Purchase Order XML

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

Matching

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

Document ID

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

<DOCID>Purchase Order-PO0055</DOCID>

External ID

When providing a new purchase order 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 purchase order 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.

<EXTERNALID>12234231</EXTERNALID>

Purchase Order Number

If you need to match an existing purchase order in Sage Intacct but lack the specific Document ID, you can utilize the Purchase Order Number element to lookup the purchase order in Sage Intacct.

<PONUMBER>1</PONUMBER>

XML

Transaction

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

Intacct Field	XML Field	Example	Field Type	Required?	Notes
Transaction date	WHENCREATED	2024-03-05	datetime	-	If you do not provide this element, then the transaction date will default to the current day.
Date due	WHENDUE	2024-03-28	datetime	-	If you do not provide this element, then the transaction date will default to the current day.
Project	PROJECTID	-	string	-	-
Document number	DOCNO	-	string	-	-
Payment terms	TERM > NAME	Net 30	string	-	-
Reference	PONUMBER	1	string	-	-
Vendor document number	VENDORDOCNUMBER	-	string	-	-
Message	MESSAGE	PO #12234231	string	-	-
Shipping method	SHIPVIA	Best Way	string	-	-
Attachment	ATTACHMENTSID	-	string	-	-

Vendor

When importing a purchase order, you can link it to an existing Vendor in Sage Intacct or create a new one. You can use the mapping outlined below to set the Vendor.

Intacct Field	XML Field	Example	Field Type	Required?	Notes
-	VENDORID	20036	string	-	When matching to an existing vendor, you can provide the `Vendor ID` element, which acts as the unique identifier for the record.
-	EXTERNALID	5487841	string	-	You can provide the `External Id` element to create a new vendor or match to a record that has previously been imported by Zynk.
Name	NAME	The Beatles	string	-	-

In conjunction with the Auto Create Vendors task setting, you can provide full vendor information at this location. Subsequently, this will create a new vendor with the given details or update the existing record.

For Vendor XML documentation, please see here.

Pay To Contact

When importing a purchase order, you can link the Pay To field to an existing Contact in Sage Intacct or create a new one. You can use the mapping outlined below to set the Contact.

Intacct Field	XML Field	Example	Field Type	Required?	Notes
Name	CONTACTNAME	John Lennon	string	-	When matching to an existing contact, you can provide the `Contact Name` element, which acts as the unique identifier for the record.
Name	NAME	John Lennon	string	-	When creating a new contact, or matching to an existing one, you can provide the `Name` element.
-	EXTERNALID	5487841	string	-	You can provide the `External Id` element to create a new contact or match to a record that has previously been imported by Zynk.
Print as	PRINTAS	Lennon, John	string	-	-

In conjunction with the Auto Create Contacts task setting, you can provide full contact information at this location. Subsequently, this will create a new contact with the given details or update the existing record.

For Contact XML documentation, please see here.

Return To Contact

When importing a purchase order, you can link the Return To field to an existing Contact in Sage Intacct or create a new one. You can use the mapping outlined below to set the Contact.

Intacct Field	XML Field	Example	Field Type	Required?	Notes
Name	CONTACTNAME	John Lennon	string	-	When matching to an existing contact, you can provide the `Contact Name` element, which acts as the unique identifier for the record.
Name	NAME	John Lennon	string	-	When creating a new contact, or matching to an existing one, you can provide the `Name` element.
-	EXTERNALID	5487841	string	-	You can provide the `External Id` element to create a new contact or match to a record that has previously been imported by Zynk.
Print as	PRINTAS	Lennon, John	string	-	-

In conjunction with the Auto Create Contacts task setting, you can provide full contact information at this location. Subsequently, this will create a new contact with the given details or update the existing record.

For Contact XML documentation, please see here.

Deliver To Contact

When importing a purchase order, you can link the Deliver To field to an existing Contact in Sage Intacct or create a new one. You can use the mapping outlined below to set the Contact.

