Sage 50 UK Invoice XML

Import Invoices allows you to create new invoices within Sage 50. We recommend that the Id field be populated by the unique id of the invoice from the external system, Zynk uses this field to track invoices already imported to prevent duplicates being created in Sage.

Any fields not documented below are not directly supported with our imports.

Tasks

XML

Sample import file for creating a basic invoice:

<?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">
  <Invoices>
    <Invoice>
      <Id>123</Id>
      <AccountReference>JOE001</AccountReference>
      <InvoiceType>ProductInvoice</InvoiceType>
      <InvoiceNumber>123</InvoiceNumber>
      <InvoiceDate>2014-01-01T00:00:00</InvoiceDate>
      <CustomerOrderNumber>123</CustomerOrderNumber>
      <Currency>EUR</Currency>
      <ForeignRate>1.5</ForeignRate>
      <InvoiceAddress>
        <Title>Mr</Title>
        <Forename>Joe</Forename>
        <Middlename>E</Middlename>
        <Surname>Harrison</Surname>
        <Suffix>Jr.</Suffix>
        <Company>Zynk Software Limited</Company>
        <Address1>Nelson House</Address1>
        <Address2>Charlotte</Address2>
        <Address3>Jesmond</Address3>
        <Town>Newcastle upon Tyne</Town>
        <Postcode>NE2 3AE</Postcode>
        <County>Tyne and Wear</County>
        <Telephone>0845 123 2920</Telephone>
      </InvoiceAddress>
      <NetValueDiscountDescription>Website Discount</NetValueDiscountDescription>
      <NetValueDiscountComment1>January Offer</NetValueDiscountComment1>
      <NetValueDiscountComment2>10% Off</NetValueDiscountComment2>
      <NetValueDiscountPercent>10</NetValueDiscountPercent>
      <NetValueDiscount>1.80</NetValueDiscount>
    </Invoice>
  </Invoices>
</Company>

Supported Invoice Types

ProductInvoice
ProductCredit
ServiceInvoice
ServiceCredit
ProductProforma
ServiceProforma
ProductQuotation

Account Information

To assign the order to a particular account you will need to specify either a CustomerId or an AccountReference in the XML. The CustomerId should correspond to a customer that has already been imported into Sage via Zynk, see Import Customers task. The AccountReference should correspond to the Reference of a Sales Ledger account that exists with Sage.

Sage Field	XML Field	Example	Field Type	Field Length	Input
-	CustomerId	123	string	255	Optional
A/C	AccountReference	JOE001	string	8	Required

<?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">
  <Invoices>
    <Invoice>
      <CustomerId>123</CustomerId>
      <AccountReference>JOE001</AccountReference>
    </Invoice>
  </Invoices>
</Company>

Details

The following fields can be set on the details tab.

Sage Field	XML Field	Example	Field Type	Field Length	Input
Type	InvoiceType	ProductInvoice	enum	-	Optional
Date	InvoiceDate*	2014-01-01T00:00:00	datetime	-	Optional
Inv. No.	InvoiceNumber	123	string	7	Optional
Order No	OrderNumber	456	string	7	Optional
Due On	DueDate	2014-01-31	datetime	-	Optional
-	VatInclusive*	true	boolean	-	Optional
-	VatAmendable*	true	boolean	-	Optional
Invoice Name	InvoiceAddress/Company*	Zynk Software Limited	string	60	Optional
-	Title	Mr	string	-	Optional
-	Forename	Joe	string	-	Optional
-	Middlename	E	string	-	Optional
-	Surname	Harrison	string	-	Optional
-	Suffix	Jr.	string	-	Optional
Invoice Address 1	InvoiceAddress/Address1	Nelson House	string	60	Optional
Invoice Address 2	InvoiceAddress/Address2	Fleming Business Centre	string	60	Optional
Invoice Address 3	InvoiceAddress/Address3 + Town	Jesmond, Newcastle upon Tyne	string	60	Optional
Invoice Address 4	InvoiceAddress/County	Tyne and Wear	string	60	Optional
Invoice Address 5	InvoiceAddress/Postcode	NE2 3AE	string	60	Optional
Net Value Description	NetValueDiscountDescription	Website Discount	string	60	Optional
Net Value Comment 1	NetValueDiscountComment1	January Offer	string	60	Optional
Net Value Comment 2	NetValueDiscountComment2	10% Off	string	60	Optional
Net Value Discount %	NetValueDiscountPercent	10	double	-	Optional
Net Value Disc.	NetValueDiscount	10	double	-	Optional

