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Sage 200 Supplier XML

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

Tasks

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 supplier:

<?xml version="1.0" encoding="utf-8"?>
<Company
  xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
  xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <Suppliers>
    <Supplier>
      <Id>123</Id>
      <AccountReference>CON001</AccountReference>
      <CompanyName>Concept Stationery Supplies</CompanyName>
      <VatNumber>GB988 3453 23</VatNumber>
      <CreditLimit>5000</CreditLimit>
      <SupplierInvoiceAddress>
        <Title>Mr</Title>
        <Forename>Mark</Forename>
        <Surname>Ramsay</Surname>
        <Address1>66 New Street</Address1>
        <Address2>Ridgeway</Address2>
        <Town>Newcastle upon Tyne</Town>
        <Postcode>NE1 4GF</Postcode>
        <County>Tyne &amp; Wear</County>
        <Country>GB</Country>
        <Telephone>0191 643 4343</Telephone>
        <Mobile>0191 643 4344</Mobile>
        <Fax>0191 643 4345</Fax>
        <Email>[email protected]</Email>
        <Website>www.zynk.com</Website>
      </SupplierInvoiceAddress>
      <Currency>GBP</Currency>
      <TaxCode>1</TaxCode>
      <NominalCode>4002</NominalCode>
      <CostCentre>TES</CostCentre>
      <Department>DEP</Department>
      <TermsAgreed>true</TermsAgreed>
      <AnalysisCodes>
        <AnalysisCode>
          <Name>TEST</Name>
          <Value>123</Value>
        </AnalysisCode>
      </AnalysisCodes>
    </Supplier>
  </Suppliers>
</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 supplier. 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 suppliers.
A/C Ref AccountReference CON001 string 8 Optional Required when the 'Auto Generate References' and 'Match Accounts On' task settings are disabled, and the 'Automatically generate supplier numbers' setting in Sage is disabled.
Name CompanyName Concept Stationery Supplies string 60 Optional  If a CompanyName is not provided, it will default to the Title, Forename, Middlename and Surname.
Short Name ShortName Concept string 8 Optional 
Credit Limit CreditLimit 5000 double - Optional Defaults to 0 if not provided when creating a new supplier. The value must be positive.
Currency Currency GBP string 3 Optional Defaults to the base currency from Currencies and Exchange Rate Settings in the Accounting System Manager if not provided. This field can only be set when creating a new supplier.
Address [Line 1] Address1 66 New Street string 60 Optional
Address [Line 2] Address2 Ridgeway string 60 Optional
Address [Line 3] Address3 string 60 Optional
Address [Line 4] Address4 string 60 Optional
City Town Newcastle upon Tyne string 60 Optional  Can only be set if 'Use Segmented Addresses' is enabled in System Settings in the Accounting System Manager.
County  County Tyne & Wear  string  60  Optional  Can only be set if 'Use Segmented Addresses' is enabled in System Settings in the Accounting System Manager.
Post Code Postcode NE1 4GF string 10 Optional
Country Country GB string 2 Optional  Use the 2 letter ISO country code as the value.
Telephone Telephone 0191 643 4343 string  30  Optional
Fax Fax 0191 643 4345 string  30  Optional 
Website Website http://www.zynk.com/ string  200 Optional  
<?xml version="1.0" encoding="utf-8"?>
<Company 
  xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
  xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <Suppliers>
    <Supplier>
      <AccountReference>CON001</AccountReference>
      <CompanyName>Concept Stationery Supplies</CompanyName>
      <ShortName>Concept</ShortName>
      <CreditLimit>5000</CreditLimit>
      <SupplierInvoiceAddress>
        <Address1>66 New Street</Address1>
        <Address2>Ridgeway</Address2>
        <Town>Newcastle upon Tyne</Town>
        <Postcode>NE1 4GF</Postcode>
        <County>Tyne &amp; Wear</County>
        <Country>GB</Country>
        <Telephone>0191 643 4343</Telephone>
        <Fax>0191 643 4345</Fax>
        <Website>www.zynk.com</Website>
      </SupplierInvoiceAddress>
      <Currency>GBP</Currency>
    </Supplier>
  </Suppliers>
</Company>

Contacts

The information below can be specified on the Contacts tab in Sage. The default contact is specified as part of the SupplierInvoiceAddress 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  Mark string  60 Optional 
Middle Name Middlename  E  string  60 Optional 
Last Name Surname  Ramsay string  60 Optional 
Telephone Telephone 0191 643 4343 string  30  Optional
Mobile Mobile 0191 643 4344  string  30  Optional 
Fax Fax 0191 643 4345 string  30  Optional 
Email Email [email protected] string 200 Optional 
Website Website http://www.zynk.com/ string  200 Optional  
<?xml version="1.0" encoding="utf-8"?>
<Company 
  xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
  xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <Suppliers>
    <Supplier>
      <SupplierInvoiceAddress>
        <Title>Mr</Title>
        <Forename>Mark</Forename>
        <Middlename>E</Middlename>
        <Surname>Ramsay</Surname>
        <Telephone>0191 643 4343</Telephone>
        <Mobile>0191 643 4344</Mobile>
        <Fax>0191 643 4345</Fax>
        <Email>[email protected]</Email>
        <Website>www.zynk.com</Website>
      </SupplierInvoiceAddress>
      <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>
    </Supplier>
  </Suppliers>
</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 Country 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 Purchase Ledger settings if not provided.
Tax Number VatNumber GB988 3453 23 string  30  Optional
Default Nominal Code - Account Number NominalCode 4002 string  30  Optional  Will use the default from Sage if not provided.
Default Nominal Code - CC CostCentre TES string  3 Optional  Will use the default from Sage if not provided.
Default Nominal Code - Dept Department DEP string 3 Optional  Will use the default from Sage if not provided.
Analysis Code Name TEST string  60 Optional  If the analysis code does not already exist in Sage, it will not be set on the supplier.
Value Value 123 string  60 Optional  If the analysis code does not already exist in Sage, it will not be set on the supplier. 
<?xml version="1.0" encoding="utf-8"?>
<Company 
  xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
  xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <Suppliers>
    <Supplier>
      <SupplierInvoiceAddress>
        <Country>GB</Country>
      </SupplierInvoiceAddress>
      <TaxCode>1</TaxCode>
      <VatNumber>GB988 3453 23</VatNumber>
      <NominalCode>4002</NominalCode>
      <CostCentre>TES</CostCentre>
      <Department>DEP</Department>
      <AnalysisCodes>
        <AnalysisCode>
          <Name>TEST</Name>
          <Value>123</Value>
        </AnalysisCode>
      </AnalysisCodes>
    </Supplier>
  </Suppliers>
</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 Purchase Ledger settings if not provided. 
<?xml version="1.0" encoding="utf-8"?>
<Company 
  xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
  xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <Suppliers>
    <Supplier>
      <TermsAgreed>true</TermsAgreed>
    </Supplier>
  </Suppliers>
</Company>