Intacct Field	XML Field	Example	Field Type	Required?	Notes
Name	CONTACTNAME	John Lennon	string	-	When matching to an existing contact, you can provide the `Contact Name` element, which acts as the unique identifier for the record.
Name	NAME	John Lennon	string	-	When creating a new contact, or matching to an existing one, you can provide the `Name` element.
-	EXTERNALID	5487841	string	-	You can provide the `External Id` element to create a new contact or match to a record that has previously been imported by Zynk.
Print as	PRINTAS	Lennon, John	string	-	-

In conjunction with the Auto Create Contacts task setting, you can provide full contact information at this location. Subsequently, this will create a new contact with the given details or update the existing record.

For Contact XML documentation, please see here.

Entries

When creating a new purchase order, you must provide at least one item. You can use the mapping below to set the item entries.

Intacct Field	XML Field	Example	Field Type	Required?	Notes
-	LINE_NO	1	int	-	The line number must be set to a value that is higher than zero.
Location	LOCATIONID	100	string	Yes, on create.	-
Department	DEPARTMENTID	100	string	Yes, on create.	-
Quantity	QUANTITY	100	decimal	Yes, on create.	-
Unit	UNIT	Each	string	-	If a value is not provided, it will default to `Each`
Price	PRICE	0.99	decimal	Yes, on create.	-

Item ID

When importing a purchase order line, you must link it to an existing Item. You can sue the mapping outlined below to set the Item.

Intacct Field	XML Field	Example	Field Type	Required?	Notes
Item ID	ITEMID	SCISSORS	string	-	When matching to an existing item, you can provide the `Item ID` element, which acts as the unique identifier for the record.
Item ID	ITEMIDENTIFIER	SCISSORS	string	-	When creating a new item, or matching to an existing one, you can provide the `Item Identifier` element.
-	EXTERNALID	5487841	string	-	You can provide the `External Id` element to create a new item or match to a record that has previously been imported by Zynk.
Print as	PRINTAS	Lennon, John	string	-	-

In conjunction with the Auto Create Items task setting, you can provide item contact information at this location. Subsequently, this will create a new item with the given details or update the existing record.

For Item XML documentation, please see here.

Example

The below document is a sample of the XML format required to import a purchase order into Sage Intacct.

<?xml version="1.0" encoding="utf-8"?>
<PODOCUMENTS>
    <PODOCUMENT>
        <EXTERNALID>12234231</EXTERNALID>
        <PONUMBER>1</PONUMBER>
        <WHENDUE>2024-03-28</WHENDUE>
        <WHENCREATED>2024-03-05</WHENCREATED>
        <VENDOR>
            <EXTERNALID>5487841</EXTERNALID>
        </VENDOR>
        <DELIVERTO>
            <EXTERNALID>44708</EXTERNALID>
        </DELIVERTO>
        <BILLTO>
            <EXTERNALID>44708</EXTERNALID>
        </BILLTO>
        <SHIPTO>
            <EXTERNALID>44708</EXTERNALID>
        </SHIPTO>
        <PODOCUMENTENTRIES>
            <podocumententry>
                <LINE_NO>1</LINE_NO>
                <ITEMID>Radio</ITEMID>
                <ITEMDESC>New radio</ITEMDESC>
                <PRICE>0.99</PRICE>
                <QUANTITY>100</QUANTITY>
                <TAXABLE>true</TAXABLE>
                <DELIVERTO>
                    <CONTACTNAME>Paul McCartney</CONTACTNAME>
                </DELIVERTO>
                <LOCATIONID>100</LOCATIONID>
                <DEPARTMENTID>100</DEPARTMENTID>
            </podocumententry>
        </PODOCUMENTENTRIES>
        <MESSAGE>PO #12234231</MESSAGE>
        <TERM>
            <NAME>Net 30</NAME>
        </TERM>
    </PODOCUMENT>
</PODOCUMENTS>

Tasks

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

Import Purchase Orders

Import Purchase Orders