Sage 50 UK Purchase Order XML

Import Purchase Orders allows you to create new orders with Sage 50, and optionally progress the order through the ordering process. We recommend that the Id field be populated by the unique id of the order from the external system, Zynk uses this field to track orders 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 order:

<?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">
  <PurchaseOrders>
    <PurchaseOrder>
      <Id>123</Id>
      <AccountReference>JOE001</AccountReference>
      <PurchaseOrderDate>2014-01-01T00:00:00</PurchaseOrderDate>
      <PurchaseOrderAddress>
        <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 and Wear</County>
      </PurchaseOrderAddress>
      <PurchaseOrderDeliveryAddress>
        <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 and Wear</County>
      </PurchaseOrderDeliveryAddress>
      <PurchaseOrderItems>
        <Item>
          <Sku>TEST01</Sku>
          <QtyOrdered>1</QtyOrdered>
          <UnitPrice>200</UnitPrice>
        </Item>
      </PurchaseOrderItems>
    </PurchaseOrder>
  </PurchaseOrders>
</Company>

In each of the following sections most of the XML has been omitted to make the samples easier to read, you will need to provide the above as a minimum to create an order. The whole structure of the Company schema is used below as a reference of where fields should be in the object model.

Order Details - Account Information

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

Sage Field	XML Field	Example	Field Type	Field Length	Input
-	SupplierId	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">
  <PurchaseOrders>
    <PurchaseOrder>
      <SupplierId>123</SupplierId>
      <AccountReference>JOE001</AccountReference>
    </PurchaseOrder>
  </PurchaseOrders>
</Company>

Order Details - Detail

All of the fields at the Order detail level are optional.

Depending on the settings of the import task you can set the Order no of the created order. If you have enabled Manual Order Numbering at the task level you can specify the PurchaseOrderNumber to use when creating the order, note this must be unique, and if already exists in Sage the order will not be imported. You can specify the Document date of the order using PurchaseOrderDate.

Sage Field	XML Field	Example	Field Type	Field Length	Input
-	Id	123	string	255	Optional
Order No.	PurchaseOrderNumber	123	string	60	Optional
Date	PurchaseOrderDate	2014-01-01T00:00:00	datetime	8	Required
Ref	Reference	123	string	7	Optional
Currency	Currency*	EUR	string	3	Optional
Foreign Rate	ForeignRate*	1.5	double	-	Optional
-	VatInclusive*	true	boolean	-	Optional
-	VatAmendable*	true	boolean	-	Optional
Name	Company*	Zynk Software Limited	string	60	Optional
Customer Contact	FullName*	Mr Joe E Harrison Jr.	string	30	Optional
-	Title	Mr	string	-	Optional
-	Forename	Joe	string	-	Optional
-	Middlename	E	string	-	Optional
-	Surname	Harrison	string	-	Optional
-	Suffix	Jr.	string	-	Optional
Address 1	Address1	Nelson House	string	60	Optional
Address 2	Address2	Fleming Business Centre	string	60	Optional
Address 3	Address3 + Town	Jesmond, Newcastle upon Tyne	string	60	Optional
Address 4	County	Tyne and Wear	string	60	Optional
Address 5	Postcode	NE2 3AE	string	60	Optional
Customer Tel. No.	Telephone*	0845 123 2920	string	60	Optional

Currency* - If this is not provided the account currency will be used. If it is provided but does not match the account currency the import will fail unless Convert to Account Currency is enabled on the task.
ForeignRate* - If this is not provided the exchange rate in Sage will be used.
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.
FullName* - This field is on the Order Details tab not Details, but included in the PurchaseOrderAddress. This field is not set directly in the XML, but is built up of Title, Forename, Middlename, Surname and Suffix.
Telephone* - This field is on the Order Details tab not Details, but included in thePurchaseOrderAddress.

<?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">
  <PurchaseOrders>
    <PurchaseOrder>
      <Id>123</Id>
      <PurchaseOrderNumber>123</PurchaseOrderNumber>
      <PurchaseOrderDate>2014-01-01T00:00:00</PurchaseOrderDate>
      <Reference>123</Reference>
      <Currency>EUR</Currency>
      <ForeignRate>1.5</ForeignRate>
      <VatInclusive>true</VatInclusive>
      <VatAmendable>true</VatAmendable>
      <PurchaseOrderAddress>
        <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>
      </PurchaseOrderAddress>
    </PurchaseOrder>
  </PurchaseOrders>
</Company>

Order Detail

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 supplier from Sage. The below fields will only affect the Purchase Order in Sage.

Sage Field	XML Field	Example	Field Type	Field Length	Input
Supplier Order No.	SupplierOrderNumber	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

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">
 <PurchaseOrders>
   <PurchaseOrder>
     <SupplierOrderNumber>123</SupplierOrderNumber>
     <TakenBy>Website</TakenBy>
     <PurchaseOrderDeliveryAddress>
       <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>
     </PurchaseOrderDeliveryAddress>
   </PurchaseOrder>
 </PurchaseOrders>
</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 Consign. No	ConsignmentNo	123	string	30	Optional
Carriage Tax Code	TaxCode	1	int	2	Optional
Carriage Department	Department	1	int	2	Optional
Carriage Courier	Courier	1	int	2	Optional
Settlement Days	SettlementDays	30	int	2	Optional
Settlement Discount %	SettlementDiscount	2.5	double	-	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">
  <PurchaseOrders>
    <PurchaseOrder>
      <Carriage>
        <QtyOrdered>1</QtyOrdered>
        <UnitPrice>10</UnitPrice>
        <NominalCode>4905</NominalCode>
        <TaxCode>1</TaxCode>
        <Department>1</Department>
      </Carriage>
      <ConsignmentNo>123</ConsignmentNo>
      <Courier>1</Courier>
      <SettlementDays>30</SettlementDays>
      <SettlementDiscount>2.5</SettlementDiscount>
    </PurchaseOrder>
  </PurchaseOrders>
</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	Required
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
Line Information	Reference	Sample Job	string	60	Optional
Project Ref	ProjectRef*	PROJ0001	string	12	Optional
Cost Code	ProjectCostItem*	LAB1	string	8	Required if ProjectRef specified
Due Date	RequestedDeliveryDate	2021-12-10T00:00:00	datetime	-	Optional

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 supplier. If no default nominal code is found for the supplier, Zynk will use the default nominal code associated with the product record.
TaxCode* - If not specified, Zynk will use the default tax code associated with the product, or the default tax code associated with the supplier if the 'Use Default Tax Code for Sales' option is enabled on the customer record.
TotalTax* - The VatAmendable field at the PurchaseOrder level must be set to true to be able set the VAT amount in Sage.
ProjectRef* - Will automatically create a project with the specified reference if it does not already exist.
ProjectCostItem* - Must already exist in Sage.

<?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">
  <PurchaseOrders>
    <PurchaseOrder>
     <PurchaseOrderItems>
       <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>
          <Reference>Sample Job</Reference>
          <ProjectRef>PROJ0001</ProjectRef>
          <ProjectCostItem>LAB1</ProjectCostItem>
          <RequestedDeliveryDate>2021-12-10T00:00:00</RequestedDeliveryDate>
       </Item>
      </PurchaseOrderItems>
    </PurchaseOrder>
  </PurchaseOrders>
</Company>