Trade customers email purchase orders as PDFs, and someone retypes each one into Acctivate.
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Trade customers email purchase orders as PDFs, and someone retypes each one into Acctivate. Upload one here and get the customer PO number, dates and every line with item, quantity and price as rows you can map in the Acctivate sales order import.
Acctivate imports sales orders from a text or CSV file through a saved mapping template, but customers send PDFs. The rows have to exist before any import can run.
The Acctivate import maps columns of a .txt or .csv file to order fields. A customer PO is a document, so every line is copied across by hand first.
Acctivate ties a template to the column names in the file. If a column changes, the import stops with a mapping error until the file or the template is fixed.
When a Product ID is not found in Acctivate, the order is still created and the item lands as an N line type. A typo in an item code goes through quietly.
Acctivate looks for the customer by Customer ID, Alternate Customer ID, Company Email and Account Number, and only creates a new one when the Import Customers option is on.
Upload the purchase order your customer sent. The AI reads the header and every line on every page and returns one clean row per line item for the Acctivate mapping.
A one page reorder and a six page order come back in the same column layout, so one Acctivate mapping serves every buyer.
The item number the customer printed and the description land in separate columns, so one lookup maps them to your Acctivate Product IDs.
The customer PO number sits beside every line, which is what ties detail rows to one order in an Acctivate import.
CSV loads straight into the Acctivate import screen. Excel and JSON suit review and scripts.
Acctivate is inventory management software for distributors and wholesalers that runs alongside QuickBooks. Web store orders can flow in through an integration. Orders from a trade customer usually arrive as a PDF purchase order by email. Someone opens the attachment, finds the customer, adds each product, types quantities and prices, and checks them against the document. For a 40 line order that is slow and easy to get wrong.
Acctivate documents a sales order import that reads text files (.txt or .csv, delimited or fixed length) and can combine up to three related source files joined by a shared key such as the sales order number. In Acctivate you open File, then Import Sales Orders, create a template, and map each file column to an order field in the Mapping window. A template has a 15 character ID and a name up to 50 characters. After the first setup, you pick the template and select Begin Import.
Acctivate marks required fields with an R in its import reference. For the sales order import the two required fields are Web Order Number (text, up to 40 characters), which ties the detail rows of one order together, and Product ID (text, up to 159 characters). Everything else is optional, and custom order fields can be mapped too. Map the customer PO number to Web Order Number and the lines of each PDF stay together.
Warnings do not always stop the import. It pauses after validation, and you can go back and fix the file or choose Complete Import. A hard error stops the import and writes to the log, which you open from the Help menu. If a Product ID is missing from Acctivate, the order is still created and that line is added as an N line type, so review those lines after an import.
Acctivate tries Customer ID first, then Alternate Customer ID, then Company Email, then Account Number. A field only counts for matching if you mapped it in the template. If nothing matches, a new customer is created only when the template option Import Customers is enabled. Use your own customer ID in the sheet and keep that option off if you do not want duplicates.
PurchaseOrders is the reading step. It takes the customer purchase order, any layout and any length, and returns the header and every line as Excel, CSV or JSON: the customer PO number, order date, required date, ship-to and bill-to, and for each line the item number, description, quantity, unit and price. It does not log into Acctivate and does not create orders. You add your customer ID and Product IDs, and point the saved template at the file. Teams that clear a pile of attachments each morning use bulk purchase order upload to process up to 50 files at once.
Teams on similar systems use the Fishbowl sales order import, the SOS Inventory sales order import or the QuickBooks sales order import, and the wider picture is on sales order entry automation. If you are still budgeting for the system itself, see Acctivate pricing.
What comes off the customer document and how it meets the Acctivate sales order import, based on the Acctivate documentation.
| From the customer PO | In Acctivate | Note |
|---|---|---|
| Customer PO number | Web Order Number (required) | Same value on every line of one order, up to 40 characters |
| Buyer item number mapped to your item | Product ID (required) | Unknown IDs create an N line type |
| Customer company | Customer ID, or Alternate ID, email, account number | Matched in that order, mapped fields only |
| Quantity and unit price | Detail fields mapped in the template | One row per line item, review before import |
| Order and required dates | Mapped header fields | Use Default value or Conversions if formats differ |
| Ship-to address | Mapped shipping fields | Optional, map only what you use |
Four steps from the customer attachment to a new order in Acctivate.
Drop in the PDF, the scan or the email attachment. Up to 50 files per bulk upload, with no per-customer setup.
Tip: Multi-page orders work the same way.
Check the header and every line on screen, including the buyer item number, quantity and price.
Tip: Sort by item number to spot codes missing from your cross-reference.
Add your customer ID and Product IDs, save as CSV and keep the column names the same every time.
Tip: A renamed column breaks the saved mapping.
Choose File, Import Sales Orders, pick the template and begin the import. Open the new order and compare the total with the customer document.
Tip: Start with one order per customer the first week.
Acctivate imports sales orders from text files (.txt or .csv) and Access databases, not from a PDF. PurchaseOrders reads the PDF and returns the rows as CSV or Excel, so you map them in an Acctivate template instead of typing each line.
Choose File, then Import Sales Orders. Create a template, map each column of your file to an Acctivate order field in the Mapping window, and save it. Next time pick the template and select Begin Import. Errors are written to the import log.
Two fields are marked required. Web Order Number is text up to 40 characters and ties the detail rows of one order together. Product ID is text up to 159 characters. Everything else is optional, including custom order fields.
It checks Customer ID, then Alternate Customer ID, then Company Email, then Account Number, using only fields you mapped. If none matches, a new customer is created only when the Import Customers template option is enabled.
The order is still created and the product is added as an N line type. Review the import log and those lines afterward, because a mistyped item code does not stop the import.
Yes. It reads whatever the buyer printed and puts their item number and description in separate columns on every line. You map those to your Product IDs once with a cross-reference sheet, then the same customer orders map in seconds.
No. PurchaseOrders reads the customer purchase order and returns Excel, CSV or JSON. It does not connect to Acctivate or create orders. You load the rows through the Acctivate Import Sales Orders screen.
The same workflow on Fishbowl.
The same workflow on SOS Inventory.
The same workflow in QuickBooks.
The full order entry workflow.
OCR for customer orders.
Any PO to a clean CSV.
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