Sales Order Import Tool

Overview

A Tab separated format allows users to import Sales Orders into Khaos Control. The headers as described in the table below, are written in a format that Khaos Control recognises. The table also has an explanation of what each header means and what information you should include in your file, as well as where to put that information. If you are unsure of what a field means, or where to put specific information, please email Development.

Configuration

• In order to prepare the data for import, the file should be saved with a .txt or .tsv extension.
• The top line of the file may be a header containing the specified field names.
• Excel will strip leading zeros from numeric fields, so please ensure that you take appropriate formatting steps, if you have any leading zeros in these fields.
• The data below (Sales Order Item Line) should correspond to the headers.

Usage

Typical steps for usage would include:

1. Open a Sales Order screen (show me how).
2. Press F9 to open the Other Actions Menu.
3. Select [ Import / Export | Import | Khaos Control | Tab Separated Format ] to open the file selection dialog with the App folder as default.
   • Successful Orders can now be searched for in [ Sales Order | List ] by selecting an appropriate date range or searching by the Associated Ref.
   • Unsuccessful Orders will be reported, for instance duplicate orders, where the Ass Ref has been used on a previous import.
     Note: If you have multiple lines for an order (a line for each item), you only need to include the payment information on one of the lines, otherwise you end up with payment lines being duplicated. You only need to include payment information on multiple lines if you need multiple payment lines on the order.

Full Set of Values

All YES and NO fields should be Boolean values.
YES = -1, NO = 0

Caveats

• Where system required mandatory fields of data are not included, the entire order line of respective data will be skipped. The rest of the orders will complete provided there are no further errors.
• Ensure that existing customer supplied data is applied to the data sheet appropriately. Data contained on the import sheet should be formatted appropriately.
• The Stock Code field will be compared against the Stock Code in Khaos Control, if no match is found the system will then search the Barcode values against the Stock Codes to try to find a match. If no matches are found at this level, then the final search will be against the Other Ref field of the Stock Codes. Only once these levels have all been tried will the system fail the Order based on no matching Stock Code. It is important that the whole Order fails in this situation, so the Stock Code can be corrected, and a full Order imported. The rest of the file will still process if one order line fails on Stock Code matching.
• It is considered good practice to append the Client and Brand to the import before presenting to the system so this is configured correctly.
• If using the Extended Stock Description on the Sales Order to register a specific instruction for example where Sales Orders are gift-aided, use the wording 'GIFT AID' or similar, it is strongly recommended that this is the only text that exists in this field in Khaos Control.
• Where no Invoice Address details are provided the system will use the Delivery Address fields for both Invoice and Delivery. Where partial Invoice Address or partial Delivery Address details are provided, the Order will fail to import. The rest of the file should still process. Where only Invoice Address details are provided the system will make use of Invoice for both Delivery and Invoice Address details.
• It is strongly recommended that GROSS and NET values are not imported together.

See Also

• Sales Order Overview