Sage 200 Customer XML

Import Customers allows you to create new and update existing customers in Sage 200. We recommend that the Id field be populated by the unique id of the customers from the external system, Zynk uses this field to track customers already imported to prevent duplicates being created in Sage, and to allow sales orders to be created without the customer's account reference (the CustomerId is provided instead, which is useful when the external system does not store the account reference).

Tasks

• Exporting Customers from Sage 200
• Importing Customers into Sage 200

XML

Any fields not documented below are not supported with our imports. Examples of where in the XML the fields should appear are shown in the samples below.

Sample import file for creating a customer:

<?xml version="1.0"?>
<Company
  xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
  xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <Customers>
    <Customer>
      <Id>123</Id>
      <AccountReference>JOE001</AccountReference>
      <CompanyName>Zynk Software Limited</CompanyName>
      <ShortName>ZYNK</ShortName>
      <CreditLimit>1000</CreditLimit>
      <Currency>GBP</Currency>
      <CustomerInvoiceAddress>
        <Title>Mr</Title>
        <Forename>Joe</Forename>
        <Surname>Harrison</Surname>
        <Company>Zynk Software Limited</Company>
        <Address1>Nelson House, Fleming Business Centre</Address1>
        <Address2>Jesmond</Address2>
        <Town>Newcastle upon Tyne</Town>
        <Postcode>NE2 3AE</Postcode>
        <County>Tyne &amp; Wear</County>
        <Country>GB</Country>
        <Telephone>0845 123 2920</Telephone>
        <Email>[email protected]</Email>
        <Website>www.zynk.com</Website>
      </CustomerInvoiceAddress>
      <CustomerDeliveryAddress>
        <Title>Mr</Title>
        <Forename>Joe</Forename>
        <Surname>Harrison</Surname>
        <Company>Zynk Software Limited</Company>
        <Address1>Nelson House, Fleming Business Centre</Address1>
        <Address2>Jesmond</Address2>
        <Town>Newcastle upon Tyne</Town>
        <Postcode>NE2 3AE</Postcode>
        <County>Tyne &amp; Wear</County>
        <Country>GB</Country>
        <Telephone>0845 123 2920</Telephone>
      </CustomerDeliveryAddress>
      <TermsAgreed>true</TermsAgreed>
      <TaxCode>4</TaxCode>
      <OverrideTaxCode>false</OverrideTaxCode>
      <VatNumber>796 5763 59</VatNumber>
      <NominalCode>4000</NominalCode>
      <CostCentre>INT</CostCentre>
      <Department>Dep</Department>
      <Contacts>
        <Contact>
          <Title>Mr</Title>
          <Forename>Joe</Forename>
          <Middlename>E</Middlename>
          <Surname>Harrison</Surname>
          <Telephone>0845 123 2920</Telephone>
          <Mobile>0777 777 7777</Mobile>
          <Fax>0845 123 2921</Fax>
          <Email>[email protected]</Email>
          <Website>www.zynk.com</Website>
        </Contact>
      </Contacts>
      <DeliveryAddresses>
        <Contact>
          <Id>5230</Id>
          <Company>internetware</Company>
          <Title>Mr</Title>
          <Forename>Joe</Forename>
          <Middlename>E</Middlename>
          <Surname>Harrison</Surname>
          <Address1>Nelson House</Address1>
          <Address2>Fleming Business Centre</Address2>
          <Address3>Jesmond</Address3>
          <Address4></Address4>
          <Town>Newcastle upon Tyne</Town>
          <County>Tyne &amp; Wear </County>
          <Postcode>NE2 3AE</Postcode>
          <Country>GB</Country>
          <Telephone>0845 123 2920</Telephone>
          <Fax>0845 123 2921</Fax>
          <Email>[email protected]</Email>
          <VatNumber>796 5763 59</VatNumber>
          <TaxCode>1</TaxCode>
        </Contact>
      </DeliveryAddresses>
      <AnalysisCodes>
        <AnalysisCode>
          <Name>Web Customer</Name>
          <Value>true</Value>
        </AnalysisCode>
      </AnalysisCodes>
    </Customer>
  </Customers>
</Company>

In each of the following sections most of the XML has been omitted to make the samples easier to read. The whole structure of the Company schema is used below as a reference of where fields should be in the XML.

