Overview
Use the Purchase Order Import feature to quickly create bulk or large purchase orders by uploading item details from a spreadsheet.
This process allows you to download a template, add model and cost information, validate your data, and automatically add multiple items to a new PO — saving time and reducing manual entry errors.
Before You Start
You must select a Vendor before the Import option becomes available.
Supported file formats: .csv, .xlsx
Required columns in the import template: Model ID, Quantity, Unit Cost
Optional columns: Manufacturer/Model, UPC/ASIN, Cost Center, Cost Code, Notes
Create and Prepare the Purchase Order
Follow these steps to create a new purchase order and access the import option.
In the left navigation, click Purchasing.
Click Purchase Orders.
Click + Create Purchase Order.
In the PO header, select a Vendor.
The Import option only becomes available once a vendor is selected.
Complete the remaining PO header fields as needed — such as Ship To, Job Name, Requested By, Delivery Date, or other company-specific details.
On the PO screen, click Import to open the Import Purchase Order window.
What you’ll see:
The Import window allows you to download the import template or upload a completed file for validation.
Download and Complete the Import Template
Use the import template to enter item details before uploading to the PO.
In the Import Purchase Order window, click Download Import Template.
Open the file in Excel or another spreadsheet editor (CSV, XLSX, XLS) and enter the required fields for each item:
Model ID — must exactly match an existing ToolWatch model.
Quantity — enter whole numbers only.
Unit Cost — enter numeric values only (no symbols or commas).
(Optional) Add any of the following: Manufacturer/Model, UPC/ASIN, Cost Center, Cost Code, or Notes.
Save the completed file before closing it.
Tips:
Enter one line per model.
Check spelling and spacing to avoid validation errors.
You can start with a few test rows to confirm the process.
Upload, Validate, and Finalize
After completing your import template, upload it for validation and add the items to your PO.
Return to the Import Purchase Order window and click Browse.
Locate and select your completed file to Upload.
Review the grid’s Status column. Rows display as Valid or Error.
Hover over any red text to view a tooltip explaining the error.
If errors exist, click Clear to remove the current file.
Correct the issues in your spreadsheet, save the file, and re-upload.
Repeat as needed until all rows show Valid.
Click Import located in the bottom right corner.
Review the imported line items in the PO grid for accuracy.
Make any necessary edits to quantities or costs.
Click Save and Yes when the order is ready for purchase.
Tips:
Hovering over red text provides the exact reason for validation failure.
You can remove and re-upload a corrected file at any time before finalizing.
Need Help?
Frequently Asked Questions
Do I have to pick a vendor before importing?
Yes. The Import button only becomes available after a Vendor is selected.
Which file types can I upload?
Supported file types are .csv, .xlsx, .xls
Which columns are required?
The required columns are Model ID, Quantity, and Unit Cost.
My row shows an error—how do I fix it?
Hover over the red text in the Status column to see the exact issue and how to resolve it.
The Model ID looks right but still fails. Why?
It must exactly match an existing ToolWatch model. Check for spacing, punctuation, or capitalization differences.
Can I edit the PO after importing?
Yes. You can edit header fields and line items after importing.
How do I re-import if my file was wrong?
Click Clear, correct the file, save it, and upload again.
Troubleshooting Common Import Errors
Error Message | What to Check | Quick Fix |
Invalid Model ID | The Model ID doesn’t exist in ToolWatch. | Copy the exact Model ID from your catalog and re-upload. |
Missing Field | Model ID, Quantity, or Cost is blank. | Fill in all required columns and upload again. |
Invalid Qty or Cost | A non-numeric or negative value is entered. | Use positive numbers only. |
Duplicate Line | The same Model ID appears twice. | Remove duplicates and save before re-uploading. |
Vendor Not Set | No vendor selected before using Import. | Select a vendor to enable the Import option. |
Wrong File Type | The file isn’t a .csv or .xlsx. | Save and upload the file in the correct format. |