Mass import of orders

Mass import of orders

How it works

This system works in 2 steps:
  1. Step1 : Importing order data from an .xlsx or .csv file into a batch of orders to be processed.
  2. Step 2: Processing and integration of the lines in an imported order batch
You can use your own file (extracted from your order management tool) or download and fill in the Abraxio import format.

To import an order, you must have certain mandatory data. Other data are optional and will allow you to specify the nature of the order and/or improve the automatic match between order and budget line:

  1. Mandatory data for import : 
    1. Supplier: Identifier, Name or External reference. The supplier must exist in your environment. 
    2. Date: corresponds to the order date
    3. Wording (limited to 50 characters): used to specify the contents of the order
    4. Amount excl. or incl. tax / VAT: this is the total amount of the order. Depending on your configuration, you must enter the amount excl. or incl. tax and/or VAT.
      1. You can import the VAT rate or use the default VAT rate set in Abraxio. The option chosen is valid for the whole file. If you choose to import the VAT rate, it must be entered for all lines.
      2. If your order covers a period of several years, the total amount is imported for the first year. You will then need to distribute the amount over the different years of the order when it is integrated.
    5. Start (MM/YYYY): This is the start date of the order period. This allows you to specify the period covered by the order, independently of the order date.
Note: If there is no matching supplier in Abraxio at the time of import, an interface will prompt you to create one at the time of import: 


  1. Optional import data : 
    1. Reference (limited to 20 characters): this is the order reference. If you split an order over several budget lines, a reference is mandatory. If you have this reference on the invoices when importing the consumed items, this will make it easier to match the order to the invoice.
    2. End (MM/YYYY): This is the end date of the order period. If the end date is not entered, the start date will be taken into account.  The order period is limited to 5 years as when entered manually.
    3. Description (limited to 200 characters): this memo zone is used to provide details or comments.
    4. Budget line reference: used to reference a budget line on an order. If this data is entered, the budget line to be allocated will be found automatically, if each budget line has a unique reference.
    5. Budget line ID: in the same way as the reference, this information is used to identify the budget line directly using its ID. How do you find the ID of a budget line? See the Managing budget lines article.
  1. Blocking errors when importing : 
    1. All mandatory fields missing
    2. Supplier not referenced (to be created if you want to import the order)
    3. Beginning of period in a financial year that is being closed or has ended.
    4. Order covering more than 5 financial years.
In case of a blocking error on import, the line will not be imported.  A file containing all the rejected lines can be downloaded.
Some errors will be indicated as non-blocking: an error is detected, you will be warned but the line can still be imported.
Examples of non-blocking errors :
  1. Field size: text fields exceeding the size limit will be truncated,
  2. Duplicates: duplicates are detected on the basis of the same label/supplier/date/amount,
  3. Budget line reference that does not exist in your budget.

Mass import steps

Step 1: Importing order data from the file

1.1 Access to the bulk import functionality

The import module can be accessed from different places in the Abraxio platform:
  1. From the Dashboard or Finance Module, title bar menu :


  1. From your management budget, Order/Bulk order integration menu (import a first batch or process batches of orders)

  1. Then follow the data import wizard.

To import a new order file if you already have existing batches being processed:
=> Access the import functionality via the Dashboard or Finance Module, title bar menu .

1.2 Preparing the import file and management rules

  1. Click on Browse to select the file to be imported. The file can be in .xlsx or .csv format:

  1. If you do not have a ready-to-use file, you can download the Abraxio import template. This will allow you to see the data that can be injected into Abraxio to develop a specific export from a third party tool or to feed it with Excel manipulations:
      

  1. If the file format is valid, the file is loaded, then click Next step :
      
  1. If the file format is not valid, a message informs you that the file has been rejected :
      

1.3 Import configuration

This step establishes the correspondence between the columns in the import file and the data managed by Abraxio.

  1. Abraxio proposes mappings based on column labels. You can modify them.
  2. All mandatory fields must be filled in (except for fields for which several options are available: for example, for a supplier, you can choose to fill in the Identifier, the name or the external reference, similarly for the Amount you can fill in the Amount excluding VAT or including VAT and/or VAT depending on your configuration).
      
