Purchase Order CSV

In the web interface for FlexNet Manager Suite, attention is focused on the individual purchase. If multiple purchases were included within a single purchase order, these are related simply by having the same purchase order number. Similarly, this import mainly focuses on the properties of an individual purchase, with just a few of the properties relating to the enclosing purchase order. Purchase order headers, and purchases (purchase order lines), are stored separately in the compliance database: the import process applies the different data items in this DDI to the appropriate tables.

Table 1. Spreadsheet columns for Purchase Order DDI

Column

Details

BusinessUnit

Type: String. Optional. Maximum: 500 (64)

The business unit of the purchase order line: the name of the last level or some of the last levels or all levels. Levels and sub-levels must be separated by the forward slash [/] character. The maximum size for each level is 64 characters.

Category

Type: String. Optional. Maximum: 500 (64)

The category of the purchase order line: the name of the last level or some of the last levels or all levels. Levels and sub-levels must be separated by the forward slash [/] character. The maximum size for each level is 64 characters.

Comments

Type: String. Optional. Maximum: 4000

Comments entered about the purchase. Intended for general comments: for the details of what was purchased, see Description.

ContractNo

Type: String. Optional. Maximum: 64

The contract number attached to the purchase. This may be a purchasing agreement, a maintenance agreement, and so on.

CostCenter

Type: String. Optional. Maximum: 500 (64)

The cost center of the purchase order line: the name of the last level or some of the last levels or all levels. Levels and sub-levels must be separated by the forward slash [/] character. The maximum size for each level is 64 characters.

CurrencyCode

Type: String. Optional. Maximum: 32

The currency code must match an existing currency code in FlexNet Manager Suite. See the list in Currency Codes.

CurrencyDate

Type: Date. Optional. For formats, see Entering Dates in the CSV Templates.

Date the exchange rate is valid.

CurrencyRate

Type: Float. Optional.

Currency exchange rate against the default currency set in the System Defaults page in FlexNet Manager Suite.

CurrencySnapshotName

Type: String. Optional. Maximum: 256

The name of the conversion rate snapshot to be applied to currencies in this import, when converted to the default currency. This must be an exact match for an entry in the SnapshotName column of the CurrencyRateSnapshot table of the compliance database.

Description Type: String. Optional. Maximum: 250

What was purchased. Keep this entry precise. General comments can be entered separately under Comments.

DocumentUNC

Type: String. Optional. Maximum: 4000

UNC to the purchase order (header) document.

DocumentURL

Type: String. Optional. Maximum: 4000

URL to the purchase order (header) document.

InvoiceDate

Type: Date. Optional. For formats, see Entering Dates in the CSV Templates.

The date the item was invoiced.

InvoiceNo

Type: String. Optional. Maximum: 50

The invoice number for the purchase order.

Location

Type: String. Optional. Maximum: 500 (64)

The location owning the purchase: the name of the last level or some of the last levels or all levels. Levels and sub-levels must be separated by the forward slash [/] character. The maximum size for each level is 64 characters.

PartNo

Type: String. Optional. Maximum: 100

The part number of the item purchased. For software items, record the SKU number in this column. Providing the manufacturer's SKU (Stock Keeping Unit) number allows for much greater automation, such as automatically applying product use rights to the associated license.

POLineNo

Type: Integer. Key. Mandatory. Maximum: -

The purchase order line sequence number. This identifies the individual purchase within the purchase order.

PublisherName

Type: String. Optional. Maximum: 64

The name of the company producing the software.

PurchaseDate

Type: Date. Mandatory. For formats, see Entering Dates in the CSV Templates.

The purchase order date.

PurchaseOrderNo

Type: String. Key. Mandatory. Maximum: 50

The purchase order number.

PurchaseQuantity

Type: Integer. Optional. Maximum: -

The quantity of identical items bought together in this purchase (the single purchase order line).

PurchaseType

Type: String. Optional. Maximum: 100

The type of purchase: Standard types are:
  • Not Set
  • Software
  • Software Upgrade
  • Hardware
  • Services
  • Other.
If no value is specified for a new purchase order line, the Not Set value will be used.
Tip: In some circumstances, automation treats the Not Set value the same way it treats the Software value.

For single tenant on-premises implementations, new types will be created for non-existing values. However, it is not recommended to create new values, because specific processing actions are tied to each of the existing types. New types added through the Business Importer have no associated processing. (New types are not supported for multi-tenant implementations for managed service providers, nor for cloud implementations.)

QuantityPerUnit

Type: Integer. Optional. Maximum: -

The multiplier applied to each unit of PurchaseQuantity. Typically this is 1, so that the total purchased is identical to the PurchaseQuantity; but at other times it may not be. For example, if you purchases 3 license packs (PurchaseQuantity is 3), each of which permitted 5 installations (QuantityPerUnit is 5), the total number of license entitlements from this purchase is 15.

RequestDate

Type: Date. Optional. For formats, see Entering Dates in the CSV Templates.

The date the item was requested.

RequestNo

Type: String. Optional. Maximum: 60

The request number for the purchase.

SalesTax

Type: Float. Optional.

The total sales tax amount for the purchase. Must be entered in the same currency, matching the CurrencyCode setting.

ShippingAndHandling

Type: Float. Optional. Maximum: -

The total shipping and handling cost for the purchase. Must be entered in the same currency, matching the CurrencyCode setting.

ShippingDate

Type: Date. Optional. For formats, see Entering Dates in the CSV Templates.

The date the item was shipped.

Status

Type: String. Optional. Maximum: 100

The current stage of this purchase in the business cycle. Acceptable values are:
  • New
  • Pending
  • Completed
  • Cancelled.
UnitPrice

Type: Float. Optional.

The unit price of the item. Must be entered in the currency matching the CurrencyCode setting.

VendorName

Type: String. Optional. Maximum: 64

The name of the reseller against whom the purchase order was raised.

FlexNet Manager Suite (On-Premises)

2024 R1