Sales Order Import Guide - Revision history

Freddy at 19:49, 27 November 2023

2023-11-27T19:49:04Z

Freddy at 15:45, 19 June 2019

2019-06-19T15:45:43Z

Freddy at 19:53, 11 June 2019

2019-06-11T19:53:07Z

Freddy at 19:41, 10 January 2019

2019-01-10T19:41:28Z

Freddy at 16:25, 3 January 2019

2019-01-03T16:25:48Z

Freddy at 17:36, 27 December 2018

2018-12-27T17:36:52Z

Freddy at 17:18, 27 December 2018

2018-12-27T17:18:39Z

Freddy at 17:09, 27 December 2018

2018-12-27T17:09:07Z

Freddy at 21:56, 26 December 2018

2018-12-26T21:56:07Z

Show changes

Freddy at 20:18, 26 December 2018

2018-12-26T20:18:29Z

@@ Line 91: / Line 91: @@
 '''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.
+'''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

@@ Line 37: / Line 37: @@
 * '''Line numbers''' - If the legacy system doesn't provide line numbers, the import can automatically generate line numbers based on the order of the order details on the import spreadsheet. If line numbers are provided, pay close attention that line number data does not get altered during the scrubbing process. The line number information should also be carefully reviewed for duplicate line numbers on the same order. The import will skip duplicates and only import the last one encountered.
-* '''Terms''' - Make sure terms data is accurate and matches an entry in the TERMS rule. Any imported TERMS value that does not exist in the TERMS rule will create a blank entry in the rule. Best practice is to match each order's terms to a valid TERMS entry. In some systems, order terms are a text field and there is no standardization on the legacy system.  For these instances, it is best to scrub each term value until it matches an existing TERM. Alternatively, you can create a catch-all TERM rule for unknown, incomplete, or undefined term details in the source data.
+* '''Terms''' - Make sure terms data is accurate and matches an entry in the TERMS rule, including the exact capitalization of each letter. For example, 'Net 30', 'net 30', and 'NET 30' will be seen as three different entries.  Any imported TERMS value that does not exist in the TERMS rule will create a blank entry in the rule. Best practice is to match each order's terms to a valid TERMS entry. In some systems, order terms are a text field and there is no standardization on the legacy system.  For these instances, it is best to scrub each term value until it matches an existing TERM. Alternatively, you can create a catch-all TERM rule for unknown, incomplete, or undefined term details in the source data.
 * '''Ship Via''' - Make sure Ship Via data is accurate and matches an entry in the SHIPVIA rule. Follow the same guidelines detailed in the Terms section above for scrubbing Ship Via data.

@@ Line 77: / Line 77: @@
 '''*f4 - SODate''' - Sales Order Date (MM/DD/YY format)
-'''f5 - ReqDate''' - Sales Order Required 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.
@@ Line 95: / Line 95: @@
 '''f13 - OrdDate''' - This field is no longer in use
-'''f14 - EstDate''' - Sales Order Load Date (MM/DD/YY format)
+'''*f14 - EstDate''' - Sales Order Load Date (MM/DD/YY format)
 '''f15 - ConfirmTo''' - Sales order Confirm to field value (max 60 characters)

← Older revision		Revision as of 19:41, 10 January 2019
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−	==General Import ~~Template File~~ Notes==	+	==General Data Import Notes==

−	*Template files are typically generated from their respective Import ~~screen using an 'Export Template' button.~~	+	Refer to the [[Data Import General Information]] page for information and guidance on general import timeline, formatting import templates, as well as how to ensure you are using the most current template information for data imports.
−	*Using the 'Export Template' button from an updated system will help ensure ~~that~~ you are using the most ~~up-to-date import file, and will help avoid errors.~~
−	*Templates generally (but not in all cases) contain 3 rows of header information.
−	**The first row is generally labelled with f1 through f## and is used to give a consistent column id to each data column. Do not remove this row unless instructed.
−	**The second row is labelled with the column data/field name. The values in this row are used for the file mapping screen. Editing these values is generally not needed and may make the field mapping process difficult.
−	**The third row (if present) is labelled either with the same values from row 2, or with more detailed field descriptions. The third row is available to create a customer-friendly name for ~~the associated~~ data ~~column.~~
−	***The third row should be removed from the source file prior to importing. It will cause errors since it will be treated as the first import record on the file.
−	Import files MUST always be saved as 'Microsoft Excel 5.0/95 Workbook (.xls)' format until further notice. The import screens will generate errors if the file type is not correct.

−	*It is a good idea to perform a Mapping Table Import using a current source list before beginning on any imports. Without a current mapping table, the quality of imports can be compromised. The Mapping Table Import only needs to be run once on a newly set up Adjutant system. It does not need to be run before each import.
−	**Export a current list from the Mapping Table Import screen from an updated system (or contact your Implementation Consultant for an updated file).
−	**Perform a Mapping Table Import on the target system with the XLS file from the step above.

