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Purchase Orders

Newly created and altered purchase orders will be exported from Sage and converted to the Yooz PO CSV data format. The resultant file will then be uploaded to Yooz using the POST /orgUnits/{orgUnitCode}/importPurchaseOrders API call.

Requirements & Assumptions/Assertions

  • Purchase orders will be dispatched to Yooz once they have been received in Sage.
  • The received quantity of each PO line will be dispatched to Yooz as the ordered quantity. For types of PO line that cannot be received in Sage (e.g. non-stock lines), the ordered quantity will be dispatched to Yooz.
  • Sage permits POs to be partially received. If the received quantity of any line alters, it will prompt an update to be dispatched to Yooz.
  • A new line will be incorporated into the CSV file for each purchase order item.
  • A distinct CSV file will be generated for each Sage company. Each file will be uploaded to the corresponding Yooz organisation.
  • The CSV file name format will adhere to the following structure, {yyyyMMddHHmmssffff}.csv
  • The ‘yyyyMMddHHmmssffff’ is the timestamp format. An example of a file name would be, 202204191529002124.csv
  • Each CSV file may contain items from multiple purchase orders, but not from different Sage companies. They are uniquely identified by a combination of purchase order number and line number.

Zynk Process

  • Export new/modified purchase orders from Sage
  • Convert the Sage purchase orders to Yooz PO CSV format.
  • Upload the PO CSV to Yooz via the API.

Data Format

  • The CSV separator is TAB.
  • The CSV row ending is CR LF.
  • The CSV does not require 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, they will be stripped from the data (rather than surrounding the string with quotes).

Scheduling

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

Field Mappings

Yooz Column Yooz Column Description Sage 50 PO Field Notes
1 Action Always set to ‘CREATE’ ---
2 Vendor code Details → A/C ---
3 Vendor name Details → Invoice Address Line 1 Sage 50 doesn’t have a company name field on a PO, but it’s usually entered on the first address lines.
4 Order number Details → Order No. ---
5 Order date Details → Date ---
6 Amount (incl. taxes) Details → Gross ---
7 Amount (excl. taxes) Details → Net ---
8 Currency Details → A/C → Currency Currency values will use the ISO 4217 standard (3 chars), e.g. GBP
9 Order creator N/A, will be left blank ---
10 Order approvers N/A, will be left blank ---
11 ERP order status N/A, will be left blank ---
12 Line number Set to the numeric position of the line within the PO. ---
13 Client item code Details → Line → Product Code ---
14 Item description Details → Line → Description ---
15 Item unit price Details → Line → Price ---
16 Quantity ordered Details → Line → Quantity Delivered Certain types of line can’t be received in Sage (e.g. non-stock items). In these cases, we will populate the quantity received column with the quantity ordered.
17 Quantity received N/A, will be left blank ---
18 Quantity charged N/A, will be left blank ---
19 Amount (excl. taxes) charged Details → Line → Net ---
20 Discounted amount Details → Line → Discount ---
21 Tax profile code Details → Line → Tax Code ---
22 T amount Details → Line → VAT ---
23 GL account charged Details → Line → Nominal Code ---
24 Dimensions codes Will be set to “Department;Project;Cost code” Delimited by ;
25 Cost centers codes Details → Line → Department
Details → Line → Project Ref
Details → Line → Cost Code		 All 3 dimensions codes in the same column delimited by ; Must be in the order specified in column 24
26 Subsidiary N/A, will be left blank ---
27 Vendor item code N/A, will be left blank ---
28 Header level custom data N/A, will be left blank ---
29 Line level custom data N/A, will be left blank ---
30 Reception comment Details → Line → Comment 1 ---
31 Last reception date N/A, will be left blank ---
32 Planned delivery date N/A, will be left blank ---
33 Enable the reception N/A, will be left blank ---
34 TYPE OF PO N/A, will be left blank ---