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)

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)

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"