Sales Order Import

Toolbar

Field	Description
Import	Validates the contents of the import file and import records if there are no errors.
Save Form Values	This option is only enabled in Design mode (Automation Design). Your selections are saved and applied when the program is run in automated mode. Form values and defaults are applied at operator level. They are not saved at role or group level.

Options

Field

Description

Data source

File location

Option	Description
Server	Indicates the import file resides on the server.
Client	Indicates the import file resides on the client.

File name

Indicate the name of the import file (include the full path).

Review file

Loads the contents of the import file into the Details pane. This enables you to validate the lines on the grid prior to importing the file. The Import button is enabled only when all lines are valid.

Options

Customer

Indicates the customer identified as the valid recipient of the import file (i.e. the entry at the EDI sender code field for the customer must match the Sender/receiver code of the company that exported the file).

The entry displayed here is generated by the system.

Customer name

Indicates the name for the Customer code.

Customer branch

Indicates the branch to which the customer is assigned.

The entry displayed here is generated by the system.

Geographic area

Indicates the region to which the customer is assigned.

The entry displayed here is generated by the system.

Ignore currencies not against customer

Select this to use the currency defined against the customer (Customers) for the import of sales orders, irrespective of the currency defined in the import file.

If you do not select this option and the currency defined in the import file differs from the currency defined against the customer, then the sales order is not imported.

Use branch defined against customer

Select this to use the default branch defined against customer.

Order branch

Indicate the specific branch that must override the default branch assigned to the customer.

Warehouse to use

When importing sales order lines for kit items, the parent item and all its components must belong to the same warehouse.

Option	Description
From stock code	Use the warehouse defined at the Warehouse to use field for the stock item.
From import file	Use the warehouse entry specified in the import file.
Specified warehouse	Specify the warehouse to use.

Warehouse

Indicate the specific warehouse to use.

Description to use for stocked lines

Option	Description
Stock code description	Use the stock description held against the stock item instead of the description specified within the import file.
Import file description	Use the stock description specified within the import file instead of the description held against the stock item.

Use format defined against customer

Use the document format defined against the customer.

Document format

Indicate the sales order document format to assign to orders residing in the import file.

The format number held against the customer is used as the default.

After processing completed

Field

Description

Print the Details

Generate a report of the contents of the Details entry grid.

Email the Details

Generate an email of the contents of the Details entry grid.

Print the Import Results

Generate a report of the contents of the Import Results pane.

Email the Import Results

Generate an email of the contents of the Import Results pane.

Email recipients

Indicate the email addresses of recipients to whom you want to email the information displayed in the output panes.

Delete file after use

Indicate whether you want to delete the import file after all records are successfully imported.

The file is also deleted if you enable this option and select the Review file function.

In a client/server environment, both the import file on the server and the temporary import file created on the client are deleted.

Close the application

Exits the program once processing is complete. Do not select this if you want to be able to view the information on screen when processing is complete or you want to print or email the contents of the Details and Import Results panes.

Details

Sales Order Import Review

Displays the orders selected for import.

Field	Description
Include All	Include for import all those orders matching the selection criteria specified. After the import is run, these orders can be viewed on the Sales Orders Imported tab. This information can be printed or emailed providing you did not select to Close the application in the After processing completed section.
Exclude All	Exclude from import all those orders matching the selection criteria specified. After the import is run, these orders can be viewed on the Sales Orders Excluded tab. This information can be printed or emailed providing you did not select to Close the application in the After processing completed section.
Detail Lines	Use the EDI Sales 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 import file.
Change Header	Maintain the header details for the selected order.
Header Details	Display the Sales Order header details for the currently highlighted line.

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.

Notes and warnings

Naming conventions

The file name adheres to the naming convention: APO0001.EDI, which is constructed as follows:

A	indicates the identification of the company that exported the file.
PO	indicates that the order file relates to customer purchase orders.
0001	indicates the transmission reference number that was assigned automatically by the trading partner who created the export file.

Import flow

If the file is being transmitted between two SYSPRO sites, then the export file is created at the originating site using the Purchase Order Export program, and imported at the receiving site using the Sales Order Import program.

EDI order confirmation file

This file is transmitted to the customer designated as the EDI trading partner, who then imports it using the Purchase Order Confirmation Import program. The naming convention of the file is AOCnnnn.EDI, where:

A	indicates your company id.
OC	indicates that the order file relates to an order confirmations file.
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.

Items not imported

Supply Chain Transfer orders (SCTs) cannot be imported using this program.
Sales order lines for stocked items that are on hold or whose supersession date is exceeded (Stock Codes) are not imported.
Items with a part category of Planning bill or Notional part (Stock Codes) cannot be selected for importing.

Error Codes

The following lists some of the possible error messages which are displayed when the import file is validated:

Header

Error Code	Meaning
B	Purchase order number is blank
C	Change not permitted
E	Already exists
I	Intrastat Error If EC VAT is installed (Company Tax Options Setup) and the order is for a customer in an EC Member State (excluding local transactions) then a valid Nature of Transaction code and Delivery Terms must be defined against the order header. If Nature of Transaction Codes and Delivery Terms for invoices are defined against the customer (Customers) then these are saved against the order. If these are not defined against the customer then the codes defined against the company (Company Tax Options Setup) are saved against the order. If the codes are not defined against the customer or the company, then an error message is displayed when reviewing the import file or importing the order. Intrastat information can be entered by selecting the Review Import File option, selecting to Change the applicable order and selecting the Header Details option which displays the SO Header Maintenance screen.
L	Errors on lines
N	Does NOT exist
P	Duplicate Purchase order number
W	Invalid EDI warehouse

Detail

Error Code	Meaning
B	Multiple bins not allowed for `S` and `K` type kits.
C	Change not permitted
D	Stock code on hold
E	Line already exists
F	Component of a kit is serialized
G	Component of a kit is lot traceable
H	Component is not stocked in the warehouse
I	Kit has no structure
J	Component cannot change
K	Kit has optional parts. Finish type and Kit type items can only be imported when no components are optional.
M	Multiple errors
N	Does not exist
O	Phantom component
P	No contract price
Q	New order < shipped
R	Invalid part query
S	Cannot change stock code
U	Invalid unit of measure
V	The stock code's supersession date has been exceeded.
W	Invalid EDI warehouse
X	Obsolete part
z	Invalid stock code product class
d	The expected due date is earlier than the actual date of the import