Sales Order Import

Modified on Thu, 27 Dec 2018 11:17 by Freddy Donovan — Categorized as: Import- Export Manager, Order Entry

Table of Contents [Hide/Show]

   General Description
   Import Screen Filters/Fields
   Sales Order Import Header File Definitions
   Sales Order Import Details File Definitions
   Sales Order Import Additional Steps

General Description¶

Default Menu Location Transaction >> Importers/Exporters >> Purchase and Sales Orders >> Sales Order Import

Screen Name IMPORTSO

Function The Sales Order Import screen allows you to import external Sales Order records into Adjutant.

Sales Order Import Screen

Import Screen Filters/Fields¶

File Name(Header)/Browse: Use the Browse button to locate and select the completed Sales Order Header import template file (in XLS format). Note - both the Header and Details files are required and must be imported at the same time.

File Name(Details)/Browse: Use the Browse button to locate and select the completed Sales Order Details import template file (in XLS format). Note - both the Header and Details files are required and must be imported at the same time.

Export Template: Generates a blank Sales Order Header or Details template file

Map Fields: Fields must be mapped prior to importing. If no changes have been made to the column headings, the mapping screen should show all green, and you can click OK to continue. If any of the Input Field Name columns on the left are red, single-click on the line on the left column, and then double-click the desired mapped field in the right column to complete the mapping. Repeat for any red lines on the left that should be mapped. If there are additional columns in the source file that should NOT be mapped, they can be left unmapped (displayed in red). Mandatory fields will require that they be mapped before clicking OK.

Validate to TXT file: Selecting this box will create a TXT errors file listing any rows that would create errors such as invalid data, or duplicate records. If no errors are found in the file, the import will still process and no error file will be generated. Checking the validate box only prevents the import process if errors are encountered.

Sales Order Import Header File Definitions¶

Required fields are indicated with an *

f1 - TaxTable - This field is no longer used

f2 - OrderNo - Sales order Order # field value (max 30 characters)

*f3 - Owner - Inventory owner name

*f4 - SODate - Sales Order Date (MM/DD/YY format)

f5 - ReqDate - Sales Order Required Date (MM/DD/YY format)

f6 - Freight - Freight terms for the selected sales order. Valid freight terms from the FREIGHT rule should be used. If an entry is found during import that doesn't match an existing FREIGHT rule record, that entry will be added to the FREIGHT rule with no other rule details. This allows the import to complete, but could add unwanted records to the FREIGHT rule.

f7 - Terms - Payment terms for the selected sales order. Valid terms from the TERMS rule should be used. If an entry is found during import that doesn't match an existing TERMS rule record, that entry will be added to the TERMS rule with no other rule details. This allows the import to complete, but could add unwanted records to the TERMS rule.

f8 - TaxRate - Sales order tax percentage rate in ##.## format. The tax rate is stored in the SO Header for certain forms and reporting on closed or voided orders. For importing open orders, the tax table and tax rate will be updated from the sales order ship to record as soon as the order is edited and the UpTax button is used.

*f9 - SOType - Sales Order Type code from the SOTYPE rule. Blank or invalid import entries will use the first entry from the SOTYPE rule.

*f10 - ShipTo - Ship To organization number

f11 - Notes - Sales order header notes

f12 - Status - Sales order status code. Valid entries are 'O' (Open), 'C' (Closed), and 'V' (Void). If Status is blank or invalid, the sales order will be set to 'O'pen status.

f13 - OrdDate - This field is no longer in use

f14 - EstDate - Sales Order Load Date (MM/DD/YY format)

f15 - ConfirmTo - Sales order Confirm to field value (max 60 characters)

f16 - Remarks - Sales order Remarks field value (max 100 characters)

f17 - AcctMgr - Sales order Account Manager field value. Account Manager entries should exactly match an existing Contact record set up with the Account Manager attribute. If they do not match, the entry will not be imported.

