Sage 50 US Sales Invoice XML

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

Tasks

XML

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

Complete import file for creating a sales invoice:-

<?xml version="1.0" encoding="utf-8"?>
<ArrayOfSalesInvoice xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <SalesInvoice Operation="Create">
    <ExternalId />
    <ReferenceNumber />
    <Date>2020-03-15T00:00:00</Date>
    <ShipDate>2020-03-15T00:00:00</ShipDate>
    <CustomerReference>HOLLAND</CustomerReference>
    <AccountReference>11000-00</AccountReference>
    <ShipToAddress>
      <Name />
      <Address>
        <Address1 />
        <Address2 />
        <City />
        <State />
        <Zip />
        <Country />
        <SalesTaxCode />
      </Address>
    </ShipToAddress>
    <ShipVia>None</ShipVia>
    <TermsDescription>2% 10, Net 30 Days</TermsDescription>
    <InternalNote />
    <DiscountAmount>10.0000000000000000000</DiscountAmount>
    <CustomerPurchaseOrderNumber />
    <DiscountDate>2020-03-25T00:00:00</DiscountDate>
    <SalesTaxCodeReference>GACOBB</SalesTaxCodeReference>
    <FreightAmount>0</FreightAmount>
    <FreightAccountReference>57500-00</FreightAccountReference>
    <PrintCustomerNoteAfterLineItems>false</PrintCustomerNoteAfterLineItems>
    <CustomerNote />
    <StatementNote />
    <DropShop>false</DropShop>
    <SalesInvoiceOrderLines SalesOrderKey='3ff80f5a-d4c2-4e9c-9151-4ca9e3fa87d1' SalesOrderExternalId="105280" SalesOrderReferenceNumber="29471">
      <SalesInvoiceOrderLine>
        <AccountReference>40000-LS</AccountReference>
        <Description>Group Prep and Cultivation Service</Description>
        <InventoryItemReference>LAND-17700</InventoryItemReference>
        <JobReference>BEATTY</JobReference>
        <Quantity>10.00</Quantity>
        <UnitPrice>30</UnitPrice>
      </SalesInvoiceOrderLine>
    </SalesInvoiceOrderLines>
    <SalesInvoiceLines>
      <SalesInvoiceLine>
        <AccountReference>40000-LS</AccountReference>
        <Description>Weekly Landscaping Service</Description>
        <InventoryItemReference>LAND-17100</InventoryItemReference>
        <JobReference>BEATTY</JobReference>
        <Quantity>4.00</Quantity>
        <UnitPrice>50</UnitPrice>
        <SalesTaxType>2</SalesTaxType>
      </SalesInvoiceLine>
      <SalesInvoiceLine>
        <AccountReference>40000-LS</AccountReference>
        <Description>Group Prep and Cultivation Service</Description>
        <InventoryItemReference>LAND-17700</InventoryItemReference>
        <JobReference>BEATTY</JobReference>
        <Quantity>10.00</Quantity>
        <UnitPrice>30</UnitPrice>
        <SalesTaxType>2</SalesTaxType>
      </SalesInvoiceLine>
    </SalesInvoiceLines>
    <InvoiceType>Invoice</InvoiceType>
    <DateDue>2020-04-14T00:00:00</DateDue>
  </SalesInvoice>
</ArrayOfSalesInvoice>

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 sales invoice record as viewed within Sage 50 US.

Operation

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

  • Create - Indicates that a new sales invoice 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 sales invoice should be updated in Sage. Please note that we don't support updating the 'Customer ID', or the 'Invoice No' fields, but all other fields can be updated.

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

Sage Field XML Field Example Field Type Field Length Input
N/A ExternalId* 123 string 255 Optional
Invoice No ReferenceNumber 10322 string 20 Optional
N/A Key* 9683178a-43f4-4c47-b27f-e6e9f45dc8c3 guid - Optional
  • ExternalId* - The sales invoice 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 Sales Invoices task.
<?xml version="1.0" encoding="utf-8"?>
<ArrayOfSalesInvoice xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <SalesInvoice Operation="Update">
    <ExternalId>123</ExternalId>
    <ReferenceNumber>10322</ReferenceNumber>
    <Key>9683178a-43f4-4c47-b27f-e6e9f45dc8c3</Key>
  </SalesInvoice>
</ArrayOfSalesInvoice>

Specifying The Customer Record

When importing invoices you have three options to specify the related customer record: 

  • If you know the customer reference you can specify this in the XML. The customer reference must already exist in Sage.
  • If you are importing customers from a third party system into Sage via Zynk, you can use the AccountExternalId field to provide the ExternalId value that was used at the time the customer was imported into Sage. As long as the customer record has been imported by Zynk, either on a different run or further up in the workflow, Zynk will be able to match the external id to the Sage assigned id. Note any lookups done by Zynk are done per workflow, if you have multiple workflows importing data they will each have their own unique database so lookups will not work between the two.
  • If you know the name or account number of the customer, you can enable the Match Customers On setting on the Import Sales Invoices task and specify one or both of these values in the XML.

