--- title: "Import and Apply a Purchase Order Confirmation" canonical: "https://kb.myframeworks.com.au/space/CO/30515506/Import%20and%20Apply%20a%20Purchase%20Order%20Confirmation" format: markdown --- Use this procedure to import a supplier's purchase order confirmation file and apply it against your original purchase order. On applying, discrepancies in cost, quantity or supply status are surfaced for review before the order is updated. > 📝 ## Prerequisites > 📝 > 📝 - The purchase order must be open and not yet confirmed. --- ## Importing a Confirmation File There are two ways to import a purchase order confirmation. ### Option 1: Import from within a Purchase Order Use this option to manually import a confirmation file from within a specific open purchase order. This is the required method for the IHG Bremick Confirmations format. > ⚠️ Bremick confirmation files are received in Excel format and must be saved as CSV before importing. To save as CSV, open the file in Excel, select File > Save As, and choose CSV (Comma delimited) as the file type. 1. Click the **Frameworks Menu** and navigate to **Purchasing & Receipting > Transaction Processing > Purchase Orders** from the navigation tree. 2. Open the purchase order you want to import the confirmation for. 3. Click **Actions** and select **Import Confirmation**. 4. In the **Import Confirmation** window, confirm the **Order Number** and **Supplier** are correct. From the **Import Format** drop-down menu, select the format that matches your confirmation file. 5. Click **Select File** and select the confirmation file from your computer. 6. Click **Import**. The confirmation file is imported and the purchase order is ready to be applied. > ℹ️ Some of the available **Import Formats **are: > ℹ️ > ℹ️ - [IHG - Purchase Order Confirmation (Inbound)](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/863141902) > ℹ️ - [IHG Bremick - Purchase Order Confirmation (Inbound)](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/862519303) > ℹ️ - [TradeNet - Purchase Order Confirmation (Inbound)](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/861634573) - Also see: > ℹ️ - [ANSI X12 EDI - Purchase Order Acknowledgement (Inbound)](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/863371265) ### Option 2: Import on a schedule Use this option to automatically import confirmation files from a nominated directory. Files are scanned, matched to open purchase orders and queued for review. If a confirmation file has already been imported for a purchase order, it can only be replaced using the scheduled import, and only if the confirmation has not yet been applied. > ⚠️ The IHG Bremick Confirmations format is not available for scheduled imports. To import a Bremick confirmation file, use the **Import Confirmation** option from the **Actions** menu in the **Purchase Orders** screen. > ✅ Steps to configure and run the scheduled import are in [Import P/O Confirmation](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28382428). --- ## Applying an Imported Confirmation Once a confirmation file has been imported, it must be reviewed and applied before the purchase order is updated. On the [Purchase Orders Dashboard](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28384432), an orange **No** status in the **Confirmed** column indicates a confirmation has been imported but not yet applied. The **Purchase Orders Maintenance** screen displays **Confirmation Not Yet Applied**. 1. Open the purchase order. 2. Click **Actions** and select **Apply Confirmation**. One of the following occurs: - If there are no differences between the purchase order and the confirmation, a message displays: *There are no changes in the imported confirmation file. The order status will be set to confirmed.* Click **Yes - Perform Save **to confirm. The screen displays **Confirmation Applied**. - If there are differences, the **Order Confirmation Exceptions** window opens. --- ## Reviewing Order Confirmation Exceptions The **Order Confirmation Exceptions** window groups discrepancies into four sections. Review each section and resolve all exceptions, then click **Accept & Apply** to apply the confirmation. The **Accept & Apply** button is only available once all exceptions are resolved. ![image](media://93352ddb-82ff-4fab-b437-acdb0daff3d8) ### Products With Changes Products that are confirmed but where the quantity, price or UOM differs between the order and the confirmation. Differences display in the **Qty Supp** and **Supp Cost** columns, along with any supplier comments. Clicking **Accept & Apply** updates the order with the supplied values. ### Products Ordered but not Supplying Products on the purchase order that have no matching line in the confirmation, or where the confirmed quantity is zero. If a product is marked as **Run Out** in the confirmation, **Run Out** displays in the **Action** column. On applying, the product is set to type Run Out in [Product Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28378114). Clicking **Accept & Apply** sets the quantity to zero on the order for all products in this section. ### Products Supplying but not Ordered Products in the confirmation file that have no matching entry in the original purchase order. Any supplier comments display in the **Action** column. Lines display in one of three states: - **Normal text:** The supplied barcode matches an existing product code, barcode, alternate code or GTIN in [Product Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28378114). No action is required. - **Orange:** The barcode has no match in Product Maintenance but is found in the [Electronic Product Catalogue (EPC)](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28391542). Click **Add Product** in the **Action** column to add the product from EPC to Product Maintenance. Once added, the line displays as normal. - **Red:** The barcode has no match in Product Maintenance and is not found in EPC. Close the **Order Confirmation Exceptions** window, create the product in [Product Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28378114), then reopen **Apply Confirmation**. The line displays as normal once the product is created. Clicking **Accept & Apply** adds the supplied products to the order. ### Products Ordered but Replacing Products on the purchase order where a different product has been supplied as a replacement. The replacement product displays in the **Replacing** column. The same colour coding and **Add Product** workflow applies as described in the Products Supplying but not Ordered section. Clicking **Accept & Apply** adds the replacement product to the order and sets the original product quantity to zero. ## Result The confirmation is applied and the purchase order status updates to **Confirmation Applied**. Process the order and receipt the stock as normal. > ✅ ## Related Tasks > ✅ > ✅ - [Import P/O Confirmation](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28382428) > ✅ - [Purchase Orders Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28384676) > ✅ - [Receipting Stock](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30515486) --- ## Additional Information Import formats are defined in **System Administration > System Setup > Purchasing**, under **PO Confirmation Import Format**.