Sales Order Importer Tool
Overview
Sales Orders can be imported using a Tab separated format.
Configuration
No configuration is required: KSCL have configured this, as part of applying the update.
Notes/Caveats
- 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.
- The data below (Sales Order Item Line) should correspond to the headers.
Usage
Typical steps for usage would include:
- Open a Sales Order screen.
- Open the Other Actions menu, the shortcut is F9.
- Select
[ Import / Export | Import | Khaos Control | Tab Separated Format ]. The file selection dialog will open 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 example duplicate orders where the Ass Ref has been used on a previous import.
minimum set of required values
- Field Name
- AssociatedRef
- OrderDate
- Site
- Customer_CompanyClass
- Customer_Currency
- Customer_CreateNew
- Item_SKU
- Item_Mapping
- Item_Quantity
- InvAddr_Line1
- InvAddr_Town
- InvAddr_Country
Guide to Full set of values
| Field Name | Required? | Description |
|---|---|---|
| AssociatedRef | mandatory | Your order code |
| OrderDate | mandatory | Date of order; format DD/MM/YYYY |
| Site | mandatory | The Name of the site the order should go against |
| Item_SKU | mandatory | Stock item reference |
| Item_Mapping | mandatory | StockCode; OtherRef; Barcode; WebCode, Automatic; How the import will try to match stock items. That is import one of these choices: StockCode; OtherRef; Barcode; WebCode, Automatic. |
| Item_Quantity | mandatory | Order line Quantity |
| Customer_CreateNew | mandatory | IfNoMatch; Always; Never; Determines whether or not a new customer record is created. That is input one of these three choices: IfNoMatch; Always; Never. IfNoMatch matches on Company Code |
| Customer_CompanyClass | mandatory | The classification of the customer (needs to match an existing company class as defined in System Data). |
| Customer_Currency | mandatory | The currency name as defined in System Data, Currencies. E.g. Pounds Sterling |
| InvAddr_Line1 | mandatory | Invoice address line 1 |
| InvAddr_Town | mandatory | Invoice address town |
| InvAddr_Country | mandatory | Invoice address country, as defined in System Data, Countries. E.g. United Kingdom |
| SalesSource | recommended | The source of the order |
| CalcMethod | recommended | Auto; Net; Gross. Determines how a sales order line is calculated in terms of its Tax and Rounding |
| Payment_Amount | recommended | Order's payment value |
| Item_UnitPrice_Gross | recommended | Gross unit value, including Tax |
| Customer_URN | recommended | Customer URN (unique reference number) to match the order to |
| InvContact_Title | recommended | Invoice contact's title (Mr, Mrs, etc). Does not have to match predefined values |
| InvContact_Forename | recommended | Invoice contact's forename |
| InvContact_Surname | recommended | Invoice contact's surname |
| DelAddr_Line1 | recommended | Delivery address line 1 |
| DelAddr_Town | recommended | Delivery address town |
| DelAddr_Postcode | recommended | Delivery address post code |
| DelAddr_Country | recommended | Delivery address country, as defined in System Data, Countries. E.g. United Kingdom |
| DelContact_Title | recommended | Delivery contact's title (Mr, Mrs, etc). Does not have to match predefined values |
| DelContact_Forename | recommended | Delivery contact's forename |
| DelContact_Surname | recommended | Delivery contact's surname |
| Item_StockDescription | optional | Product description. Can be left blank to use the description against the product file |
| InvAddr_Line2 | optional | Invoice address line 2 |
| InvAddr_Line3 | optional | Invoice address line 3 |
| InvAddr_County | optional | Invoice address county |
| InvAddr_Postcode | optional | Invoice address post code |
| InvContact_Email | optional | Invoice contact's email address |
| InvContact_Mobile | optional | Invoice contact's telephone number |
| DelAddr_Line2 | optional | Delivery address line 2 |
| DelAddr_Line3 | optional | Delivery address line 3 |
| DelAddr_County | optional | Delivery address county |
| DelContact_Email | optional | Delivery contact's email address |
| DelContact_Mobile | optional | Delivery contact's telephone number |
| Agent | optional | |
| AllocationPriority | optional | |
| Brand | optional | |
| Client | optional | |
| Courier | optional | |
| CourierGroup | optional | |
| _DeliveryCharge_Gross | optional | |
| _DeliveryCharge_Net | optional | |
| DeliveryDate | optional | |
| DeliveryTaxable | optional | |
| DestinationSite | conditional | Only useful for SO/PO Transfer orders, to set the Destination Site [ dev 016521 ] |
| DiscountCodes | optional | \n Separated list of discount keycodes (codes) |
| GrossTotal | optional | Optionally provide the gross total you expect the order to be; if Khaos fails to match this total, the user can configure what action should be taken |
| InvoiceNote | optional | |
| InvoicePriority | optional | |
| Keycode | optional | |
| OrderNote | optional | Boolean |
| PONumber | optional | |
| RemainderOnAccount | optional | |
| RequiredDate | optional | |
| SOrderCode | export | Export only |
| SOrderID | export | Export only |
| SOrderType | conditional | Only to set SO/PO Transfer order; otherwise ignored [ dev 016521 ]. Used for Exports otherwise |
| ValueDiscount | optional | Always gross |
| Website | optional | |
| Customer_MailingStatus | optional | |
| Customer_OtherRef | optional | |
| Customer_WebUser | optional | |
| Customer_CompanyType | optional | |
| Customer_CompanyName | optional | Must be specified if creating a new Customer (URN is new.) Ignored if matching to an existing Customer. |
| Customer_WebsiteUrl | optional | |
| Customer_SourceCode | optional | |
| Customer_TaxReference | optional | |
| InvAddr_Email | optional | |
| InvAddr_Telephone | optional | |
| DelAddr_Email | optional | |
| DelAddr_Telephone | optional | |
| DelContact_OptInNewsletter | optional | Boolean |
| Item_ExtendedDescription | optional | Lines separated with \n |
| Item_FreeItemReason | optional | |
| Item_ImportRef | optional | |
| Item_OrderItemDescription | ||
| _DescriptionSource | optional | Explicit,StockDesc,WebCategories |
| Item_OrderItemDescription | optional | |
| Item_PackLink | optional | |
| Item_PercentDiscount | optional | |
| Item_PostponeAssignent | optional | Boolean |
| Item_Site | optional | |
| Item_UnitPrice_Net | optional | |
| Item_WebItemRef | optional | |
| Payment_Cash_Reference | optional | |
| Payment_Cheque_Reference | optional | |
| Payment_Voucher_Reference | optional | |
| Payment_Card_AuthCode | optional | |
| Payment_Card_AccountNumber | optional | |
| Payment_Card_CardNumber | optional | |
| Payment_Card_CardStart | optional | |
| Payment_Card_CardExpire | optional | |
| Payment_Card_CardIssue | optional | |
| Payment_Card_CardCV2 | optional | |
| Payment_Card_Cardholder | optional | |
| Payment_Card_IsPreauth | optional | |
| Payment_Card_TransactionID | optional | |
| Payment_Card_SecurityRef | optional | |
| Payment_Card_PreauthRef | optional | |
| Payment_Card_SecurityToken | optional | |
| Payment_Card_Last4Digits | optional | |
| Payment_Card_FraudData | optional | |
| Payment_Card_AAVCV2Results | optional | |
| Payment_Card_Timestamp | optional | |
| Payment_BankAccount_ID | optional | |
| Payment_BankAccount_Name | optional |
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.
- You will need to 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 for to append the Client and Brand to the import before presenting it to the system so this is ensured to be configured correctly.
- 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.