Business-to-Business Trading > Purchase Order Confirmations Import

Purchase Order Confirmations Import

You use this program to import a purchase order confirmations file transmitted from a supplier who has been designated as an EDI trading partner.

Toolbar

Field Description
Import Validates the contents of the import file and import records if there are no errors.
Save Form Values This option is only enabled in Design mode (see Automation Design). Your selections are saved and applied when the program is run in automated mode.

Options

Data source

Field Description
Import method  
From file Indicates you want to import data from a file.
Use data grid Indicates you want to enter data directly into the grid of the Details pane (you can paste the contents of an Excel spreadsheet into the grid).
File location  
Server Indicates the import file resides on the server.
Client Indicates the import file resides on the client.
File name Indicate the name of the import file (include the full path).
Review file Loads the contents of the import file into the Details pane. This enables you to validate the lines on the grid prior to importing the file. The Import button is enabled only when all lines are valid.

After processing completed

Field Description
Print the Details Generate a report of the contents of the Details entry grid.
Email the Details Generate an email of the contents of the Details entry grid.
Print the Import Results Generate a report of the contents of the Import Results pane.
Email the Import Results Generate an email of the contents of the Import Results pane.
Email recipients Indicates the email addresses of recipients to whom you want to email the information displayed in the output panes.
Delete file after use Indicates whether you want to delete the import file after all records are successfully imported.

In a client/server environment, both the import file on the server and the temporary import file created on the client are deleted.
Close the application Exits the program once processing is complete. Do not select this if you want to be able to view the information on screen when processing is complete or you want to print or email the contents of the Details and Import Results panes.

Details

Toolbar

Field Description
Validate This verifies whether there are any errors in the grid, without actually importing records.

Exclamation marks in the Validation status column indicates that one or more fields in the line are invalid. An explanatory error message is displayed when you hover your mouse pointer over the exclamation marks.
Print Prints the contents of the import file, or changes made in the grid.
Export to Excel Outputs data from the Details pane to an Excel spreadsheet.
Search text  
Clear Clears the contents in the search text field.
Edit  
Copy Copies the lines in the Details pane.
Paste (all columns) Ensure that you have data for all the columns that can appear in the data grid before selecting this option.

When you select to Paste (all columns) the date you are pasting must be in the format CCYYMMDD. Although no validation errors are displayed, the date is not converted into your SYSPRO date format.
Paste (visible columns only) Pastes data into the columns that currently appear in the data grid, in the sequence that they appear.

When you select to Paste (visible columns only) and the date you are pasting is not in CCYYMMDD format, you are prompted for the date format. The program correctly inserts it into the grid in the SYSPRO date format.

Duplicate Copies the current row to the end of the data grid.
Find and Replace  

Import Results

This pane displays a summary of the completed import, including a list of orders which have been accepted; orders which have been rejected; or orders which have been amended by the supplier.

For every valid header, the purchase order file is read based on the Customer PO number, and the flag EdiConfirmation is set to 'Y'. For every valid detail, the purchase order detail file is checked, and certain items are compared - such as quantity and price, and a report given if they are different. Error messages are generated if the line is not present.

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.

Notes and warnings

File layout

  • The file layout is the same as the import / export file for sales orders.

Naming conventions

  • The file name adheres to the naming convention: AOCnnnn.EDI, which is constructed as follows:

    A indicates your company id.
    OC indicates that the export file relates to an order confirmations file.
    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.

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.