InvoiceDate* - Will default to the current date if not specified.
Vat Inclusive* - When set to true, the values in the UnitPrice and UnitDiscountAmount fields on each item and the carriage charge will be treat as being inclusive of VAT. They will be converted to VAT exclusive amounts before import into Sage.
Vat Amendable* - When set to true, you can provide your own tax amounts via the TotalTax field on items and carriage, which will override Sage's tax calculations. This should only be used if you encounter slight differences in the order total seen in Sage and the source system, due to differences in the way the two systems round the tax amounts. The 'Item VAT Amendable' setting in Sage (under Settings > Company Preferences > VAT) must be enabled to do this.
Company* - If this field is not set in the XML, it is built up of Title, Forename, Middlename, Surname and Suffix.

<?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">
  <Invoices>
    <Invoice>
      <InvoiceType>ProductInvoice</InvoiceType>
      <InvoiceDate>2014-01-01T00:00:00</InvoiceDate>
      <InvoiceNumber>123</InvoiceNumber>
      <OrderNumber>456</OrderNumber>
      <DueDate>2014-01-31</DueDate>
      <VatInclusive>true</VatInclusive>
      <VatAmendable>true</VatAmendable>
      <InvoiceAddress>
        <Title>Mr</Title>
        <Forename>Joe</Forename>
        <Middlename>E</Middlename>
        <Surname>Harrison</Surname>
        <Suffix>Jr.</Suffix>
        <Company>Zynk Software Limited</Company>
        <Address1>Nelson House</Address1>
        <Address2>Charlotte</Address2>
        <Address3>Jesmond</Address3>
        <Town>Newcastle upon Tyne</Town>
        <Postcode>NE2 3AE</Postcode>
        <County>Tyne and Wear</County>
      </InvoiceAddress>
      <NetValueDiscountDescription>Website Discount</NetValueDiscountDescription>
      <NetValueDiscountComment1>January Offer</NetValueDiscountComment1>
      <NetValueDiscountComment2>10% Off</NetValueDiscountComment2>
      <NetValueDiscountPercent>10</NetValueDiscountPercent>
      <NetValueDiscount>1.80</NetValueDiscount>
    </Invoice>
  </Invoices>
</Company>

Order Details

If a delivery address is provided we will use the data in the XML, otherwise we will fall back to use the invoice address of the customer from Sage. The below fields will only affect the Sales Order in Sage.

Sage Field	XML Field	Example	Field Type	Field Length	Input
Customer Order No.	CustomerOrderNumber	123	string	60	Optional
Order Taken By	TakenBy	Website	string	60	Optional
Delivery Name	Company*	Zynk Software Limited	string	60	Optional
-	Title	Mr	string	-	Optional
-	Forename	Joe	string	-	Optional
-	Middlename	E	string	-	Optional
-	Surname	Harrison	string	-	Optional
-	Suffix	Jr.	string	-	Optional
Delivery Address 1	Address1	Nelson House	string	60	Optional
Delivery Address 2	Address2	Fleming Business Centre	string	60	Optional
Delivery Address 3	Address3 + Town	Jesmond, Newcastle upon Tyne	string	60	Optional
Delivery Address 4	County	Tyne and Wear	string	60	Optional
Delivery Address 5	Postcode	NE2 3AE	string	60	Optional
Notes 1	Notes1	Website 1	string	60	Optional
Notes 2	Notes2	Leave next door	string	60	Optional
Notes 3	Notes3	Paid by PayPal	string	60	Optional
Report Type*	OssReportType	UnionOSS	enum	-	Optional
Country Of VAT*	OssCountryOfVat	FR	string	-	Dependant

