Sales Order Importer Tool

Sales Order Importer Tool is not enabled by default.

Please email Development for more information.
Note: there will be additional costs involved if this option is enabled.


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:

  1. Open a Sales Order screen.
  2. Open the Other Actions menu, the shortcut is F9.
  3. Select [ Import / Export | Import | Khaos Control | Tab Separated Format ]. The file selection dialog will open with the App folder as default.
  4. Successful Orders can now be searched for in [ Sales Order | List ] by selecting an appropriate date range or searching by the Associated Ref.
  5. 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
AssociatedRefmandatoryYour order code
OrderDatemandatoryDate of order; format DD/MM/YYYY
SitemandatoryThe Name of the site the order should go against
Item_SKUmandatoryStock item reference
Item_MappingmandatoryStockCode; 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_QuantitymandatoryOrder line Quantity
Customer_CreateNewmandatoryIfNoMatch; 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_CompanyClassmandatoryThe classification of the customer (needs to match an existing company class as defined in System Data).
Customer_CurrencymandatoryThe currency name as defined in System Data, Currencies. E.g. Pounds Sterling
InvAddr_Line1mandatoryInvoice address line 1
InvAddr_TownmandatoryInvoice address town
InvAddr_CountrymandatoryInvoice address country, as defined in System Data, Countries. E.g. United Kingdom
SalesSourcerecommendedThe source of the order
CalcMethodrecommendedAuto; Net; Gross. Determines how a sales order line is calculated in terms of its Tax and Rounding
Payment_AmountrecommendedOrder's payment value
Item_UnitPrice_GrossrecommendedGross unit value, including Tax
Customer_URNrecommendedCustomer URN (unique reference number) to match the order to
InvContact_TitlerecommendedInvoice contact's title (Mr, Mrs, etc). Does not have to match predefined values
InvContact_ForenamerecommendedInvoice contact's forename
InvContact_SurnamerecommendedInvoice contact's surname
DelAddr_Line1recommendedDelivery address line 1
DelAddr_TownrecommendedDelivery address town
DelAddr_PostcoderecommendedDelivery address post code
DelAddr_CountryrecommendedDelivery address country, as defined in System Data, Countries. E.g. United Kingdom
DelContact_TitlerecommendedDelivery contact's title (Mr, Mrs, etc). Does not have to match predefined values
DelContact_ForenamerecommendedDelivery contact's forename
DelContact_SurnamerecommendedDelivery contact's surname
Item_StockDescriptionoptionalProduct description. Can be left blank to use the description against the product file
InvAddr_Line2optionalInvoice address line 2
InvAddr_Line3optionalInvoice address line 3
InvAddr_CountyoptionalInvoice address county
InvAddr_PostcodeoptionalInvoice address post code
InvContact_EmailoptionalInvoice contact's email address
InvContact_MobileoptionalInvoice contact's telephone number
DelAddr_Line2optionalDelivery address line 2
DelAddr_Line3optionalDelivery address line 3
DelAddr_CountyoptionalDelivery address county
DelContact_EmailoptionalDelivery contact's email address
DelContact_MobileoptionalDelivery contact's telephone number
Agentoptional
AllocationPriorityoptional
Brandoptional
Clientoptional
Courieroptional
CourierGroupoptional
_DeliveryCharge_Grossoptional
_DeliveryCharge_Netoptional
DeliveryDateoptional
DeliveryTaxableoptional
DestinationSiteconditionalOnly useful for SO/PO Transfer orders, to set the Destination Site [ dev 016521 ]
DiscountCodesoptional\n Separated list of discount keycodes (codes)
GrossTotaloptionalOptionally 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
InvoiceNoteoptional
InvoicePriorityoptional
Keycodeoptional
OrderNoteoptionalBoolean
PONumberoptional
RemainderOnAccountoptional
RequiredDateoptional
SOrderCodeexportExport only
SOrderIDexportExport only
SOrderTypeconditionalOnly to set SO/PO Transfer order; otherwise ignored [ dev 016521 ]. Used for Exports otherwise
ValueDiscountoptionalAlways gross
Websiteoptional
Customer_MailingStatusoptional
Customer_OtherRefoptional
Customer_WebUseroptional
Customer_CompanyTypeoptional
Customer_CompanyNameoptionalMust be specified if creating a new Customer (URN is new.) Ignored if matching to an existing Customer.
Customer_WebsiteUrloptional
Customer_SourceCodeoptional
Customer_TaxReferenceoptional
InvAddr_Emailoptional
InvAddr_Telephoneoptional
DelAddr_Emailoptional
DelAddr_Telephoneoptional
DelContact_OptInNewsletteroptionalBoolean
Item_ExtendedDescriptionoptionalLines separated with \n
Item_FreeItemReasonoptional
Item_ImportRefoptional
Item_OrderItemDescription
_DescriptionSourceoptionalExplicit,StockDesc,WebCategories
Item_OrderItemDescriptionoptional
Item_PackLinkoptional
Item_PercentDiscountoptional
Item_PostponeAssignentoptionalBoolean
Item_Siteoptional
Item_UnitPrice_Netoptional
Item_WebItemRefoptional
Payment_Cash_Referenceoptional
Payment_Cheque_Referenceoptional
Payment_Voucher_Referenceoptional
Payment_Card_AuthCodeoptional
Payment_Card_AccountNumberoptional
Payment_Card_CardNumberoptional
Payment_Card_CardStartoptional
Payment_Card_CardExpireoptional
Payment_Card_CardIssueoptional
Payment_Card_CardCV2optional
Payment_Card_Cardholderoptional
Payment_Card_IsPreauthoptional
Payment_Card_TransactionIDoptional
Payment_Card_SecurityRefoptional
Payment_Card_PreauthRefoptional
Payment_Card_SecurityTokenoptional
Payment_Card_Last4Digitsoptional
Payment_Card_FraudDataoptional
Payment_Card_AAVCV2Resultsoptional
Payment_Card_Timestampoptional
Payment_BankAccount_IDoptional
Payment_BankAccount_Nameoptional

Caveats

  1. 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.
  2. You will need to ensure that existing customer supplied data is applied to the data sheet appropriately.
  3. Data contained on the import sheet should be formatted appropriately.
  4. 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.
  5. 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.
  6. 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.
  7. It is strongly recommended that GROSS and NET values are NOT imported together.

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