Business-to-Business Trading > Purchase Order Export

Purchase Order Export

You use this program to output an order file for transmission to a supplier designated as an EDI trading partner.

The file that is generated can be output in either EDI (Electronic Data Interchange) or XML (Extensible Markup Language) format.

For EDI format files, the supplier imports them using the Sales Order Import program. For XML format files, the supplier imports them using facilities available in e.net solutions.

Toolbar and menu

Field Description
Start Review Select this to view the purchase orders selected for export.
Change Criteria Select this to reset the Purchase Order Export Criteria to their defaults and to enable changes to the criteria.
Start Export

Select this to generate the export file.

A report is produced detailing all orders that were exported. This includes new orders, changes to order lines, and order cancellations.
Print  

Purchase Order Export Criteria

Field Description
Export details  
Document format

  • XML

    Select this to generate a file that is configured according to XML formatting standards.

    A new XML document is created for each purchase order that is processed.

    You can only select this option if a pre-defined a destination folder for XML documents is defined (XML Document Control).

  • EDI

    Select this to generate a file in ASCII format. One EDI document is created for all purchase orders selected for a supplier.

    By default, the file is output to the destination folder indicated at the Directory field (i.e. the working directory that was entered as part of your installation).
Directory This indicates the destination folder for the file.

This defaults to the destination folder specified within the XML Document Control program. Although you can specify a different destination folder, this must already exist.
Next generated file name

This indicates the name of the file that will be created.

For an EDI file, the naming convention is APOnnnn.EDI, where:

A indicates your company id.
PO indicates that the export file relates to purchase orders.
nnnn indicates the next document number that will be used. This number (starting at 1) is assigned automatically by the system and incremented by 1 each time you output an EDI file.

For an XML file, the naming convention is APOnnnnnnnn.XML, where:

A indicates your company id.
PO indicates that the export file relates to purchase orders.
nnnnnnnn indicates the next XML document number that will be used. This number is extracted from the XML Document Control program.
Supplier Indicate the supplier for whom you want to select purchase orders for export.
[Note]

The supplier must be defined as an EDI trading partner (Supplier Maintenance).
Include previously excluded PO Select this to include purchase orders that were specifically excluded from a previous review.
Update exported purchase order Select this to update previously exported orders with any changes to order lines.

This applies to XML format only.

Previously exported freight or miscellaneous lines that are subsequently changed are not re-exported. However, freight and miscellaneous lines added to an order after it has been exported are included in the export.
Purchase orders  
Purchase order selection Indicate the range of purchase orders that must be included in the selection for export.

Purchase Order Export Review

The review screen enables you to view the purchase orders that have been selected for export.

[Note]

If you selected EDI format, then only stocked lines, non-stocked lines and comment lines are selected for export.

If you selected XML format, then freight and miscellaneous lines are also exported, providing you enabled the option: Include freight and miscellaneous lines in XML export (Purchase Orders Setup).
Field Description
Include All Select this to include for export all those orders matching the selection criteria specified.
Exclude All Select this to exclude from export all those orders matching the selection criteria specified.
Detail Lines

Select this to use the EDI Purchase Order Lines program to view detail line information of all order lines captured for the highlighted order.

For orders included in the review, you can also indicate specific order lines you want to include/exclude from the export file.
Print Select this to generate a report of the contents of the Purchase Order Export Review listview.
Included A tick in this column indicates that the order is included in the export file. Select this to toggle between including and excluding the highlighted order from the export file.

Purchase Orders Exported

This displays details of purchase orders exported.

Import File Layout for 7

This is the structure of the import/export file for an EDI format document.

[Note]

  • The same file that is exported by the originating site (i.e. using Purchase Order Export) is imported by the receiving site (i.e. using Sales Order Import).

  • The customer purchase order number field is mandatory, irrespective of whether the option: Customer purchase order number mandatory (AR Customer Maintenance) is selected against the customer. The customer purchase order number is the sole point of reference for the importing and updating of orders.

The structure of the import/export file for an EDI format document comprises the following three sections:

  • Transmission header
  • Order header
  • Detail lines

Transmission header (EDI orders)

Field Start position Field length and description
Header  

For the Purchase Order Export program this must be:

;SYSPRO IMPORT - Version=001 - INTP50

For the Sales Order Import program this must be:

;SYSPRO IMPORT - Version=001 - INTP52

For the Purchase Order Confirmations Import program this must be:

;SYSPRO IMPORT - Version=001 - INTP56

Mandatory entry of this comment on the first line of the import file to distinguish it from a SYSPRO 6.1 layout file. This comment is not case sensitive.
Record type 1 2

00
Transmission reference 3 14
Sender code 17 40

For the Purchase Order Export program, this code is obtained from the local site information created in the Interface System Setup program and is used by the recipient of the file to identify the sender of the file.

