Pinogy POS Training Guide: Purchasing & Receiving - How to manually import an E-Invoice

This document provides instructions on how to manually import an e-invoice into Purchasing & Receiving.

 Instructions

E-invoices are available only for PIDB suppliers. If the supplier you are looking for is not listed in the dropdown in Purchasing & Receiving, that supplier needs to be mapped to PIDB. If it’s not available in PIDB, contact PIDB support with the supplier's name, and contact information and that supplier can then be set up for you.

Most suppliers can send the e-invoice directly to PIDB. In this scenario, the e-invoice gets normalized and loaded automatically for you. You can then start this process from step 14.

 

  1. If your E-Invoice is in an email, save your E-invoice onto your computer's file system.

  2. Confirm your E-Invoice has a single-row header for each column. This is a requirement for the system to be able to identify the file and give you the ability to map its columns. The E-invoice to be imported must have the following information in columns:

Barcode/UPC, Supplier SKU, Description, Cost, and Shipped Quantity.

  1. Open Purchasing & Receiving.

  2. Go to the E-Invoices section.

     

  3. Click on Import.

 

  1. Select the Supplier the E-Invoice is for from the Supplier dropdown.

 

  1. Optionally, select the original PO in the next dropdown.

  1. Click on ‘Select File’ and browse your computer until you find the E-invoice file.

 

  1. If you receive the message “The Selected File Format is not Recognized. Map the Fields to the Associated Types to Continue”. This means the file format is not recognized. You will need to continue through steps 10-15. If you do not get this message, then you can proceed to step 11.

 

  1. Map each of the fields under step two to the correct column in the uploaded file. The dropdowns will show you the header record (1st row) from the uploaded file for you to match against.

 

  1. Press the Submit button. You will receive back a message that the “Import File has been accepted. It may take a few minutes before it will appear”.

 

  1. The E-Invoice will show with Pending under the E-Inv Created On field until the processing has been completed. This generally takes a minute or two but can take longer at times.

 

  1. The Pending status under E-Inv Created On will change to the date once processing has been completed.

  2. Open the E-Invoice

  3. Select the PO #, if applicable

 

  1. Select any lines that say New Product, and click ‘Add’

 

  1. Update any information from PIDB that you might want changed. Make sure you fill in a Markup or Price on the product (1), and then press Save (2). If you select multiple products like in this example, you can see which product number you are on by looking in the top right corner of the screen (3).

 

  1. Continue adding new products until all records show “Product in POS”. At that point, you are ready to click on “Send to Receiving”.