NautilusLog IHM : PO Import File Guide – Structure & Format (Excel)

1. Flat File Structure:

Each row contains all information for a single PO item.
The spreadsheet includes only one sheet, which must be named exactly: ihm.flat.
Column headers must match the system’s valid field names (e.g., vessel.imo_number, supplier.name).
This format works best when your purchasing system exports all PO data as a single table.

2. Sheet-by-Sheet Structure:

Data is organized by entity type, with each entity on a separate sheet:

ihm.vessel
ihm.article
ihm.supplier
ihm.purchase_orderihm.purchase_order_item

Column headers in each sheet represent only the data type (e.g., name), while the sheet name defines the entity.
Example: In ihm.vessel, name refers to the vessel name; in ihm.supplier, name refers to the supplier name.

Note: The Sheet-by-Sheet structure is ideal when your purchasing system exports data in separate tables or modules.Entity Breakdown by File Structure:

3. The system recognizes different entities depending on the file structure used:

3.1 How Entities Appear in Different File Structures:

3.1.1. Flat File:

All entities are combined in a single sheet (ihm.flat).
Column headers include the entity prefix followed by the field name.
Example: vessel.name, supplier.contact_email.

3.1.2. Sheet-by-Sheet:

Each entity has its own sheet (5 sheets in total).
Sheet names must start with ihm. followed by the entity name (e.g., ihm.vessel).
Column headers show only the field name; the sheet name determines which entity the data belongs to.
Example: In ihm.vessel, the column name refers to the vessel name; in ihm.supplier, the column name refers to the supplier name.

4. Choosing Your File Structure

A side-by-side comparison table makes this much easier to understand the different import file structures and enable informed decision making.

5. Preparing Your Spreadsheet:

5.1. General Rules:

Use the provided templates as your starting point.
Rename sheets correctly (see Section 3 for details).
Match column headers exactly to the system’s valid field names.
Use standard date formats: YYYY-MM-DD or YYYY-MM-DDThh:mm:ss.
Complete all required fields: Do not leave them blank.

5.1.2. Minimum Required Fields:

Flat File (per row)

vessel.imo_number, vessel.name
article.name, article.description, article.number
supplier.name, supplier.contact_email, supplier.contact_phone
purchase_order.order_number, purchase_order.ordered_at, purchase_order.status
purchase_order_item.quantity_unit, purchase_order_item.item_index,
purchase_order_item.quantity_ordered, purchase_order_item.article_description