How to Bulk Entry Purchase Order in Nexchar POS

Overview: Bulk entry of purchase orders allows you to quickly import multiple purchase records into the Nexchar POS system, saving time and reducing manual data entry errors. This guide will walk you through the steps to upload and import a bulk purchase order via CSV, including tips on preparing your CSV file, uploading it, and ensuring the data is correctly processed.

Step 1: Download the Bulk Purchase Order Template

To simplify the process of preparing your CSV file, Nexchar POS provides a Bulk Purchase Order Template that you can download and use as a guide. This template includes the required columns for the purchase orders, ensuring that the data is in the correct format for import.

  1. Navigate to the Inventory>Purchases section in the Nexchar POS system.
    Backoffice Bulk Purchase Menu
  2. Look for the Download Template button, which is usually located near the Bulk Purchase Entry section.
    Bulk Purchase Download Template
  3. Click on the Download Template button to download the CSV file to your computer.
  4. Open the downloaded template in a spreadsheet application (such as Microsoft Excel or Google Sheets) to fill in your purchase order details.

Step 2: Prepare the CSV File

Once you've downloaded the template, you can start entering your purchase order details. The CSV file should contain the following columns:

  1. SKU: The unique identifier for each product.
  2. Barcode: The barcode for the product.
  3. Name: The name of the product.
  4. Rate: The cost per item.
  5. Quantity: The quantity of the product being purchased.
  6. AmountPaid: The total amount paid for the purchase (calculated as Rate * Quantity).
  7. QuantityReceived: The quantity of products received (this can be the same as Quantity or adjusted).
  8. SupplierCode: The identifier for the supplier.
  9. PurchaseDate: The date of the purchase order (in the format dd-MM-yyyy).
  10. ExpiryDate: The expiry date for perishable items (optional).

Note: Ensure that your CSV file does not contain any empty rows. Only rows with valid data will be processed.

Example CSV Format:

Bulk Purchase CSV Template

Step 3: Access Bulk Purchase Entry in Nexchar POS

  1. Log in to the Nexchar POS system using your store's credentials.
  2. Navigate to the Inventory>Purchases section in the main menu.
    Backoffice Bulk Purchase Menu
  3. Click on the Bulk Purchase Entry option (this option might also be labeled as Bulk Import Purchases depending on your POS version).

Step 4: Upload the CSV File

  1. Click on the "Upload" button or "Choose File" to browse your local system and select the CSV file you prepared earlier.
  2. Ensure that the file is in the correct CSV format and that all necessary columns are included.
  3. After selecting the file, click on "Upload" to proceed.
    Backoffice Upload Bulk Purchase button

Step 5: Validate the Data

After uploading the CSV file, Nexchar POS will validate the data to ensure there are no errors. This process checks for:

  • Missing or invalid fields (e.g., empty SKU, Name, or Rate columns).
  • Incorrect date formats (ensure the date is in dd-MM-yyyy format).
  • Incorrect values for Quantity, AmountPaid, and QuantityReceived (these fields should be numeric).

If any errors are detected, the system will provide an error message with details on what needs to be fixed. You'll need to correct these errors in your CSV file and re-upload it.

Step 6: Review and Confirm the Purchase Orders

Once the CSV data passes validation, you will be presented with a preview of the purchase orders. Review the entries carefully to ensure that all the data is correct, including:

  • SKU and Barcode values.
  • Rates and Quantities.
  • Purchase Dates and Expiry Dates (if applicable).

If everything looks good, click on "Confirm" or "Import" to finalize the bulk purchase entry. The system will now process the data and create purchase orders for all the valid records.

Step 7: Finalizing the Import

After the bulk purchase order is successfully imported, you will receive a confirmation message. The imported purchase orders will be available in your Purchase Orders or Inventory section, where you can further manage them (e.g., mark as received, adjust quantities, or process payments).

Troubleshooting Tips

  • Empty Rows in CSV: Make sure your CSV file does not contain any empty rows. Empty rows can cause errors during the import process.
  • Invalid Date Formats: Ensure the date format in the CSV is dd-MM-yyyy. Incorrect date formats can result in errors.
  • Data Validation: If you encounter validation errors, double-check that all required fields are filled in and that the data types are correct (e.g., numeric fields for Rate, Quantity, etc.).
  • No Data After Import: If no purchase orders are visible after the import, verify that the import was successful and check if there were any error messages indicating missing or invalid data.

Common Issues and Fixes

  1. Error: "Missing Field"

    • This error occurs when a required field (e.g., SKU, Name, Rate, etc.) is missing from your CSV file. Ensure all required fields are filled before re-uploading.

  2. Error: "Invalid Date Format"

    • The purchase date and expiry date should follow the dd-MM-yyyy format. Ensure that the dates in your CSV file are correctly formatted.

  3. Error: "Data Validation Failed"

    • Check if there are any empty or zero fields that should contain values, especially for numeric fields like Rate, Quantity, and AmountPaid.
Conclusion

Bulk entry of purchase orders in Nexchar POS is a powerful tool to save time and streamline your purchasing process. By following these simple steps, you can efficiently upload multiple purchase records and keep your inventory up to date. Make sure your CSV file is properly formatted, and the data is validated before importing. If you encounter any issues, check the error messages for specific details on what needs to be fixed.

For further assistance, feel free to reach out to the Nexchar Support Team via email at contact@nexchar .com .

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