Sales Order Data Import Mapping
Information
MANDATORY FIELDS
Notes
- A valid Sales Order import contains header information (that relates to the order as a whole) and at least one stock Item, with each separate item being on its own line. Before importing Sales Orders, it is necessary to first ensure that details of all Stock Items (including any preferred suppliers) have already been imported into KCC.
- The system will create new a customer for Sales Orders where the customer is not already on KCC.
- If adding multiple items for a single sales order, then there is no need to record all customer information on every row, only the Item_Mapping and Associated_Ref fields need to be included in addition to the details of the stock item.
- An example Sales Order import file is provided in the attachments area. Delivery charges will be added to imported sales orders based on the existing [System Data | Delivery Rates] setup.
All YES/NO fields should be done as Boolean values. YES = -1, NO = 0
| FIELD NAME | MANDATORY FIELD | DESCRIPTION | FIELD TYPE |
| AssociatedRef | YES | Your order code. | FREETEXT |
| Order Date | YES | The date the order was placed. MUST BE IN DD/MM/YYYY | DD/MM/YYYY |
| Site | YES | The name of the site the order should be set against as defined in [System Data | Sites]. | FREETEXT |
| Item_SKU | YES | Stock item reference – Stock code. | FREETEXT |
| Item_Mapping | YES | StockCode;
Other Ref; Barcode; Automatic; How the import will try to match stock items. Setting this to Automatic will have the system look at all references for your stock items. | FREETEXT |
| Item_Quantity
| YES | Order line quantity. | NUMBER |
| Customer_CreateNew
| YES | IfNoMatch; Always; Never; Detemines weather or a not a new customer record is created. | FREETEXT |
| Customer_CompanyClass
| YES | The Classification of the customer. MUST ALREADY EXIST IN [SYSTEM DATA | COMPANY CLASSES] | FREETEXT |
| Customer_Currency_Code | YES | Currency code as defined in [System Data | Currencies]. IF CUSTOMER ALREADY EXISTS THEN MUST MATCH EXISTING CURRENCY | FREETEXT |
| InvAddr_Line1
| YES | Invoice address line 1. | FREETEXT |
| InvAddr_Town
| YES | Invoice address town. | FREETEXT |
| InvAddr_Postcode | YES | Invoice address postcode. | FREETEXT |
| InvAddr_Country_Code
| YES | Invoice address 2 digit country code – eg. GB. | FREETEXT |
| CalcMethod
| NO | Auto; Net; Gross. Determines how a sales order line is calculated in terms of tax and rounding. | FREETEXT |
| SalesSource
| NO | The source of the order as defined in [System Data | Sales Sources]. | FREETEXT |
| DeliveryCharge_Gross
| NO | Amount charged for delivery. If omitted the system will calculate delivery based on the values in [System Data | Delivery Rates]. To indicate free delivery, include this field and set its value to 0. | NUMBER |
| Item_UnitPrice_Gross
| NO | Gross unit value, including tax. | NUMBER |
| Customer_CompanyName
| NO | Company name can be the name of a company or individual. In the latter case the system will auto create a company name based on the invoice forename and surname. | FREETEXT |
| Customer_URN
| NO | The Customer URN to match this sales order to. In the event that the customer is a company with multiple contacts then this MUST be provided. | FREETEXT |
| InvContact_Title
| NO | Invoice contacts title (Mr, Mrs, Rev etc.). | FREETEXT |
| InvContact_Forename
| NO | Invoice contacts forename. | FREETEXT |
| InvContact_Surname
| NO | Invoice contacts surname. | FREETEXT |
| DelAddr_Line1
| NO | 1st line of the delivery address. | FREETEXT |
| DelAddr_Town
| NO | Delivery address town. | FREETEXT |
| DelAddr_Postcode
| NO | Delivery address postcode. | FREETEXT |
| DelAddr_Country_Code
| NO | Delivery address country code as defined in [System Data | Countries], eg. GB.
