Exporting/Importing Purchase Orders

The format of the Data

This export will allow you to export the data of a Purchase Order to a CSV file suitable for being imported as a Purchase Order in another installation of Fishbowl. This allows for easy, more reliable interaction between two systems. The exported data may also be manipulated for import into other applications that can import purchase order information.

Fishbowl will export information about each Purchase Order and their items. To accomplish the separation of order data from its items, the first field of each line specifies the type of data the line belongs to. For each order the first field is "PO". All of the items follow this line and have as its first field "Item". All lines will be one of two types:

Fields Describing the PO

Field Type Description
Flag Text
(2 chars)
The text "PO" which indicates the start of a new PO.
Required
PONum Text
(25 chars)
The Purchase Order Number (leave blank for auto-numbering).
Required
Status Numeric
The options for Status are:
10 - Bid Request
20 - Issued
95 - Historical
Required
VendorName Text
(40 chars)
The Vendor name in Fishbowl (case insensitive, created if not found).
Required
VendorContact Text
(30 chars)
A contact name for this Vendor.
RemitToName Text
(60 chars)
The name that this PO will be remitted to.
Required
RemitToAddress Text
(90 chars)
The address that the Payment should be sent to.
Required
RemitToCity Text
(30 chars)
The remit to city.
Required
RemitToState Text
(2 chars)
The remit to state abbreviation.
Required
RemitToZip Text
(10 chars)
The remit to zip code.
Required
RemitToCountry Text
(30 chars)
The remit to country.
Required
ShipToName Text
(60 chars)
The name that this PO will be shipped to.
Required
DeliverToName Text
(60 chars)
The name that this PO will be delivered to.
Required
ShipToAddress Text
(90 chars)
The address that the parts should be sent to.
Required
ShipToCity Text
(30 chars)
The ship to city
Required
ShipToState Text
(2 chars)
The ship to state abbreviation.
Required
ShipToZip Text
(10 chars)
The ship to zip code.
Required
ShipToCountry Text
(30 chars)
The ship to country.
Required
CarrierName Text
(30 chars)
The name of the Carrier for this PO.
Required
CarrierService Text The Carrier Service selected on the sales order
If any of the following items are to be included, then all preceding items must be included.
VendorSONum Text (25 chars) The vendor's sales order number.
CustomerSONum Text (25 chars) The customer's sales order number associated with this purchase order.
CreatedDate Text The Creation Date to use for this PO in the default short date format for your region (locale) (I.E. M/d/yyyy or 6/2/2005).
CompletedDate Text The Completion Date to use for this PO in the default short date format for your region (locale) (I.E. M/d/yyyy or 6/2/2005).
ConfirmedDate Text The Confirmed Date to use for this PO in the default short date format for your region (locale) (I.E. M/d/yyyy or 6/2/2005).
FulfillmentDate Text The Fulfillment Date to use for this PO in the default short date format for your region (locale) (I.E. M/d/yyyy or 6/2/2005).
IssuedDate Text The Issued Date to use for this PO in the default short date format for your region (locale) (I.E. M/d/yyyy or 6/2/2005).
Buyer Text (30 Chars) The user's fishbowl username that generated the PO.
ShippingTerms Text (30 Chars) The Shipping Terms of the purchase order
PaymentTerms Text (60 Chars) The Payment Terms of the purchase order
FOB Text (15 Chars) The FOB Point for the purchase order
Note Text SO Note
QuickBooksClassName Text (30 chars) The name of the QuickBooks class for this PO (created if not found).
LocationGroupName Text (30 chars) The location group for this PO.
URL Text (256 chars) An editable URL associated with this Purchase Order.
CurrencyName Text (255 chars) The name of the currency for this PO. Not used when Importing. Only exported if currency conversion is turned on.
CurrencyRate Numeric The rate of the currency for this PO. If left blank, it will be set to the default rate of the selected currency. Only used if currency conversion is turned on.
Phone Text (256) An editable phone number associated with the Sales Order
Email Text (256) An editable email address associated with the Sales Order
CF- Text
(30 chars)
The purchase order's custom field value. The name of this column is CF- followed by the name of the custom field. There is one custom field column for each of the order's custom fields.

Fields Describing the Item to Import

Field Type Description
Flag Text
(4 chars)
The text "Item" which indicates the start of a new item.
Required
POItemTypeID Numeric The type of purchase order item. The number specified follows the conventions in the following table:

Value (ID) Description
10 Purchase
11 Misc. Purchase
20 Credit Return
21 Misc. Credit
30 Out Sourced
40 Shipping

Required
PartNumber Text
(60 chars)
The part number from Fishbowl (case insensitive).
Required
VendorPartNumber Text
(60 chars)
The vendor's part number.
Required
PartQuantity Numeric The quantity for this Part.
Required
FulfilledQuantity Numeric The quantity fulfilled for this Part. This field is not currently used during import.
PickedQuantity Numeric The quantity picked for this Part. This field is not currently used during import.
UOM Text The unit of measure (UOM) abbreviation the product is being bought in.
Required
PartPrice Numeric The unit price for this Part in the vendor's currency.
Required
FulfillmentDate Text The Fulfillment Date for this PO Item in the default short date format for your region (locale) (I.E. M/d/yyyy or 6/2/2005).
LastFulfillmentDate Text The last fulfilled Date for this PO Item in the default short date format for your region (locale) (I.E. M/d/yyyy or 6/2/2005).
RevisionLevel Text
(15 chars)
The revision level to be used for this PO Item.
CustomerJob Text The customer/job associated for this PO Item.
Note Text PO Item Notes
QuickBooksClassName Text
(30 chars)
The name of the QuickBooks class for this PO (created if not found).
CFI- Text
(30 chars)
The purchase order item's custom field value. The name of this column is CFI- followed by the name of the custom field. There is one custom field column for each of the order item's custom fields.

Creating a CSV file

In order to import your data, you must first export it to a CSV text file. All major spreadsheet programs can export data in this format. If you do not know how to export your data to a CSV file, please refer to the documentation of your spreadsheet program.

When exporting to CSV format, make sure to verify the following: