Description

This document explains how to import Item Sales Orders.

Detail Steps

ALWAYS BACKUP PRIOR TO IMPORTING DATA INTO YOUR WORKSPACE

  • CREATE A BACKUP OF THE WMS Workspace before proceeding - you can not UNDO an IMPORT and will have to MANUALLY CANCEL SALE ORDERS if the process fails or does not produce the desired results.
  • Select FILE - IMPORT- REMOTE SALES. As you might expect this function can be used to batch import sales orders from remote sources - for example - Handheld Sales PDAs or Website Online Store sales.
  • Choose a Location into which all open sales will be applied if the file does not contain locations. Click Import Orders.
  • The TXT file will be read and checked for initial format errors - once verified the import will begin and may take several minutes.
  • Once import completes a dialog will display noting : IMPORTED XX OF YY REMOTE SALE ORDERS.
  • Click OK and the Status Log should open - if the total number of ORDERS and/or number imported are not correct review the information shown for error messages.
  • If the issues can be managed manually make changes directly in WMS
  • Otherwise, RESTORE THE BACKUP - take corrective action as guided by the Status Reporter and Try Again.


If discrepancies occur you can review the WMS Status Reporter - this will list any issues/line items that failed to import and provide warnings with information on how to correct potential issues. If a significant number of errors occur it is recommended you restore your backup, addresses the issues listed and try again. If minor issues arise just edit the problem sales directly in WMS.

File Specifications

Field Header
 Example Required?Length
TypeDescriptionDefaults?Field Matching lookups?
Co./Last NameClothing BoutiqueR30NVARCHARThe Customers Name or Last Name for IndividualsN/AMatched to WMS Customer Card Name, Fails if no match found
First Name
O30NVARCHARThe First Name of the Customer for IndividualsN/AMatched to WMS Customer Card First Name, Fails if no match found
Addr 1 - Line 11 Smith StreetR260NVARCHARThe customers delivery address FieldsN/ANO
           - Line 2Smithfield, NSW, 2000O260NVARCHARThe customers delivery address FieldsN/ANO
           - Line 3
O260NVARCHARThe customers delivery address FieldsN/ANO
           - Line 4
O260NVARCHARThe customers delivery address FieldsN/ANO
Inclusive
R1INT X = Yes or Blank field =  NoN/ANO
Invoice #abc12385O50NVARCHARThe invoice numberNext available from WMS when BlankWill fail if invoice number already exists
Date20/02/2014R10DATEThe Ordered DateN/ANO
Customer PO654dghO20NVARCHARThe customers order reference or buyers NameN/ANO
Ship ViaBest MethodO255NVARCHARThe customers requested shipping methodWhen blank default for customer or WMS user is usedWhen populated must be in list in shipping methods in WMS.
Delivery StatusNN0NVARCHARThe customers invoice delivery method, N = , P= #################If Blank, matched to Billing card preferencesNO
Item NumberSKU234R50NVARCHARThe Item Code/NumberN/ANO
Quantity2R16DBLThe Quantity OrderedN/ANO
DescriptionPink Jersey SmlO255NVARCHARThe Items description and any special requests for the lineN/ANO
Price45.00R16DBLThe unit price excluding taxes before discounts appliedN/ANO
Inc-Tax Price49.50R16DBLThe Unit Price including taxes before discounts appliedN/ANO
Discount20R16DBLThe discount Amount to Be applied - example shown is 20% discountN/ANO
Total90.00R16DBLThe extended Non taxable amount QTY x PriceN/ANO
Inc-Tax Total99.00R16DBLThe Extended amount including Tax QTY x Inc-Tax PriceN/ANO
Jobstaff PurchaseO50NVARCHARThe job Code name - must exist in the WMSN/ANO
Commentwill be collected from shop TuesdayO250NVARCHARSale Header CommentN/ANO
Journal MemoSale From Seconds Warhouse to Melissa MarkumO250NVARCHARSale Ship NoteN/ANO
Salesperson Last NameSmithO52NVARCHARSalesperson Last name - Must be in the WMS employee listingIf Blank or unmatched, defaults to the billing cards selectionHas to match an entry in the Employee listing
Salesperson First NameEliO20NVARCHARSalesperson First name - Must be in the WMS employee listingIf Blank or unmatched, defaults to the billing cards selectionHas to match an entry in the Employee listing
Shipping Date15/02/2015O10DATERequired Promise date can be Deliver not before date or Deliver by DateDefaults to todays date when blankNO
Referral SourceStaffO32NVARCHARThe referral source for the saleDefaults to billing customers referral source when blank or unmatchedMust Match an entry in the referrals list in WMS
Tax CodeGSTR3NVARCHARThe Lines Tax code (Item)Defaults to Items default tax code when blank or unmatchedMust Match an entry in the Tax Code List in WMS
Non-GST Amount90.00R16DBLEntire Sales non GST AmountN/ANO
GST Amount9.00R16DBLEntire Sales GST AmountN/ANO
LCT Amount0.00R16DBLnot in use always 0.00N/ANO
Freight Amount0.00R16DBLNot in use always 0.00 - Freight should be entered as a line item onlyN/ANO
Inc-Tax Freight Amount0.00R16DBLNot in use always 0.00 - Freight should be entered as a line item onlyN/ANO
Freight Tax CodeGSTR16DBLNot in use always 0.00 - Freight should be entered as a line item onlyN/ANO
Freight Non-GST Amount0.00R16DBLNot in use always 0.00 - Freight should be entered as a line item onlyN/ANO
Freight GST Amount0.00R16DBLNot in use always 0.00 - Freight should be entered as a line item onlyN/ANO
Freight LCT Amount0.00R16DBLNot in use always 0.00 - Freight should be entered as a line item onlyN/ANO
Sale StatusOO1NVARCHAR#########N/ANO
Currency CodeAUDO3NVARCHARThis sales and customers Currency CodeDefaults to Customers SettingNO
Exchange Rate1R16DBLThis sales exchange Rate########YES
Terms - Payment is Due#######R16DBL##############Combine formula of these 5 items must result in antry in the terms list in the WMS
           - Discount Days14R16DBL##############Combine formula of these 5 items must result in antry in the terms list in the WMS
           - Balance Due Days30R16DBL##############Combine formula of these 5 items must result in antry in the terms list in the WMS
           - % Discount5R16DBL##############Combine formula of these 5 items must result in antry in the terms list in the WMS
           - % Monthly Charge2.5R16DBL##############Combine formula of these 5 items must result in antry in the terms list in the WMS
Amount Paid99.00R16DBLPayment amount will only populate the paid today field in WMS, not suggested for use by WMS users who use multipayment optionN/ANO
Payment Method""N0NVARCHARNot in UseN/ANO
Payment Notes""N0NVARCHARNot in UseN/ANO
Name On Card""N0NVARCHARNot in UseN/ANO
Card Number""N0NVARCHARNot in UseN/ANO
Expiry Date""N0NVARCHARNot in UseN/ANO
Authorisation Code""N0NVARCHARNot in UseN/ANO
BSB""N0NVARCHARNot in UseN/ANO
Account Number""N0NVARCHARNot in UseN/ANO
Drawer/Account Name""N0NVARCHARNot in UseN/ANO
Cheque Number""N0NVARCHARNot in UseN/ANO
Category########O50NVARCHAR###########
Location IDPerthO16LONGMust be a matching entry in WMS locations listDefaults to User preferences when blank or unmatched, or location selected on manual importYes matches to Location Cards in WMS
Card ID321132O16LONG########################
Record ID
N0LONGAlways BlankN/ANO


After each sale there is a required blank line entry, please review attached example file for details.


Please note that some “special characters”  can cause the WMS Import to fail. If problems occur during an import try to reduce the number of sale orders being imported per TXT file. For example, create a TXT file of sales for each month or quarter and import these one after the other checking the sales reports to verify all information was accepted by WMS correctly.

Related Information

A scheduled task can be set to poll a folder and import sales periodically, please review the scheduled tasks support note.


How to obtain TSV file?

TSV file can be exported from MYOB

  1. Login to MYOB
  2. File > Export Data > Sales > Item Sales
  3. Match All fields > DO NOT CHANGE Export File Format and First Record is. Select your preferred Invoice Status and Dated From > Continue

File will be saved as ITEMSALE.TXT

Sample file ITEMSALE.TXT