| FREETEXT |
| DelAddr_Country_Name
| NO | Delivery address country name as defined in [System Data | Countries], eg. United Kingdom. THIS WILL OVERRIDE COUNTRY CODE ABOVE | FREETEXT |
| DelContact_Title
| NO | Delivery contacts title (Mr, Miss, Rev. etc.). | FREETEXT |
| DelContact_Forename
| NO | Delivery contact’s forename. | FREETEXT |
| DelContact_Surname
| NO | Delivery contact’s surname. | FREETEXT |
| DelContact_Email
| NO | Delivery contact’s email address. | FREETEXT |
| DelContact_Mobile
| NO | Delivery contact’s telephone number. | NUMBER |
| DeliveryDate
| NO | The date the order should be delivered on. KCC may reassess this based on rules. | DD/MM/YYYY |
| Agent
| NO | The name of the agent to associate with the order as defined in [System Data | Agents]. | FREETEXT |
| Courier
| NO | Used for specifying the courier to use with the order. The courier must already exist in the system. KCC may override this based on rules. | FREETEXT |
| Brand
| NO | Used if you
wish to specify a Brand for imported sales orders. The brand must already be defined in [ System Data | Branding ]. | FREETEXT |
| InvoicePriority
| NO | Used if you wish to specify a priority for the order. The priority must already exist in [System Data | Invoice Priorities]. | FREETEXT |
| PONumber
| NO | Customers PO (Purchase Order) reference. Usually relevant to business customers paying on account. | FREETEXT |
| OrderNote
| NO | The Picking List note found on a sales order. | FREETEXT |
| InvoiceNote
| NO | The Invoice Note found on a sales order. | FREETEXT |
| Item_StockDescription
| NO | Product description. Can be left blank and the system will the description against the product SKU. | FREETEXT |
| Item_ExtendedDescription
| NO | Additional line of description for an order item. For example, a personalised gift message. | FREETEXT |
| Item_PercentDiscount
| NO | Percentage amount to be applied to the item. If specified, unit price should be before this is applied. | NUMBER |
| Item_PostponeAssignment
| NO | If true, the stock item is not automatically assigned to the sales order. | Yes / No |
| Customer_OtherRef
| NO | A reference field that can contain another identifier. | FREETEXT |
| Customer_TaxReference
| NO | A tax reference for the customer. | FREETEXT |
| Customer_Currency_Name
| NO | The currency name as defined in [System Data | Currencies], e.g. Pounds Sterling. THIS WILL OVERRIDE THE CURRENCY CODE. | FREETEXT |
| Customer_MailingStatus
| NO | The data protection level of the individual contact. Use the values specified in [System Data | Data Protection]. | FREETEXT |
| InvAddr_Line2
| NO | Invoice address line 2 | FREETEXT |
| InvAddr_Line3
| NO | Invoice address line 3 | FREETEXT |
| InvAddr_County
| NO | Invoice address county | FREETEXT |
| InvAddr_Country_Name | No | Invoice address country name as defined in [System Values | Countries], e.g. United Kingdom. THIS WILL OVERRIDE THE COUNTRY CODE | FREETEXT |
| InvContact_Email
| NO | Invoice contact’s email address. | FREETEXT |
| InvContact_Mobile
| NO | Invoice contact’s telephone number. | NUMBER |
| DelAddr_Line2
| NO | Delivery address line 2. | FREETEXT |
| DelAddr_Line3
| NO | Deliver address line 3. | FREETEXT |
| DelAddr_County
| NO | Delivery address county. | FREETEXT |
| Payment_Amount
| NO | The amount of the payment received. This will be assumed based on KCC settings if omitted. | NUMBER |
| Payment_Card_AuthCode
| NO | An auth code for a card payment, if required. Can be made up to make a payment as authorised – e.g. PayPal. | FREETEXT |
| Payment_Cash_Reference
| NO | A reference for cash payments. | FREETEXT |
| Payment_Cheque_Reference
| NO | Typically a cheque number. | FREETEXT |
| Payment_BankAccount
| NO | Which bank name to record this payment against as defined [System Data | Bank Accounts]. | FREETEXT |