Quick Summary: Netstock can export purchase orders in a format compatible with Sage 500 using the Data Import Manager (DIM) utility. This Sage component validates and loads the data into the appropriate tables. This article explains the prerequisites, setup steps, and required file format structure.
Prerequisites
Before configuring Sage 500 imports:
Confirm that the Data Import Manager (DIM) has been purchased, installed, and is working.
Test data export/import using Excel to verify that DIM services, security, and permissions are functioning.
Download the Sage 500 import package (ZIP), which includes:
• A configuration file
• A sample file for setup testing
• A standard import job file (.XML)
Step 1: Set Up the Connection
In DIM, go to Maintain Source Connection.
Use the provided configuration files to connect to the staging tables.
Update the file paths to point to your environment (must reference the
from_netstockfolder created by the SIA installation).If the folder is not on the server, map a drive to the server location.
Click Create to generate the XML and XSD files.
On the Tables tab, add both Header and Detail tables.
Use Preview to confirm the data is read correctly.
If data is not visible, validate user rights, login permissions, or DIM services.
Step 2: Configure the Import Job
In DIM, go to Maintain Import Job.
Import the provided standard job file (.XML) instead of manually mapping fields.
Update folder paths to reflect your environment.
Save the configuration.
Open Process Import Job to finalize setup.
Adjust the GL Account to a suspense account.
⚠️ If you test with sample data, you may see errors if the products or warehouses do not exist in your environment — this is expected.
Step 3: Email Your Settings
Once testing is complete, email support.us@netstock.co to request that Netstock update your SIA environment.
This ensures that all new orders are exported in the correct Sage 500 format for your configuration.
Order File Format
Sage 500 order files include Header and Line Detail sections. Each field below must be present and in the correct sequence.
Header Detail
Position | Field Name | Description |
1 | HeaderLine | RecordTypeID - Character indicating the HeaderLine. Default to an H. |
2 | PurchaseOrderNo | TranNO - SIA generated unique order reference number. This will have to be set to a series number that will be unique on start of integration. |
3 | VendorNo | VendorID - Vendor code (not description) of the supplier as displayed in the PO summary. |
4 | PurchaseOrderDate | OriginationDate - The Date the purchase order was created, as shown in the PO summary. Use the earliest, latest or average of due dates from line detail (MM/DD/YYYY format). |
5 | PurchaseOrderDate | IssueDate - The Date the purchase order was created, as shown in the PO summary. Use the earliest, latest, or average of due dates from line detail (MM/DD/YYYY format). |
6 | ApprovalStatus | ApprovalStatus -An Indicator stating the approval status for the order - defaulted to Submitted. |
7 | OrderStatus | Status - Status flag indicating if the order is open or closed - default to "Open". |
8 | Blank | The format requires a comma at the end of the header line, so leave the last field blank on export. |
Line Detail
Position | Field Name | Description |
1 | L.LineHeader | RecordTypeID - Character indicating the Line Detail Lines. Default to an L. Use the same character “L” for each line detail row. |
2 | L.Status | Status - Status flag for line on order to define if line is open or closed. Default to "Open". |
3 | L.PurchaseOrderNo | TranNO - SIA generated unique order reference number. This will have to be set to a series number that will be unique at the start of integration. This should link to the number used on the header row. |
4 | L.InvoiceStatusClosed | ClosedForInvc - Yes/No flag to indicate if the line is closed for invoicing or not - Default to "no". |
5 | L.ReceivingStatusClosed | ClosedForRcvg - Yes/No flag to indicate if the line is closed for receiving or not - Default to "no" |
6 | L.GLAccount | GLAcctNo - The Internal GL account link is needed in the file layout, but a flag on set-up allows this to link to the suspense account. Inserted as a blank field. |
7 | L.ItemCode | ItemID - Product / SKU code |
8 | L.QuantityOrdered | OrigOrdered - 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” |
9 | L.RequiredDate | OrigPromiseDate - Expected Arrival Date of the item on SIA recommended order MM/DD/YYYY format. |
10 | L.LineNo | POLineNo - Incremental line counter for the lines on this specific PO. |
11 | L.RequiredDate | PromiseDate - Expected Arrival Date of the item on SIA recommended order MM/DD/YYYY format. |
12 | L.RequiredDate | RequestedDate - Expected Arrival Date of the item on SIA recommended order MM/DD/YYYY format. |
13 | L.QuantityOrdered | QtyOrd - 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”. |
14 | L.WarehouseCode | ShipToWhseID - Warehouse/branch code (not description) |
15 | L.UnitCost | UnitCost - Amended unit cost on SIA recommended order multiplied by the Purchase Factor if greater than 0, else multiply by 1. |
16 | L.UnitOfMeasure | UnitMeasureID - The purchasing unit of measure. Default to SIA unit of measure if not available |
17 | L.UnitCost * L.QuantityOrdered | ExtAmt - The value of this line on the order. The import will validate quantity * Cost and if there is a variance, fail the import. |
18 | L.Comment | ExtCmnt - Comment loaded into the PO file for loading as an optional comment on the order. |
19 | h.Blank | The format required a comma at the end of the order line, so leave the last field blank on export. |
File Layout Example
H,4652,ACS,01/01/2013,01/01/2013,Submitted,Open, L,Open,4652,No,No,,1.44 Floppy,100,04/01/2013,1,04/01/2013,04/02/2013,100,RIA,12.33,Each,1233,Comment about product abc,
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