Sage Accounting Sales Invoice XML
Tasks
- Export Sales Invoices from Sage Business Cloud Accounting
- Import Sales Invoices to Sage Business Cloud Accounting
XML
Any Sage Accounting fields not documented below are not supported with our import.
A complete example of the XML is shown below. This represents the minimum information required to create a sales 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">
<sales_invoices>
<sales_invoice>
<contact>
<reference>ZYNK0001</reference>
</contact>
<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 & 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>4000</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>
Invoice Identification
The following fields are used to identify the sales 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">
<sales_invoices>
<sales_invoice>
<id>be4eca91e41411e7aa730a57719b2edb</id>
<external_id>inv-0001</external_id>
</sales_invoice>
</sales_invoices>
</sage_one_company>
Customer Selection
Each invoice must be assigned to an existing customer in Sage. At least one of following fields must be provided to identify the customer 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 customer ID. |
| - | contact/external_id | 1234567 | string | Optional | The ID of the customer from the source data. Will only work if the customer 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">
<sales_invoices>
<sales_invoice>
<contact>
<reference>ZYNK0001</reference>
<id>8a9b4b1f174c11e691e20a5d7cf84c3e</id>
<external_id>1234567</external_id>
<name>Zynk Software</name>
<email>[email protected]</email>
</contact>
</sales_invoice>
</sales_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 Address | main_address | - | address | Required | See below for details. |
| Delivery Address | delivery_address | - | address | Optional | See below for details. |
| 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 | Optional | Will be set automatically based on the customer's terms if not specified. |
| Reference | reference | 12345 | string | Optional | |
| Notes | notes | Leave at reception | string | Optional | |
| Terms and Conditions | terms_and_conditions | Pay within 1 month | string | Optional | |
| Carriage | shipping_net_amount | 2.00 | string | Optional | |
| Carriage | shipping_tax_rate/id | GB_STANDARD | string | Optional | Used to lookup the tax rate. |
| Carriage | shipping_tax_rate/name | Standard 20.00% | string | Optional | Used to lookup the tax rate, if ID is not specified. |
| - | currency_id | GBP | string | Optional | Will default to the customer'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">
<sales_invoices>
<sales_invoice>
<invoice_number>SI-45</invoice_number>
<main_address><!-- See below --></main_address>
<delivery_address><!-- See below --></delivery_address>
<date>2017-01-01</date>
<due_date>2017-02-01</due_date>
<reference>12345</reference>
<notes>Leave at reception</notes>
<terms_and_conditions>Pay within 1 month</terms_and_conditions>
<shipping_net_amount>2.00</shipping_net_amount>
<shipping_tax_rate>
<id>GB_STANDARD</id>
<name>Standard 20.00%</name>
</shipping_tax_rate>
<currency_id>GBP</currency_id>
<exchange_rate>1.0</exchange_rate>
</sales_invoice>
</sales_invoices>
</sage_one_company>
Address Details
The below information is in relation to the address details. This should appear within either the main_address or delivery_address element in the XML.
| Sage Field | XML Field | Example | Field Type | Input | Notes |
|---|---|---|---|---|---|
| Address 1 | address_line_1 | Zynk Software | string | Required | |
| Address 2 | address_line_2 | 6-8 Charlotte Square | string | Optional | |
| Town / City | city | Newcastle upon Tyne | string | Required | |
| State / Province / County | region | Tyne & Wear | string | Required | |
| Postal Code / Postcode | postal_code | NE1 4XF | string | Optional | |
| Country | country/id | GB | string | Optional | Use the two letter ISO country code |
| Country Group | country_group/id | GBIE | string | Optional | Available values: ALL, CA, EU, GBIE, US |
<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 & Wear</region>
<postal_code>NE1 4XF</postal_code>
<country>
<id>GB</id>
</country>
<country_group>
<id>GBIE</id>
</country_group>
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 | 4000 | string | Dependant | Either the ledger account name, display name or nominal code must be provided |
| Ledger Account | ledger_account/name | Sales Type A | string | Dependant | Either the ledger account name, display name or nominal code must be provided |
| Ledger Account | ledger_account/display_name | Sales Type A (4000) | 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>4000</nominal_code>
<name>Sales Type A</name>
<display_name>Sales Type A (4000)</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>4000</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>4000</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>