For the Sales Order Import program, this code is obtained from entry defined in the EDI sender code field for the customer (AR Customer Maintenance) and is used by the recipient to verify that it is the correct file.
Receiver code 57 40

For the Purchase Order Export program, this code is obtained from the entry defined at the EDI > trading partner field for the supplier (Supplier Maintenance) and is used by the recipient to verify that it is the correct file.

For the Sales Order Import program, this code is obtained from the local site information created in the Interface System Setup program and is used by the recipient of the file to identify the sender of the file.
Date prepared 97 8

CCYYMMDD
Time prepared 105 4

HHMM
Version of file 109 3

Version of SYSPRO used to export file.
Filler 112 1

Order header (EDI orders)

Field Start position Field length and description
Record type 1 2

10 - Order Header
Message type 3 6

ORDERS
Customer Purchase Order number 9 30

This is mandatory, irrespective of whether the option: Customer purchase order number mandatory (AR Customer Maintenance) is enabled against the customer.

The customer purchase order number must be unique as it is used as a cross reference to the Sales Order files.
Action flag 39 1

A - indicates that the order was added.

D - indicates that the order was deleted.

C - indicates that changes were made to the order header or detail lines.
Supplier code 40 15
Customer code 55 15

Must contain a valid customer code when Allow Multiple customers per EDI sales order import (Interface System Setup - EDI Options tab) is enabled.
Order date 70 8
Payment terms 78 3
Currency 81 3

This currency must be the same as the currency defined against the customer (AR Customer Maintenance).

If it is not and you did not enable the option: Ignore currencies not defined against the customer, then the order is not imported.
Shipping instructions 84 50
Delivery name 134 50
Delivery address line 1 184 40
Delivery address line 2 224 40
Delivery address line 3 264 40
Delivery address line 3 (Locality) 304 40
Delivery address line 4 344 40
Delivery address line 5 384 40
Postal code 424 10
GPS latitude 434 9 (2.6)
GPS longitude 443 9 (3.6)
1st % discount 452 6 (+3.2)
2nd % discount 458 6 (+3.2)
3rd % discount 464 6 (+3.2)
Warehouse to use for order 470 10
Special instructions 480 30
Order confirmation code 510 2

Used by confirmations only.
Actual sales order number 512 20

Used by confirmations only.
Sales order type 532 1

Used if the two character Sales order type at position 576 is blank.
Multiple ship-to-address code 533 5
Alternate key 538 10
Sales person 548 20
Date shipped 568 8

Field type is CCYYMMDD.
Sales order type 576 2
Filler 578 15
Detail lines (EDI orders)
Field Start position Field length and description
Record type 1 2

60 - indicates a stocked / non-stocked line.

61 - indicates a comment line.
Spaces 3 6
Order number 9 30

Customer Purchase order number
Line number 39 4
Action flag 43 1

A - indicates that the order was added.

D - indicates that the order was deleted.

C - indicates that changes were made to the order header or detail lines.
Stock code 44 30

When importing, this is used to determine the customer's stock code, if the stock code interchange facility is in use. If found, the customer stock code is recorded on the order detail line.

If the customer stock code interchange facility is not in use, then the code in this field is used to determine if the item is a SYSPRO stock item. If it is not, then the code in the Supplier's catalogue number field is checked to see if it is a SYSPRO stock code. If not, then the line is assumed to be for a non-stocked item.
Supplier's catalogue number 74 50

When importing, this contains the customer's stock code, which is used to determine the equivalent SYSPRO stock code.

It is used if the stock code interchange facility is in use (Browse on Customer Stock Codes).

If this field is blank, then the Stock code field is used to determine the SYSPRO code. If the SYSPRO stock code still cannot be determined, then the order line is assumed to be for a non-stocked item.

The customer stock code is recorded on the order detail line if the equivalent SYSPRO stock code can be determined.

If the stock code interchange facility is not in use for the customer and a stock code is not defined in the Stock code field, or it is not a SYSPRO stock code, then the code in this field is used. If the code in this field is not a SYSPRO stock code, then the line is assumed to be for a non-stocked item.
Order quantity 124 +12.6
Order unit of measure 144 10
Price 154 16

The Sales Order Import program only checks SYSPRO pricing for customers against whom contract pricing is selected (AR Customer Maintenance). In all other cases, the price you enter here is used.
1st % discount 170 6 (+3.2)
2nd % discount 176 6 (+3.2)
3rd % discount 182 6 (+3.2)
Stock code description 188 100
Requested due date 288 8

Field type is: CCYYMMDD

This date cannot be earlier than the date on which the import is performed.
Order confirmation code 296 2

Used by confirmations only.
Line discount 298 1

V - indicates that a line discount value must be applied.
Line discount amount 299 15
Product class 314 20

A valid product class must be entered.

