled during import (attribute canceled is set to true), no further data is transferred from the import file.

If the cancellation marker is removed for a sub-item, the cancellation marker is also removed for the corresponding basic line item. Please note that the values of the basic line item are not transferred from the import file. However, you can list data for the basic line item as an additional block after the sub-items.

The following XML file is used, for example, to remove the cancelation in the sub-item 10-10 of the purchase order 100-123456789 and at the same time set the Reference field in the basic line item to the text “abc“:

<?xml version="1.0" encoding="UTF-8"?>

<semiramis xmlns="com.cisag.app.purchasing.obj.PurchaseOrder" xsi:schemaLocation="com.cisag.app.purchasing.obj.PurchaseOrder PurchaseOrder.xsd" created="2006-09-25T13:15:18. 028Z" locale="en-US-XMLSchemaCompliant" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" nlsMode="MULTI_LANGUAGE" dateTimeMode="COMPACT">

<PurchaseOrder xmlns="com.cisag.app.purchasing.obj.PurchaseOrder">

<number>123456789</number>

<type>

<code>100</code>

</type>

<details>

<number>10</number>

<SubDetails>

<number>10</number>

<subNumber>10</subNumber>

<canceled>false</canceled>

</subDetails>

</Details>

<Details>

<number>10</number>

<reference>abc</reference>

</Details>

</PurchaseOrder>

</semiramis>

Alternatively, you can also cancel the basic line item, but this will automatically remove the cancellation marker from all sub-items in this line item.

Automatic release after the import

If the import was carried out successfully, you can have a processed purchase order released automatically after the import. This option is particularly useful in combination with the creation status In process (see Type). This prevents a purchase order that has not yet been fully imported from being used in subsequent vouchers. During release, the purchase order has the status Invalid, meaning that the purchase order cannot be used in this step either.

For this functionality, you must set the virtual base attribute autoRelease to true for the relevant instance.

If this function is activated and there are no other errors, an additional information message is displayed in the message log stating that the purchase order has been automatically released. If this was not possible, a warning is issued.

Tips for importing legacy data

If you want to use the import for legacy data transfer, the following is helpful:

• Make sure that all master data has been transferred correctly. This will avoid unnecessary error processing for the orders.
• Set the relevant functions and types in the Customizing application – at least temporarily for the data transfer – so that the highest possible import speed is achieved. The writing of temporary availability records is automatically deactivated during import – even if the function is activated in the Customizing application.
• If you want to avoid determining new prices and discounts during import, switch the corresponding origin to Manual and transfer the values directly from the source system
• Deactivate the automatic contract selection
• You cannot influence delivered and invoiced quantities using the import. It therefore makes sense to complete and invoice all receipts of goods in the old system. You can then import open delivery quantities for orders that have not yet been completed as a total quantity in the new line items of the target system. You can then enter and post outstanding receipts of goods, invoices etc. in the new system.

Overview: Attributes

The attributes of the individual business objects that are available for import are listed below. The corresponding relationship name is also included for foreign key attributes. The identification and mandatory fields are subject to change and can be extended by making adjustments.

For some business objects, an organization is required for the conversion of functional keys to technical keys. In the attribute lists, this is indicated by the following notes in the Attribute column.

• Purchasing organization (always according to the header)
• Firm (always according to the header)
• Firm country (always according to the header)
• Inventory logistics organization (according to the header or line item)

The identification attributes (key attributes) are marked with a (K).

Header data

Purchase order (PurchaseOrder)

Supplier data (supplierData, deliverySupplierData, invoiceSupplierData)

The supplier data in the following usages is stored in the database as a hash code business object and is displayed as a part for export or import. The same applies to the address data. The following part names have been assigned analogous to the technical attribute names:

• supplierData Supplier
• deliverySupplierData Delivery partner
• invoiceSupplierData Invoicing party

The following attributes therefore only exist once per use.

