Purchase Order Export

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Field	Description
Start Review	This lets you review the purchase orders selected for export.
Change Criteria	This resets the Purchase Order Export Criteria to their defaults and enable you to make changes to the criteria.
Start Export	This generates the export file. A report is produced detailing all orders that were exported, including new orders, changes to order lines, and order cancellations.

Purchase Order Export Criteria

Field Description

Export details

Document format

Field	Description
XML	This generates a file that is configured according to XML formatting standards. A new XML document is created for each purchase order that is processed. You can only select this option if a pre-defined a destination folder for XML documents is defined (XML Document Control).
EDI	This generates a file in ASCII format. One EDI document is created for all purchase orders selected for a supplier. By default, the file is output to the destination folder indicated at the Directory field (i.e. the working directory that was entered as part of your installation).

Directory This indicates the destination folder for the file. It defaults to the destination folder specified within the XML Document Control program. Although you can specify a different destination folder, this must already exist.

Next generated file name

This is the name of the file that will be created.

For an EDI file, the naming convention is APOnnnn.EDI, where:

A	indicates your company id.
PO	indicates that the export file relates to purchase orders.
nnnn	indicates the next document number that will be used. This number (starting at 1) is assigned automatically by the system and incremented by 1 each time you output an EDI file.

For an XML file, the naming convention is APOnnnnnnnn.XML, where:

A	indicates your company id.
PO	indicates that the export file relates to purchase orders.
nnnnnnnn	indicates the next XML document number that will be used. This number is extracted from the XML Document Control program.

Supplier Indicate the supplier for whom to include purchase orders for export. The supplier must be defined as an EDI trading partner (Suppliers).

Include previously excluded PO Select this to include purchase orders that were specifically excluded from a previous review.

Update exported purchase orders

Enable this to update previously exported orders with any changes to order lines.

This applies to XML format only.

You need to enable this option to set the EdiExportFlag to 2. When this option is not enabled, the EdiExportFlag remains as 1 and the purchase order will be re-imported when next you extract purchase orders for import.

Previously exported freight or miscellaneous lines that are subsequently changed are not re-exported. However, freight and miscellaneous lines added to an order after it has been exported are included in the export.

Purchase orders

Purchase order selection Indicate the range of purchase orders that must be included in the selection for export.

Purchase Order Export Review

The review screen enables you to view the purchase orders that have been selected for export.


If you selected EDI format, then only stocked lines, non-stocked lines and comment lines are selected for export. If you selected XML format, then freight and miscellaneous lines are also exported, providing you enabled the option: Include freight and miscellaneous lines (Purchase Orders Setup).

If you selected EDI format, then only stocked lines, non-stocked lines and comment lines are selected for export.

If you selected XML format, then freight and miscellaneous lines are also exported, providing you enabled the option: Include freight and miscellaneous lines (Purchase Orders Setup).

Field	Description
Include All	Select this to include for export all those orders matching the selection criteria specified.
Exclude All	Select this to exclude from export all those orders matching the selection criteria specified.
Detail Lines	Select this to use the EDI View Purchase Order Lines program to view detail line information of all order lines captured for the highlighted order. For orders included in the review, you can also indicate specific order lines to include/exclude from the export file.
Print	Select this to generate a report of the contents of the Purchase Order Export Review listview.
Included	A tick in this column indicates that the order is included in the export file. Select this to toggle between including and excluding the highlighted order from the export file.

Purchase Orders Exported

This displays details of purchase orders exported.

Import File Layout for 7

This is the structure of the import/export file for an EDI format document.


	The same file that is exported by the originating site (i.e. using Purchase Order Export) is imported by the receiving site (i.e. using Sales Order Import). The customer purchase order number field is mandatory, irrespective of whether the option: Customer purchase order number mandatory (Customers) is selected against the customer. The customer purchase order number is the sole point of reference for the importing and updating of orders.

