Importing Lines to a RFQ, PO or Customer Quote

A new or existing RFQ, PO or Customer Quote

When creating RFQs, POs or Customer Quotes that contain many line items, it may save time to import a spreadsheet containing the required information rather than manually adding them line by line.  This article will outline the steps to accomplish this using AvSight’s Import Spreadsheet function.  Please note, that because you will be importing information into a database, it is very important that the format of the information being imported match the format of the information stored in the database.  Therefore, the instructions below must be followed exactly to ensure a successful import.

To begin, create a new record of the desired type—RFQs, POs and Customer Quotes have the import function—or open an existing one (for reminders on how to do this, see the Related Articles below). No line items need to be entered manually, but if there are existing ones, the import will add a new line item for each item in the spreadsheet below any existing ones.  Only the initial header page is required.

In this article, we will work with an RFQ, but the steps are the same with any supported record.  Open the RFQ and click the Import Spreadsheet button in the Quick Actions menu to open the Import Spreadsheet dialog box.

  1. 1
    While you can create your own spreadsheet, AvSight provides a blank sheet with the proper columns needed for each type of record.  NOTE: the sample spreadsheet will vary depending on the type of record being used as POs, quotes and RFQs will have different fields.  Download the Sample Spreadsheet and add the information required.  The fields listed on the dialog box with an * are required fields.  Save the spreadsheet with a meaningful name.  NOTE: some spreadsheet programs will want to save the file in their native format (.xlsx for example) the file must be saved as a .csv file. 
  2. 2
    Click Choose File and select the file to be imported.
  3. 3
    If you would like to have AvSight automatically create part numbers—a required field— for any that are missing, select the check box next to Create Part Numbers if Missing? box.
  4. 4
     Click Validate Upload.  This step will inspect the information in the spreadsheet and detect any errors such as missing required fields or improperly formatted fields.  The system will respond with an OK, or provide a list of errors found.  If there are errors, they will need to be corrected and step 2 will need to be repeated until the validation succeeds.
  5. 5
    After a successful validation, click Upload to import the data into the record.

Once the import has successfully been imported, the screen will provide a link to see the status and results of the import.  Open the RFQ to see the results

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