Company

The information below can be specified on the Company tab in Sage. Depending on your configuration at the Task Settings level in Zynk, you may not need to specify an account reference for every customer. This applies when the 'Auto Generate References' or 'Match Accounts On' settings are enabled.

Sage Field	XML Field	Example	Field Type	Field Length	Input	Notes
-	Id	123	string	255	Optional	Used internally by Zynk for duplicate prevention and when importing sales orders.
A/C Ref	AccountReference	JOE001	string	8	Optional	Required when 'Auto Generate References' and 'Match Accounts On' settings are disabled.
Name	CompanyName	Zynk Software Limited	string	60	Optional	If a CompanyName is not provided, it will default to the Title, Forename, Middlename and Surname.
Short Name	ShortName	ZYNK	string	8	Optional	---
Credit Limit	CreditLimit	1000	double	-	Optional	Defaults to 0 if not provided.
Currency	Currency	GBP	string	3	Optional	This field can only be set when creating a new customer. Defaults to the base currency from Accounting System Manager -> Currencies and Exchange Rates if not provided.
Address [Line 1]	Address1	Nelson House	string	60	Optional	---
Address [Line 2]	Address2	Fleming Business Centre	string	60	Optional	---
Address [Line 3]	Address3	Jesmond	string	60	Optional	---
Address [Line 4]	Address4	string	60	Optional	---	---
City	Town	Newcastle upon Tyne	string	60	Optional	Available in Sage 200 V6 and greater. Can only be set if 'Use Segmented Addresses' is enabled in Accounting System Manager -> System Settings.
County	County	Tyne & Wear	string	60	Optional	Available in Sage 200 V6 and greater. Can only be set if 'Use Segmented Addresses' is enabled in Accounting System Manager -> System Settings.
Post Code	Postcode	NE2 3AE	string	10	Optional	---
Country	Country	GB	string	2	Optional	Use the 2 letter ISO country code as the value.
Telephone	Telephone	0845 123 2920	string	30	Optional	---
Fax	Fax	0845 123 2921	string	30	Optional	---
Website	Website	http://www.zynk.com/	string	200	Optional	---

<?xml version="1.0"?>
<Company
  xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
  xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <Customers>
    <Customer>
      <Id>123</Id>
      <AccountReference>JOE001</AccountReference>
      <CompanyName>Zynk Software Limited</CompanyName>
      <ShortName>ZYNK</ShortName>
      <CreditLimit>1000</CreditLimit>
      <Currency>GBP</Currency>
      <CustomerInvoiceAddress>
        <Company>Zynk Software Limited</Company>
        <Address1>Nelson House</Address1>
        <Address2>Fleming Business Centre</Address2>
        <Address3>Jesmond</Address3>
        <Town>Newcastle upon Tyne</Town>
        <Postcode>NE2 3AE</Postcode>
        <County>Tyne &amp; Wear</County>
        <Country>GB</Country>
        <Telephone>0845 123 2920</Telephone>
        <Email>[email protected]</Email>
        <Website>www.zynk.com</Website>
      </CustomerInvoiceAddress>
    </Customer>
  </Customers>
</Company>

Contacts

The information below can be specified on the Contacts tab in Sage. The default contact is specified as part of the CustomerInvoiceAddress in the XML. Any other contacts are specified in the Contacts section of the XML. The telephone, mobile, fax, email and website are only used to set or update the default value for the corresponding fields in Sage, multiple values cannot be specified.