The product class is validated irrespective of your selection at the setup option: Validate product classes (Inventory Setup).

Lines with an invalid product class are ignored.
Version 334 5
Release 339 5
Filler 344 1

File layout for 6.1

The following information indicates the structure of the import/export file that is created if you selected to generate an EDI format document.

[Note]

  • The same file that is exported by the originating site (i.e. using Purchase Order Export) is imported by the receiving site (i.e. using Sales Order Import).

  • The customer purchase order number field is mandatory, irrespective of whether the option: Customer purchase order number mandatory (AR Customer Maintenance) is selected against the customer. The customer purchase order number is the sole point of reference for the importing and updating of orders.

The order file comprises the following sections:

  • Transmission header
  • Order header
  • Detail lines

Transmission header (EDI orders)

Field Start Position Field Length Notes
Record type 1 2 00
Transmission reference 3 14  
Sender code 17 40 For the Purchase Order Export program, this code is obtained from the local site information created in the Interface System Setup program and is used by the recipient of the file to identify the sender of the file.

For the Sales Order Import program, this code is obtained from entry defined in the EDI sender code field for the customer (AR Customer Maintenance) and is used by the recipient to verify that it is the correct file.
Receiver code 57 40 For the Purchase Order Export program, this code is obtained from the entry defined at the EDI > trading partner field for the supplier (Supplier Maintenance) and is used by the recipient to verify that it is the correct file.

For the Sales Order Import program, this code is obtained from the local site information created in the Interface System Setup program and is used by the recipient of the file to identify the sender of the file.
Date prepared 97 8 CCYYMMDD
Time prepared 105 4 HHMM
Version of exported file 109 3 Version of SYSPRO used to export file (e.g. 6.0).

Order header (EDI orders)

Field Start Position Field Length Notes
Record type 1 2 10
Message type 3 6 ORDERS
Order number 9 30 This indicates the customer's purchase order number. The customer's purchase order number is mandatory, irrespective of whether the option: Customer purchase order number mandatory (AR Customer Maintenance) is selected against the customer.

The customer purchase order number is used as a cross reference to the Sales Order files and it must therefore be unique.
Action 39 1 A - indicates that the order was added.

D - indicates that the order was deleted.

C - indicates that changes were made to the order header or detail lines.
Supplier code 40 7  
Customer code 47 7 This field must contain a valid customer number if you selected to Allow Multiple customers per EDI sales order import (Interface System Setup - EDI Options tab).
Order date 54 8  
Payment terms 62 3  
Currency 65 3

The currency entered here should be the same as the currency defined against the customer (AR Customer Maintenance).

If the currency defined here is not the same as the currency defined against the customer and you have not selected the option: Ignore currencies not defined against the customer, then the order is not imported.
Shipping instructions 68 30  
Delivery name 98 30  
Delivery address line 1 128 40  
Delivery address line 2 168 40  
Delivery address line 3 208 40  
Delivery address line 4 248 40  
Delivery address line 5 288 40  
Postal code 328 9  
Filler 337 1 +
1st % discount 338 3.2  
Filler 343 1 +
2nd % discount 344 3.2  
Filler 349 1 +
3rd % discount 350 3.2  
Warehouse to use for order 355 2  
Special instructions 357 30  
Order confirmation code 387 2 Used by confirmations only
Actual sales order number 389 6 Used by confirmations only
Sales order type 395 1 Used if the two character Sales order type at position 422 is blank.
Multiple ship-to-address code 396 5  
Alternate key 401 10  
Salesperson 411 3  
Date shipped 414 8 Field type is CCYYMMDD
Sales order type 422 2  

Detail lines (EDI orders)

Field Start Position Field Length Notes
Record type 1 2 60 - indicates a stocked / non-stocked line.

61 - indicates a comment line.
Spaces 3 6  
Order number 9 30  
Line number 39 4  
Action flag 43 1 A - indicates that the order was added

D - indicates that the order was deleted

C - indicates that changes were made to the order header or detail lines.
Stock code 44 30 When importing, this is used to determine the customer's stock code, if the stock code interchange facility is in use (see Browse on Customer Stock Codes). If found, the customer stock code is recorded on the order detail line.