The structure of the import/export file for an EDI format document comprises the following three sections:

Transmission header
Order header
Detail lines

Transmission header (EDI orders)

Field	Start position	Field length and description
Header		For the Purchase Order Export program this must be: ;SYSPRO IMPORT - Version=001 - INTP50 For the Sales Order Import program this must be: ;SYSPRO IMPORT - Version=001 - INTP52 For the Purchase Order Confirmation Import program this must be: ;SYSPRO IMPORT - Version=001 - INTP56 Mandatory entry of this comment on the first line of the import file to distinguish it from a SYSPRO 6.1 layout file. This comment is not case sensitive.
Record type	1	2 00
Transmission reference	3	14
Sender code	17	40 For the Purchase Order Export program, this code is obtained from the local site information created in the Interface Setup program and is used by the recipient of the file to identify the sender of the file. For the Sales Order Import program, this code is obtained from entry defined in the EDI sender code field for the customer (Customers) and is used by the recipient to verify that it is the correct file.
Receiver code	57	40 For the Purchase Order Export program, this code is obtained from the entry defined at the EDI > trading partner field for the supplier (Suppliers) and is used by the recipient to verify that it is the correct file. For the Sales Order Import program, this code is obtained from the local site information created in the Interface Setup program and is used by the recipient of the file to identify the sender of the file.
Date prepared	97	8 CCYYMMDD
Time prepared	105	4 HHMM
Version of file	109	3 Version of SYSPRO used to export file.
Filler	112	1

Order header (EDI orders)

Field	Start position	Field length and description
Record type	1	2 10 - Order Header
Message type	3	6 ORDERS
Customer Purchase Order number	9	30 This is mandatory, irrespective of whether the option: Customer purchase order number mandatory (Customers) is enabled against the customer. The customer purchase order number must be unique as it is used as a cross reference to the Sales Order files.
Action flag	39	1 A - indicates that the order was added. D - indicates that the order was deleted. C - indicates that changes were made to the order header or detail lines.
Supplier code	40	15
Customer code	55	15 Must contain a valid customer code when Allow Multiple customers per EDI sales order import (Interface Setup) is enabled.
Order date	70	8
Payment terms	78	3
Currency	81	3 This currency must be the same as the currency defined against the customer (Customers). If it is not and you did not enable the option: Ignore currencies not defined against the customer, then the order is not imported.
Shipping instructions	84	50
Delivery name	134	50
Delivery address line 1	184	40
Delivery address line 2	224	40
Delivery address line 3	264	40
Delivery address line 3 (Locality)	304	40
Delivery address line 4	344	40
Delivery address line 5	384	40
Postal code	424	10
GPS latitude	434	10 (2.6)
GPS longitude	444	10 (3.6)
1st % discount	454	6 (+3.2)
2nd % discount	460	6 (+3.2)
3rd % discount	466	6 (+3.2)
Warehouse to use for order	472	10
Special instructions	482	30
Order confirmation code	512	2 Used by confirmations only.
Actual sales order number	514	20 Used by confirmations only.
Sales order type	534	1 Used if the two character Sales order type at position 576 is blank.
Multiple ship-to-address code	535	5
Alternate key	540	10
Sales person	550	20
Date shipped	570	8 Field type is CCYYMMDD.
Sales order type	578	2
Filler	580	15

Detail lines (EDI orders)

Field	Start position	Field length and description
Record type	1	2 60 - indicates a stocked / non-stocked line. 61 - indicates a comment line.
Spaces	3	6
Order number	9	30 Customer Purchase order number
Line number	39	4
Action flag	43	1 A - indicates that the order was added. D - indicates that the order was deleted. C - indicates that changes were made to the order header or detail lines.
Stock code	44	30 When importing, this is used to determine the customer's stock code, if the stock code interchange facility is in use. If found, the customer stock code is recorded on the order detail line. If the customer stock code interchange facility is not in use, then the code in this field is used to determine if the item is a SYSPRO stock item. If it is not, then the code in the Supplier's catalogue number field is checked to see if it is a SYSPRO stock code. If not, then the line is assumed to be for a non-stocked item.
Supplier's catalogue number	74	50 When importing, this contains the customer's stock code, which is used to determine the equivalent SYSPRO stock code. It is used if the stock code interchange facility is in use (Customer Stock Codes). If this field is blank, then the Stock code field is used to determine the SYSPRO code. If the SYSPRO stock code still cannot be determined, then the order line is assumed to be for a non-stocked item. The customer stock code is recorded on the order detail line if the equivalent SYSPRO stock code can be determined. If the stock code interchange facility is not in use for the customer and a stock code is not defined in the Stock code field, or it is not a SYSPRO stock code, then the code in this field is used. If the code in this field is not a SYSPRO stock code, then the line is assumed to be for a non-stocked item.
Order quantity	124	+12.6 The Order quantity is automatically placed into backorder by the Sales Order Import program, regardless of stock on hand.
Order unit of measure	144	10
Price	154	16 The Sales Order Import program only checks SYSPRO pricing for customers against whom contract pricing is selected (Customers). In all other cases, the price you enter here is used.
1st % discount	170	6 (+3.2)
2nd % discount	176	6 (+3.2)
3rd % discount	182	6 (+3.2)
Stock code description	188	100
Requested due date	288	8 Field type is: CCYYMMDD This date cannot be earlier than the date on which the import is performed.
Order confirmation code	296	2 Used by confirmations only.
Line discount	298	1 V - indicates that a line discount value must be applied.
Line discount amount	299	15
Product class	314	20 A valid product class must be entered. The product class is validated irrespective of your selection at the setup option: Validate product class (Inventory Setup). Lines with an invalid product class are ignored.
Version	334	5
Release	339	5
Filler	344	1

