Sage 50 US Purchase Order XML

The Import Purchase Orders task allows you to create new purchase orders, or update existing purchase orders in Sage 50 US. We recommend that the ExternalId field be populated by the unique id of the order from the external system, Zynk uses this field to track purchase orders already imported to prevent duplicates being created in Sage.

Tasks

Tasks

Any Sage fields not documented below are not supported with our exports, if there are additional fields you need contact us at [email protected].

Complete import file for creating a purchase order:-

<?xml version="1.0" encoding="utf-8"?>
<ArrayOfPurchaseOrder xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <PurchaseOrder Operation="Create">
    <ExternalId />
    <Key>2ff80f5a-d4c2-4e9c-9151-4ca9e3fa87de</Key>
    <ReferenceNumber />
    <Date>2015-03-15T00:00:00</Date>
    <AccountReference>20000-00</AccountReference>
    <ShipToAddress>
      <Name>Bellwether Garden Supply</Name>
      <Address>
        <Address1>1505 Pavilion Place</Address1>
        <Address2 />
        <City>Norcross</City>
        <State>GA</State>
        <Zip>30093-3203</Zip>
        <Country>USA</Country>
      </Address>
    </ShipToAddress>
    <ShipVia>None</ShipVia>
    <TermsDescription>2% 10, Net 30 Days</TermsDescription>
    <InternalNote />
    <VendorReference>SOGARDEN</VendorReference>
    <PrintVendorNoteAfterLineItems>false</PrintVendorNoteAfterLineItems>
    <VendorNote />
    <MainAddress>
      <Name>Southern Garden Wholesale</Name>
      <Address>
        <Address1>4555 Oakland Park Blvd.</Address1>
        <Address2 />
        <City>Atlanta</City>
        <State>GA</State>
        <Zip>30312</Zip>
        <Country>USA</Country>
      </Address>
    </MainAddress>
    <GoodThroughDate>2015-04-14T00:00:00</GoodThroughDate>
    <IsDropShip>false</IsDropShip>
    <PurchaseOrderLines>
      <PurchaseOrderLine>
        <AccountReference>12000-00</AccountReference>
        <Amount>215.8500000000000000000</Amount>
        <Description>Catalog # LM400500 Rotary Lawn Mower - 3HP</Description>
        <IsUsed>true</IsUsed>
        <InventoryItemReference>EQLW-14130</InventoryItemReference>
        <Quantity>3.0000000000000000000</Quantity>
        <UnitPrice>71.9500000000000000000</UnitPrice>
        <QuantityReceived>0.0000000000000000000</QuantityReceived>
      </PurchaseOrderLine>
    </PurchaseOrderLines>
  </PurchaseOrder>
</ArrayOfPurchaseOrder>

In each of the following sections most of the XML has been omitted to make the samples easier to read.  The sections have been broken up into the various sections of the purchase order record as viewed within Sage 50 US.

Operation

When importing orders you can specify whether you would like to create a new order, or update an existing order, via the Operation attribute on each record. It can have one of the following values:

  • Create - Indicates that a new purchase order should be created in Sage. If an Operation attribute isn't specified in the XML, it will default to "Create".
  • Update - Indicates that an existing purchase order should be updated in Sage. Please note that we don't support updating the 'Vendor ID', 'Customer ID', or the 'PO No' fields, but all other fields can be updated.

In order to update an existing purchase order, you must provide at least one of the following fields in your XML to identify which purchase order you want to update.

Sage Field XML Field Example Field Type Field Length Input
N/A  ExternalId* 123 string 255 Optional
PO No ReferenceNumber 10322 string 20 Optional
N/A Key* 9683178a-43f4-4c47-b27f-e6e9f45dc8c3  guid - Optional
  • ExternalId* - The purchase order must have been imported into Sage by the same Zynk workflow for matching by ExternalId to work.
  • Key* - This is the unique identifier from the Sage database. The value can only be seen in the output from the Export Purchase Orders task.
<?xml version="1.0" encoding="utf-8"?>
<ArrayOfPurchaseOrder xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <PurchaseOrder Operation="Update">
    <ExternalId>123</ExternalId>
    <ReferenceNumber>10322</ReferenceNumber>
    <Key>9683178a-43f4-4c47-b27f-e6e9f45dc8c3</Key>
  </PurchaseOrder>
</ArrayOfPurchaseOrder>

Specifying The Vendor Record

When importing purchase orders you must specify the related vendor record, by providing the vendor reference. The vendor reference must already exist in Sage.  

<?xml version="1.0" encoding="utf-8"?>
<ArrayOfPurchaseOrder xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <PurchaseOrder>
    <VendorReference>SOGARDEN</VendorReference>
  </PurchaseOrder>
</ArrayOfPurchaseOrder>

Main Purchase Order Fields

The below will let you specify the main fields required for a purchase order record.

