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Purchase Invoices

The solution will retrieve the purchase invoice/credit CSV files exported from Yooz, using the GET /orgUnits/orgUnitCode/exportResults API call. The data will then be reformatted to suit the import requirements of Sage 50, depending on the type of data received from Yooz.

  • When processing a purchase invoice, the import will update the corresponding purchase order in Sage to indicate which lines have been invoiced, and a purchase invoice transaction will be raised against the supplier ledger.
  • Please note that the invoiced quantity cannot exceed the remaining quantity to be invoiced on the PO line in Sage, but it can be less.
  • Please note that the price displayed on the invoice we create in Sage will always match what’s shown on the PO line in Sage. Therefore, Yooz should not permit the client to alter unit prices when invoicing a PO.
  • When processing a non-PO invoice, the import will raise a purchase invoice transaction against the supplier ledger.
  • When processing a purchase credit, the import will raise a purchase credit transaction against the supplier ledger.

Requirements & Assumptions/Assertions

  • Yooz will generate a separate CSV file for each organisation, which Zynk will import into the corresponding organisation in the accounting system.
  • The CSV file name format will follow this pattern: {yyyyMMddHHmmssffff}.csv
  • The ‘yyyyMMddHHmmssffff’ represents the timestamp format. An example of a file name would be, 202204191529002124.csv.
  • The CSV files can contain multiple purchase invoices, non-PO invoices and credits. These are uniquely identified by the ‘Yooz number’.
  • The export from Yooz will include invoice lines. These will be matched to purchase order lines in the accounting system based on a combination of the order number and product code.
  • The transactions will be grouped using the vendor code, date, transaction type and number.

Zynk Process

  • For each purchase invoice/credit CSV file exported from Yooz:
  • Download the file to Zynk’s working directory
  • Transform the data to the appropriate format for import into Sage 50.
  • Import the data into the accounting system. For purchase invoice imports into Sage 50, the corresponding purchase order will also be updated to show which lines have been invoiced.
  • If the import was successful, move the original file to the \Yooz Exports\done folder to prevent it from being processed again.

Data Format

  • The CSV separator is TAB.
  • The CSV row ending is CR LF.
  • The CSV should include a header row.
  • The CSV date format is yyyyMMdd, e.g. 20220420
  • The CSV amount format is 0.00
  • The CSV currency format is ISO 4217, e.g. EUR
  • The CSV boolean format is 1 or 0 (with 1 representing true and 0 representing false).
  • If any string values contain TAB, CR or LF characters, the whole string should be surrounded with quotes (").

Scheduling

The default schedule for this solution point is to run daily at midnight and 6am.

Field Mappings

Yooz Col. Yooz Column Description Sage 50 Purchase Invoice Field Notes
1 Yooz Number N/A The ‘Yooz number’ will be used by Zynk internally to ensure transactions are never duplicated in Sage.
2 Supplier Code A/C ---
3 Invoice/Credit code Transaction Type PI - for non-PO invoice and PO Invoice,PC - for Credit Notes
4 Currency ISO code N/A Used for validation against the supplier account
5 Document Date Date ---
6 Due Date Due On ---
7 Document Number Ref ---
8 Order Number Ex. Ref For PO invoices, this column from Yooz will contain the PO number. For Non-PO invoices, it will contain the Ex. Ref.
9 PO line number Purchase Order Line → Line number Used to help match the PO line in Sage. Only required for PO invoices.
10 Item code Purchase Order Line → Product code Used to help match the PO line in Sage. Only required for PO invoices.
11 Invoiced quantity Purchase Order Line → Invoiced Used to indicate how much of the PO line you can be closed in Sage. Only required for PO invoices.
12 Account number N/C ---
13 Cost Centre Code N/A ---
14 Department Code Department ---
15 Line description Details ---
16 Line net amount Net Either the debit or credit amount, based on whether we are dealing with an invoice or credit transaction.
17 Tax Code T/C ---
18 Project Code Project Ref This field will only be mapped to Sage 50 for non-PO invoices. The project must already exist in Sage.
19 Cost Code Cost Code This field will only be mapped to Sage 50 for non-PO invoices. The cost code must already exist in Sage.
20 Tax Amount VAT When a tax amount is received from Yooz, we will override the accounting system’s VAT calculation and use the amount provided.
21 URL N/A ---