Orders upload - Sage 300

In order to upload purchase orders and transfers in a format that Sage 300 understands:

  • Our implementation team will need to make a configuration change to your Sage Inventory Advisor environment
  • You will need access to the from_netstock folder on the server that the Sage Inventory Advisor connector is installed on
    • This may be best implemented by requesting your IT to create a mapped drive to the from_netstock folder
 

To import purchase orders

From within Sage 300, select:

Purchase Orders | P/O Transactions | Purchase Order Entry | File | Import

The import dialogue will appear:

  • Ensure that file type Single CSV File is selected
  • Browse to the order file to be imported via the mapped drive to the from_netstock folder
  • Select the order file to be imported – the latest file created will be:
    • The file with the largest order number
    • The file with the latest create date/time
  • Once the file is selected you should notice the Status change from “Import not ready” to “Import Ready
  • Click on OK to start the purchase order creation in Sage 300

Once the import is complete, you will be able to verify that the purchase order has been created in Sage 300 by going into Purchase orders as you normally would.

 

To import transfers

From within Sage 300, select: 

Inventory Control | I/C Transactions | Transfers | File | Import

The import dialogue will appear:

  • Ensure that file type Single CSV File is selected
  • Browse to the transfer file to be imported via the mapped drive to the from_netstock folder
  • Select the transfer file to be imported – the latest file created will be:
    • The file with the largest transfer number
    • The file with the latest create date/time
  • Once the file is selected you should notice the Status change from “Import not ready” to “Import Ready
  • Click on OK to start the transfer creation in Sage 300

Once the import is complete, you will be able to verify that the transfer has been created in Sage 300 by going into Transfers as you normally would.

 

Order file format

Header detail (indicated by RECTYPE = 1)

Position Field Name Description
1 RECTYPE Character indicating the Purchase order Header Line. Default to an 1.
2 PORHSEQ Sage 300 generated unique order reference number. Default to 0. Not double quoted.
3 DATE Date the purchase order was created as shown in the PO summary YYYYMMDD FORMAT. Not double quoted.
4 VDCODE Vendor code (not description) of the supplier as displayed in the PO summary.
5 EXPARRIVAL Expected Arrival Date of the purchase order on SIA recommended order. Use average of dates as they appear in line detail YYYYMMDD FORMAT. Not double quoted.
6 COMMENT Comment for Purchase order header. Default to null for now.
7 REFERENCE Contains the name of the user creating the order as it appears in the summary on the Order schedule.
 

Line detail (indicated by RECTYPE = 2)

Position Field Name Description
1 RECTYPE Character indicating the Purchase order Detail Line. Default to a 2.
2 PORHSEQ Sage 300 generated unique order reference number. Default to 0. Not double quoted.
3 PORLREV Place holder. Default to 0. Not double quoted.
4 ITEMNO The product code of the item being ordered.
5 LOCATION Warehouse / branch code (not description) as displayed in the PO summary.
6 ORDERUNIT The purchasing unit of measure. Default to SIA unit of measure if not available.
7 OQORDERED Amended quantity ordered on SIA recommended order divided by the Purchase Factor, and rounded to MOQ, if greater than 0, else multiply by 1. Express in terms of the “PURCHASE UNIT OF MEASURE”. Not double quoted.
8 UNITCOST Amended unit cost on SIA recommended order multiplied by the Purchase Factor if greater than 0, else multiply by 1. Not double quoted.
9 EXPARRIVAL Format YYYYMMDD. Not double quoted.
 

Line comment (indicated by RECTYPE = 3)

This line adds a comment to the Line detail line above it (see example)

Position Field Name Description
1 RECTYPE Character indicating the Purchase order comment Line. Default to a 3.
2 PORHSEQ Sage 300 generated unique order reference number. Default to 0. Not double quoted.
3 PORCREV Place holder. Default to 0. Not double quoted.
4 PORCSEC Default to a 0. Not double quoted.
5 COMMENTTYP Default to a 1. Not double quoted.
6 COMMENT Comments entered against the recommended order in SIA Order schedule.
 

File layout example

"RECTYPE","PORHSEQ","DATE","VDCODE","EXPARRIVAL","COMMENT","REFERENCE"
"RECTYPE","PORHSEQ","PORLREV","ITEMNO","LOCATION","ORDERUNIT","OQORDERED","UNITCOST",”EXPARRIVAL”
"RECTYPE","PORHSEQ","PORCREV","PORCSEQ","COMMENTTYP","COMMENT"
"RECTYPE","PORHSEQ","PORRREV","RQNNUMBER","BLNKVDCODE","USEVDTYPE"
"RECTYPE","PORHSEQ","OPTFIELD","VALUE","TYPE","LENGTH","DECIMALS","ALLOWNULL","VALIDATE","SWSET","VALINDEX","VALIFTEXT","VALIFMONEY","VALIFNUM","VALIFLONG","VALIFBOOL","VALIFDATE","VALIFTIME","FDESC","VDESC"
"RECTYPE","PORHSEQ","PORLREV","OPTFIELD","VALUE","TYPE","LENGTH","DECIMALS","ALLOWNULL","VALIDATE","SWSET","VALINDEX","VALIFTEXT","VALIFMONEY","VALIFNUM","VALIFLONG","VALIFBOOL","VALIFDATE","VALIFTIME","FDESC","VDESC"
"1",0,20121123,"1400",20121225,"comment for PO...","Purchase Name: Francis Lau"
"2",0,1000,"A1-105/0","1","Ea.",75,3.855201,20120315
"3",0,0,0,1,"Comment is 80 char long for line above"
"2",0,2000,"A1-106/0","4","Ea.",150,3.847887, 20120315
"3",0,0,0,1,"Comment is 80 char long for line above"
"1",0,20121123,"1400",20121225,"comment for PO...","Purchase Name: Buyer2"
"2",0,1000,"A1-104/0","1","Ea.",75,3.855201,20121225
"3",0,0,0,1,"Comment is 80 char long for line above"
"2",0,2000,"A1-103/0","4","Ea.",150,3.847887,20130112
"3",0,0,0,1,"Comment is 80 char long for line above"