File layout for 6.1

The following information indicates the structure of the import/export file that is created if you selected to generate an EDI format document.


	The same file that is exported by the originating site (i.e. using Purchase Order Export is imported by the receiving site (i.e. using Sales Order Import). The customer purchase order number field is mandatory, irrespective of whether the option: Customer purchase order number mandatory (Customers) is selected against the customer. The customer purchase order number is the sole point of reference for the importing and updating of orders.

The order file comprises the following sections:

Transmission header
Order header
Detail lines

Transmission header (EDI orders)

Field	Start Position	Field Length	Notes
Record type	1	2	00
Transmission reference	3	14
Sender code	17	40	For the Purchase Order Export program, this code is obtained from the local site information created in the Interface Setup program and is used by the recipient of the file to identify the sender of the file. For the Sales Order Import program, this code is obtained from entry defined in the EDI sender code field for the customer (Customers) and is used by the recipient to verify that it is the correct file.
Receiver code	57	40	For the Purchase Order Export program, this code is obtained from the entry defined at the EDI > trading partner field for the supplier (Suppliers) and is used by the recipient to verify that it is the correct file. For the Sales Order Import program, this code is obtained from the local site information created in the Interface Setup program and is used by the recipient of the file to identify the sender of the file.
Date prepared	97	8	CCYYMMDD
Time prepared	105	4	HHMM
Version of exported file	109	3	Version of SYSPRO used to export file (e.g. 6.0).

Order header (EDI orders)

Field	Start Position	Field Length	Notes
Record type	1	2	10
Message type	3	6	ORDERS
Order number	9	30	This indicates the customer's purchase order number. The customer's purchase order number is mandatory, irrespective of whether the option: Customer purchase order number mandatory (Customers) is selected against the customer. The customer purchase order number is used as a cross reference to the Sales Order files and it must therefore be unique.
Action	39	1	A - indicates that the order was added. D - indicates that the order was deleted. C - indicates that changes were made to the order header or detail lines.
Supplier code	40	7
Customer code	47	7	This field must contain a valid customer number if you selected to Allow Multiple customers per EDI sales order import (Interface Setup).
Order date	54	8
Payment terms	62	3
Currency	65	3	The currency entered here should be the same as the currency defined against the customer (Customers). If the currency defined here is not the same as the currency defined against the customer and you have not selected the option: Ignore currencies not defined against the customer, then the order is not imported.
Shipping instructions	68	30
Delivery name	98	30
Delivery address line 1	128	40
Delivery address line 2	168	40
Delivery address line 3	208	40
Delivery address line 4	248	40
Delivery address line 5	288	40
Postal code	328	9
Filler	337	1	+
1st % discount	338	3.2
Filler	343	1	+
2nd % discount	344	3.2
Filler	349	1	+
3rd % discount	350	3.2
Warehouse to use for order	355	2
Special instructions	357	30
Order confirmation code	387	2	Used by confirmations only
Actual sales order number	389	6	Used by confirmations only
Sales order type	395	1	Used if the two character Sales order type at position 422 is blank.
Multiple ship-to-address code	396	5
Alternate key	401	10
Salesperson	411	3
Date shipped	414	8	Field type is CCYYMMDD
Sales order type	422	2

Detail lines (EDI orders)