If the customer stock code interchange facility is not in use, then the code in this field is used to determine if the item is a SYSPRO stock item. If it is not, then the code in the Supplier's catalogue number field is checked to see if it is a SYSPRO stock code. If not, then the line is assumed to be for a non-stocked item.
Supplier's catalogue number 74 30 When importing, this contains the customer's stock code, which is used to determine the equivalent SYSPRO stock code.

It is used if the stock code interchange facility is in use (see Browse on Customer Stock Codes).

If this field is blank, then the Stock code field is used to determine the SYSPRO code. If the SYSPRO stock code still cannot be determined, then the order line is assumed to be for a non-stocked item.

The customer stock code is recorded on the order detail line if the equivalent SYSPRO stock code can be determined.

If the stock code interchange facility is not in use for the customer and a stock code is not defined in the Stock code field, or it is not a SYSPRO stock code, then the code in this field is used. If the code in this field is not a SYSPRO stock code, then the line is assumed to be for a non-stocked item.
Filler 104 1 +
Order quantity 105 9.3  
Order unit of measure 117 3  
Filler 120 1 +
Price 121 10.5 The Sales Order Import program only checks SYSPRO pricing for customers against whom contract pricing is selected (see AR Customer Maintenance). In all other cases, the price you enter here is used.
Filler 136 1 +
1st % discount 137 3.2  
Filler 142 1 +
2nd % discount 143 3.2  
Filler 148 1 +
3rd % discount 149 3.2  
Description Comment on '61' record type 154 45  
Requested due date 199 8

Field type is: CCYYMMDD

This date cannot be earlier than the date on which the import is performed.
Order confirmation code 207 2 Used by confirmations only
Line discount 209 1 V - indicates that a line discount value must be applied
Filler 210 1 +
Line discount amount 211 12.2  
Product class 225 4 A valid product class must be entered.

The product class is validated irrespective of your selection at the setup option: Validate product classes (Inventory Setup - Options tab).

Lines with an invalid product class are ignored.

File layout for 6.1

The following information indicates the structure of the import/export file that is created if you selected to generate an EDI format document.

[Note]

  • The same file that is exported by the originating site (i.e. using Purchase Order Export) is imported by the receiving site (i.e. using Sales Order Import).

  • The customer purchase order number field is mandatory, irrespective of whether the option: Customer purchase order number mandatory (AR Customer Maintenance) is selected against the customer. The customer purchase order number is the sole point of reference for the importing and updating of orders.

The order file comprises the following sections:

  • Transmission header
  • Order header
  • Detail lines

Transmission header (EDI orders)

Field Start Position Field Length Notes
Record type 1 2 00
Transmission reference 3 14  
Sender code 17 40 For the Purchase Order Export program, this code is obtained from the local site information created in the Interface System Setup program and is used by the recipient of the file to identify the sender of the file.

For the Sales Order Import program, this code is obtained from entry defined in the EDI sender code field for the customer (AR Customer Maintenance) and is used by the recipient to verify that it is the correct file.
Receiver code 57 40 For the Purchase Order Export program, this code is obtained from the entry defined at the EDI > trading partner field for the supplier (Supplier Maintenance) and is used by the recipient to verify that it is the correct file.

For the Sales Order Import program, this code is obtained from the local site information created in the Interface System Setup program and is used by the recipient of the file to identify the sender of the file.
Date prepared 97 8 CCYYMMDD
Time prepared 105 4 HHMM
Version of exported file 109 3 Version of SYSPRO used to export file (e.g. 6.0).

Order header (EDI orders)

Field Start Position Field Length Notes
Record type 1 2 10
Message type 3 6 ORDERS
Order number 9 30 This indicates the customer's purchase order number. The customer's purchase order number is mandatory, irrespective of whether the option: Customer purchase order number mandatory (AR Customer Maintenance) is selected against the customer.

The customer purchase order number is used as a cross reference to the Sales Order files and it must therefore be unique.
Action 39 1 A - indicates that the order was added.

D - indicates that the order was deleted.

C - indicates that changes were made to the order header or detail lines.
Supplier code 40 7  
Customer code 47 7 This field must contain a valid customer number if you selected to Allow Multiple customers per EDI sales order import (Interface System Setup - EDI Options tab).
Order date 54 8  
Payment terms 62 3  
Currency 65 3

The currency entered here should be the same as the currency defined against the customer (AR Customer Maintenance).

