PO Purchasing Document Upload  Help

What this upload does

The PO Purchasing Document Upload creates and updates Oracle Purchasing documents from Excel: Standard Purchase Orders, Blanket Purchase Agreements, Contract Purchase Agreements and Quotations. New documents are loaded through Oracle’s standard Purchasing Documents Open Interface; changes to existing Standard POs (field edits and shipment splits) are applied through Oracle’s standard PO Change process. Every row is validated and the import program is submitted for you, and a result report lists each row as success or error with the exact Oracle message.

When to use it

• Mass-create new Standard POs, Blanket/Contract agreements or Quotations (header, lines, shipments/price breaks and distributions).
• Add lines, shipments or price breaks to existing Blanket Agreements, Quotations and Standard POs.
• Change an existing Standard PO — need-by/promised dates, quantities, unit price, distribution project/expenditure values and descriptive flexfields.
• Split a shipment on an existing Standard PO line.

Before you start

• Use a Purchasing responsibility with access to the operating unit you are loading. The upload runs under that operating unit’s context.
• Make sure the suppliers, sites, items, categories, charge accounts and buyers you reference already exist — the upload validates against them.
• Existing documents must be in a state Oracle allows you to change (for example a Standard PO that can be reapproved). Contract Purchase Agreements cannot be changed by this upload.

Choose the template for your document type (this is the key to “which columns”)

You do not need to work out the right columns by trial and error. The upload ships a dedicated template for each document type, and each template already contains only the columns that apply to that type. Pick the template that matches the Document Type you are loading:

Each template also has a “(with attachment)” variant that adds the attachment columns — use it only when you want to load document attachments at the same time. Choosing the right template is the simplest way to see exactly the columns relevant to your transaction type.

How a row is read — the four levels

A purchasing document is hierarchical, and one spreadsheet row carries values for up to four levels at once:

1. Header — the document (supplier, buyer, currency, dates).
2. Line — what is being bought (item/description, line type, unit price).
3. Shipment (line location / price break) — quantity, dates, ship-to, or a price break on an agreement.
4. Distribution — the charge account and project accounting that funds the shipment.

The header repeats on every line of the same document, a line repeats on every shipment, and a shipment repeats on every distribution. The upload finds each record by its “address” columns; if the address does not yet exist it is created, otherwise it is updated:

Use the Group column to tie several new rows into one new document (all rows that share the same Group become one PO). When adding to or changing an existing document, repeat its PO Number on every related row.

Columns that are always required

What makes each level actually create a record

When you are creating, a level is only built if its trigger column is filled. This is the single most useful rule to remember:

Required columns when creating, by document type

In addition to the always-required columns above:

Standard Purchase Order

• Header: Group, Buyer, Supplier, Supplier Site (Currency defaults from the supplier site).
• Line: Line Number, Line Type, and either an Item, or a Description + Category + Unit of Measure for a description-based line; Price and Line Quantity.
• Shipment: Ship Quantity, Need-By Date, Ship-To Organization and Ship-To Location. Leave Shipment Number blank to auto-number.
• Distribution: Distribution Number, Charge Account and Quantity Ordered (use the Project/Task/Expenditure columns instead of a charge account for project-related distributions).

Blanket Purchase Agreement

• Header: Group, Buyer, Supplier, Supplier Site (Amount Agreed optional).
• Line: Line Number, Line Type, Item or Description+Category+UOM, Price.
• Price break (optional): Shipment Number (the break number), Break Price, and optionally Quantity, Break Unit of Measure and the price-break dates.

Contract Purchase Agreement

• Header only — contracts have no lines, shipments or distributions: Group, Buyer, Supplier, Supplier Site (Amount Agreed optional).

Quotation

• Header: Group, Buyer, Supplier, Supplier Site (Quote Warning Delay optional).
• Line: Line Number, Line Type, Item or Description+Category+UOM, Price.
• Price break: Ship Quantity, Break Price, Break Unit of Measure, Price Break Start/End Date.