Field	Start Position	Field Length	Notes
Record type	1	2	60 - indicates a stocked / non-stocked line. 61 - indicates a comment line.
Spaces	3	6
Order number	9	30
Line number	39	4
Action flag	43	1	A - indicates that the order was added D - indicates that the order was deleted C - indicates that changes were made to the order header or detail lines.
Stock code	44	30	When importing, this is used to determine the customer's stock code, if the stock code interchange facility is in use (see Customer Stock Codes). If found, the customer stock code is recorded on the order detail line. If the customer stock code interchange facility is not in use, then the code in this field is used to determine if the item is a SYSPRO stock item. If it is not, then the code in the Supplier's catalogue number field is checked to see if it is a SYSPRO stock code. If not, then the line is assumed to be for a non-stocked item.
Supplier's catalogue number	74	30	When importing, this contains the customer's stock code, which is used to determine the equivalent SYSPRO stock code. It is used if the stock code interchange facility is in use (see Customer Stock Codes). If this field is blank, then the Stock code field is used to determine the SYSPRO code. If the SYSPRO stock code still cannot be determined, then the order line is assumed to be for a non-stocked item. The customer stock code is recorded on the order detail line if the equivalent SYSPRO stock code can be determined. If the stock code interchange facility is not in use for the customer and a stock code is not defined in the Stock code field, or it is not a SYSPRO stock code, then the code in this field is used. If the code in this field is not a SYSPRO stock code, then the line is assumed to be for a non-stocked item.
Filler	104	1	+
Order quantity	105	9.3	The Order quantity is automatically placed into backorder by the Sales Order Import program, regardless of stock on hand.
Order unit of measure	117	3
Filler	120	1	+
Price	121	10.5	The Sales Order Import program only checks SYSPRO pricing for customers against whom contract pricing is selected (see Customers). In all other cases, the price you enter here is used.
Filler	136	1	+
1st % discount	137	3.2
Filler	142	1	+
2nd % discount	143	3.2
Filler	148	1	+
3rd % discount	149	3.2
Description Comment on '61' record type	154	45
Requested due date	199	8	Field type is: CCYYMMDD This date cannot be earlier than the date on which the import is performed.
Order confirmation code	207	2	Used by confirmations only
Line discount	209	1	V - indicates that a line discount value must be applied
Filler	210	1	+
Line discount amount	211	12.2
Product class	225	4	A valid product class must be entered. The product class is validated irrespective of your selection at the setup option: Validate product class (Inventory Setup). Lines with an invalid product class are ignored.

File layout for 6.1

The following information indicates the structure of the import/export file that is created if you selected to generate an EDI format document.


	The same file that is exported by the originating site (i.e. using Purchase Order Export is imported by the receiving site (i.e. using Sales Order Import). The customer purchase order number field is mandatory, irrespective of whether the option: Customer purchase order number mandatory (Customers) is selected against the customer. The customer purchase order number is the sole point of reference for the importing and updating of orders.

The order file comprises the following sections:

Transmission header
Order header
Detail lines

Transmission header (EDI orders)

Field	Start Position	Field Length	Notes
Record type	1	2	00
Transmission reference	3	14
Sender code	17	40	For the Purchase Order Export program, this code is obtained from the local site information created in the Interface Setup program and is used by the recipient of the file to identify the sender of the file. For the Sales Order Import program, this code is obtained from entry defined in the EDI sender code field for the customer (Customers) and is used by the recipient to verify that it is the correct file.
Receiver code	57	40	For the Purchase Order Export program, this code is obtained from the entry defined at the EDI > trading partner field for the supplier (Suppliers) and is used by the recipient to verify that it is the correct file. For the Sales Order Import program, this code is obtained from the local site information created in the Interface Setup program and is used by the recipient of the file to identify the sender of the file.
Date prepared	97	8	CCYYMMDD
Time prepared	105	4	HHMM
Version of exported file	109	3	Version of SYSPRO used to export file (e.g. 6.0).

Order header (EDI orders)