If the currency defined here is not the same as the currency defined against the customer and you have not selected the option: Ignore currencies not defined against the customer, then the order is not imported.
Shipping instructions 68 30  
Delivery name 98 30  
Delivery address line 1 128 40  
Delivery address line 2 168 40  
Delivery address line 3 208 40  
Delivery address line 4 248 40  
Delivery address line 5 288 40  
Postal code 328 9  
Filler 337 1 +
1st % discount 338 3.2  
Filler 343 1 +
2nd % discount 344 3.2  
Filler 349 1 +
3rd % discount 350 3.2  
Warehouse to use for order 355 2  
Special instructions 357 30  
Order confirmation code 387 2 Used by confirmations only
Actual sales order number 389 6 Used by confirmations only
Sales order type 395 1 Used if the two character Sales order type at position 422 is blank.
Multiple ship-to-address code 396 5  
Alternate key 401 10  
Salesperson 411 3  
Date shipped 414 8 Field type is CCYYMMDD
Sales order type 422 2  

Detail lines (EDI orders)

Field Start Position Field Length Notes
Record type 1 2 60 - indicates a stocked / non-stocked line.

61 - indicates a comment line.
Spaces 3 6  
Order number 9 30  
Line number 39 4  
Action flag 43 1 A - indicates that the order was added

D - indicates that the order was deleted

C - indicates that changes were made to the order header or detail lines.
Stock code 44 30 When importing, this is used to determine the customer's stock code, if the stock code interchange facility is in use (see Browse on Customer Stock Codes). If found, the customer stock code is recorded on the order detail line.

If the customer stock code interchange facility is not in use, then the code in this field is used to determine if the item is a SYSPRO stock item. If it is not, then the code in the Supplier's catalogue number field is checked to see if it is a SYSPRO stock code. If not, then the line is assumed to be for a non-stocked item.
Supplier's catalogue number 74 30 When importing, this contains the customer's stock code, which is used to determine the equivalent SYSPRO stock code.

It is used if the stock code interchange facility is in use (see Browse on Customer Stock Codes).

If this field is blank, then the Stock code field is used to determine the SYSPRO code. If the SYSPRO stock code still cannot be determined, then the order line is assumed to be for a non-stocked item.

The customer stock code is recorded on the order detail line if the equivalent SYSPRO stock code can be determined.

If the stock code interchange facility is not in use for the customer and a stock code is not defined in the Stock code field, or it is not a SYSPRO stock code, then the code in this field is used. If the code in this field is not a SYSPRO stock code, then the line is assumed to be for a non-stocked item.
Filler 104 1 +
Order quantity 105 9.3  
Order unit of measure 117 3  
Filler 120 1 +
Price 121 10.5 The Sales Order Import program only checks SYSPRO pricing for customers against whom contract pricing is selected (see AR Customer Maintenance). In all other cases, the price you enter here is used.
Filler 136 1 +
1st % discount 137 3.2  
Filler 142 1 +
2nd % discount 143 3.2  
Filler 148 1 +
3rd % discount 149 3.2  
Description Comment on '61' record type 154 45  
Requested due date 199 8

Field type is: CCYYMMDD

This date cannot be earlier than the date on which the import is performed.
Order confirmation code 207 2 Used by confirmations only
Line discount 209 1 V - indicates that a line discount value must be applied
Filler 210 1 +
Line discount amount 211 12.2  
Product class 225 4 A valid product class must be entered.

The product class is validated irrespective of your selection at the setup option: Validate product classes (Inventory Setup - Options tab).

Lines with an invalid product class are ignored.

Notes and warnings

Restrictions and limits

  • Only Purchase Orders created after the supplier is defined as an EDI trading partner (Supplier Maintenance) are listed in the Purchase Order Export program.

    The inclusion of Purchase Orders is controlled by the column: EdiPoFlag within the PorMasterHdr table. All Purchase Orders where the EdiPoFlag = Y are included. Once exported, the EdiExtractFlag is set to 1.

Hints and tips

  • An alternative to creating an XML export file from the Purchase Order Export program is to create the file at the time of ending an order within the Purchase Order Entry program. This is achieved by selecting the XML Export function from the End Order screen.

Application Help Pane

Application Help Panes provide step-by-step instructions for various functions within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program. The intention is that the pane provides information that is uncluttered and easy to navigate.

You can embed an Application Help Pane:

  • in the main SYSPRO menu

  • in any program with panes, if not using roles

  • when adding a role layout in Design Mode.

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

  1. Open the program for which you want to insert application help into a customized pane.

    This functionality is only available for a program that has panes.

  2. Right-click any form field.

    You can also click the triangle menu icon that appears in the title area of a pane.

  3. Select Insert Application Help from the context-sensitive menu.

    The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

  1. Select the Close icon in the right-hand corner of the application help pane.

  2. Confirm that you want to delete the pane.