Purpose
This function is used to upload Customer Sales ‘Orders’ into the system. This is an alternative way of creating orders to entering them via the ‘Order Entry’ function. Using this method a “spread-sheet” style tool can be used to create a data file with a list of products and quantities ordered to be used to create a customer order.
For additional details on creating upload files see the note HERE.
Data Input
Step 1 – File Upload
Upload File
Select the data file you wish to upload, by clicking Browse. This assumes you have access to the data file with the customer, product items and sold quantities from the browser you are currently using.
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Step 2 – Review details
The line item sales details of the data file selected will be displayed so that you can review the individual items and confirm that the correct data has been uploaded before you continue. Click Submit to submit all the details.
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Spread sheet format
The spread sheet must be in a csv format.
The first row of the spread sheet must be a heading row – it does not matter what the headings are, as long as they are meaningful to you e.g. you could have ‘Product’, ‘Product Code’ or ‘SKU’.
The columns required are:
| Column | Name | Additional Details |
| A | Sales Order Number | The sales order number should be repeated for each product on the same sale transaction. This order number may/may not become the invoice number depending on whether you have the system setting configured so that invoices numbers are matched to sales order numbers. Set to ‘N’ to get “Next” sequential system generated order number. Mandatory. |
| B | Customer Number | The customer code for the customer account. This must be an existing customer in the Customer Details function. Mandatory. |
| C | Market Segment | If left blank, the market segment will default from the Customer details. Optional. |
| D | Sales Rep | If left blank, the sales rep will default from the Customer details. Optional. |
| E | Tax Cert. Number | An entry of anything here will cause the invoice to be created with no tax being charged. Optional. |
| F | Invoice Date | This will be the date of the invoice. Optional. |
| G | Customer Order Number | This is the order number your customer provided you for their reference to the sale i.e. their Purchase Order number. Optional. |
| H | Issue Location | This is the Stock Location the stock is issued from. It must be a valid Stock Location code already created in the system. Mandatory. |
| I | Product Code | This is the code of the product sold. It must be a valid Product code already created in the system. Mandatory. |
| J | Product Description | This is a text description of the product sold. Optional. |
| K | Size Code | If used, this is a Size code for the product sold. Mandatory if the product is sized and must be valid for the nominated Product. |
| L | Colour Code | If used, this is a Colour code for the product sold. Mandatory if the product is coloured and must be valid for the nominated Product. |
| M | Delivered Quantity | This is the quantity (in selling units) of the product delivered for the sale. Mandatory. |
| N | Price | This is the unit price (excluding tax) for the product delivered. If left blank, the price is derived from the standard pricing for the product and customer. Optional. |
Updating
Once you review the details and click submit, the rows on the spread sheet data are uploaded and validated. If no invalid data is detected, customer sales orders are created. The use of the letter ‘N’ for the “Next” order number is provided for as part of the functions logic.
NOTE: It should be noted that the data is processed row by row in the sequence as it appears in the file. When any of the significant data elements of the order “header” information changes, a new order is created. For Sales Orders, this means any change in the Customer, Market Segment, Sales Rep, Tax Certificate Number, Invoice Date, Customer Order Number or Issuing Location will trigger the creation of a new order.