Qoblex has two separate CSV imports for purchasing. From the Purchases list you can bulk import complete purchase orders, each with its supplier, header details, and line items. From inside a single open purchase order you can import just its line items.
The two imports use different templates and behave differently, so choose the one that matches what you are trying to do. Use the bulk import to load many purchase orders at once from a spreadsheet or another system. Use the line item import when a purchase order already exists and you only need to fill in or replace its lines.
Import purchase orders from the Purchases list
This import creates whole purchase orders. Each row is one line item, and rows that share the same Order Number are grouped into a single purchase order.
- Open the Purchases list.
- Select the import action to open the Import Purchase Orders dialog.
- Under Download our template, select Download Template to get the purchase order CSV template.
- Fill in the template with your orders. Group all lines of one order under the same Order Number.
- Under Upload the modified CSV file, select Upload your file and choose your completed CSV.
The upload starts automatically once you choose the file. The dialog then moves to the Report & Finish step and shows the result.
This import runs in the background. When the file passes validation, the dialog confirms that your orders are being imported and that you will receive an email when the import is complete. That email only confirms completion and reports how many orders were imported, not the outcome of each order. Any row-level errors appear in your in-app activity feed and notifications, not in the email.
The import is all-or-nothing. Qoblex processes the whole file in a single transaction and stops at the first row it cannot process, which rolls back the entire import, so no orders are created if any row fails. Fix the reported row and re-import the whole file rather than trying to import only part of it.
Each imported purchase order is created, approved, and then automatically closed once its receipt, bill, supplier return, or refund is applied, so it will not appear as an open Approved order. If a row includes received, billed, returned, or refunded quantities, Qoblex also creates and authorizes the matching receipt, bill, supplier return, or refund. Review a small test file before importing a large batch, because these records are not simply drafts.
File size and format
The dialog only accepts CSV files. It rejects files larger than 2 MB and shows This file is too big. The maximum file size allowed is 2MB before uploading. If the file cannot be read as valid CSV, the import reports a format error instead of creating orders.
Save your spreadsheet as CSV using the downloaded template structure. Remove extra title rows, merged cells, formulas, notes, and totals before saving.
Purchase order CSV columns
The template header comes directly from the importer. Columns marked required must have a value on every row.
| Column | Description | Required |
|---|---|---|
| Order Number | Groups rows into one purchase order. All rows with the same value become the same order. | Yes |
| Creation date (ISO 8601) | Order creation date, in ISO 8601 format. Defaults to the current date if blank. | No |
| Is tax inclusive | Whether line prices already include tax (true/false). | Yes |
| Supplier name | Supplier for the order. Used to match or create the supplier. | Yes |
| Supplier email | Supplier email address. | No |
| Billing address1 | Supplier billing address, line 1. | No |
| Billing address2 | Supplier billing address, line 2. | No |
| Billing city | Supplier billing city. | No |
| Billing zip | Supplier billing postal or ZIP code. | No |
| Billing province | Supplier billing state or province. | No |
| Billing country | Supplier billing country. | No |
| Currency | Order currency code. Defaults to your company currency if blank. | No |
| Exchange rate | Exchange rate for the order currency. Defaults to 1 if blank. | No |
| Shipping Location | Name of the inventory location goods are shipped to. Must match an existing location that can hold inventory. Required when a row has a received or returned quantity. | No |
| Billing Location | Name of the billing location. Must match an existing non-inventory location. If left blank and you have exactly one billing location, that one is used; otherwise a value is required. | No |
| Name | Line item name or description. | No |
| Quantity | Quantity ordered for the line. | Yes |
| Price | Unit price for the line. | Yes |
| Tax (%) | Tax rate for the line, as a percentage. A tax rate with this exact percentage must already exist on your account. | Yes |
| Discount (%) | Line discount percentage. | No |
| Sku | Product SKU. This is the only value used to match the product variant for a bulk-imported line. Rows with a blank SKU are ignored. | Yes |
| Barcode | Product barcode. Stored on the line but not used to match the product in this import. | No |
| Received Quantity | Quantity to mark as received. Creates a goods receipt. Requires a Shipping Location. | No |
| Billed Quantity | Quantity to mark as billed. Creates a supplier bill. | No |
| Refunded Quantity | Quantity to mark as refunded. Creates a supplier refund. | No |
| Returned Quantity | Quantity to mark as returned to the supplier. Creates a supplier return. Requires a Shipping Location. | No |
| Track Inventory | Whether the order tracks inventory (true/false). | Yes |
Every Tax (%) value must correspond to a purchase tax rate that already exists in your account. If the rate is not found, that order is reported as an error and is not created. Set up the tax rates you need before importing.
Import line items into an open purchase order
Use this when the purchase order already exists and you only need to add or replace its lines. This import works on the open order and does not create a new purchase order.
- Open the purchase order.
- If the order is new, save it first. If it has never been saved, Qoblex shows Please save the order first and stops.
- On the line items area, select Import line items from CSV (also available under the Import / Export menu). Qoblex saves the current order, then opens the Import Line items dialog.
- In the dialog, select Download Template if you need the line item template.
- Select the upload area to choose your completed CSV. The upload starts automatically.
- When processing finishes, the dialog shows The file has successfully been processed and imported, or lists formatting errors.
After a successful import, Qoblex returns to the purchase order and reloads it so the imported lines appear.
A line whose SKU or barcode matches a product already on the order replaces that existing line rather than adding a second one. Review the order before importing so you do not overwrite or duplicate lines you meant to keep.
Line items can only be imported while the purchase order is still a draft. If the order has already moved past draft, the import is rejected and reports that the order cannot be changed.
File size and format
The line item dialog accepts CSV files up to 5 MB. A larger file shows This file is too big. The maximum file size allowed is 5MB. A file that cannot be read as CSV reports Please make sure your CSV data is of the correct format.
Line item CSV columns
These columns come from the line item template that the dialog provides.
| Column | Description | Required |
|---|---|---|
| LineType | Type of row: leave blank or use Line Item for a product line, or a landed cost type for a landed cost row. | No |
| Description | Line item name or description. If blank for a product line, the product’s name is used. | No |
| SKU | Product SKU used to match the product variant. A SKU or barcode is required to match the product. | Yes |
| SupplierSKU | Supplier SKU for the line. Stored on the line only; not validated and not used to match the product. | No |
| Barcode | Product barcode used to match the product variant. A SKU or barcode is required to match the product. | Yes |
| Quantity | Quantity for the line. Rows with a quantity of 0 are skipped. | Yes |
| Discount | Line discount percentage. | No |
| Price | Unit price for the line. If left as 0, Qoblex fills in a price from the supplier price list or the product’s purchase price. | No |
| Tax name | Name of the tax class to apply. Must match a purchase tax class on your account, otherwise the default purchase tax is used. | No |
Each product line must carry a SKU or a barcode. A line with neither is reported as Could not import line item… no SKU or barcode provided in the CSV file and is skipped.
Export line items to CSV
The same Import / Export menu on an open purchase order includes Export line items to CSV. This downloads the current order’s lines in the same column layout used by the line item import.
Use the export to review an order’s lines, to prepare bulk edits in a spreadsheet, or to send the line details outside Qoblex. Editing the exported file and importing it back is a convenient way to update several lines at once.