*f18 - HeldFor - Inventory Held For name

f19 - PONum - Sales order Cust PO# field value (max 30 characters)

f20 - SP - Sales order Salesperson field value. Salesperson entries should exactly match an existing Contact record set up with the Salesperson attribute. If they do not match, the entry will not be imported.

f21 - FOB - Free on Board value for the selected sales order. Valid FOB names from the FOB rule should be used. If an entry is found during import that doesn't match an existing FOB rule record, that entry will be added to the FOB rule with no other rule details. This allows the import to complete, but could add unwanted records to the FOB rule.

f22 - ShipVia - Ship Via value for the selected sales order. Valid ship via names from the SHIPVIA rule should be used. If an entry is found during import that doesn't match an existing SHIPVIA rule record, that entry will be added to the SHIPVIA rule with no other rule details. This allows the import to complete, but could add unwanted records to the SHIPVIA rule.

*f23 - ShipWhse - Shipping warehouse name

*f24 - SoNO - Sales order number (max 30 characters)

*f25 - BillTo - Bill To organization number

*f26 - CustNo - Sold To organization number

Sales Order Import Details File Definitions¶

Required fields are indicated with an *

*f1 - ShipTo - Ship To organization number, must match the Ship To from the header file

*f2 - ExtPrice - Extended subtotal amount (before tax) for the sales order line. This value will be used to calculate the Line Item screen subtotal. It is also used to set the line item unit price by dividing the ExtPrice by the QtyOrd value. These values will automatically recalculate if the sales order is opened and any related fields are edited, which may change the imported amounts.

*f3 - Owner - Inventory Owner organization ID

*f4 - SPrice - Sell price in dollars, by SPriceUnit value. This price will remain in place as the agreed-to price, even after editing the imported line.

*f5 - SPriceUnit - Sell price unit to define the SPrice. Must be a valid unit of measure in the UNITS rule.

f6 - SOStatus - This field is no longer in use

*f7 - Price - Line item price used to calculate the overall order amount. The Price value used to calculate the sales order header order amount by multiplying the Price by the QtyOrd for all sales order lines. These values will automatically recalculate if the sales order is opened and any related fields are edited, which may change the imported amounts.

f8 - Notes - Line notes for the associated line item

*f9 - ExtTax - Extended tax amount for the associated line item. These values will automatically recalculate if the sales order is opened and any related fields are edited, which may change the imported amounts.

*f10 - HeldFor - Held For organization ID

*f11 - ShipWhse - Warehouse name in Adjutant for shipping location

f12 - ReqDate - Sales order line item Req Date (Required Date)

f13 - EstDate - Sales order line item Est Date (Load Date)

f14 - UnitFact - Unit of measure scaling factor

f15 - Unit - Sell unit of measure for the associated line item. Common entries are EA, FT, LBS (or any valid unit of measure established in the UNITS rule)

f16 - Taxable - Taxable flag for the associated line item (Y/N). If field is left blank, the line item will be set as non-taxable.

*f17 - SoNo - Sales order number (max 30 characters) used to link line items to the sales order header record

*f18 - Descrip - Item description for the associated line item. The description must be entered in order to display on imported records. It will not default from the associated item code.

f19 - Cost - Sell unit cost for the associated line item

f20 - QtyShp - Quantity shipped for the associated line item

*f21 - QtyOrd - Quantity ordered for the associated line item

f22 - LineNum - Line number for the associated line item. If left blank, the line number will automatically generate according to the spreadsheet order. If duplicate line numbers are found for the same sales order number, only the last record will be imported.

*f23 - Item - Item number. The item number must exist in Adjutant. The import will not import invalid items, will not create item codes, and will not default to a MISC code.

Sales Order Import Additional Steps¶

Sales Orders imported with an 'O'pen status should be edited on the Sales Order header screen and the 'UpTax' button should be used to set the correct ShipTo tax table and recalculate taxes according to the latest Adjutant tables. Sales taxes will be recalculated upon invoicing, and may generate errors if the sales order has not been updated after importing.

Review imported orders for fields that are not available on the import file, and manually update any required information that could not be imported. Some key fields to consider are:

Production Plant
Project and Project Phase links
Purchase Order links
Order header flag checkboxes such as 'Hold', 'Certs', and 'SMS Update'
Order line item flag checkboxes such as 'Drop Ship', 'Hide Line', and 'Hide Price'

Configuration details are not available on the import file. Review any configurable items on the import file and update configuration details manually before sending to production.