Bulk Import

Import Purchase Orders in bulk from any of your external tools or templates into RazorpayX.


Managing Purchase Orders, Items and GRNs can be very tedious and time-consuming in a large scale business. The Bulk Import feature in RazorpayX helps to overcome this by enabling you to:

  • Import Purchase Orders, Items and GRNs in bulk in .xlsx or .csv format.
  • Seamlessly integrate with your WMS, inventory management or internal tools.

To import Purchase Orders in bulk, you must:

Watch Out!

Downloading the Contact ID file may take several minutes. It is recommended to download it in advance.

Watch this video to know how to download the Purchase Order import template.

  1. Log in to the .
  2. Go to Vendor Payments in the left navigation and click Purchase Orders.
  3. In the Purchase Orders window, click Purchase Order dropdown button on the top right and select Bulk upload PO from the dropdown list.
  4. Click Template to download the template. You can also to download the template. The template is now available in your system.

Vendor Contact IDs are unique IDs generated for each vendor registered with your RazorpayX. They are used to map a Purchase Order to a specific vendor and are required only for managing Purchase Orders.

Watch this video to know how to download the Contact ID file.

  1. Log in to the .
  2. Go to Vendor Payments in the left navigation and click Purchase Orders.
  3. Click Purchase Order dropdown button and select Bulk upload PO from the dropdown list.
  4. Select the preferred file format (.xlsx or .csv).
  5. You can either click the Download button to download the file into your system or Email button to email it to yourself. Alternatively, you can also download or email the file from the Contacts menu by navigating to Contacts → Vendors → Export.

  • Enter all the Purchase Order details in the template as per the validations.
  • Green coloured columns in the template are mandatory. If an entry in a field is not done as per format, the field turns red.
  • Hover over the empty cells to see the validation criteria.
  • Default values will be picked if any of the columns are left blank. Refer to find out the default value for each column.
  • If you are copy-pasting data using an internal tool, use these shortcuts:
    • MacOS : Cmd+Opt+V, then press V again
    • WindowsOS : Ctrl+Alt+V then press V again
  • Ensure that the file is saved as .xlsx.

Watch Out!

  • Do not use Command+V or Ctrl+V for pasting data. The validation and formatting which help to identify errors will be removed.

  • If you are generating a file in a template format from an internal tool, copy-paste the validations and formatting from the template to your file.

The template throws errors in case the in-sheet validation fails. Ensure that you follow the template to avoid errors.

Watch this video to know how to upload Purchase Orders in bulk.

  1. Once the Purchase Order file is completed as per the template and saved in your computer, log in to the .
  2. Go to Vendor Payments in the left navigation and click Purchase Orders.
  3. Click Purchase Order dropdown button and select Bulk upload PO from the dropdown list.
  4. The Upload file window opens. Here, you can select the saved file from your system or drag and drop it into the window. Alternatively, you can also upload the file by navigating to Vendor PaymentsImportsPurchase Orders tab→Import Purchase OrdersUpload.
  5. If the file gets uploaded succesfully without any format errors, the system gives the preview of the top 3 line items of your file. This helps to ensure that you have uploaded the right file.
  6. Click Create Purchase Order. You can see the accepted Purchase Orders under Accepted and erroneous Purchase Orders under Invalid POs.
  7. You can click on the error sign against the erraneous Purchase Orders to view the respective error reports.
  8. Click on View PO against each accepted Purchase Order to see the generated Purchase Order. This shows the Purchase Order as a line item with status as draft.
  9. Click on the line item to preview the Purchase Order.
  10. Click on Complete PO to add any further details or Save to Draft to save without editing.

Handy Tips

The Purchase Oredr file undergoes a two level validation. The first set of formatting validations take place while filling the template. Further, a dynamic checking happens while uploading the completed file. Here the system checks for errors in data (Contact ID, for example).

Purchase Order Life Cycle

Given below are the different states of a Purchase Order.


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