Company* - If this field is not set in the XML, it is built up of Title, Forename, Middlename, Surname and Suffix.
Report Type* - Only applicable to Sage v27.2 and above, where OSS/IOSS reporting is enabled (under Tools > Activation > Enable OSS/IOSS Reporting). The following values can be specified: None, UnionOSS, NonUnionOSS, IOSS. Specifying 'None' will leave the 'Apply OSS/IOSS reporting' checkbox unticked. This is the default if OssReportType is not specified in the XML. The UnionOSS, NonUnionOSS and IOSS values will cause it to be ticked. You must choose one of these 3 values if the invoice contains one or more tax codes that are configured to use OSS/IOSS reporting.
Country of VAT* - Only applicable to Sage v27.2 and above, where OSS/IOSS reporting is enabled (under Tools > Activation > Enable OSS/IOSS Reporting). This field is required if OssReportType is set to UnionOSS, NonUnionOSS or IOSS. We recommend providing the two letter ISO country code, but the country name can also be provided and Zynk will try to determine the country code automatically.

<?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">
  <Invoices>
    <Invoice>
      <CustomerOrderNumber>123</CustomerOrderNumber>
      <TakenBy>Website</TakenBy>
      <InvoiceDeliveryAddress>
        <Title>Mr</Title>
        <Forename>Joe</Forename>
        <Middlename>E</Middlename>
        <Surname>Harrison</Surname>
        <Suffix>Jr.</Suffix>
        <Company>Zynk Software Limited</Company>
        <Address1>Nelson House</Address1>
        <Address2>Charlotte</Address2>
        <Address3>Jesmond</Address3>
        <Town>Newcastle upon Tyne</Town>
        <Postcode>NE2 3AE</Postcode>
        <County>Tyne and Wear</County>
      </InvoiceDeliveryAddress>
      <Notes1>Website 1</Notes1>
      <Notes2>Leave next door</Notes2>
      <Notes3>Paid by PayPal</Notes3>
      <OssReportType>UnionOSS</OssReportType>
      <OssCountryOfVat>FR</OssCountryOfVat>
    </Invoice>
  </Invoices>
</Company>

Sage Field	XML Field	Example	Field Type	Field Length	Input
Carriage Net	UnitPrice	10	double	-	Optional
Carriage N/C	NominalCode	4905	string	8	Optional
Carriage Tax Code	TaxCode	1	int	2	Optional
Carriage Department	Department	1	int	2	Optional
Carriage Consign. No	ConsignmentNo	123	string	30	Optional
Carriage Courier	Courier	1	int	2	Optional
Carriage Courier	CourierName	DHL	string	60	Optional
Settlement Days	SettlementDays	30	int	2	Optional
Settlement Discount %	SettlementDiscount	2.5	double	-	Optional
Global N/C	GlobalNominalCode	4000	string	8	Optional
Global Tax Code	GlobalTaxCode	1	int	2	Optional
Global Details	GlobalDetails	Sales	string	60	Optional
Global Department	GlobalDepartment	1	int	2	Optional
Analysis1	Custom1	Dave	string	30	Optional
Analysis2	Custom2	PO: 123	string	30	Optional
Analysis3	Custom3	Shopify	string	30	Optional

Analysis1, Analysis2, Analysis3* - These field labels can be changed in Sage, but the same XML fields apply.

<?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">
  <Invoices>
   <Invoice>
      <Carriage>
        <QtyOrdered>1</QtyOrdered>
        <UnitPrice>10</UnitPrice>
        <NominalCode>4905</NominalCode>
        <TaxCode>1</TaxCode>
        <Department>1</Department>
      </Carriage>
      <ConsignmentNo>123</ConsignmentNo>
      <Courier>1</Courier>
      <CourierName>DHL</CourierName>
      <SettlementDays>30</SettlementDays>
      <SettlementDiscount>2.5</SettlementDiscount>
      <GlobalNominalCode>4000</GlobalNominalCode>
      <GlobalTaxCode>1</GlobalTaxCode>
      <GlobalDetails>Sales</GlobalDetails>
      <GlobalDepartment>1</GlobalDepartment>
      <Custom1>Dave</Custom1>
      <Custom2>PO: 123</Custom2>
      <Custom3>Shopify</Custom3>
   </Invoice>
  </Invoices>
</Company>