The following sample shows the different methods.

<?xml version="1.0" encoding="utf-8"?>
<ArrayOfSalesInvoice xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <SalesInvoice>
    <CustomerReference>ALDRED</CustomerReference> <!-- If you know the customer reference -->
    <AccountExternalId>456</AccountExternalId> <!-- If Zynk is importing customers into Sage, and is setting ExternalId to a third party database id of the customer -->
    <Customer>
      <AccountNumber>ALDRED-0001</AccountNumber> <!-- If you know customer's account number -->
      <Name>Aldred</Name> <!-- If you know customer's account name -->
    </Customer>
  </SalesInvoice>
</ArrayOfSalesInvoice>

The following sample shows how to set the ExternalId when importing a customer into Sage, via the Import Customers task.

<?xml version="1.0" encoding="utf-8"?>
<ArrayOfCustomer xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <Customer>
    <ExternalId>456</ExternalId> <!-- Third party database id of customer -->
    <Id>ALDRED</Id> <!-- Either third party generated or Sage generated customer id -->
  </Customer>
</ArrayOfCustomer>

Main Sales Invoice Fields

The below will let you specify the main fields required for a sales invoice record.

Sage Field XML Field Example Field Type Field Length Input
N/A ExternalId 123 string 255 Optional
N/A AccountExternalId 456 string 255 Optional
Customer ID CustomerReference ARMSTRONG string 20 Required, must exist in Sage as a customer
Name ShipToAddress/Name Harding Consulting string 39 Optional
Address Line 1 ShipToAddress/Address1 2300 Club Drive string 30 Optional
Address Line 2 ShipToAddress/Address2 Suite A string 30 Optional
City ShipToAddress/City Norcross string 20 Optional
St ShipToAddress/State GA string 2 Optional
Zip ShipToAddress/Zip 30093 string 12 Optional
Country ShipToAddress/Country USA string 15 Optional
Invoice Date Date 2015-03-02T00:00:00 datetime - Optional, defaults to day of import
Ship Date ShipDate 2015-03-03T00:00:00 datetime - Optional
Due Date* DateDue 2015-04-02T00:00:00 datetime - Optional
Invoice 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 false bool - Optional
Customer PO CustomerPurchaseOrderNumber PO431013 string 20 Optional
Ship via* ShipVia None string 20 Optional
Sales rep* SalesRepresentativeReference SPRICHARD string 20 Optional
A/R account* AccountReference 11000-00 string 15 Optional
Sales tax* SalesTaxCodeReference GAGWINN string 8 Optional
Freight FreightAmount 0 decimal - Optional
Freight account FreightAccountReference 57500-00 string 15 Optional
Customer Note CustomerNote Leave by the door string 2000 Optional
Print* PrintCustomerNoteAfterLineItems false bool - Optional
Statement Note StatementNote Leave by the door string 160 Optional
Internal Note InternalNote Leave by the door string 2000 Optional
  • Due Date* - if not specified, it will default to the invoice date plus the number of days defined within the default payment terms settings in Sage
  • Ship via* - can only be what you have setup in Inventory Item Defaults on the Taxes/Shipping tab
  • Sales rep* - can only be what you have setup in Sage under Maintain Employees & Sales Reps.
  • A/R account* - can only be what you have setup in Sage under Maintain Chart of Accounts.
  • Sales Tax* - can only be what you have setup in Sage under Maintain -> Sales Taxes
  • 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"?>
<ArrayOfSalesInvoice xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <SalesInvoice>
    <ExternalId>123</ExternalId>
    <CustomerReference>ARMSTRONG</CustomerReference>
    <ShipToAddress>
      <Name>Harding Consulting</Name>
      <Address>
        <Address1>2300 Club Drive</Address1>
        <Address2>Suite A</Address2>
        <City>Norcross</City>
        <State>GA</State>
        <Zip>30093</Zip>
        <Country>USA</Country>
      </Address>
    </ShipToAddress>
    <Date>2015-03-02T00:00:00</Date>
    <ShipDate>2015-03-03T00:00:00</ShipDate>
    <DateDue>2015-04-02T00:00:00</DateDue>
    <ReferenceNumber>10322</ReferenceNumber>
    <IsDropShip>false</IsDropShip>
    <CustomerPurchaseOrderNumber>PO431013</CustomerPurchaseOrderNumber>
    <ShipVia>None</ShipVia>
    <SalesRepresentativeReference>SPRICHARD</SalesRepresentativeReference>
    <AccountReference>11000-00</AccountReference>
    <SalesTaxCodeReference>GAGWINN</SalesTaxCodeReference>
    <FreightAmount>0</FreightAmount>
    <FreightAccountReference>57500-00</FreightAccountReference>
    <CustomerNote>Leave by the door</CustomerNote>
    <PrintCustomerNoteAfterLineItems>false</PrintCustomerNoteAfterLineItems>
    <StatementNote>Thank you for choosing Bellwether Garden Supply!</StatementNote>
    <InternalNote>Leave by the door<InternalNote>
  </SalesInvoice>
</ArrayOfSalesInvoice>

Terms Fields

The below will let you specify the terms fields for a sales invoice record.

