Sage 50 UK Sales Order XML

Import Sales 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">
  <SalesOrders>
    <SalesOrder>
      <Id>123</Id>
      <AccountReference>JOE001</AccountReference>
      <SalesOrderDate>2014-01-01T00:00:00</SalesOrderDate>
      <VatInclusive>true</VatInclusive>
      <SalesOrderAddress>
        <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>
      </SalesOrderAddress>
      <SalesOrderDeliveryAddress>
        <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>
      </SalesOrderDeliveryAddress>
      <SalesOrderItems>
        <Item>
          <Sku>TEST01</Sku>
          <QtyOrdered>1</QtyOrdered>
          <UnitPrice>200</UnitPrice>
        </Item>
      </SalesOrderItems>
    </SalesOrder>
  </SalesOrders>
</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.

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 Customer. 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">
  <SalesOrders>
    <SalesOrder>
      <CustomerId>123</CustomerId>
      <AccountReference>JOE001</AccountReference>
    </SalesOrder>
  </SalesOrders>
</Company>

Details

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 SalesOrderNumber 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 SalesOrderDate.

Sage Field	XML Field	Example	Field Type	Field Length	Input
-	Id	123	string	255	Optional
Order No.	SalesOrderNumber*	123	string	7	Optional
Date	SalesOrderDate*	2014-01-01T00:00:00	datetime	8	Optional
Type	SalesOrderType*	ProductInvoice	enum	-	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 & Wear	string	60	Optional
Address 5	Postcode	NE2 3AE	string	60	Optional
Customer Tel. No.*	Telephone	0845 123 2920	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

SalesOrderNumber* - Only used if the Use Manual Sales Order Number setting is enabled on the task, otherwise the next available sales order number will be used instead.
SalesOrderDate* - If this is not provided, it will default to today's date.
SalesOrderType* - This field can be either ProductInvoice, SopInvoice, SopQuote, SopProforma. Defaults to ProductInvoice.
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.
Customer Contact* / FullName - This field is on the Order Details tab not Details, but included in the SalesOrderAddress. This field is not set directly in the XML, but is built up of Title, Forename, Middlename, Surname and Suffix.
Customer Tel. No.* - This field is on the Order Details tab not Details, but included in the SalesOrderAddress.

<?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">
  <SalesOrders>
    <SalesOrder>
      <Id>123</Id>
      <SalesOrderNumber>123</SalesOrderNumber>
      <SalesOrderDate>2014-01-01T00:00:00</SalesOrderDate>
      <SalesOrderType>ProductInvoice</SalesOrderType>
      <Currency>EUR</Currency>
      <ForeignRate>1.5</ForeignRate>
      <VatInclusive>true</VatInclusive>
      <VatAmendable>true</VatAmendable>
      <SalesOrderAddress>
        <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 &amp; Wear</County>
        <Telephone>0845 123 2920</Telephone>
      </SalesOrderAddress>
      <NetValueDiscountDescription>Website Discount</NetValueDiscountDescription>
      <NetValueDiscountComment1>January Offer</NetValueDiscountComment1>
      <NetValueDiscountComment2>10% Off</NetValueDiscountComment2>
      <NetValueDiscountPercent>10</NetValueDiscountPercent>
      <NetValueDiscount>1.80</NetValueDiscount>
    </SalesOrder>
  </SalesOrders>
</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
-	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 & 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
Due	DespatchDate	2014-01-01T00:00:00	datetime	-	Optional
Custom Field 1*	Custom1	Royal Mail Tracked	string	60	Optional
Custom Field 2*	Custom2	Next Day	string	60	Optional
Custom Field 3*	Custom3	DR35087BK923	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.
Custom Field* - These fields can be renamed via the settings in Sage, so may appear differently. The defaults are Analysis1, Analysis2 and Analysis3.
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 order 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">
  <SalesOrders>
    <SalesOrder>
      <CustomerOrderNumber>123</CustomerOrderNumber>
      <TakenBy>Website</TakenBy>
      <SalesOrderDeliveryAddress>
        <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 &amp; Wear</County>
      </SalesOrderDeliveryAddress>
      <Notes1>Website 1</Notes1>
      <Notes2>Leave next door</Notes2>
      <Notes3>Paid by PayPal</Notes3>
      <DespatchDate>2014-01-01T00:00:00</DespatchDate>
      <Custom1>Royal Mail Tracked</Custom1>
      <Custom2>Next Day</Custom2>
      <Custom3>DR35087BK923</Custom3>
      <OssReportType>UnionOSS</OssReportType>
      <OssCountryOfVat>FR</OssCountryOfVat>
    </SalesOrder>
  </SalesOrders>
</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	short	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

<?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">
  <SalesOrders>
    <SalesOrder>
      <Carriage>
        <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>
    </SalesOrder>
  </SalesOrders>
</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	Required and must equate to a valid Bank in Sage to populate Payment Details
Payment Amount	PaymentAmount	100	double	-	Required and greater than 0 to populate Payment Details
PaymentType	PaymentType*	SalesReceipt	enum	-	Required to populate Payment Details

PaymentType* - This field can either be:-
SalesReceipt* - will copy the payment information to the generate invoice. Once the invoice is posted the payment will be created on the account and allocated
PaymentAlreadyReceived* - will check the Payment already received radio button on the Payment tab.

<?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">
  <SalesOrders>
    <SalesOrder>
      <PaymentRef>PayPal</PaymentRef>
      <BankAccount>1200</BankAccount>
      <PaymentAmount>31.36</PaymentAmount>
      <PaymentType>SalesReceipt</PaymentType>
    </SalesOrder>
  </SalesOrders>
</Company>

Invoices

Sage Field	XML Field	Example	Field Type	Field Length	Input
Date	InvoiceDate*	2014-01-01T00:00:00	datetime	-	Optional

InvoiceDate* - The Auto Despatch Orders task setting must be enabled for an invoice to be generated. If this setting is not enabled, providing an InvoiceDate will have no effect. If this setting is enabled, but an InvoiceDate is not provided, the date will default to the value in SalesOrderDate.

<?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">
  <SalesOrders>
    <SalesOrder>
      <InvoiceDate>2014-01-01T00:00:00</InvoiceDate>
    </SalesOrder>
  </SalesOrders>
</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
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
Line Information	Reference	Sample Job	string	60	Optional

Name* - If not specified, Zynk will use the description from the product record.
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 SalesOrder 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

<?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">
  <SalesOrders>
    <SalesOrder>
      <SalesOrderItems>
        <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>
          <Reference>Sample Job</Reference>
        </Item>
      </SalesOrderItems>
    </SalesOrder>
  </SalesOrders>
</Company>