Sage Field	XML Field	Example	Field Type	Field Length	Input	Notes
Salutation	Title	Mr	string	3	Optional	If the salutation does not already exist in Sage, it will be created.
First Name	Forename	Joe	string	60	Optional	---
Middle Name	Middlename	E	string	60	Optional	---
Last Name	Surname	Harrison	string	60	Optional	---
Telephone > Country	TelephoneCountryCode	44	string	5	Optional	---
Telephone > Area	TelephoneAreaCode	845	string	20	Optional	---
Telephone > Number	Telephone	123 2920	string	200	Optional	---
Mobile > Country	MobileCountryCode	44	string	5	Optional	---
Mobile > Area	MobileAreaCode	77	string	20	Optional	---
Mobile > Number	Mobile	777 7777	string	200	Optional	---
Fax > Country	FaxCountryCode	44	string	5	Optional	---
Fax > Area	FaxAreaCode	845	string	20	Optional	---
Fax > Number	Fax	123 2921	string	200	Optional	---
Email	Email	[email protected]	string	200	Optional	---
Website	Website	http://www.zynk.com/	string	200	Optional	---

<?xml version="1.0"?>
<Company 
  xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
  xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <Customers>
    <Customer>
      <CustomerInvoiceAddress>
        <Title>Mr</Title>
        <Forename>Joe</Forename>
        <Middlename>E</Middlename>
        <Surname>Harrison</Surname>
        <TelephoneCountryCode>44</TelephoneCountryCode>
        <TelephoneAreaCode>845</TelephoneAreaCode>
        <Telephone>123 2920</Telephone>
        <MobileCountryCode>44</MobileCountryCode>
        <MobileAreaCode>07</MobileAreaCode>
        <Mobile>777 7777</Mobile>
        <FaxCountryCode>44</FaxCountryCode>
        <FaxAreaCode>845</FaxAreaCode>
        <Fax>123 2921</Fax>
        <Email>[email protected]</Email>
        <Website>www.zynk.com</Website>
      </CustomerInvoiceAddress>
      <Contacts>
        <Contact>
          <Title>Mr</Title>
          <Forename>Joe</Forename>
          <Middlename>E</Middlename>
          <Surname>Harrison</Surname>
          <TelephoneCountryCode>44</TelephoneCountryCode>
          <TelephoneAreaCode>845</TelephoneAreaCode>
          <Telephone>123 2920</Telephone>
          <MobileCountryCode>44</MobileCountryCode>
          <MobileAreaCode>07</MobileAreaCode>
          <Mobile>777 7777</Mobile>
          <FaxCountryCode>44</FaxCountryCode>
          <FaxAreaCode>845</FaxAreaCode>
          <Fax>123 2921</Fax>
          <Email>[email protected]</Email>
          <Website>www.zynk.com</Website>
        </Contact>
      </Contacts>
    </Customer>
  </Customers>
</Company>

Trading

The information below can be specified on the Trading tab in Sage.

Sage Field	XML Field	Example	Field Type	Field Length	Input	Notes
Country Code	CountryCode	GB	string	2	Optional	Use the 2 letter ISO country code as the value.
Default Tax Code	TaxCode	1	int	-	Optional	Will use the default from the Sales Ledger settings if not provided.
Use Tax Code as SOP Default	OverrideTaxCode	false	bool	-	Optional	---
Tax Number	VatNumber	796 5763 59	string	30	Optional	---
Keep Transactions For	KeepTransactionsFor	24	int	-	Optional	---
Order priority	OrderPriority	A	string	1	Optional	---
Default Nominal Code - Account Number	NominalCode	4000	string	30	Optional	Will use the default from Sage if not provided.
Default Nominal Code - CC	CostCentre	INT	string	30	Optional	Will use the default from Sage if not provided.
Default Nominal Code - Dept	Department	Dep	string	30	Optional	Will use the default from Sage if not provided.
Analysis Codes - Name	Name	Web Customer	string	60	Optional	If the analysis code does not already exist in Sage, it will not be set on the customer.
Analysis Codes - Value	Value	true	string	60	Optional	If the analysis code does not already exist in Sage, it will not be set on the customer.

