Purchase order template

Guide to Purchase Order Template Updates & Column Definitions

This guide explains how each column in the purchase order (PO) template works, how the ERP system groups orders, and what rules apply when uploading via CSV template here

CSV Upload Rules

All Group By columns must match for lines to be in the same purchase order.
If Purchase Header columns differ across grouped lines, the upload will fail when you upload the csv into nav until values match
Purchase Line fields can vary without affecting grouping or upload success
If you are printing to Excel, please ensure that Excel is open and you are logged in, as the action message will only be processed once per purchase header.

1. Group By Columns

These columns determine whether multiple purchase lines are grouped into the same purchase order header.

If the values in all “Group By” columns match, they will be grouped together.

If any are different, the nav will create separate purchase order headers. Example of groupings below

In the example above, each colour represents how NAV will create individual purchase headers. The highlighted column shows the reason for the split. In this case, all lines share the same Date, Vendor Number, and PO Quote Number; however, because some lines have different Location Codes, NAV will group lines with matching Location Codes together and create separate purchase orders for each group

2. Purchase Header Columns

These columns are stored in the Purchase Header Table.

Important: These will not split a purchase header on their own.

However, if you are using these columns, all lines that match the Group By columns must also match in these fields otherwise the CSV upload will fail. Example of failures below

In the example above, you can see a CSV that will not be accepted. Each highlighted background represents the purchase headers that NAV would create based on the grouping rules. The characters highlighted in red indicate the errors causing the CSV to be rejected, while the characters highlighted in green are valid and would normally be accepted. However, because the CSV contains errors, NAV will reject the entire file.

The example above shows a CSV that will be accepted based on the rules applied for CSV uploads. The characters highlighted in green indicate why the file meets the purchase header logic

3. Purchase Line Columns

These columns apply to individual purchase lines and do not impact grouping or CSV uploads, provided values follow the standard formatting rules (e.g., dates must be in dd/mm/yyyy format). Values may differ between lines within the same PO header

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