RO Import Inbox

Operator Guide Ver 8 Updated 2026-09-18 matches build 2026-09-18

RO Import Inbox

The RO Import Inbox is where new jobs land before they become a real Requirements Order (RO). Nothing here is an RO yet — it's a waiting room. A job only becomes an RO once someone clicks Accept.

Accepting several at once (2026-09-15)

Check the box on any row still awaiting a decision (Accepted/Rejected rows have no checkbox — there's nothing left to do), or the header checkbox to select every row currently shown, then Accept selected. Each checked row is accepted one at a time — every one becomes its own separate Requirements Order, same as clicking Accept on it individually. If a row can't be accepted yet (for example, its Class still isn't set), that row is reported as failed in the summary and everything else you selected still goes through.

Rejecting several at once

Check the rows (or the header checkbox for every row shown), then click Reject selected. Confirm once. If reason notes are enabled in System Settings, the single optional note is saved on every selected row. Each row keeps its own ordinary rejection audit entry. A failure on one row does not stop the rest; the summary names any failure, then returns to the Awaiting Review Inbox list. Accepted and already-Rejected rows have no checkbox and cannot be included.

Release the clean imports first

Click No Errors, tick the header checkbox to select all imports shown, then Accept selected and confirm. This filter only includes Awaiting Review imports with a valid Class, at least one retained material line, and no unresolved material-line or import problems. Imports deliberately Held remain parked.

Each row's pink Errors N badge counts material lines needing attention (once per line), plus missing/invalid Class and import problems. Click it to open that import. Approved Drop and Non-inventory decisions are respected: a dropped line does not count as an error; a Non-inventory line still needs a positive quantity. Dropping every line does not make an import ready — reject it instead.

Awaiting Review and Error are separate status groups, not total and subset. An Awaiting Review import may still have material-line errors. The No Errors count is checked from the staged data; it is not the difference between those two badges. The header checkbox selects only the rows on screen. If someone changes a selected row before you accept, its readiness is checked again and it stays in the Inbox if no longer clean. No Errors checks staged data, not the live FP/BT file; a database or service failure can still prevent acceptance.

What you're looking at

Awaiting Review at the top is a count of jobs nobody has looked at yet.
The filter tabs (Awaiting Review / No Errors / Held / Rejected / Error / All) switch which jobs the list shows.
Each row is one job, reading left to right: FP # / Source (a FieldPulse number links straight to the job in FieldPulse; an uploaded spreadsheet shows its file name), Customer / Job, Class, Address, Lines, On Hold, Detected (the date it arrived), Status, and the buttons.
Class is Residential, Commercial, Service, or Administration. Type is a separate field on the detail screen: Job, Stock, or Truck.
New FP imports resolve Class before they display: a confidently matched QB Customer type is mapped to the permitted RO accounting Class. No confident match, blank type, or unmapped type defaults to Service. You can change Class in the Inbox; your saved choice is protected from later Check/re-poll updates.
Status is Awaiting Review, Held, Rejected, Accepted or Error. An Error row shows the reason in red underneath — it is still yours to fix and Accept again.
Clicking a row (or its job name) opens the full detail — every line, exactly as it would land on the RO.

Bringing in a job by hand

Normally jobs show up here automatically. If you need to bring one in yourself:

Import Manual FP or BT Order — pick FieldPulse job # or BuilderTrend job #, type in the job/order number, click Go.

For a FieldPulse job, this stages it right away.
For a BuilderTrend job, the system has to go look at the job's file, which can take up to about 30 seconds — you'll see a small spinner. BuilderTrend jobs can carry more than one Bill of Materials document (including old, superseded copies), so you may be asked to pick which one before it stages. Nothing is guessed for you — always pick the right one.

Import from Spreadsheet — if you already have a Bill of Materials as an Excel file, drop it on the box (or click Browse) instead. It must be a real spreadsheet: an .xlsx or .xlsm. A PDF BOM cannot be imported — the screen says so plainly rather than letting it fail later. Ask engineering for the spreadsheet, or key the order on Create a Requirements Order.

If something goes wrong during either of these, you'll see a plain error message right there — nothing is half-created, so it's safe to just try again.

Accept, Hold, Reject

Accept turns the job into a real Requirements Order and takes you to it. The row needs a Class first; Class and Type can both be changed on the detail screen before accepting.
Accepting the same job a second time does not create a second RO. If that source job has already produced an RO, Accept refreshes that order instead: quantities are updated in place, brand-new lines are added, and a line that has dropped off the source is put on hold for a person to settle rather than deleted — material may already be picked or on a purchase order. Every touched line records the reason and what the quantity was before, and you can read that on the order's line history.
Hold parks the job without creating an RO.
Reject closes the row — this copy will not become an RO. You confirm first, then return to the Inbox list for the next import. Nothing is permanently deleted from the system; rejected rows just stop showing up under Awaiting Review. A rejected FP job can come back: if it is still in Pending Material with the same material list or BOM, the next poll stages it again. To keep it out, remove the material list/spreadsheet on the FP job or change the FP status (see RO Import Guide → Polling).
Reason notes are optional (2026-09-17). By default Hold and Reject save immediately with no note. If System Settings → Ask for a reason note on RO Import actions is Yes, a reason box pops up first; you can still leave it blank. Cancel in that box abandons the action.

Once a job is Accepted or Rejected, none of these buttons work on it anymore.

Sorting the list (2026-09-07)

Click any column heading to sort the list by that column; click it again to reverse. Blank cells always fall to the bottom. Numbers sort as numbers and dates as dates. Button and checkbox columns (Actions, Detail) don't sort. The sort works on the rows already on screen, so it never hides anything the page was showing.

Error chip and counts (2026-09-18)

Each status chip now shows how many rows it holds. Error (red) is the one to watch: these are Pending Material jobs the automatic poll could not import — a PDF instead of a spreadsheet, no BOM or material list on the job, an empty list. The reason sits under the pill. Fix it in FieldPulse (upload the spreadsheet / add the material list / change status) and the next sweep picks it up. Poll Alert Contacts also get the error count in the per-sweep DM.

The top Awaiting Review tile repeats that pink Error count and links straight to the Error list, so the reviewer can see outstanding errors without changing filters. The pink badge beside each individual Status is different: it counts the unresolved problems on that particular import, including held material lines.