📥 Import: Buy Orders (Purchase Orders)

While buy orders (purchase orders) can be added to our system in several ways, we always prefer utilising your standard integration or our API to sync this data automatically.

However, if your specific integration does not support syncing purchase orders, you can manually import your buy orders into Optiply using a bulk .csv file.

🗂️ 1. The CSV File Structure

To process your buy orders, the data must be delivered in a fixed format. Make sure your .csv file is separated by commas and contains the exact column headers listed below.

Column Header	Description	Required?
supplier	The name of the supplier for this order.	Yes
bo_remote_id	The order number as it appears in your source system. This ensures each order is correctly matched.	Yes
ean_code	The EAN identifier of the product.	No
sku_code	The SKU identifier of the product.	Yes
quantity	The number of products in this specific order line.	Yes
sub_total_value	The total price of the amount in this line.	No
placed	The date on which the order was placed.	Yes
completed	The date on which the order was closed or received.	No

CSV Formatting Example:

Code snippet

supplier,bo_remote_id,ean_code,sku_code,quantity,sub_total_value,placed,completed abc,8718923131580,,123-ABC,1,100.50,01-01-2020,02-01-2020 abc,8718923013398,,898-OIU,45,90,02-01-2020,02-01-2020 abc,,,012ee2g,8,,02-01-2020, abc,8718923455432,,098-WEEK,1,5.02,02-01-2020,03-01-2020 abc,8723249234553,,024-fedg,8,6.02,02-01-2020,03-01-2020

📥 [Download the Buy Order CSV Template Here]

buy_order_template.csv

🛑 2. Crucial Formatting Rules

Before you save your file, please ensure you follow these strict formatting rules so the system can read your data:

EAN vs. SKU: When both the ean_code and sku_code are filled in, Optiply defaults to using the EAN as the primary identification. To avoid matching errors, we highly recommend filling in only the sku_code wherever possible.
Date Formats: The placed and completed dates must be strictly formatted as either DD-MM-YYYY or YYYY-MM-DD.
Leaving Columns Blank: If a column is optional (like ean_code or completed), the header must still remain in the file. However, simply leave the value blank. Do not type "Null" or "0" into the empty spaces.

📥 3. How to Submit Your File

Because buy orders affect your overarching stock positions, these files are processed directly by our support team.

Submission Checklist:

Contact Us First: Before forwarding your buy order history, please reach out to us! We will check your environment to ensure this information isn't already syncing automatically from your system.
Format your data: Ensure your file is saved as a .csv and follows all formatting rules.
Send it in: Email your completed file to support@optiply.nl or send it via chat message, and our team will process the list for you as soon as possible.

❓ 4. Frequently Asked Questions (FAQs)

Why do I need to contact support before sending my file?

Because buy orders directly affect your incoming stock levels, we want to make sure your integration isn't already syncing this data in the background. If you import a manual CSV file while your integration is also pulling that data, it will duplicate your purchase orders and severely skew your purchasing advice.

How do I format a buy order that is still open (not yet received)?

If an order is still open and hasn't arrived yet, simply leave the completed column entirely blank. The system will read it as an open order. Do not type "Null" or "0" into the column, as this will cause an error.

Can I use commas for decimals in the `sub_total_value` column?

No. Because the .csv file format uses commas to separate the columns; using a comma for a price (e.g., 100,50) will break the file structure. You must use a dot/period as the decimal separator (e.g., 100.50).

Can I upload this file myself to the dashboard?

No. To ensure your incoming stock is calculated correctly and doesn't duplicate existing source data, buy order imports must be processed manually by the Optiply support team.