RO Import Inbox — Detail

RO Inbox — Detail

This is what one staged job looks like before it becomes a Requirements Order. Everything you see here — every line, quantity and unit — is exactly what would land on the RO if you click Accept.

The header shows Job, Customer, Address, Source (a FieldPulse number links to the job in FieldPulse), BOM, Class, Type, Detected, Status, who reviewed it and when, and the note if there is one.

Reading the line grid

The columns are Line #, Type, SKU, Description, Qty, UOM, Change vs RO, Would Hold?, Reason and On Accept.

Change vs RO only fills in when this is a re-import of a job that already has a Requirements Order: it reads New line, Dropped from source (was N), or Qty A → B. That is your preview of what Accept will change on the existing order.

• Would Hold? — a line marked Yes is highlighted and won't post cleanly once it's an RO. The Reason column explains why in plain English, for example "SKU not in QB item master" or "no qty on the sheet".
• A held line does not stop anything else — the rest of the RO can still be picked and ordered normally. You can fix held lines later, from the RO itself, once it exists.

Class and Type

• Class is the QuickBooks accounting Class: Residential, Commercial, Service, or Administration. A new FieldPulse import gets it before it appears in the Inbox: the app must confidently match the FP customer to one QuickBooks customer/job family, read that family's QB Customer type, then map the name to the permitted RO accounting Class ID. Missing, blank, unmapped, or ambiguous matches are Service. A Customer type ID is never used as a posting Class ID.
• Type is what kind of requirement it is: Job, Stock, or Truck. A normal FP or BT import is a Job. Stock and Truck use Administration as their Class.
• You can change both fields before Accept. Once you select and save a Class, that is your choice: later Check, re-poll, or automatic fill cannot overwrite it.

You can't Accept a job with no Class set.

The buttons

• Accept creates the Requirements Order and takes you straight to it — or, if this source job already produced one, refreshes that order instead of making a second one (see the RO Inbox guide).
• Hold and Reject work the same as they do on the RO Inbox list — a note is required for both, and Reject asks you to confirm.

• Undo a Reject: open the Rejected row and press Reopen (undo reject) — it goes back to Awaiting Review. If a newer copy of the same import already exists, you are pointed to that one instead.

Once a row is Accepted or Rejected the buttons and the Class/Type dropdowns disappear and everything reads as plain text.

If an error banner is showing at the top, something went wrong creating the RO the last time someone tried. The job is safe and untouched — fix whatever the error describes (or ask for help) and try Accept again.

Reviewing before you accept (added 2026-09-07)

The top of the screen is now a form. Nothing here is saved to a Requirements Order until you press Accept — you are editing the staged import.

• Job / Project — start typing an FP job number, an FP job name or a QuickBooks job name and pick from the list. Picking a job fills in the customer name and can suggest a Class only when the Class is still blank.
• Customer — filled from the job; type over it if it is wrong.
• BOM name — free text. Job + BOM name is what tells a new order from a refresh, so two BOMs on one job need two different names (Elect BOM, Roof BOM).
• Class — the accounting Class. For FP imports it is filled before Inbox display from verified QB Customer type → RO Class mapping; you may change it here.
• Type — Job, Stock, or Truck; this is not Class.
• Required date — leave it blank and the class's lead time sets it (work days, weekends and company holidays skipped). Fill it in to override.
• Priority — blank, R (rush) or 1–5.
• Source order # — pick FP or BT, type the order number and press Check. The number is verified before it is saved: FP is checked live, BT against the cached BuilderTrend job list. Leave the system on "(none)" for a spreadsheet with no job order behind it. A verified FP number also gives the RO its FieldPulse link.
• Header fields save automatically. Accept saves any pending header edit first, then creates the RO and tells you the new RO number. Reject returns you to the Inbox list after confirmation.

Fixing held lines here (added 2026-09-07)

Any line marked Would Hold now has a Fix now box: type the missing SKU or the missing quantity and press Save. A line fixed here never becomes an Issue at all — the RO is created clean. The × removes the line from the import entirely.