Sage Field XML Field Example Field Type Field Length Input
Discount Amount DiscountAmount 1.00 decimal 15 Optional
Discount Date DiscountDate 2015-03-25T00:00:00 string 15 Optional
Displayed Terms TermsDescription 2% 10, Net 30 Days string 2000 Optional 
<?xml version="1.0" encoding="utf-8"?>
<ArrayOfSalesInvoice xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <SalesInvoice>
    <DiscountAmount>1.00</DiscountAmount>
    <DiscountDate>2015-03-25T00:00:00</DiscountDate>
    <TermsDescription>2% 10, Net 30 Days</TermsDescription>
  </SalesInvoice>
</ArrayOfSalesInvoice>

Apply To Sales Order Line Fields

The below will let you specify the 'apply to sales order' line item fields required for a sales invoice. You can provide multiple SalesInvoiceOrderLine elements as children of the SalesInvoiceOrderLines element.

When updating an existing invoice in Sage, the following behaviour applies to the sales invoice lines:

  • If one or more SalesInvoiceOrderLine elements are provided, any existing lines will be removed from the 'Apply To Sales Order' tab in Sage. The lines you have provided in the XML will then be added to the 'Apply To Sales Order' tab.
  • If no SalesInvoiceOrderLine 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
SO* @SalesOrderKey 3ff80f5a-d4c2-4e9c-9151-4ca9e3fa87d1 guid - Dependant
SO* @SalesOrderExternalId 105280 string 255 Dependant
SO* @SalesOrderReferenceNumber 29471 string 20 Dependant
Item InventoryItemReference LAND-17700 string 20 Optional
Received Quantity 10.00 decimal - Optional
Description Description Group Prep and Cultivation Service string 30 Optional
GL Account* AccountReference 40000-LS string 15 Optional
Unit Price UnitPrice 30 decimal - Optional, must be 0 if Quantity is 0
Job* JobReference BEATTY string 20 Optional
  • SO* - At least one of the following attributes must be specified to identify which sales order the lines relate to: SalesOrderKey, SalesOrderExternalId, SalesOrderReferenceNumber.
  • Job* - can only be what you have setup in Sage under Maintain Jobs.
  • GL Account* - can only be what you have setup in Sage under Maintain Chart of Accounts.
<?xml version="1.0" encoding="utf-8"?>
<ArrayOfSalesInvoice>
  <SalesInvoice xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema">
    <SalesInvoiceOrderLines SalesOrderKey='3ff80f5a-d4c2-4e9c-9151-4ca9e3fa87d1' SalesOrderExternalId="105280" SalesOrderReferenceNumber="29471">
      <SalesInvoiceOrderLine>
        <InventoryItemReference>LAND-17700</InventoryItemReference>
        <Quantity>10.00</Quantity>
        <Description>Group Prep and Cultivation Service</Description>
        <AccountReference>40000-LS</AccountReference>
        <UnitPrice>30</UnitPrice>
        <JobReference>BEATTY</JobReference>
      </SalesInvoiceOrderLine>
    </SalesInvoiceOrderLines>
  </SalesInvoice>
</ArrayOfSalesInvoice>

Apply To Sales Line Fields

The below will let you specify the sales item line fields required for a sales invoice. You can provide multiple SalesInvoiceLine elements as children of the SalesInvoiceLines element.

When updating an existing invoice in Sage, the following behaviour applies to the sales invoice lines:

  • If one or more SalesInvoiceLine elements are provided, any existing lines will be removed from the 'Apply to Sales Line' tab in Sage. The lines you have provided in the XML will then be added to the 'Apply to Sales Line' tab.
  • If no SalesInvoiceLine 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 1 decimal - Optional
Item InventoryItemReference FERT-16160 string 20 Optional
Description Description Lawn and Turf Care Service string 30 Optional
Unit Price UnitPrice 9.99 decimal - Optional, must be 0 if Quantity is 0
Tax SalesTaxType 1 int - Optional
Job* JobReference SHARP string 20 Optional
GL Account* AccountReference 40000-LS string 15 Optional
  • Job* - can only be what you have setup in Sage under Maintain Jobs.
  • GL Account* - can only be what you have setup in Sage under Maintain Chart of Accounts.
<?xml version="1.0" encoding="utf-8"?>
<ArrayOfSalesInvoice>
  <SalesInvoice xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema">
    <SalesInvoiceLines>
      <SalesInvoiceLine>
        <Quantity>1</Quantity>
        <InventoryItemReference>FERT-16160</InventoryItemReference>
        <Description>Lawn and Turf Care Service</Description>
        <UnitPrice>9.99</UnitPrice>
        <SalesTaxType>1</SalesTaxType>
        <JobReference>SHARP</JobReference>
        <AccountReference>40000-LS</AccountReference>
      </SalesInvoiceLine>
    </SalesInvoiceLines>
  </SalesInvoice>
</ArrayOfSalesInvoice>