How You Import Purchasing Documents

Run the purchasing document import tasks from the Purchase Agreements or Purchase Orders work areas to import purchasing documents. Use the following purchasing tasks to import purchasing documents:

Import Orders
Import Blanket Agreements
Import Contract Agreements

Run the import process to import purchase orders, blanket agreements, or contract agreements into the application for further processing.

You can query, modify and validate successfully imported documents. During import, records that have insufficient or invalid data are rejected. You can use an automatically produced report to review the documents that couldn't be imported. You can resubmit the import task after making corrections to rejected documents.

How You Import Extended Item Attributes and Translations into Blanket Agreements

You can import rich catalog content data such as thumbnail images, image URLs, item availability and lead time information, and other extended item attributes into blanket agreements using file-based data import. You can also import extended item attribute translations such as item description, item manufacturer, comments and so on.

Use the PO_ATTR_VALUES_INTERFACE and PO_ATTR_VALUES_TLP_INTERFACE sheets to specify these attributes in your import file. You can get complete details on the data supported by the import templates in the Oracle Fusion Cloud Procurement: File-Based Data Import (FBDI) for Procurement guide on the Oracle Help Center.

Before You Start

Only a buyer can run the import process. Before you can run the import process, you must first have loaded the relevant information into the appropriate interface tables.

Note:

You can load data to interface tables using predefined templates and the Load Interface File for Import scheduled process. Both are part of the External Data Integration Services for Oracle Cloud. For other implementations, optionally use this feature only if you have SFTP configured for it.

For more information refer to the Oracle Fusion Cloud Procurement: File-Based Data Import (FBDI) for Procurement guide on the Oracle Help Center.

Limitations

File-based data import doesn't support the creation or update of purchasing documents with more than 10,000 distributions. Exceeding 10,000 distributions can cause performance issues and could lead to failures.

Here are some of the examples of 10,000 distributions:

1 Purchase order, 1 line, 1 schedule each, 10,000 distributions each
1 Purchase order, 1 line, 10,000 schedules each, 1 distribution each
1 Purchase order, 10,000 lines, 1 schedule each, 1 distribution each

These fields aren't available on the FBDI template:

Requires Signature
Use Ship-to Location
Schedule Group
Reprice open orders only
Initiate process upon agreement approval
Punchout requests only
Notification Controls

Purchase Agreement Attributes You Can Update Using FBDI

You can update header attributes for both blanket purchase agreements and contract purchase agreements. In addition, you can update line attributes, price break attributes, item attributes, and item attribute translations for blanket purchase agreements.

Updates to purchase orders via FBDI aren't supported. We recommend that you use the Purchase Order web service (SOAP) for updates to purchase orders.

BPA/CPA Header Attributes	BPA Line Attributes	BPA Price Break Attributes	BPA Item Attributes	BPA Item Attribute Translations
Buyer	Item Description	Price	Thumbnail Image	Description
Description	Item Revision	Discount	Image URL	Manufacturer
Payment Terms	Agreement Amount	Start Date	Manufacturer Part Number	Alias
Agreement Amount	Allow Price Override	End Date	Rounding Factor	Comments
Amount Limit	Not to Exceed Price		Availability	Long Description
Start Date	Supplier Item*		UNSPSC
End Date	Negotiated		Attachment URL
Note to Supplier	Minimum Release Amount		Supplier URL
Automatically Generated Orders	Expiration Date		Manufacturer URL
Automatically Submit for Approval	Supplier Part Auxiliary ID*		All Descriptive Flexfields
Group Requisitions
Group Requisition Lines
All Descriptive Flexfields	Price
Master Contract Number	Amount
Master Contract Type	Price Break Type**

* You can only update this attribute if a line number is provided. If you don't provide a line number, a new line is created instead of updating an existing line.

** This attribute applies to the Edit Change Order and Edit Line details page. Set this attribute to Noncumulative and read only if the Start Date or End Date is populated for any of the price breaks. Also, this field is read only if any order references a blank purchase agreement line.

Run Import Process

To run the process to import purchase orders, blanket agreements, or contract agreements into the application, follow these steps:

From the Purchase Agreements or Purchase Orders work area, open the appropriate task you want to use:
- Import Orders
- Import Blanket Agreements
- Import Contract Agreements

Depending on the purchase document import task you're using, you can set one or more selection parameters before running the process. The following table lists some of the possible selection parameters and their descriptions.

Parameter	Description
Procurement BU	Specify the name of the Procurement business unit that these documents should be imported into.
Default Buyer	Specify the name of the buyer to be used when one isn't included in the import data.
Create or Update Item	Select "Yes" to create an item that doesn't exist or update an existing item.
Approval Action	Select one of the following actions: Do Not Approve: Imports the document in Incomplete status requiring manual interaction. Submit for Approval: Imports the document and submits it to the approval process after the document is imported. Bypass Approval: Imports the document in Open (approved) status without going through the approval process.
Batch ID	Enter the value for your import data from the file-based data import template, to select the interface table data to be processed in the current run. For example: Batch ID = 123. Use it in conjunction with Import Source to identify the documents to be loaded to the application tables.
Import Source	Enter the value for your import data from the file-based data import template, to select the interface table data to be processed in the current run. For example: Import Source = External Contracts. Use it in conjunction with Batch ID to identify the documents to be loaded to the application tables.
Default Requisitioning BU	Specify the name of the Requisitioning business unit to be used when one isn't included in the import data.
Communicate Orders, or Communicate Agreements	Select Yes to have imported purchasing documents communicated to the supplier. Select No to not have imported purchasing documents communicated to the supplier.

When the processes are complete, view the output report in PDF format. The report details the status of the records that were imported. If a record couldn't be imported, then the Status is set to Rejected with a reason for the rejection.
Fix the problems that are identified in the report and then resubmit the import task.

How You View the Import Process Results

The results for each import process are compiled in a PDF output report which you can view online or print. The validation error details are accessible from the Purchasing Document Import Errors report. To see the report click the Output icon in the Scheduled Processes region of the import page.