Sage 200 Purchase Invoice XML

Import Purchase Invoices allows you to create new purchase invoices in Sage 200, potentially completing the related purchase order depending on the data provided. Sample XML snippets are provided throughout, these are separated out for clarity and so that the hierarchy of the fields relative to the Company XML object model can be easily identified.

Tasks

Importing Purchase Invoices into Sage 200

Preventing Duplication of Previously Imported Purchase Invoices

You can optionally provide an Id for each purchase invoice, populating it with the unique identifier of the purchase invoice from the external system (where the data originated). Any successfully imported purchase invoice Id's will be stored in an internal database associated with the Workflow. The Import Purchase Invoices task can then be set to prevent duplicates based on the stored Id's, preventing accidental reprocessing of already imported purchase invoices.

XML Field	Sage Field	Example	Field Type	Field Length	Input	Notes
Id	-	1	string	4000	Optional	The Zynk Id of the Sage 200 purchase invoice. See paragraph above for details of how this is used.

<?xml version="1.0"?>
<Company
  xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
  xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <PurchaseInvoices>
    <PurchaseInvoice>
      <Id>1</Id>
    </PurchaseInvoice>
  </PurchaseInvoices>
</Company>

Purchase Order Lookup

In order to lookup the purchase order to invoice, one of the following identifiers can be used, if multiple identifiers are specified then the following precedence is used: -

PurchaseOrderUniqueId,
PurchaseOrderNumber,
PurchaseOrderId,
SupplierOrderNumber

XML Field	Sage Field	Example	Field Type	Field Length	Input	Notes
PurchaseOrderUniqueId	-	5679	int	-	Dependant	The database ID of the Sage 200 purchase order. In the Zynk PurchaseOrder object, this would be the UniqueId specified in the success file of a successfully imported PurchaseOrder or in the export file from Sage 200. If this data is obtained via direct SQL access to Sage 200, then this relates to the POPOrderReturn.POPOrderReturnID
PurchaseOrderNumber	Order no	0000000001	int	-	Dependant	The Order no of the Sage 200 purchase order. In the Zynk PurchaseOrder object, this would be the PurchaseOrderNumber specified in the success file of a successfully imported PurchaseOrder or in the export file from Sage 200. If this data is obtained via direct SQL access to Sage 200, then this relates to the POPOrderReturn.DocumentNo
PurchaseOrderId	-	PO-1234	string	4000	Dependant	The Id of the Zynk PurchaseOrder. If the PurchaseOrder was previously imported by Zynk and an Id (3rd party system identifier) was specified in the XML, then this can be used to match to the Sage 200 PurchaseOrder. This will only be valid in scenarios where the PurchaseOrder was created by Zynk and an Id was specified on the purchase order, this is not something that could be obtained directly via SQL access to Sage 200.
SupplierOrderNumber	Supplier Reference no	SupplierRef1234	string	30	Dependant	The Supplier reference no of the Sage 200 purchase order. In the Zynk PurchaseOrder object, this would be the SupplierOrderNumber specified in the success file of a successfully imported PurchaseOrder or in the export file from Sage 200. If this data is obtained via direct SQL access to Sage 200, then this relates to the POPOrderReturn.SupplierDocumentNo

<?xml version="1.0"?>
<Company
  xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
  xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <PurchaseInvoices>
    <PurchaseInvoice>
      <PurchaseOrderUniqueId>5679</PurchaseOrderUniqueId>
      <PurchaseOrderNumber>0000000001</PurchaseOrderNumber>
      <PurchaseOrderId>PO-1234</PurchaseOrderId>
      <SupplierOrderNumber>SupplierRef1234</SupplierOrderNumber>
    </PurchaseInvoice>
  </PurchaseInvoices>
</Company>

Purchase Invoice Fields

XML Field	Sage Field	Example	Field Type	Field Length	Input	Notes
InvoiceNumber	Reference	PI-123	string	30	Optional	If not specified then the created purchase invoice transaction will not have a reference populated, advised to be populated
InvoiceDate	Date	2019-07-11T00:00:00	date	-	Optional	If not specified then the date that the data is processed will be used for the created purchase invoice transaction
InvoiceSecondReference	Second Reference	REF-456	string	30	Optional	-

<?xml version="1.0"?>
<Company
  xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
  xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <PurchaseInvoices>
    <PurchaseInvoice>
      <InvoiceNumber>PI-123</InvoiceNumber>
      <InvoiceDate>2019-07-11T00:00:00</InvoiceDate>
      <InvoiceSecondReference>REF-456</InvoiceSecondReference>
    </PurchaseInvoice>
  </PurchaseInvoices>
</Company>

Receipt Notes

If goods received notes (GRNs) are provided in the ReceiptNotes collection, the routine will look for these GRNs against the matched Sage 200 Purchase Order, identify the received quantity on these lines and the total invoiced quantity across the lines of the purchase order, and invoice the difference.

