Importing Purchase Orders into Sage 200
This task will import new Purchase Orders into Sage 200 from an XML file formatted in Sage 200 Purchase Order XML format.
Settings
Account Settings
Auto Create Accounts
Required
Set to 'True' to automatically create new supplier accounts in Sage (if they don't already exist) based on the address details of the order.
Auto Generate References
Required
Account Reference Convention - Used when auto generating account references. Select a method for generating the alphabetic part of the account reference. The following options are available:
- CompanyOtherwiseFullName - The company name will be used if provided, otherwise the suppliers full name.
- CompanyOtherwiseForenameSurname - The company name will be used if provided, otherwise the suppliers forename followed by surname.
- CompanyOtherwiseSurnameForename - The company name will be used if provided, otherwise the suppliers surname followed by forename.
- ForenameSurname - The suppliers forename followed by surname.
- SurnameForename - The suppliers surname followed by forename.
Alphabetic Length - Used when auto generating account references. Controls the number of alphabetic characters to use in the generated account reference (e.g. 3 may produce an account reference starting with ABC)
Auto Generate Account Ref - Set this to True to have the task auto-create an account reference if one is not provided in the input file, or an account reference is not found in the truth table based on the supplier Id. Set to False to prevent new account references being generated automatically.
Mask - This will prefix any account reference generated by Zynk, for example, if the account reference was 'INT001' and the mask was 'Z-' the account reference would be set to 'Z-INT001' in Sage. Wild cards can be used to insert characters at certain positions in the account reference. For example, the mask ???-??? may produce the account reference 'INT-001'.
Numeric Length - Used when auto generating account references. Controls the number of numeric characters to use in the generated account reference (e.g. 3 may produce an account reference ending in 001)
Regular Expression - The regular expression to use for stripping out undesired characters from the generated account reference. E.g. use
\s*to strip out any spaces
Credit Check Limit
Required
If accepting the order will place the account over their credit limit the order will be placed on hold.
Match Accounts On
Optional
The settings to use to match supplier accounts when an account reference is not provided in the input file.
Connection Settings
Sage 200 Connection
Required
The Sage 200 connection to use. See the Connecting to Sage 200 article if you require more information on how to create/manage connections
File Settings
Fail File
Required
The name of the file to store failed purchase orders in Zynk XML format.
Input File
Required
The source file for importing in Zynk XML format.
Success File
Required
The name of the file to store the successfully imported purchase orders in Zynk XML format.
Import Settings
Auto Invoice/Credit
Required
Will automatically invoice/credit the imported orders/returns. You must also set the Auto Receive/Despatch setting to true for this to work.
Auto Receive/Despatch
Required
Will automatically receive/despatch the imported orders/returns.
Manual Order Number
Required
Specifies if the purchase order number specified in the XML should be used or if Sage 200 should allocate the order numbers.
Prevent Duplicates
Required
If set to true will prevent a prevent purchase orders with the same Id as a previously imported purchase order from importing into Sage 200.
Prices Include Tax
Required
If set to true if the price in the XML are tax inclusive.
VAT Settings
Optional
Configure custom VAT settings to use when importing the orders.
Product Settings
Auto Create Products
Required
Set to 'True' to automatically create a product in Sage if an item specified on the purchase order does not already exist.
Default Category
Optional
The default category for newly created products.
Default Warehouse
Optional
Allows you to specify the default warehouse to use when the location is not specified in the input file.
Product Lookup
Required
Allows you to specify the field to use when searching for products. Acceptable fields are Sku or Barcode.
Zynk Settings
Examples
A sample input file for creating a purchase order is shown below. See our Sage 200 Purchase Order XML for more details on the Zynk XML Purchase Order format for Sage 200.
<?xml version="1.0" encoding="utf-8"?>
<Company
xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
xmlns:xsd="http://www.w3.org/2001/XMLSchema">
<PurchaseOrders>
<PurchaseOrder>
<Id>123</Id>
<AccountReference>INTE001</AccountReference>
<PurchaseOrderDate>2011-01-01T11:11:11</PurchaseOrderDate>
<PurchaseOrderAddress>
<Title>Mr</Title>
<Forename>Test</Forename>
<Surname>Person</Surname>
<Company
xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
xmlns:xsd="http://www.w3.org/2001/XMLSchema">Zynk Software</Company>
<Address1>Nelson House</Address1>
<Address2>Fleming Business Centre</Address2>
<Address3>Jesmond</Address3>
<Town>Newcastle Upon Tyne</Town>
<Postcode>NE2 3AE</Postcode>
<County>Tyne & Wear</County>
<Country>GB</Country>
</PurchaseOrderAddress>
<PurchaseOrderDeliveryAddress>
<Title>Mr</Title>
<Forename>Test</Forename>
<Surname>Person</Surname>
<Company>Zynk Software</Company>
<Address1>Nelson House</Address1>
<Address2>Fleming Business Centre</Address2>
<Address3>Jesmond</Address3>
<Town>Newcastle Upon Tyne</Town>
<Postcode>NE2 3AE</Postcode>
<County>Tyne & Wear</County>
<Country>GB</Country>
</PurchaseOrderDeliveryAddress>
<PurchaseOrderItems>
<Item>
<Sku>TEST01</Sku>
<QtyOrdered>1</QtyOrdered>
<UnitPrice>200</UnitPrice>
</Item>
</PurchaseOrderItems>
</PurchaseOrder>
</PurchaseOrders>
</Company>