@@ Line 37: / Line 37: @@
 ==Sales Order Import File Data Scrubbing==
-Every customer's data will have different issues that need addressing.  Some of the issues will not make themselves visible until after the data has been imported and is in use during parallel testing.  This is why it is critically important to perform an early import, and keep accurate notes on issues that need to be addressed on a supplemental import, or for a complete re-import. Some common things that need attention during AP invoice data scrubbing include:
+Every customer's data will have different issues that need addressing.  Some of the issues will not make themselves visible until after the data has been imported and is in use during parallel testing.  This is why it is critically important to perform an early import, and keep accurate notes on issues that need to be addressed on a supplemental import, or for a complete re-import. Some common things that need attention during Sales Order data scrubbing include:
 * '''Open vs. Closed sales orders:''' If you are importing completed historical orders, understand that the source data may require significantly more scrubbing, as well as decisions on how to handle obsolete data. Data like salespersons, account managers, customers, rule-based drop-down options, and even items that may no longer be valid will have to be added to Adjutant in order to complete the import. This means deliberately adding obsolete records in several areas in order to support historical data. Discuss the options carefully with the customer before proceeding.
@@ Line 81: / Line 81: @@
 '''f1 - TaxTable''' - This field is no longer used
-'''f2 - OrderNo''' - Sales order Order # field value (max 30 characters)
+'''f2 - OrderNo''' - Sales order Order # field value (max 30 characters). This field can be used in the SO Header screen to search for records.
 '''*f3 - Owner''' - Inventory owner name

← Older revision		Revision as of 17:36, 27 December 2018
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−	==~~AR Invoice~~ Import File Data Scrubbing==	+	==Sales Order Import File Data Scrubbing==

	Every customer's data will have different issues that need addressing. Some of the issues will not make themselves visible until after the data has been imported and is in use during parallel testing. This is why it is critically important to perform an early import, and keep accurate notes on issues that need to be addressed on a supplemental import, or for a complete re-import. Some common things that need attention during AP invoice data scrubbing include:		Every customer's data will have different issues that need addressing. Some of the issues will not make themselves visible until after the data has been imported and is in use during parallel testing. This is why it is critically important to perform an early import, and keep accurate notes on issues that need to be addressed on a supplemental import, or for a complete re-import. Some common things that need attention during AP invoice data scrubbing include:

@@ Line 76: / Line 76: @@
 ==Sales Order Import Header File Definitions==
 Required fields are indicated with an *
@@ Line 133: / Line 134: @@
 ==Sales Order Import Details File Definitions==
 '''*f1 - ShipTo''' - Ship To organization number, must match the Ship To from the header file

@@ Line 23: / Line 23: @@
 The Sales Order Import is generally used to import only the open sales order records at the time of go-live. However, it is also possible to import completed sales orders for historical reference.  If importing completed sales orders, understand that completed sales orders should not be reopened and edited because the sales order amounts may recalculate, which would create incorrect historical records.
 ===General Notes===
-'''Item Detail''' - Confirm with the customer whether they want to see complete, individual item number detail or if they want to use a single item code for the invoice total. Importing item-level detail will match against the item number in Adjutant. If the imported item matches an existing item number, the matched item ikey will be linked to the imported invoice. If an Adjutant item number does not exist for the imported item, the system will use the 'MISC' item code, but will still display the imported item number and description from the file. Invoice documents produced from imported invoices will show the imported details. However, some reports that rely on the item ikey for selection may not report on these no-match MISC imported items.
+'''Configurable Items''' - The Sales Order import does not have the ability to import custom configuration details with each line item. Discuss this with the customer and develop a plan to capture the configuration details and to update the imported order items manually after the import.
-Importing complete item-level detail will also involve additional review and potential scrubbing of the source file to make sure that all detail lines are imported and that the details total up to the imported invoice total.
+'''Order Amounts''' - Customers should expect the order totals for imported open orders to change once they are edited in Adjutant. There are a number of factors which may cause pricing and order totals to recalculate once the order is edited in Adjutant. Minor rounding differences, changes in customer pricing structure, program differences between the legacy system pricing calculations and Adjutant, configuration pricing differences, and tax calculations are just some of the factors that may affect order totals once the imported records are edited in Adjutant. Customers should be prepared for these differences, and a plan of action should be developed to review and adjust orders as needed.
-'''Taxability''' - Confirm with the customer that they can provide tax amount breakouts for each invoice. You should also confirm that non-taxable invoices are indicated in the source data so the taxable flags can be accurately set in the detail file. Do not lump the tax amount into total unless there is no reasonable alternative for obtaining an accurate and reliable tax amount for each invoice item.
+'''Taxability''' - Confirm with the customer that taxable flags can be reliably set on the source data. The import requires that the taxability of each line item is defined, and if it is not set to yes, it will default to non-taxable. Also, as stated above, tax calculations between two different systems will commonly be different because of rounding or calculation methods. Differences between customer setup information or between the ways that order taxes are controlled  (for example, legacy systems may allow tax rates to be manually decided at the order level compared to being decided by the Ship To location) can lead to different tax calculations. Customers should expect to carefully review and validate each imported order's tax amounts.
@@ Line 47: / Line 44: @@
 * '''Amounts''' - Carefully review and verify that the header file totals and the detail file totals match by invoice number. Also verify that the header subtotal/tax total/total amount values add up correctly and match with the extended price and extended tax values in the detail file.
 * '''Terms''' - Make sure terms data is accurate and matches an entry in the TERMS rule. Any imported TERMS value that does not exist in the TERMS rule will create a blank entry in the rule. Best practice is to match each order's terms to a valid TERMS entry. In some systems, order terms are a text field and there is no standardization on the legacy system.  For these instances, it is best to scrub each term value until it matches an existing TERM. Alternatively, you can create a catch-all TERM rule for unknown, incomplete, or undefined term details in the source data.

← Older revision		Revision as of 20:18, 26 December 2018
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	Menu Location: Transaction>>Importers/Exporters>>Accounting>>AR Invoice Import		Menu Location: Transaction>>Importers/Exporters>>Accounting>>AR Invoice Import

−	[[File:IMPORTSO.~~PNG~~]]	+	[[File:IMPORTSO.png]]