Payment Details

Sage Field	XML Field	Example	Field Type	Field Length	Input
Payment Ref	PaymentRef	PayPal	string	30	Optional
Bank Account	BankAccount	1200	string	8	Optional
Payment Amount	PaymentAmount	100	double	-	Optional
PaymentType	PaymentType*	SalesReceipt	enum	-	Optional

PaymentType* - This field can either be:-
SalesReceipt - When the invoice is posted the payment will be created on the account and allocated
SalesReceiptOnAccount - will create the payment on the account when the invoice is posted but will not allocate

<?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">
  <Invoices>
    <Invoice>
      <PaymentRef>PayPal</PaymentRef>
      <BankAccount>1200</BankAccount>
      <PaymentAmount>31.36</PaymentAmount>
      <PaymentType>SalesReceipt</PaymentType>
    </Invoice>
  </Invoices>
</Company>

Details - Items

We support importing stock items, service items, special lines (S1, S2 and S3) and message lines (M).

Sage Field	XML Field	Example	Field Type	Field Length	Input
Product Code	Sku*	PROD001	string	30	Required
Description	Name*	Sample Product	string	60	Optional
Details	Details*	This is a Service Invoice product	string	60	Optional
Comment 1	Description	This is a sample product	string	60	Optional
Comment 2	Comments	A sample	string	60	Optional
Units	UnitOfSale	Each	string	8	Optional
Quantity	QtyOrdered	1	double	-	Required
Unit Price	UnitPrice*	20	double	-	Optional
Discount %	UnitDiscountPercentage	10	double	-	Optional
Discount	UnitDiscountAmount	2	double	-	Optional
Nominal Code	NominalCode*	4000	string	8	Optional
Tax Code	TaxCode*	1	int	2	Optional
VAT	TotalTax*	4.00	double	-	Optional
Department	Department	1	int	2	Optional
Item Type	Type*	Stock	enum	8	Optional
Make negative	IsNegativeLine*	false	boolean	-	Optional
Line Information	Reference	Sample Job	string	60	Optional

Sku* - Required when importing the following InvoiceType:-
ProductInvoice
ProductCredit
ProductProforma
ProductQuotation
Name* - If not specified, Zynk will use the description from the product record.
Details* - For Service Invoices Only. Used to capture service line information.
UnitPrice* - If not specified, Zynk will use the sales price from the product record.
NominalCode* - If not specified, Zynk will use the default nominal code associated with the product, or the default nominal code associated with the customer if the 'Use Default Nominal Code for Sales' option is enabled on the customer record.
TaxCode* - If not specified, Zynk will use the default tax code associated with the product, or the default tax code associated with the customer if the 'Use Default Tax Code for Sales' option is enabled on the customer record.
TotalTax* - The VatAmendable field at the Invoice level must be set to true to be able set the VAT amount in Sage.
Type* - Only used with Auto Create Products. Acceptable values are Stock, NonStock and Service
IsNegativeLine* - The unit price should always be specified as a positive number. Set this to true to import the unit price as a negative amount.

<?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">
  <Invoices>
    <Invoice>
     <InvoiceItems>
        <Item>
          <Sku>PROD001</Sku>
          <Name>Sample Product</Name>
          <Description>This is a sample product</Description>
          <Comments>A sample</Comments>
          <UnitOfSale>Each</UnitOfSale>
          <QtyOrdered>1</QtyOrdered>
          <UnitPrice>20.00</UnitPrice>
          <UnitDiscountPercentage>10</UnitDiscountPercentage>
          <UnitDiscountAmount>2.00</UnitDiscountAmount>
          <NominalCode>4000</NominalCode>
          <TaxCode>1</TaxCode>
          <TotalTax>4.00</TotalTax>
          <Department>1</Department>
          <Type>Stock</Type>
          <IsNegativeLine>false</IsNegativeLine>
          <Reference>Sample Job</Reference>
        </Item>
      </InvoiceItems>
    </Invoice>
  </Invoices>
</Company>