Import Purchase Orders

Written by Rafi Mubarak

Updated at August 9th, 2025

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Table of Contents

Claimant Importing Purchase Orders

As an admin or a claimant, you can import purchase orders in bulk via bill cycle using an import template.

You can download the template using the link below -

Purchase Order Import Template

Below are details on some of the columns. For up to date information on the columns, please refer to the file above.

PO Number - this will be populated in the PO number field.
PO Line No - this can be external system PO line number.
Purchase Order Reference - this can be the client's external PO number. If multiple lines have the same reference, the system will group those lines into one PO.
Claimant Name - this needs to match a claimant name in ProSpend.
Approver Name - this needs to match an approver name in ProSpend.
Workflow ID - a workflow ID is required for imported POs. One workflow can be created for imported POs.
Supplier Name - Supplier name as it exists in ProSpend.
Date - PO date in DD/MM/YYYY format.
Category Name - Category name as it exists in ProSpend.
Cost Centre Name - Cost Centre name as it exists in ProSpend.
Project Group Name - Project Group name as it exists in ProSpend.
Project Name - Project name as it exists in ProSpend.
Expense Type Name - Expense Type name as it exists in ProSpend.
Activity Code - Activity Code (not name) as it exists in ProSpend.
Description - Line item description.
Tax Amount - Line tax amount.
Tax Code Name - this is ProSpend tax name.
Quantity - this is the line quantity.
Unit Price - this is the unit price.
Tax Exclusive/Inclusive - "exclusive" if the unit price is tax exclusive and "inclusive" in the unit price in tax inclusive.
Field-Custom Field Name - custom fields as they appear in ProSpend.
Delivery Date - this can be the delivery date in DD-MM-YYYY format.
Delivery Instructions - this can be the delivery instructions for the PO.

Once the purchase order data is in the required template format, the admins or claimants can go into the "Bill Cycle" section under "Claims" and click on "Upload File" button on the top right hand corner to go to the page below.

If you don't see "Bill Cycle" option in the left hand menu, please contact ProSpend support team to get that enabled.

You can upload the file, choose the "Account Type" as "Purchase Order" and click on "Upload".

If you don't see "Purchase Order" in the "Account Type drop down, please contact ProSpend support team to get it enabled.

Once the file has been imported, the system will take the user back to the bill cycle screen where all the bill cycles appear. For each purchase order file import, the system will create a new bill cycle and it will be marked as "Closed". The file name will be dropped into the bill cycle reference field.

If you click into each bill cycle, you can see all the purchase orders that were imported from each file.

You can click into each purchase order claim ID to view all the details for that purchase order.

A default status can be setup for the imported purchase orders by ProSpend. This can be only Not Submitted, Pending Approval or Approved. For example - if the imported purchase orders are already approved in another system and if approval is not required in ProSpend, we can setup "Approved" as the default status for these purchase orders. By default, all the clients have this default status as "Not Submitted".

Please contact ProSpend support team to change the default status.

Claimant Importing Purchase Orders

Claimants can also import purchase orders using the "Bill Cycle" feature. To enable this for a claimant, login as admin, go into "Users", go into a user profile, click into "Permissions" and tick the "Bill Cycle Import" option.

If you don't have user permissions enabled, please contact ProSpend support team.

This will display the "Bill Cycle" option for the claimants.

The rest of the process remains the same as it is for admins.

Please note - the claimants can only see the bill cycles that they have created i.e they will see only purchase orders that they have imported whereas the admins can see all the bill cycles created by all the users in the system.

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Claimant Importing Purchase Orders

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