<?xml version="1.0"?>
<Company 
  xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
  xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <Customers>
    <Customer>
      <CountryCode>GB</CountryCode>
      <TaxCode>4</TaxCode>
      <OverrideTaxCode>false</OverrideTaxCode>
      <VatNumber>796 5763 59</VatNumber>
      <KeepTransactionsFor>24</KeepTransactionsFor>
      <OrderPriority>A</OrderPriority>
      <NominalCode>4000</NominalCode>
      <CostCentre>INT</CostCentre>
      <Department>Dep</Department>
      <AnalysisCodes>
        <AnalysisCode>
          <Name>Web Customer</Name>
          <Value>true</Value>
        </AnalysisCode>
      </AnalysisCodes>
    </Customer>
  </Customers>
</Company>

Payment

The information below can be specified on the Payment tab in Sage.

Sage Field	XML Field	Example	Field Type	Field Length	Input	Notes
Account type	AccountType	OpenItem	enum	-	Optional	Available values: BalanceForward, OpenItem, AutoAllocation
Settlement discount	SettlementDiscount	2.5	double	-	Optional
Settlement discount - if paid within	SettlementDays	14	int	-	Optional
Payment terms	PaymentTermsDays	30	int	-	Optional
Payment terms - from	PaymentTermsBasis	PaymentDueFromDocumentDate	enum	-	Optional	Available values: PaymentDueFromCalendarMonth, PaymentDueFromStartOfMonth, PaymentDueFromEndOfMonth, PaymentDueFromDocumentDate

<?xml version="1.0"?>
<Company 
  xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
  xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <Customers>
    <Customer>
      <AccountType>OpenItem</AccountType>
      <SettlementDiscount>2.5</SettlementDiscount>
      <SettlementDays>14</SettlementDays>
      <PaymentTermsDays>30</PaymentTermsDays>
      <PaymentTermsBasis>PaymentDueFromDocumentDate</PaymentTermsBasis>
    </Customer>
  </Customers>
</Company>

Credit

The information below can be specified on the Credit tab in Sage.

Sage Field	XML Field	Example	Field Type	Field Length	Input	Notes
Terms Agreed	TermsAgreed	true	bool	-	Optional	Will use the default from the Sales Ledger settings if not provided.

<?xml version="1.0"?>
<Company 
  xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
  xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <Customers>
    <Customer>
      <TermsAgreed>true</TermsAgreed>
    </Customer>
  </Customers>
</Company>

Documents

The information below can be specified on the Documents tab in Sage.

| Sage Field | XML Field | Example | Field Type | Field Length | Input | Notes | | --- | --- | --- | --- | --- | --- | | Statement Production | StatementProduction | PaperStandard | enum | - | Optional | Valid values: PaperStandard, PaperAlternative, EmailStandard, EmailAlternative | | Sales invoice layout | InvoiceLayout | Default Invoice Layout | string | - | Optional | | | Sales credit layout | CreditNoteLayout | Default Credit Note Layout | string | - | Optional | |

<?xml version="1.0"?>
<Company 
  xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
  xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <Customers>
    <Customer>
      <StatementProduction>PaperStandard</StatementProduction>
      <InvoiceLayout>Default Invoice Layout</InvoiceLayout>
      <CreditNoteLayout>Default Credit Note Layout</CreditNoteLayout>
    </Customer>
  </Customers>
</Company>

Pricing

The information below can be specified on the Pricing tab in Sage.

Sage Field	XML Field	Example	Field Type	Field Length	Input
Discount group	DiscountGroupReference	Trade	string	20	Optional
Invoice and order value discount	OrderValueDiscountReference	10% Off orders over 1000	string	20	Optional
Price band	PriceListReference	Standard	string	20	Optional

<?xml version="1.0"?>
<Company 
  xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
  xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <Customers>
    <Customer>
      <DiscountGroupReference>Trade</DiscountGroupReference>
      <OrderValueDiscountReference>10% Off orders over 1000</OrderValueDiscountReference>
      <PriceListReference>Standard</PriceListReference>
    </Customer>
  </Customers>
</Company>

Delivery Addresses

The information below can be specified under Sales Order Processing -> SOP Maintenance -> Customer Delivery Addresses in Sage.