  1. Once the mapping is finalized, click on Next step.
  2. Abraxio memorize the matches you make, so the next time you import a similar file, the configuration will be automatically proposed. Each time the configuration is changed, Abraxio will propose a backup:


1.4 Review and Validation of Imported and Rejected Data

Abraxio loads your data file and checks the quality of the data. 3 cases :
  1. Green: the data in a row is recognised and valid.
  2. Yellow: one or more data items in a row are not recognised, but this does not prevent further integration. You can see the details of the warning by hovering over the cell concerned.
  3. Red: a required data item is not recognised. The line will not be imported. A "Download rejects" button appears, enabling you to retrieve the rejected lines so that you can requalify them and then import them again. Note that the last column of this file contains an explanation of the rejection.

The lines with warnings should attract your attention. You will not be blocked in the import process, but the missing data will not be able to contribute to the automatic reconciliation process with your budget. 

1.5 Importing orders into the budget

To finalise the import of your orders, click on Next step :



Abraxio creates a batch of orders and imports the data.
You will find the result of this import in your management budget in the Finance module: menu Orders / Mass integration of orders or directly by clicking on the button Access your orders :

Step 2: Processing imported lines and integration

2.1 Batch display

When you have finished importing a file, you will find the orders to be processed by import batch in the Orders / Mass integration of orders menu in the Finance module:

The order integration screen has 4 zones :


1) Batch selection header / Exercises : 



The header is used to :
  1. Select a batch of orders to be integrated
  2. Select a financial year: orders are imported into a financial year based on period start/end dates. A batch can be spread over several financial years.
  3. View the number of batches with orders still to be integrated
  4. View the number of orders still to be integrated into all batches
A batch corresponds to an imported file and therefore contains a set of orders.  When a batch is fully processed, it disappears from the list of batches.

2) List of orders to import

The purpose of this screen is to define the budget lines to be imported for each line in the import file: 
- On the right of the table, in purple, are the order data to be integrated.
- On the left of the table, the budget lines to be charged.

Order status: 
For each order, the status column informs you of the processing :

 order in error (duplicate/dates outside the financial year). By hovering over the dot, you can obtain details of the error.
 order to be integrated (to be qualified or recognised)
 integrated order


Filter the orders in a batch:
For each batch, you can filter the orders displayed to facilitate processing:

3) Order processing actions

This area provides access to actions for mass processing of orders or for processing individual orders:
- Integration: to integrate a selection of orders
- Delete: used to delete a selection of orders
- Fiscal year change: used to change the fiscal year of a selection of orders

4) Order creation block



Once you have clicked on an order line, the order editing block appears, giving you access to :
- create the order manually,
- delete the command.

2.2 Selecting the budget line to charge for each order

For each order : 
  1. If one and only one budget line is found, this is shown in the Budget line column.
  2. If several lines are candidates, or if no line is a candidate, a "Select a budget line" message appears.
To integrate orders, you need to select a budget line for each one:




Please note:
  1. By default, the budget lines of the supplier of the order are shown.
  2. You can select another budget line by clicking on  

To make it easier to select budget lines, you can customise the selector in the Administration > Configuration module (see Finance module configuration).

2.3 Integrating commands on budget lines

When the reconciliation with a budget line is carried out on a set of lines :
  1. Tick the box to the left of the line(s) ready to be integrated.
  2. Click on the + Integrate button below the table and confirm.

2.4 Integration of multi-year orders

Multi-year orders (end date in a different financial year to the start date) must be integrated manually.
  1. Open the order creation block by clicking on the line and then clicking on Create order :



  1. Select the budget line if you have not already done so and divide the order amount between the different financial years:

  1. Click Save
Case of orders to be split over several budget lines: 
To split an order over several budget lines, you need to :
  1. create several lines in your import file: one order line per budget line, with the same order reference, and allocate the order amount to each line
  2. distribute the order after import using manual order creation: click on + Add an order line

Deleting one or more orders or an imported batch

To delete one or more orders :
  1. Select the order(s)
  2. Click on Delete at the bottom of the order table.
To delete a batch of orders :
  1. Select all the orders in the batch
  2. Click on Delete


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