Intrastat data (intrastatData)

The Intrastat data is stored in the database as a hash code business object and is displayed as a part for the export or import.

Delivery data (deliveryData)

The delivery data is stored in the database as a hash code business object and is represented as a part for export or import.

Invoicing data (invoicingData)

Some invoice data is stored in the database as a hash code business object and is represented as a part for export or import.

Order delivery data (orderDeliveryData)

The order delivery data is stored in the database as a hash code business object and is displayed as a part for the export or import.

Output settings (outputSettings)

The output settings are stored in the database as a hash code business object and are displayed as a part for export or import.

Texts (TextAssignments)

text

The following example contains two basic texts. The header text references the text module “TXT1”, and the second text contains a free footer text for the languages de and en:

<?xml version="1.0" encoding="UTF-8"?>

<semiramis xmlns="com.cisag.app.purchasing.obj.PurchaseOrder " xsi:schemaLocation="com.cisag.app.purchasing.obj.PurchaseOrder PurchaseOrder.xsd" created="2005-12-28T07:36:29.729Z" locale="en-US-XMLSchemaCompliant" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance">

<PurchaseOrder xmlns="com.cisag.app.purchasing.obj.PurchaseOrder">

<invoiceRecipientData>

<partner>00000</partner>

</invoiceRecipientData>

<Type>100</Type>

<supplierData>

<SupplierPartner>10020</SupplierPartner>

</SupplierData>

<TextAssignments>

<code>TXT1</code>

<sequence>10</sequence>

<document index="0">PURCHASE_ORDER</document>

<document index="1">DELIVERY_DUN</document>

<document index="2">RETURN_OF_GOODS</document>

<type>HEADER</type>

</TextAssignments>

<TextAssignments>

<code></code>

<sequence>20</sequence>

<document index="0">PURCHASE_ORDER</document>

<document index="1">DELIVERY_DUN</document>

<document index="2">RETURN_OF_GOODS</document>

<type>FOOTER</type>

<text>

<language>en</language>

<text>This is a sample text</text>.

<contentType>text/plain</contentType>

</text>

<text>

<language>en</language>

<text>This is an example text.</text>

<contentType>text/plain</contentType>

</text>

</TextAssignments>

</PurchaseOrder>

</semiramis>

You can also use various formatting options for the texts. If you need examples of specific formatting, it is best to create a sample voucher with the desired text formatting and export it.

Line item data (basic line items)

Purchase order line items (PurchaseOrderDetail)

Supplier data (deliverySupplierData)

The attributes correspond to those in the header. See the chapter Supplier data (supplierData, deliverySupplierData, invoiceSupplierData).

Intrastat data (intrastatData)

The attributes correspond to those in the header. See the chapter Intrastat data (intrastatData).

Delivery data (deliveryData)

The delivery data is stored in the database as a hash code business object and is represented as a part for export or import.

Order delivery data (orderDeliveryData)

The attributes correspond to those in the header. See the chapter Order delivery data (orderDeliveryData).

Cost data allocation (CostingData)

If the Allocate cost data function is activated, you can specify a partial quantity of the line item for various combinations of cost centers and cost units.

Line item data (discounts in kind)

Purchase order line item (PurchaseOrderDetail)

Supplier data (deliverySupplierData)

The attributes correspond to those in the header. See the chapter Supplier data (supplierData, deliverySupplierData, invoiceSupplierData).

Intrastat data (intrastatData)

The attributes correspond to those in the header. See the chapter Intrastat data (intrastatData).

Delivery data (deliveryData)

The delivery data is stored in the database as a hash code business object and is represented as a part for export or import.

Order delivery data (orderDeliveryData)

The attributes correspond to those in the header. See the chapter Order delivery data (orderDeliveryData).

Line item data (components)

Purchase order line item (PurchaseOrderDetail)

Intrastat data (intrastatData)

The attributes correspond to those in the header. See the chapter Intrastat data (intrastatData).