Item XML

In this guide, we'll walk you through the process of importing product information into Sage Intacct using XML format. Whether you're updating existing products or adding new ones, this comprehensive guide provides you with all the necessary information and examples to ensure a smooth integration.

Matching

Before importing products, it's essential to understand the different matching methods available in Sage Intacct:

Item ID

If the item already exists in Sage Intacct, you can provide the Item ID, which is the unique identifier, to update the corresponding record.

<ITEMID>Sellotape</ITEMID>

External ID

When providing a new item that you may need to update in the future, you can include the External ID within your XML structure. This value is stored in Zynk's internal database and serves as a unique identifier to match the item record.

Additionally, if you enable the Prevent Reprocessing task setting, the presence of the External ID will trigger this functionality. When this setting is activated, attempting to process the same record again will result in a failure, preventing unintended updates or duplicates.

In conjunction with the External ID, you can provide the Item Identifier element which will be used to set the Item ID.

<EXTERNALID>2944512</EXTERNALID>
<ITEMIDENTIFIER>Sellotape</ITEMIDENTIFIER>

UPC

If you need to match an existing item in Sage Intacct but lack the specific Item Id, you can utilize the UPC element to lookup the item in Sage Intacct.

<UPC>SELLO01</UPC>
Note

It's important to be aware that opting for this method will require an additional call to the Sage Intacct API during the import process to retrieve the associated customer.

Similar to other functionalities within the Sage Intacct library, we batch API requests to optimize performance and minimize the total number of calls made.

XML

General

You can use the mapping outlined in the table below to set fields on the General tab.

Intacct Field XML Field Example Field Type Required? Notes
Item ID ITEMID or ITEMIDENTIFIER Sellotape string Yes If you do not provide the Item ID element, you must provide the Item Identifier element.
Name NAME Full roll of sellotape string - -
Product line ID PRODUCTLINEID - string - -
Cost method COST_METHOD Average string - -
Extended description EXTENDED_DESCRIPTION - string - -
Unit of measure UOMGRP Each string - -
Note NOTE Non-perishable string - -
Shipping weight SHIP_WEIGHT 0.02 decimal - -
GL group GLGROUP - string - -
Standard cost STANDARD_COST - decimal - -
Base price BASEPRICE 0.99 decimal - -
Taxable TAXABLE true bool - -
Default delivery status VSOEDLVRSTATUS Delivered - -
Default deferral status VSOEREVDEFSTATUS Defer until item is delivered - -

Advanced

You can use the mapping outlined in the table below to set fields on the Advanced tab.

Intacct Field XML Field Example Field Type Required? Notes
Enable serial tracking ENABLE_SERIALNO false bool - -
Serial number mask SERIAL_MASKKEY - string - -
Enable lot tracking ENABLE_LOT_CATEGORY false bool - -
Lot category LOT_CATEGORYKEY - string - -
Enable bin tracking ENABLE_BINS false bool - -
UPC UPC SELLO01 string - -
Inventory INVACCTKEY - string - -
Sales OFFSETOEGLACCOUNTKEY - string - -
Purchasing OFFSETPOGLACCOUNTKEY - string - -

Contract Term

You can use the mapping outlined in the table below to set fields on the Contract Term tab.

Intacct Field XML Field Example Field Type Required? Notes
Enable start and end dates HASSTARTENDDATES false bool - -
Periods measured in TERMPERIOD - string - -
Number of periods TOTALPERIODS - int - -
Allow prorated pricing COMPUTEFORSHORTTERM false bool - -

Example

The below document ia sample of the XML format required to import an item into Sage Intacct.

<?xml version="1.0" encoding="utf-8"?>
<ITEMS>
    <ITEM>
        <EXTERNALID>2944512</EXTERNALID>
        <ITEMIDENTIFIER>Sellotape</ITEMIDENTIFIER>
        <NAME>Full roll of sellotape</NAME>
        <BASEPRICE>0.99</BASEPRICE>
        <NOTE>Non-perishable</NOTE>
        <PODESCRIPTION>Full roll of sellotape</PODESCRIPTION>
        <SODESCRIPTION>Full roll of sellotape</SODESCRIPTION>
        <SHIP_WEIGHT>0.02</SHIP_WEIGHT>
        <STANDARDCOST>0.49</STANDARDCOST>
        <TAXABLE>true</TAXABLE>
        <UOMGRP>Each</UOMGRP>
        <UPC>SELLO01</UPC>
    </ITEM>
</ITEMS>

Tasks

This XML model cam be applied on the following tasks within the Zynk Sage Intacct library.

Import Items

Import Sales Orders

You must enable the Auto Create Items task setting in order to create new and update existing items via the Import Sales Orders task.

Import Purchase Orders

You must enable the Auto Create Items task setting in order to create new and update existing items via the Import Purchase Orders task.