In this video, you'll see how you can quickly apply cost updates to multiple purchase order items at once, reducing manual entry, improving accuracy, and saving time when supplier costs change. You'll also learn how permissions provide control over who can use this capability.
SOP: Bulk Upload Purchase Order Item Costs
Objective
This SOP explains how to update purchase order item costs in bulk by exporting a purchase order to Excel, editing the cost values, and importing the updated file back into the system. It also covers the permission required to use the Bulk Upload Costs feature.
Key Steps
1. Open the Purchase Order and Access the Upload Cost Feature 0:26
Navigate to the Purchase Order section and open the relevant purchase order.
Locate the Upload Cost button.
Use this feature when you need to update unit costs for one or more line items.
2. Export the Purchase Order to Excel 0:47
Click Upload Cost.
Select the option to download/export the purchase order.
The system will generate an Excel file containing the purchase order lines and current cost values.
3. Update the Cost Values in the Excel File 1:10
Open the exported Excel file.
Find the column for current costs and the column for new costs.
Enter the updated unit cost values in the appropriate new cost field(s).
Save the file after making all required changes.
4. Import the Updated File Back into the System 1:33
Return to the purchase order upload window.
Click to browse for the saved Excel file.
Select the edited file and click Open.
Click Import to upload the updated costs into the purchase order.
5. Verify the Imported Costs on the Purchase Order 1:56
Review the purchase order after import.
Confirm that the unit costs have been updated correctly across all affected line items.
If the purchase order contains many lines, use this bulk method to save time versus editing each line individually.
6. Grant Permission for Bulk Upload Costs 2:08
Go to Users and locate the user who needs access.
Open the user’s Permissions.
In the Search by Permission field, type Upload.
Find Bulk Upload Costs under Purchasing.
Select the permission and click Save.
Cautionary Notes
Bulk Upload Costs is permission-based; users will not see or use the feature unless the permission is assigned.
Make sure the Excel file being imported is the same file exported from the purchase order and that it has been edited correctly.
Double-check cost values before importing to avoid updating purchase order pricing incorrectly.
Confirm the correct purchase order is open before exporting or importing changes.
Tips for Efficiency
Use bulk upload whenever multiple line items need cost changes to reduce manual entry.
Keep a copy of the exported Excel file as a backup before editing.
Standardize how new costs are entered in the spreadsheet to reduce errors.
After import, quickly scan the purchase order to confirm all updated values were applied as expected.