The DPO export will need to be activated on Entertainment Partners end
in order to allow the file to import.
DPO will prepare a batch file at midnight UK time every night, this will
be an .xml file. This file will contain all the PO's that have been finally
approved since the last export. If there are any problems you can revoke the
batch, rectify any issues (e.g. currency issues or empty supplier fields) and
the batch that was revoked will then be included in the next batch of POs.
To download the session click download under Admin > Global Vista.
Once you have imported it into Global Vista you can then mark the batch
as complete.
*Additional Notes:
The supplier is in DPO but not in GV
When a User creates a new supplier in DPO when writing a PO, they will not be
able to assign a supplier code (the field is greyed-out). When this PO with the
new vendor is imported into GV, GV will automatically assign it a vendor code.
This vendor code has to then be re-entered into the supplier record in the
admin settings on DPO, so the next time a PO to that supplier is imported into
GV, it will be assigned to the correct supplier.
Suppliers in GV but not yet in DPO
If you already have some suppliers entered into GV but they do not exist in DPO
you should enter the suppliers into DPO on the Supplier tab in the Admin
settings, along with their GV vendor codes. Sargent-Disc may be able to help
with an import using a .csv file of your vendors. This works best if your
supplier list in DPO is empty and you are starting with an empty list in DPO.
Suppliers in GV and also in DPO
Check the vendor code in GV matches the supplier code in DPO. If the supplier
code is empty in DPO, GV will create a new duplicate vendor record and
automatically assign it a new vendor number.
Addresses
You can’t leave a supplier address empty and you have to put in a state and
country
Amending POs and Account Codes
If the GV export is enabled, you can amend POs and codes as usual before the PO
is finally approved. However, one the PO is finally approved you cannot amend
it. This is because it may have been imported into GV and therefore there will
be two divergent versions. If you want to make changes to a PO you must void it
(in DPO and if it’s been imported in GV too) and write a new one (“Create New
PO based on this one” will come in handy here so you don’t have to rekey all
the details).
Why I am allowed to void a PO but not amend it?
GV can’t read amendments from the DPO export file, so if a PO number has
already been imported into GV and you try and import the amended PO into GV it
will reject the Session. If you have voided the PO and written a new one it
will have a new PO number so can be imported into GV.
*Turning ON the function 'Lock Purchase Orders after Final Approval'
We suggest to all users to turn on the function 'Lock Purchase Orders
after final approval', the reason for this is because Global Vista can’t
read amendments from the DPO export file, so if a PO number has already
been imported into GV and you try and import the amended PO into GV it will
reject the Session. If you have voided the PO and written a new one it will
have a new PO number so can be imported into GV so we suggest to do this
instead.
In order to turn on this function please have the project admin go to
Admin > PO Settings and check the option 'Lock Purchase Orders after Final
Approval'