Review screen changes (2026-09-07)

• Fix now saves itself. A SKU or quantity typed into a Fix-now box is saved when you leave the box, and anything still unsaved is written before Accept runs. Before this, a quantity typed and left in the box was lost and the line went on to the RO with no quantity.
• Surplus button on a non-inventory line: enter the quantity, press Surplus, and the line is satisfied from surplus stock — never bought, never drawn from QuickBooks inventory, and it never becomes an issue.
• BuilderTrend source numbers are free text. BT jobs have no order number, so anything you type is accepted as the BT reference; if it matches a job in the BT document list, the job name is shown beside it. FieldPulse numbers are still checked live and refused if wrong.
• Accepting without a Class says "choose a Class before accepting".

Class resolution and overrides (added 2026-09-18)

The rule is deliberately conservative. Exact name similarity alone cannot select a Class. The automated relationship needs the customer street plus an independent telephone or email match, with no conflicting address evidence. If that proof is missing, the Class is Service and the source note records why. The matched QB project is linked when available, including when the parent customer supplies the Customer type.

Pressing Check refreshes an automatic, unlocked FP Class using the same rule. It never overwrites a Class you selected in the Inbox. When the resulting RO is open, its Class stays editable under the normal RO controls.

SKU lookup runs before you see the row (2026-09-10)

Commercial BOMs are not all written against QuickBooks stock numbers — the older BuilderTrend picklists carry a manufacturer part number or nothing but a description. Every row now goes through an automatic description → SKU lookup as part of the import, before it lands in your inbox:

• A description is matched against the active QuickBooks item master. Only a match the lookup is certain of is written onto the line; the line then reads as a normal inventory line with no hold.
• Anything the lookup is unsure of is left blank and held, with its reason, for you. It never guesses onto a line.
• Nothing is ever overwritten: a line that already carries a SKU is left alone.

So "Would Hold? Yes / no SKU" now means the lookup could not place it either — it is a genuine judgement call, not a line nobody has looked at yet.

Marking lines instead of changing them (2026-09-10)

Take remaining as non-inventory, Drop remaining and the per-line × no longer change anything on the spot. They only mark the line, and the On Accept column (called Marked before 2026-10-03) shows what will happen:

• Non-inventory on Accept — the line goes onto the RO as non-inventory demand (bought by description, no QuickBooks item) and raises no issue.
• Drop on Accept — the line is left off the RO altogether. It stays here in the staged row as the record of what was skipped.

Nothing takes effect until you press Accept. Marks can be changed as often as you like: press the other button, use Undo on the line, or simply fix the line — giving it a SKU, a quantity or Surplus clears its mark.

If every line ends up marked to drop, Accept refuses: there would be no RO left to create, so reject the row instead.

Find SKU, Surplus mark, On Accept column (2026-10-03)

• Find SKU — the button left of the SKU box in Fix now. Press it and a list of the likely items opens under the line, best first: SKU, item name, manufacturer, on hand, bin, UOM and a Match %. The list comes from the line's part number (exact SKU / QB alias / Mfr part #, or the part # inside the item name) and then from the description words; a size or number that does not agree pushes an item down. Not there? Type your own words, a SKU or a part # in the search box and press Search. Use puts that SKU in the box (green) — press Save (or Accept, which saves it for you). Looking never changes anything. Press Find SKU again or Close to hide the list.
• Surplus is now a mark, like Drop and Non-inventory: the line shows Surplus on Accept with Undo, and its Fix-now box stays so you can still change your mind. It becomes a surplus line only when you press Accept.
• The Marked column is renamed On Accept: Drop on Accept, Non-inventory on Accept or Surplus on Accept.

Header — where the source details come from (Ver 7, 2026-10-03)

• Imported from sits next to Source order #.
• BOM created: for an FP material list, the date the list was created in FP, labelled FP ML #<list #> · <list name> (the same # FP shows on the list). A job with several material lists gets one import per list; archived and Canceled lists are skipped. For a BOM file, the file's last-changed date in FP, labelled with the file name. Times are Central.
• FP job status: the job's current FieldPulse status, with the time it was last read. It refreshes on every intake poll, and pressing Check on Source order # also refreshes it.
• Address: the FieldPulse job Location.
• RO Import Status: where this import stands (Awaiting Review, Hold, Accepted, Rejected, Error). It is not the FP job status.