Orders upload - Sage X3

Sage ERP X3 has custom templates and allows for the import of data like this as a standard feature. To set this up with the right format for SIA you need to create a template with the following structures in the Import/Export Template screen.

This section details the set-up of a standard import template for the import of external supplier orders for products to be purchased. To configure inter-site orders and / or manufacturing orders, you will need to amend the fields being referenced to accommodate these data types.

 

The first part of the setup has to do with the overall layout and make sure you set the parameters as shown.

 

Now select the fields tab and set the fields to be imported as shown. 

The setup is now complete and this template can be used for your import formats going forward.

 

Once the automated link has been set-up by SIA for your environment, you will now use the import function under Usage, to load the data you created from the ordering screens in SIA.

This process will import the order into X3 and then your existing workflows and links to get this to your supplier, should take over as normal.

 

Order format

Header detail

Position Field Name Description
1 H.HeaderLine Character indicating the HeaderLine. Default to an H. Can be anything although suggest against using special characters.
2 H.PurchaseOrderNo SIA generated unique order reference number. Either this number can be used as the PO number, or the Purchase Order module within Sage can generate a PO number.
3 H.WarehouseCode Warehouse / branch code (not description) as displayed in the PO summary. Duplicated in Line for flexibility.
4 H.VendorNo Vendor code (not description) of the supplier as displayed in the PO summary.
5 H.PurchaseOrderDate Date the purchase order was created as shown in the PO summary. Use earliest, latest or average of due dates from line detail YYYYMMDD format.
6 H.RequiredExpireDate Expected Arrival Date of the purchase order on SIA recommended order. Duplicated in Line for flexibility YYYYMMDD format.
7 H.Filler A filler for just in case we need an extra header field one day. Default value to a zero for now.
8 H.Comment The user who created the order as displayed in the SIA PO summary.
 

Line detail

Position Field Name Description
1 L.LineHeader Character indicating the Line Detail Lines. Default to an L. Use same character “L” for each line detail row. Can be anything although suggest against using special characters.
2 L.ItemCode Product / SKU code
3 L.WarehouseCode Warehouse / branch code (not description) as displayed in the PO summary. Duplicated in header for flexibility.
4 L.UnitOfMeasure The purchasing unit of measure. Default to SIA unit of measure if not available.
5 L.UnitCost Amended unit cost on SIA recommended order multiplied by the Purchase Factor if greater than 0, else multiply by 1.
6 L.QuantityOrdered Amended quantity ordered on SIA recommended order multiplied by the Purchase Factor if greater than 0, else multiply by 1. Express in terms of the “PURCHASE Unit of Measure”.
7 L.RequiredDate Expected Arrival Date of the item on SIA recommended order YYYYMMDD format.
8 L.Filler A filler for just in case we need an extra line field one day. Default value to a zero for now.
9 L.CommentText Comments entered against the recommended order in SIA.
 

File layout example

H,000345,000,01-CONT,2012/11/15,2012/12/15,0,ADMIN
L,6655,000,EACH,123.45,101,2012/12/15,0,"this is comment1 ..."
L,6652-28-24-15,000,EACH,234.45,102,2012/12/16,0,"this is comment2 ..."
L,6657-24-20-12,000,EACH,345.45,103,2012/12/17,0,"this is comment3 ..."
H,000346,000,01-CONT,2012/11/15, 2012/12/15,0,ADMIN
L,6656,000,EACH,123.45,101,2012/12/15,0,"this is comment1 ..."