Importing Purchase Orders into Sage 50 UK

This task will import purchase order information to Sage 50 that is supplied in Sage 50 UK Purchase Order XML format.

Settings

Sage 50 Connection

Required
The connection to Sage 50 UK to use. See the Connecting to Sage 50 UK article if you require more information on how to create/manage connections.

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

Match Accounts On

Optional
The list of fields to use to try and find an existing account in Sage which matches with the customer in the input file. These settings will only be used if there is no account reference provided for the supplier in the input file, and no account reference found in the truth table based on the supplier Id. When multiple fields are selected, only customers in Sage where the value of all fields matches those in the input file will be considered a match.

The following fields are supported:

  • Company Name
  • Contact Name or Trade Contact
  • Telephone or Telephone 2
  • Mobile
  • Fax
  • Email, Email2 or Email3
  • Website
  • Address Line 1
  • Postcode
  • DUNS Number
  • Analysis 1, Analysis 2 or Analysis 3

Fail File

Required
The name of a file for "failed" imports to be sent to

Input File

Required
The source file that you want to import in Zynk XML format

Success File

Required
The name of a file for "successful" imports to be sent to.

Auto On Order

Required

Prevent Duplicates

Required
Set this to 'True' to check whether the record Id supplied in the input XML file has already been imported, and if so skip the record.

Use Manual Purchase Order Number

Required
Set this value to True if you are providing your own purchase order number in the input XML, or set to False to have Sage assign the next available purchase order number.

Auto Create Products

Required
Set this value to True if you require products which are not in the product file to be created on the fly Setting to False will cause the order to fail import.

Convert To Account Currency

Required
Set to True to convert the currency provided on the purchase order to the Sage supplier account currency. If this setting is set to False and the purchase order currency does not match the account currency, the purchase order will fail to import.

Default Product Code

Optional
If a product code is missing from the Input file - specify a default product code here e.g. MISC.

Prices Include Tax

Required
If this option is set to 'True' Zynk will read the Unit Price in the XML as VAT inclusive.

Read Ledger Data

Required
Set to True to use the name and address from the supplier account in Sage rather than those in the input file.

VAT Settings

Required
Custom VAT settings to use during the import, see here for more details.

Zynk Settings

See Common Task Settings

Examples

Sample input file, for full documentation and samples see Sage 50 UK Purchase Order XML:

<?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>15</Id>
      <SupplierId>123</SupplierId>
      <PurchaseOrderNumber>15</PurchaseOrderNumber>
      <SupplierOrderNumber>15</SupplierOrderNumber>
      <Notes1>Purchase Order</Notes1>
      <ForeignRate>1</ForeignRate>
      <Currency>GBP</Currency>
      <AccountReference>INTE001</AccountReference>
      <CurrencyUsed>false</CurrencyUsed>
      <PurchaseOrderDate>2011-01-01T11:11:11</PurchaseOrderDate>
      <DespatchDate>0001-01-01T00:00:00</DespatchDate>
      <PurchaseOrderAddress>
        <Title />
        <Forename>Support</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>
        <Telephone>0845 123 2920</Telephone>
        <Fax>0845 123 2921</Fax>
        <Mobile />
        <Email>[email protected]</Email>
      </PurchaseOrderAddress>
      <PurchaseOrderDeliveryAddress>
        <Title />
        <Forename>Support</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 and Wear</County>
        <Country>GB</Country>
        <Telephone>0845 123 2920</Telephone>
        <Fax>0845 123 2921</Fax>
        <Mobile />
        <Email>[email protected]</Email>
      </PurchaseOrderDeliveryAddress>
      <PurchaseOrderItems>
        <Item>
          <Sku>HV20</Sku>
          <Name>Canon HV20 High Definition Camcorder</Name>
          <QtyOrdered>1</QtyOrdered>
          <UnitPrice>100</UnitPrice>
          <UnitDiscountAmount>10</UnitDiscountAmount>
          <TaxRate>20</TaxRate>
          <TaxCode>1</TaxCode>
          <NominalCode>4000</NominalCode>
          <Department>0</Department>
          <Type>Stock</Type>
        </Item>
        <Item>
          <Sku>MCM240</Sku>
          <Name>Philips MCM240/25 MP3 Micro Hi-Fi System</Name>
          <QtyOrdered>1</QtyOrdered>
          <UnitPrice>1000</UnitPrice>
          <TaxRate>20</TaxRate>
          <TaxCode>1</TaxCode>
          <NominalCode>4000</NominalCode>
          <Department>0</Department>
          <Type>Stock</Type>
        </Item>
      </PurchaseOrderItems>
      <Carriage>
        <Sku />
        <Name>Flat Rate (Best Way)</Name>
        <QtyOrdered>1</QtyOrdered>
        <UnitPrice>5</UnitPrice>
        <TaxRate>20</TaxRate>
        <TaxCode>1</TaxCode>
        <NominalCode>4000</NominalCode>
        <Department>0</Department>
        <Type>NonStock</Type>
      </Carriage>
      <PurchaseOrderType>ProductInvoice</PurchaseOrderType>
      <TakenBy>Zynk Web Order</TakenBy>
    </PurchaseOrder>
  </PurchaseOrders>
</Company>