Delivery addresses are matched to existing delivery address in Sage based on the following fields, in the order shown below:

• UniqueId
• Id
• Description

Sage Field	XML Field	Example	Field Type	Field Length	Input	Notes
-	UniqueId	462462	int	-	Optional	The CustDeliveryAddressID from the Sage 200 database. This field is only used for matching, it can't be set directly
-	Id	5230	string	30	Optional	We recommend this field be populated by the unique ID of the delivery address from the external system. Zynk will store this in truth table, and will use it for matching
Description	Description	Main Address	string	255	Optional	Must be specified when creating a new delivery address. If not specified, it will be automatically populated with the name and postcode
Postal Name	Company	Zynk Software Limited	string	60	Optional	If a value is not provided for this field, it will default to the Title, Forename, Middlename, Surname and Suffix.
-	Title	Mr	string	-	Optional	Only used if Company is not provided.
-	Forename	Joe	string	-	Optional	Only used if Company is not provided.
-	Middlename	E	string	-	Optional	Only used if Company is not provided.
-	Surname	Harrison	string	-	Optional	Only used if Company is not provided.
Address [Line 1]	Address1	Nelson House	string	60	Optional	---
Address [Line 2]	Address2	Fleming Business Centre	string	60	Optional	---
Address [Line 3]	Address3	Jesmond Industrial Park	string	60	Optional	---
Address [Line 4]	Address4	Jesmond	string	60	Optional	---
City	Town	Newcastle upon Tyne	string	60	Optional	Available in Sage 200 V6 and greater. Can only be set if 'Use Segmented Addresses' is enabled in Accounting System Manager -> System Settings.
County	County	Tyne & Wear	string	60	Optional	Available in Sage 200 V6 and greater. Can only be set if 'Use Segmented Addresses' is enabled in Accounting System Manager -> System Settings.
Post Code	Postcode	NE2 3AE	string	10	Optional	---
Country	Country	GB	string	2	Optional	---
Telephone	Telephone	0845 123 2920	string	30	Optional	---
Fax	Fax	0845 123 2921	string	30	Optional	---
E-mail	Email	[email protected]	string	255	Optional	---
Tax Number	VatNumber	796 5763 59	string	30	Optional	---
Tax Code	TaxCode	1	int	-	Optional	---
Country Code	Country	GB	string	2	Optional	Use the 2 letter ISO country code as the value.

<?xml version="1.0"?>
<Company 
  xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
  xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <Customers>
    <Customer>
      <DeliveryAddresses>
        <Contact>
          <UniqueId>462462</UniqueId>
          <Id>5230</Id>
          <Description>Main Address</Description>
          <Company>internetware</Company>
          <Title>Mr</Title>
          <Forename>Joe</Forename>
          <Middlename>E</Middlename>
          <Surname>Harrison</Surname>
          <Address1>Nelson House</Address1>
          <Address2>Fleming Business Centre</Address2>
          <Address3>Jesmond</Address3>
          <Address4></Address4>
          <Town>Newcastle upon Tyne</Town>
          <County>Tyne &amp; Wear</County>
          <Postcode>NE2 3AE</Postcode>
          <Country>GB</Country>
          <Telephone>0845 123 2920</Telephone>
          <Fax>0845 123 2921</Fax>
          <Email>[email protected]</Email>
          <VatNumber>796 5763 59</VatNumber>
          <TaxCode>1</TaxCode>
        </Contact>
      </DeliveryAddresses>
    </Customer>
  </Customers>
</Company>

Account Status

The information below can be specified on the Account Status screen in Sage.

Sage Field	XML Field	Example	Field Type	Field Length	Input	Notes
On Hold	AccountOnHold	true	bool	-	Optional

<?xml version="1.0"?>
<Company 
  xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
  xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <Customers>
    <Customer>
      <AccountOnHold>true</AccountOnHold>
    </Customer>
  </Customers>
</Company>