Import open purchase orders from another tool

Bring the purchase orders that are still open in your old purchasing tool into Zapstra, so you can receive them here. Zapstra makes sure goods already on order are not counted twice as incoming in Shopify.

Before you start

• Your suppliers and materials must already exist in Zapstra. Import them first; see Prepare data from spreadsheets or another system.
• Each destination must be a location Zapstra knows. For Zapstra to add incoming stock in Shopify, the shop must be managed in Zapstra.
• Export the open purchase orders from your old tool.

What an import does

• Creates a submitted purchase order in Zapstra for each open order, for the quantities still to arrive. Quantities already received are kept as history only.
• Does not contact the supplier, and does not record any stock or receipt.
• Adds incoming quantities in Shopify only where your old tool isn't already showing them. The preview shows exactly what will be added.

An order with lines for different destinations becomes one purchase order per destination, each with the original order number.

Prepare the file

1. Open Data Exchange (for example from Suppliers › Import or export), choose Change data, and choose the data type Purchase orders.
2. Under Orders, open More and select Template.
3. Fill in one row per order line:

Preview and apply

1. Under Orders, enter the name of your old tool in Tool, for example Stocky.
2. Choose your file and select Preview.
3. Read the summary, for example "12 POs · 4 already in Shopify · 8 will be added". Below it, each Shopify incoming: +{quantity} at {location} line shows what Zapstra will add in Shopify.
4. If Zapstra can't tell whether your old tool already shows these orders as incoming, it asks Does {tool} show these open orders as incoming in Shopify? It suggests an answer based on what Shopify shows. Check it, choose Yes or No, and select Confirm.
5. Open any order to see its lines and its status: Included (already incoming in Shopify), New (Zapstra adds it) or Question.
6. Fix any rows listed under Check, then select Apply.

Check the result: the orders appear in Purchase orders, and the import shows Applied. A large import keeps going if you close the page. If only some orders were ready, apply those, then upload the rest again.

Hand over orders your old tool still shows

For orders marked Included, Shopify's incoming quantity still comes from your old tool. Data Exchange lists these under Close in old tool.

1. Close the purchase order in your old tool.
2. In Data Exchange, find the order under Close in old tool and select Done.

Zapstra starts tracking that incoming quantity once Shopify shows the old tool's quantity has cleared. If it hasn't cleared yet, the order shows Still in Shopify; try again later.

If you can't close the order in the old tool, open More and select Track in Zapstra anyway. Shopify may then count the same goods twice as incoming, so confirm only if you accept that.

If something goes wrong

Related guides

• Import and export with Data Exchange
• Prepare data from spreadsheets or another system
• Send, track and close purchase orders
• Receive full or partial deliveries