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Importing Sales Orders into Sage 200

This task will import new Sales Orders into Sage 200 from an XML file formatted in Sage 200 Sales Order XML format.

Settings

Account Settings

Auto Create Accounts

Required
Set to 'True' to automatically create new customer 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 customers full name.

  • CompanyOtherwiseForenameSurname - The company name will be used if provided, otherwise the customers forename followed by surname.
  • CompanyOtherwiseSurnameForename - The company name will be used if provided, otherwise the customers surname followed by forename.
  • ForenameSurname - The customers forename followed by surname.

  • SurnameForename - The customers 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 customer 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 customer 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 sales 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 sales orders in Zynk XML format.

Import Settings

Auto Acknowledge Order

Required
Will automatically mark the order as acknowledged on saving the Sales Order.

Auto Despatch Order

Required
Will automatically mark the order as despatched on saving the Sales Order.

Auto Post Invoice

Required
Will automatically post the invoice on saving the Sales Order.

Auto Print Order Invoice

Required
Will automatically print the order invoice on saving the Sales Order.

Auto Print Picking List

Required
Choose whether picking lists should be printed. The following options are available:

  • Disabled - Picking lists are never printed.
  • AsSage - Picking lists will be printed if enabled in Sage under SOP Settings > Automatically print picking list as part of order entry allocation.
  • Always - Picking lists will be printed regardless of the settings in Sage.

Invoice Payments

Required
Will automatically invoice payments on saving the Sales Order.

Manual Order Number

Required
Specifies if the sales order number specified in the XML should be used or if Sage 200 should allocate the order numbers.

Prevent Duplicates

Required
Set to ‘True’ to check whether the sales order Id supplied in the input XML file has already been imported, and if so skip the sales order.

Ready for Invoice Printing

Required
If set to true marks the order as ready for invoice printing.

Validate Delivery Dates

Required
Set to true to validate the RequestedDeliveryDate and PromisedDeliveryDate provided in the input file. Validation will fail if either of these dates is in the past. Set to false to import the orders even if the delivery dates are in the past.

VAT Settings

Optional
Configure custom VAT settings to use when importing the orders.

Product Settings

Allow Negative Stock

Required
Choose whether to allow stock allocation to take the stock level of a product below 0, even when negative stock is allowed in Sage. Only takes affect when Auto Allocate Stock is set to Always and negative stock is enabled in Sage.

Auto Allocate Stock

Required
Choose whether to allocate stock to the sales orders. The following options are available:

  • Disabled - Stock will not be allocated to the sales order, even when 'Allocate stock on order entry' is enabled in the SOP settings.
  • AsSage - Stock will be allocated if 'Allocate stock on order entry' is enabled in the SOP settings.
  • Always - Stock will be allocated to the sales order, even when 'Allocate stock on order entry' is disabled in the SOP settings

Auto Create Products

Required
Will automatically create products if they do not exist in Sage 200.

Default Carriage SKU

Required
Allows you to specify a default stock code for carriage line.

Default Category

Required
Allows you to specify a default category for newly created items.

Default Warehouse

Required
Allows you to specify the default warehouse to use for newly created products.

Product Lookup

Required
Allows you to specify the field to use when searching for products. Acceptable fields are Sku or Barcode.

Traceable Sort Type

Required
Default: Default
Sort type to use when allocating/despatching traceable items, when a batch/serial number is not specified in the input file.

  • Default
  • ShortestUseByDate
  • LongestUseByDate
  • ShortestSellByDate
  • LongestSellByDate

Use Multiple Warehouses

Required
Causes the allocation process to allocate from multiple warehouses rather than a single warehouse.

Use Sales Trading Warehouse

Required
Allows you specify only to use Warehouses marked for sales trading.

Warehouse Sort Type

Required
Allows you to override which warehouse to use e.g. Default, Highest Quantity or Lowest Quantity.

Zynk Settings

See Common Task Settings

Printing Picking Lists

If you have the 'Auto Print Picking List' setting enabled on the task, Zynk will automatically print the picking list for the orders imported. In some cases, Zynk will not be able to print picking lists due to the following error: 'A Linq Data Model named 'Sage 200 Accounts' could not be found. Check the Data Model parameter in the connection string, and ensure a model with that name exists in the model repository.' If this occurs, you will need to copy the following files:

  • C:\Program Files\Sage200\Unity.config
  • C:\Users[your user name]\AppData\Local\Sage\Sage200\AssemblyCache\Sage.Accounting.DataModel.dll

into the Zynk install directory (by default this is C:\Program Files\Internetware\Zynk).

Examples

A sample input file for creating a sales order is shown below. See Sage 200 Sales Order XML for more details on the Zynk XML Sales 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">
  <SalesOrders>
    <SalesOrder>
      <Id>12345</Id>
      <AccountReference>INTE001</AccountReference>
      <SalesOrderDate>2011-01-01T11:11:11</SalesOrderDate>
      <SalesOrderAddress>
        <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 &amp; Wear</County>
        <Country>GB</Country>
      </SalesOrderAddress>
      <SalesOrderDeliveryAddress>
        <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 &amp; Wear</County>
        <Country>GB</Country>
      </SalesOrderDeliveryAddress>
      <SalesOrderItems>
        <Item>
          <Sku>TEST01</Sku>
          <QtyOrdered>1</QtyOrdered>
          <UnitPrice>200</UnitPrice>
        </Item>
      </SalesOrderItems>
    </SalesOrder>
  </SalesOrders>
</Company>