Importing Sales Orders into Sage 50 UK

This task will import Sales Orders to Sage 50 that is supplied in Sage 50 UK Sales 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
Settings for auto generating account references

  • 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

Create Multiple Delivery Addresses

Required
Set this value to True if you need to create multiple delivery addresses each time a new delivery address is added, False will not create delivery addresses on the customer record

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 customer in the input file, and no account reference found in the truth table based on the customer 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

Match Delivery Addresses On

Optional
The list of fields to use to try and find an existing delivery address in Sage which matches with the delivery address(es) in the input file. This setting will only be used if the 'Create Multiple Delivery Addresses' setting is enabled. If no fields are selected, the default behaviour is to match delivery addresses based on description (if specified in the input file) or postcode. When multiple fields are selected, only delivery addresses in Sage where the value of all fields matches those in the input file will be considered a match.

The following fields are supported:

  • Description
  • Company Name
  • Street 1
  • Postcode
  • Contact Name
  • Email
  • Telephone
  • Fax

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 Allocate Stock

Required
Set to True to automatically allocate stock to the imported sales orders. If there is insufficient free stock available, the maximum amount possible will be allocated. The actual amounts allocated are written to the success file

Auto Despatch Orders

Required
Set to True to automatically despatch the allocated stock on the imported sales orders. You will need to set the Auto Allocate Stock setting to True for this to work.

Auto Post Invoices

Required
Set to True to automatically post the invoices that are generated when auto despatching orders to the ledger. You will need to set the Auto Despatch Orders setting to True for this to work.

Auto Transfer BOM Stock

Required
Set to True to automatically transfer stock on items with a Bill Of Materials product.

Default Bank Account for Receipts

Required
The default bank account to use for posting sales receipts when a bank account is not provided in the input file. This setting defaults to 1200.

Invoice Payment Type

Optional
Specify the payment type that should be set on the invoices that are generated when auto despatching orders. You will need to set the Auto Despatch Orders setting to True for this to work.

The following options are supported:

  • SalesReceipt
  • SalesReceiptOnAccount
  • PaymentAlreadyReceived

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 Sales Order Number

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

Auto Create Account

Required
Set this value to True if you require customer accounts to be automatically created if they do not already exist in Sage. Setting to False will cause the order to fail import if the account does not already exist.

Auto Create Products

Required
Set this value to True if you require products which are not in the product file to be created automatically. Setting to False will cause the sales order to fail import if a product does not exist.

Convert to Account Currency

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

Default Product Code

Optional
Specify a default product code to use when a product code is missing from the input file (e.g. MISC).

Prices Include Tax

Required
If this option is set to 'True' Zynk should treat the UnitPrice in the XML as VAT inclusive.

Read Sales Ledger Data

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

VAT Settings

Optional
Custom VAT settings to use during the import.

Zynk Settings

See Common Task Settings

Examples

Sample input file, for full documentation and samples see Sage 50 UK Sales 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">
  <SalesOrders>
    <SalesOrder>
      <Id>123</Id>
      <AccountReference>JOE001</AccountReference>
      <SalesOrderDate>2014-01-01T00:00:00</SalesOrderDate>
      <SalesOrderAddress>
        <Title>Mr</Title>
        <Forename>Joe</Forename>
        <Surname>Harrison</Surname>
        <Company>Zynk Software Limited</Company>
        <Address1>Nelson House, Fleming Business Centre</Address1>
        <Address2>Jesmond</Address2>
        <Town>Newcastle upon Tyne</Town>
        <Postcode>NE2 3AE</Postcode>
        <County>Tyne and Wear</County>
      </SalesOrderAddress>
      <SalesOrderDeliveryAddress>
        <Title>Mr</Title>
        <Forename>Joe</Forename>
        <Surname>Harrison</Surname>
        <Company>Zynk Software Limited</Company>
        <Address1>Nelson House, Fleming Business Centre</Address1>
        <Address2>Jesmond</Address2>
        <Town>Newcastle upon Tyne</Town>
        <Postcode>NE2 3AE</Postcode>
        <County>Tyne and Wear</County>
      </SalesOrderDeliveryAddress>
      <SalesOrderItems>
        <Item>
          <Sku>TEST01</Sku>
          <QtyOrdered>1</QtyOrdered>
          <UnitPrice>200</UnitPrice>
        </Item>
      </SalesOrderItems>
    </SalesOrder>
  </SalesOrders>
</Company>