If a PurchaseInvoiceItems collection is also provided (see below for more details), only the items and quantities listed in the PurchaseInvoiceItems collection will be invoiced. Essentially, it will filter down the items and quantities that appear on the GRNs.

If no ReceiptNotes or PurchaseInvoiceItems are provided, then the routine will identify which lines have a received quantity in Sage 200 but do not have a matching invoiced quantity and invoice these remaining lines so that the total invoiced quantity is equal to the total received quantity.

Please note that this will mean that the process will never result in an invoiced quantity that is greater than the received quantity, i.e. the process will not allow over invoicing as the quantity to invoice is always determined by the received quantity.

Please note that the process will use the default price that Sage 200 determines, i.e. the unit price of the purchase order line.

XML Field	Sage Field	Example	Field Type	Field Length	Input	Notes
GRNNumber	GRN Number	0000000011	int	-	Optional	The GRN No of the Sage 200 purchase order delivery (receipt). Via direct SQL access to Sage 200, then this relates to the POPReceiptReturn.DocumentNo

<?xml version="1.0"?>
<Company
  xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
  xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <PurchaseInvoices>
    <PurchaseInvoice>
      <ReceiptNotes>
        <ReceiptNote>
          <GRNNumber>0000000011</GRNNumber>
        </ReceiptNote>
      </ReceiptNotes>
    </PurchaseInvoice>
  </PurchaseInvoices>
</Company>

Purchase Invoice Item Details

You can optionally provide a collection of items that you would like to invoice, along with the quantity to invoice. This allows you to control exactly which products are invoiced, and what quantity. Items are matched based on product code. If the same product code appears on more than one line on the purchase order, they will be invoiced one after the other in order they appear, until the quantity specified in the XML is exhausted.

If no ReceiptNotes or PurchaseInvoiceItems are provided, then the routine will identify which lines have a received quantity in Sage 200 but do not have a matching invoiced quantity and invoice these remaining lines so that the total invoiced quantity is equal to the total received quantity.

If the quantity provided for an item would result in the invoiced quantity becoming higher than the received quantity in Sage, the default behaviour is to treat this as an error and not create the invoice in Sage. If you want to allow this, you will need to specify the AllowUnmatchedInvoiceQuantities element in your XML, with a value of true.

If the quantity provided for an item would result in the invoiced quantity becoming higher than the ordered quantity in Sage, the default behaviour is to treat this as an error and not create the invoice in Sage. If you want to allow this, you will need to specify the AllowOverInvoicing element in your XML, with a value of true. Please note that Sage doesn't allow fully invoiced purchase order lines to be over invoiced. You can only over invoice whilst the invoice quantity is less than the ordered quantity.

Please note that the process will use the default price that Sage 200 determines, i.e. the unit price of the purchase order line.

XML Field	Sage Field	Example	Field Type	Field Length	Input
AllowUnmatchedInvoiceQuantities	-	false	bool	-	Optional
AllowOverInvoicing	-	false	bool	-	Optional
Sku	Product Code	PROD0001	string	30	Optional
QtyInvoiced	To Inv	1.00	decimal	-	Optional

<?xml version="1.0" encoding="utf-8"?>
<Company>
  <PurchaseInvoices>
    <PurchaseInvoice>
      <AllowUnmatchedInvoiceQuantities>false</AllowUnmatchedInvoiceQuantities>
      <AllowOverInvoicing>false</AllowOverInvoicing>
      <PurchaseInvoiceItems>
        <Item>
          <Sku>PROD0001</Sku>
          <QtyInvoiced>1.00</QtyInvoiced>
        </Item>
      </PurchaseInvoiceItems>
    </PurchaseInvoice>
  </PurchaseInvoices>
</Company>

XML Sample

<?xml version="1.0"?>
<Company
  xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
  xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <PurchaseInvoices>
    <PurchaseInvoice>
      <Id>PurchaseInvoice1234</Id>
      <PurchaseOrderUniqueId>5679</PurchaseOrderUniqueId>
      <PurchaseOrderNumber>0000000001</PurchaseOrderNumber>
      <PurchaseOrderId>PO-1234</PurchaseOrderId>
      <SupplierOrderNumber>SupplierRef1234</SupplierOrderNumber>
      <InvoiceNumber>PI-123</InvoiceNumber>
      <InvoiceDate>2019-07-11T00:00:00</InvoiceDate>
      <InvoiceSecondReference>REF-456</InvoiceSecondReference>
      <ReceiptNotes>
        <ReceiptNote>
          <GRNNumber>0000000011</GRNNumber>
        </ReceiptNote>
      </ReceiptNotes>
      <PurchaseInvoiceItems>
        <Item>
          <Sku>PROD0001</Sku>
          <QtyInvoiced>1.00</QtyInvoiced>
        </Item>
      </PurchaseInvoiceItems>
    </PurchaseInvoice>
  </PurchaseInvoices>
</Company>