Sage Accounting Purchase Invoice XML

Tasks

• Export Purchase Invoices from Sage Business Cloud Accounting
• Import Purchase Invoices to Sage Business Cloud Accounting

XML

Any Sage Accounting fields not documented below are not supported with our uploads.

A complete example of the XML is shown below. This represents the minimum information required to create a purchase invoice record in Sage Accounting:

<?xml version="1.0" encoding="utf-8"?>
<sage_one_company
  xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
  xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <purchase_invoices>
    <purchase_invoice>
      <contact>
        <reference>ZYNK0001</reference>
      </contact>
      <due_date>2024-01-31</due_date>
      <main_address>
        <address_line_1>Zynk Software</address_line_1>
        <address_line_2>6-8 Charlotte Square</address_line_2>
        <city>Newcastle upon Tyne</city>
        <region>Tyne &amp; Wear</region>
        <postal_code>NE1 4XF</postal_code>
        <country>
          <id>GB</id>
        </country>
      </main_address>
      <invoice_lines>
        <invoice_line>
          <description>Free text item</description>
          <ledger_account>
            <nominal_code>5000</nominal_code>
          </ledger_account>
          <quantity>1</quantity>
          <unit_price>10</unit_price>
          <tax_rate>
            <id>GB_STANDARD</id>
          </tax_rate>
        </invoice_line>
      </invoice_lines>
    </purchase_invoice>
  </purchase_invoices>
</sage_one_company>

Invoice Identification

The following fields are use to identify the purchase invoice to create/update. If neither are provided, a new invoice will always be created.

Sage Field	XML Field	Example	Field Type	Input	Notes
-	id	be4eca91e41411e7aa730a57719b2edb	GUID	Optional	Sage's unique invoice ID.
-	external_id	inv-0001	string	Optional	The ID of this record from the source data. Will be stored in Zynk's truth table.

<?xml version="1.0" encoding="utf-8"?>
<sage_one_company
  xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
  xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <purchase_invoices>
    <purchase_invoice>
      <id>be4eca91e41411e7aa730a57719b2edb</id>
      <external_id>inv-0001</external_id>
    </purchase_invoice>
  </purchase_invoices>
</sage_one_company>

Supplier Selection

Each invoice must be assigned to an existing supplier in Sage. At least one of following fields must be provided to identify the supplier to assign the invoice to. If more than one is provided, Zynk will look for a match based on each field in turn, in the order they are listed below.

Sage Field	XML Field	Example	Field Type	Input	Notes
Reference	contact/reference	ZYNK0001	string	Optional
-	contact/id	8a9b4b1f174c11e691e20a5d7cf84c3e	GUID	Optional	Sage's unique supplier ID.
-	contact/external_id	1234567	string	Optional	The ID of the supplier from the source data. Will only work if the supplier was imported into Sage via Zynk, and the same external_id was provided.
Company / Name	contact/name	Zynk Software	string	Optional
Main Contact > Email	contact/email	[email protected]	string	Optional

<?xml version="1.0" encoding="utf-8"?>
<sage_one_company
  xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
  xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <purchase_invoices>
    <purchase_invoice>
      <contact>
        <reference>ZYNK0001</reference>
        <id>8a9b4b1f174c11e691e20a5d7cf84c3e</id>
        <external_id>1234567</external_id>
        <name>Zynk Software</name>
        <email>[email protected]</email>
      </contact>
    </purchase_invoice>
  </purchase_invoices>
</sage_one_company>

Invoice Details

The information below is in relation to the main invoice details.

Sage Field	XML Field	Example	Field Type	Input	Notes
Invoice Number	invoice_number	SI-45	string	Optional	Will be auto-generated by Sage if not specified.
Invoice Date	date	2017-01-01	string	Optional	Will be set to today's date if not specified.
Due Date	due_date	2017-02-01	string	Required
Supplier Reference	vendor_reference	46261	string	Required
Reference	reference	12345	string	Optional
Notes	notes	Leave at reception		string	Optional
-	currency_id	GBP	string	Optional	Will default to the supplier's currency if not specified.
-	exchange_rate	1.0	string	Optional

<?xml version="1.0" encoding="utf-8"?>
<sage_one_company
  xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
  xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <purchase_invoices>
    <purchase_invoice>
      <invoice_number>PI-45</invoice_number>
      <date>2017-01-01</date>
      <due_date>2017-02-01/due_date>
      <vendor_reference>46261</vendor_reference>
      <reference>12345</reference>
      <notes>Leave at reception</notes>
      <currency_id>GBP</currency_id>
      <exchange_rate>1.0</exchange_rate>
    </purchase_invoice>
  </purchase_invoices>
</sage_one_company>

Item Details

The below information is in relation to the item line details. If a product item code is specified, a product line will be added to the invoice. If a service item code is specified, a service line will be added to the invoice. If no item code is specified, a free text line will be added.

Sage Field	XML Field	Example	Field Type	Input	Notes
Product/Service	product/item_code	PENCIL-50	string	Dependant	Required to add a product line to the invoice
Product/Service	service/item_code	LABOUR	string	Dependant	Required to add a service line to the invoice
Description	description	Colouring Pencils - 50pk	string	Required
Ledger Account	ledger_account/nominal_code	5000	string	Dependant	Either the ledger account name, display name or nominal code must be provided
Ledger Account	ledger_account/name	Cost of sales - goods	string	Dependant	Either the ledger account name, display name or nominal code must be provided
Ledger Account	ledger_account/display_name	Cost of sales - goods (5000)	string	Dependant	Either the ledger account name, display name or nominal code must be provided
Qty/Hrs	quantity	2	double	Required
Price/Rate	unit_price	8.33	double	Required
Discount	discount_amount	8.33	double	Optional
VAT Rate	tax_rate/id	GB_STANDARD	string	Dependant	Either the tax rate ID or name must be provided
VAT Rate	tax_rate/name	Standard 20.00%	string	Dependant	Either the tax rate ID or name must be provided

<?xml version="1.0" encoding="utf-8"?>
<sage_one_company
  xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
  xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <sales_invoices>
    <sales_invoice>
      <invoice_lines>
        <!-- Product line -->
        <invoice_line>
          <product>
            <item_code>PENCIL-50</item_code>
          </product>
          <description>Colouring Pencils - 50pk</description>
          <ledger_account>
            <nominal_code>5000</nominal_code>
            <name>Cost of sales - goods</name>
            <display_name>Cost of sales - goods (5000)</display_name>
          </ledger_account>
          <quantity>1</quantity>
          <unit_price>10</unit_price>
          <tax_rate>
            <id>GB_STANDARD</id>
            <name>Standard 20.00%</name>
          </tax_rate>
        </invoice_line>
        <!-- Service line -->
        <invoice_line>
          <service>
            <item_code>LABOUR</item_code>
          </service>
          <description>Labour</description>
          <ledger_account>
            <nominal_code>5000</nominal_code>
          </ledger_account>
          <quantity>6.5</quantity>
          <unit_price>10</unit_price>
          <tax_rate>
            <id>GB_STANDARD</id>
          </tax_rate>
        </invoice_line>
        <!-- Free text line -->
        <invoice_line>
          <description>Colouring Pencils - 50pk</description>
          <ledger_account>
            <nominal_code>5000</nominal_code>
          </ledger_account>
          <quantity>1</quantity>
          <unit_price>10</unit_price>
          <tax_rate>
            <id>GB_STANDARD</id>
          </tax_rate>
        </invoice_line>
      </invoice_lines>
    </sales_invoice>
  </sales_invoices>
</sage_one_company>