Updating an existing document — by the kind of change

Switch Upload Mode to “Create, Update” and run the upload with the document(s) you want to change in the download filters. The downloaded rows already contain the current values; keep the “address” columns that identify the record and only edit the column you actually want to change. Any cell you leave unchanged is ignored (a row with nothing changed returns “No change.”). The table below shows what to keep and what to fill for the common changes the team makes:

How a shipment “split” works

To split a shipment, take an existing line and enter a new Shipment Number together with the Ship Quantity you want to break out. The upload splits that quantity off the line’s original (lowest-numbered) shipment. The new shipment inherits the original shipment’s charge account — you cannot give the split a different charge account through this upload (the upload will reject the row if you try). Other shipment details (dates, ship-to, descriptive flexfields) can be set on the new split shipment.

Columns that cannot be changed on an existing purchase order

These columns can be set when you create a document, but Oracle’s change process cannot alter them on an existing one. If you change them on an update row the upload rejects the row with a clear message listing the offending columns, so the change is never silently lost:

• Header Reference Number, Header Note to Vendor, Header Note to Receiver, Header Ship-To Location, Header Bill-To Location
• Supplier, Supplier Site
• Line Reference Number, Item, Item Revision, Line Note to Vendor, Ship-To Organization
• Charge Account, Requestor

(A genuine shipment split is the one exception — the new split shipment may legitimately carry ship-to and similar values.) Contract Purchase Agreements cannot be updated at all through this upload — an update row returns “Contract Agreements cannot be updated through this upload.”

Field reference

Run parameters

Header columns

Line columns

Shipment / price-break columns

Distribution columns

Attachment columns (the “(with attachment)” templates only): Attachment Category, Title, Description, Type, Content and the file id that is auto-populated after you click Upload Attachments. Category and Type are required when adding an attachment.

Running the upload, step by step

1. Run the PO Purchasing Document Upload in Blitz Report. Choose the template for your document type, set Upload Mode, the Operating Unit, the Document Type, and (in Create, Update mode) the download filters for the documents you want to change. The Excel file downloads and opens.
2. Enter or edit your data following the requirements above — remember the create triggers (Line Type, Ship Quantity / Break Price, Distribution Number) and keep the address columns when changing existing records.
3. Validate and Save using the add-in’s Validate and Save action. This checks required values and the list-of-values entries and saves the file.
4. Upload — back in Blitz Report click Upload and select the saved file. The upload validates each row, stages the new documents and submits Oracle’s import program (or applies the change to the existing Standard PO).

What’s produced

New documents are created through Oracle’s standard import (Import Standard Purchase Orders / Import Price Catalogs / Import Contract Purchase Agreements) in the Approval Status you chose; changes to existing Standard POs are applied through Oracle’s standard PO change process. When the request finishes, a result report opens listing every uploaded row with a status of success or error and the exact Oracle message — so you can see precisely which field a row is missing instead of guessing. Fix any error rows in the same file and upload again.

Common questions

How do I know which columns I need for my change?
Start from the template for your document type (it already shows only the relevant columns), then use the “by the kind of change” table above. Keep the address columns that identify the record and fill only what you are changing.

Can I get tabs with only the columns for my transaction type?
Yes — that is exactly what the templates are. There is a separate template for Standard PO, Blanket, Contract and Quotation, each containing only the columns that apply to it. Choose the one you need when you run the upload.

I changed one cell but the row says “No change.”
The upload compares each cell to the stored value and ignores anything unchanged. Make sure the cell you edited is actually different from the downloaded value, and that you kept the address columns so the upload can find the record.

Why was my change to the Item / Supplier / Charge Account rejected?
Those columns cannot be changed on an existing purchase order (see the list above). They can only be set when the document is first created.

Can I change a Contract Agreement?
No. Contract Purchase Agreements can be created but not updated through this upload.

How do I split a shipment?
On the existing line, enter a new Shipment Number and the Ship Quantity to break out. The new shipment is split from the original and inherits its charge account.

Troubleshooting