Sage Field XML Field Example Field Type Field Length Input
N/A ExternalId 123 string 255 Optional
Vendor ID VendorReference SOGARDEN string 20 Required, must exist in Sage as a vendor
Customer ID* CustomerReference ARMSTRONG string 20 Optional, if provided it must exist in Sage as a customer
Remit to > Name MainAddress/Name Southern Garden Wholesale  string 39 Optional
Remit to > Address Line 1 MainAddress/Address1 4555 Oakland Park Blvd. string 30 Optional
Remit to > Address Line 2 MainAddress/Address2 Suite A string 30 Optional
Remit to > City MainAddress/City Atlanta string 20 Optional
Remit to > St MainAddress/State GA string 2 Optional
Remit to > Zip MainAddress/Zip 30312 string 12 Optional
Remit to > Country  MainAddress/Country  USA string 15 Optional
Ship to > Name ShipToAddress/Name Bellwether Garden Supply  string 39 Optional
Ship to > Address Line 1 ShipToAddress/Address1 1505 Pavilion Place string 30 Optional
Ship to > Address Line 2 ShipToAddress/Address2 Suite A string 30 Optional
Ship to > City ShipToAddress/City Norcross string 20 Optional
Ship to > St ShipToAddress/State GA string 2 Optional
Ship to > Zip ShipToAddress/Zip 30093-3203 string 12 Optional
Ship to > Country  ShipToAddress/Country  USA string 15 Optional
Date Date 2023-01-31T00:00:00  datetime - Optional, defaults to day of import
Good thru GoodThroughDate  2023-02-31T00:00:00  datetime  - Optional, defaults to day of import  
PO No ReferenceNumber 10322 string 20 Optional, if provided must be unique, if left out will use the next available number from Sage
Drop ship IsDropShip  true bool - Optional
Terms TermsDescription Net 30 Days string 35 Optional
Ship via* ShipVia None string 20 Optional
A/P account* AccountReference  20000-00  string 15 Optional
Vendor Note VendorNote  Leave by the door string 2000 Optional
Print* PrintVendorNoteAfterLineItems  false bool - Optional
Internal Note InternalNote Leave by the door string 2000 Optional
  • Customer ID* - can only be set when the 'Drop ship' field is true
  • Ship via* - can only be what you have setup in Inventory Item Defaults on the Taxes/Shipping tab
  • A/R account* - can only be what you have setup in Sage under Maintain Chart of Accounts
  • Print* - set to false to use print Before Line Items, set to true to use print After Line Items
<?xml version="1.0" encoding="utf-8"?>
<ArrayOfPurchaseOrder xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <PurchaseOrder>
    <ExternalId>123</ExternalId>
    <VendorReference>SOGARDEN</VendorReference>
    <MainAddress>
      <Name>Southern Garden Wholesale</Name>
      <Address>
        <Address1>4555 Oakland Park Blvd.</Address1>
        <Address2>Suite A</Address2>
        <City>Atlanta</City>
        <State>GA</State>
        <Zip>30312</Zip>
        <Country>USA</Country>
      </Address>
    </MainAddress>
    <ShipToAddress>
      <Name>Bellwether Garden Supply</Name>
      <Address>
        <Address1>1505 Pavilion Place</Address1>
        <Address2 />
        <City>Norcross</City>
        <State>GA</State>
        <Zip>30093-3203</Zip>
        <Country>USA</Country>
      </Address>
    </ShipToAddress>
    <Date>2023-01-31T00:00:00</Date>
    <GoodThroughDate>2023-02-31T00:00:00</GoodThroughDate>
    <ReferenceNumber>10322</ReferenceNumber>
    <IsDropShip>true</IsDropShip>
    <TermsDescription>Net 30 Days</TermsDescription>
    <ShipVia>None</ShipVia>
    <AccountReference>20000-00</AccountReference>
    <VendorNote>Leave by the door</VendorNote>
    <PrintVendorNoteAfterLineItems>false</PrintVendorNoteAfterLineItems>
    <InternalNote>Leave by the door</InternalNote>
  </PurchaseOrder>
</ArrayOfPurchaseOrder>

Item Line Fields

The below will let you specify the item line fields required for a purchase order line. You can provide multiple PurchaseOrderLine elements as children of the PurchaseOrderLines element.

When updating an existing order in Sage, the following behaviour applies to the purchase order lines:

  • If one or more PurchaseOrderLine elements are provided, any existing lines will be removed from Sage. The lines you have provided in the XML will then be added to the purchase order.
  • If no PurchaseOrderLine elements are provided, no changes will be made to the lines. Any existing lines in Sage will be preserved.
Sage Field XML Field Example Field Type Field Length Input
Quantity Quantity 2 decimal - Optional
Item InventoryItemReference BOOK-11010 string 20 Optional
Description Description Bell-Grow Series: Gardening Handbook (Madison) string 30 Optional
GL Account* AccountReference 40000-BK string 15 Optional
Unit Price UnitPrice 29.95 decimal - Optional, must be 0 if Quantity is 0
Job* JobReference SHARP  string 20 Optional
  • GL Account* - can only be what you have setup in Sage under Maintain Chart of Accounts.
  • Job* - can only be what you have setup in Sage under Maintain Jobs.
<?xml version="1.0" encoding="utf-8"?>
<ArrayOfPurchaseOrder xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <PurchaseOrder>
    <PurchaseOrderLines>
      <PurchaseOrderLine>
        <Quantity>2.00</Quantity>
        <InventoryItemReference>BOOK-11010</InventoryItemReference>
        <Description>Bell-Grow Series: Gardening Handbook (Madison)</Description>
        <AccountReference>40000-BK</AccountReference>
        <UnitPrice>29.95</UnitPrice>
        <JobReference>SHARP</JobReference>  
      </PurchaseOrderLine>
    </PurchaseOrderLines>
  </PurchaseOrder>
</ArrayOfPurchaseOrder>