Field	Start Position	Field Length	Notes
Record type	1	2	10
Message type	3	6	ORDERS
Order number	9	30	This indicates the customer's purchase order number. The customer's purchase order number is mandatory, irrespective of whether the option: Customer purchase order number mandatory (Customers) is selected against the customer. The customer purchase order number is used as a cross reference to the Sales Order files and it must therefore be unique.
Action	39	1	A - indicates that the order was added. D - indicates that the order was deleted. C - indicates that changes were made to the order header or detail lines.
Supplier code	40	7
Customer code	47	7	This field must contain a valid customer number if you selected to Allow Multiple customers per EDI sales order import (Interface Setup).
Order date	54	8
Payment terms	62	3
Currency	65	3	The currency entered here should be the same as the currency defined against the customer (Customers). If the currency defined here is not the same as the currency defined against the customer and you have not selected the option: Ignore currencies not defined against the customer, then the order is not imported.
Shipping instructions	68	30
Delivery name	98	30
Delivery address line 1	128	40
Delivery address line 2	168	40
Delivery address line 3	208	40
Delivery address line 4	248	40
Delivery address line 5	288	40
Postal code	328	9
Filler	337	1	+
1st % discount	338	3.2
Filler	343	1	+
2nd % discount	344	3.2
Filler	349	1	+
3rd % discount	350	3.2
Warehouse to use for order	355	2
Special instructions	357	30
Order confirmation code	387	2	Used by confirmations only
Actual sales order number	389	6	Used by confirmations only
Sales order type	395	1	Used if the two character Sales order type at position 422 is blank.
Multiple ship-to-address code	396	5
Alternate key	401	10
Salesperson	411	3
Date shipped	414	8	Field type is CCYYMMDD
Sales order type	422	2

Detail lines (EDI orders)

Field	Start Position	Field Length	Notes
Record type	1	2	60 - indicates a stocked / non-stocked line. 61 - indicates a comment line.
Spaces	3	6
Order number	9	30
Line number	39	4
Action flag	43	1	A - indicates that the order was added D - indicates that the order was deleted C - indicates that changes were made to the order header or detail lines.
Stock code	44	30	When importing, this is used to determine the customer's stock code, if the stock code interchange facility is in use (see Customer Stock Codes). If found, the customer stock code is recorded on the order detail line. If the customer stock code interchange facility is not in use, then the code in this field is used to determine if the item is a SYSPRO stock item. If it is not, then the code in the Supplier's catalogue number field is checked to see if it is a SYSPRO stock code. If not, then the line is assumed to be for a non-stocked item.
Supplier's catalogue number	74	30	When importing, this contains the customer's stock code, which is used to determine the equivalent SYSPRO stock code. It is used if the stock code interchange facility is in use (see Customer Stock Codes). If this field is blank, then the Stock code field is used to determine the SYSPRO code. If the SYSPRO stock code still cannot be determined, then the order line is assumed to be for a non-stocked item. The customer stock code is recorded on the order detail line if the equivalent SYSPRO stock code can be determined. If the stock code interchange facility is not in use for the customer and a stock code is not defined in the Stock code field, or it is not a SYSPRO stock code, then the code in this field is used. If the code in this field is not a SYSPRO stock code, then the line is assumed to be for a non-stocked item.
Filler	104	1	+
Order quantity	105	9.3	The Order quantity is automatically placed into backorder by the Sales Order Import program, regardless of stock on hand.
Order unit of measure	117	3
Filler	120	1	+
Price	121	10.5	The Sales Order Import program only checks SYSPRO pricing for customers against whom contract pricing is selected (see Customers). In all other cases, the price you enter here is used.
Filler	136	1	+
1st % discount	137	3.2
Filler	142	1	+
2nd % discount	143	3.2
Filler	148	1	+
3rd % discount	149	3.2
Description Comment on '61' record type	154	45
Requested due date	199	8	Field type is: CCYYMMDD This date cannot be earlier than the date on which the import is performed.
Order confirmation code	207	2	Used by confirmations only
Line discount	209	1	V - indicates that a line discount value must be applied
Filler	210	1	+
Line discount amount	211	12.2
Product class	225	4	A valid product class must be entered. The product class is validated irrespective of your selection at the setup option: Validate product class (Inventory Setup). Lines with an invalid product class are ignored.

Notes and warnings

Restrictions and limits

Only purchase orders created after the supplier is defined as an EDI trading partner (Suppliers) are listed in the Purchase Order Export program.

The inclusion of purchase orders is controlled by the EdiPoFlag column within the PorMasterHdr table.

All purchase orders where the EdiPoFlag is set to Y are included. Once exported, the EdiExtractFlag is set to 2 providing you enabled the optionUpdate exported purchase orders. When this option is not enabled, the EdiExportFlag remains as 1 and the purchase order will be re-imported when next you extract purchase orders for import.

Hints and tips

An alternative to creating an XML export file from the Purchase Order Export program is to create the file at the time of ending an order within the Purchase Order Entry program. This is achieved by selecting the XML Export function from the End Order screen.