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Import Purchase Orders with Square for Retail

With Square for Retail Plus, you can save time creating purchase orders by importing a CSV or Excel version of the purchase order via the online Square Dashboard. By importing your purchase orders directly into the online Square Dashboard, you can spend less time adding purchase order line items manually and more time running your business.

Getting Started

Prior to importing a purchase order, we recommend downloading Square’s import template. You can do so by clicking the link below, or by visiting the Items section of your online Dashboard.

While we recommend downloading Square’s import template to make the process easier, you can also use a template of your own choosing, as long as it’s a CSV or Excel file. If you’re using your own template, you’ll need to make sure to go through the column matching steps listed out in the Import Purchase Orders section below.

Glossary

Once you download the template, begin to fill out the information referenced in the tables below.

Line Item Value
Item Name Can include numbers, letters, or symbols. Maximum 128 characters.
Variation Name Can include numbers, letters, or symbols. Maximum 128 characters.
SKU Each variation should be assigned a unique SKU or GTIN.
GTIN Each variation should be assigned a unique SKU or GTIN.
Vendor Code Can include numbers, letters, or symbols. Maximum 500 characters.
Notes Can include numbers, letters, or symbols. Maximum 4000 characters.
Quantity Numeric. This is the quantity associated with each item received in the purchase order. Note: Fractional quantities are not supported at this time.
Unit Price Numeric. This is the price associated with units included in the purchase order.
Field Value
Vendor If provided, must be the exact case sensitive name of one of your active vendors.
Ship to If provided, must be the exact case sensitive name of one of your locations.
Expected on A date formatted as “mm/dd/yyyy” (or “yyyy/mm/dd” in Japan)
Notes Can include numbers, letters, or symbols. Maximum 4000 characters.

Import Purchase Orders

After filling out the template, you’re ready to import the CSV or Excel file. To do so:

  1. From the Items tab of your online Square Dashboard, click Inventory Management and select Purchase Orders. If you’re working directly from a new purchase order, you will also see the option to import there, as well.

  2. Click Import.

  3. Drag and drop the file into the Import purchase order pop-up, or click select if from your computer to upload the template directly from your files. Note: If you have not filled out the template, click Download template to get started.

  4. Click Import.

  5. Select the appropriate item identifier by choosing either the item name, SKU or GTIN to help easily identify duplicate items during the import process. Note: Square recommends selecting either SKU or GTIN as the appropriate item identifier for ease of use.

  6. Click Next.

Note: All item identifiers must match exactly one item or variation for the import process to be successful.

If you’re using your own template, you’ll need to go through the column matching process during the first portion of the import process. To do so:

  1. Click the Import button to begin the import process and upload your personalised template.

  2. Once uploaded, you’ll see the Match document columns screen. From here, use the dropdown menus to confirm each Square purchase order attribute is matched to the correct column in your import file.

  3. Click Next to continue the import process.

The import process can take up to a minute, but usually only lasts a few seconds. Make sure to keep an eye out for any error messages that appear during the import. Once the import is complete, the newly created purchase order will appear at the top of the purchase order list available in your online Square Dashboard.

You can also import any existing purchase order drafts that are already associated with your account by exporting the draft. To do so, click the three-dotted icon next to the purchase order draft and select Save as CSV.

Troubleshooting

If you run into any issues and receive an error message during the import process, refer to the table below for error definitions and how to resolve them.

Error Message Example Troubleshooting Tip
This file appears to be empty. Add items to the purchase order import template and try importing again.
Your CSV contains more than 500 items, which is the maximum allowed for a purchase order. To import a purchase order with more than 500 items, you’ll need to create multiple purchase order import templates and upload them individually.
Field1, Field2, and Field3 are required fields. Enter the missing information into the appropriate fields to finish importing the purchase order.
We didn’t recognize some of the fields in your CSV. Review the order information to make sure everything is correct and try importing again.
Some of the items in this file have duplicate item identifiers. Each item must have a unique name, SKU, or GTIN. Update the duplicates and try again. Make sure all purchase order lines have a unique item identifier and try importing again.
We could not find some of the items from this file in your catalog. Add the items or variations to your item library, then try again. Make sure all items and variations included in the purchase order import already exist within your item library.

FAQs

Am I able to create new variations under existing items when importing a new purchase order?

No. The ability to create new item variations when importing a new purchase order is not available at this time. All items and variations included in your import must currently exist in your item library.

Can I import purchase order fees and taxes?

No. The ability to import fees and taxes when importing a new purchase order is not available at this time.

Can I choose between Item Name, SKU and GTIN as my item identifiers?

Yes. All sellers using the import feature will be able to use either Item Names, SKUs or GTINs when importing purchase orders.

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