Sales Order Data Import Mapping

Sales Order Data Import Mapping

Information

This page contains the field mapping requirements for importing existing sales orders into Khaos Control Cloud (KCC).

MANDATORY FIELDS

Mandatory fields vary depending on the complexity of the data you are intending to import.

Notes

  1. A valid Sales Order import contains header information (that relates to the order as a whole) and at least one stock Item, with each separate item being on its own line. Before importing Sales Orders, it is necessary to first ensure that details of all Stock Items (including any preferred suppliers) have already been imported into KCC.
  2. The system will create new a customer for Sales Orders where the customer is not already on KCC.
  3. If adding multiple items for a single sales order, then there is no need to record all customer information on every row, only the Item_Mapping and Associated_Ref fields need to be included in addition to the details of the stock item.
  4. An example Sales Order import file is provided in the attachments area. Delivery charges will be added to imported sales orders based on the existing [System Data | Delivery Rates] setup.
If you require a very complex Sales Order import, we can do this for you. This chargeable service can be provided upon request, email support@khaoscloud.com for details of this service.

All YES/NO fields should be done as Boolean values. YES = -1, NO = 0


FIELD NAME

MANDATORY FIELD

DESCRIPTION

FIELD TYPE

AssociatedRef

YES

Your order code.

FREETEXT

Order Date

YES

The date the order was placed.

MUST BE IN DD/MM/YYYY

DD/MM/YYYY

Site

YES

The name of the site the order should be set against as defined in [System Data | Sites].


FREETEXT

Item_SKU

YES

Stock item reference – Stock code.

FREETEXT

Item_Mapping

YES

StockCode; Other Ref; Barcode; Automatic; How the import will try to match stock items.

Setting this to Automatic will have the system look at all references for your stock items.

FREETEXT

Item_Quantity

 

YES

Order line quantity.

NUMBER

Customer_CreateNew

 

YES

IfNoMatch; Always; Never; Detemines weather or a not a new customer record is created.

FREETEXT

Customer_CompanyClass

 

YES

The Classification of the customer.

MUST ALREADY EXIST IN [SYSTEM DATA | COMPANY CLASSES]

FREETEXT

Customer_Currency_Code

YES

Currency code as defined in [System Data | Currencies].

IF CUSTOMER ALREADY EXISTS THEN MUST MATCH EXISTING CURRENCY

FREETEXT

InvAddr_Line1

 

YES

Invoice address line 1.

FREETEXT

InvAddr_Town

 

YES

Invoice address town.

FREETEXT

InvAddr_Postcode

YES

Invoice address postcode.

FREETEXT

InvAddr_Country_Code

 

YES

Invoice address 2 digit country code – eg. GB.

FREETEXT

CalcMethod

 

NO

Auto; Net; Gross. Determines how a sales order line is calculated in terms of tax and rounding.

FREETEXT

SalesSource

 

NO

The source of the order as defined in [System Data | Sales Sources].

FREETEXT

DeliveryCharge_Gross

 

NO

Amount charged for delivery. If omitted the system will calculate delivery based on the values in [System Data | Delivery Rates]. To indicate free delivery, include this field and set its value to 0.

NUMBER

Item_UnitPrice_Gross

 

NO

Gross unit value, including tax.

NUMBER

Customer_CompanyName

 

NO

Company name can be the name of a company or individual. In the latter case the system will auto create a company name based on the invoice forename and surname.

FREETEXT

Customer_URN

 

NO

The Customer URN to match this sales order to. In the event that the customer is a company with multiple contacts then this MUST be provided.

FREETEXT

InvContact_Title

 

NO

Invoice contacts title (Mr, Mrs, Rev etc.).

FREETEXT

InvContact_Forename

 

NO

Invoice contacts forename.

FREETEXT

InvContact_Surname

 

NO

Invoice contacts surname.

FREETEXT

DelAddr_Line1

 

NO

1st line of the delivery address.

FREETEXT

DelAddr_Town

 

NO

Delivery address town.

FREETEXT

DelAddr_Postcode

 

NO

Delivery address postcode.

FREETEXT

DelAddr_Country_Code

 

NO

Delivery address country code as defined in [System Data | Countries], eg. GB.

 

FREETEXT

DelAddr_Country_Name

 

NO

Delivery address country name as defined in [System Data | Countries], eg. United Kingdom.

THIS WILL OVERRIDE COUNTRY CODE ABOVE

FREETEXT

DelContact_Title

 

NO

Delivery contacts title (Mr, Miss, Rev. etc.).

FREETEXT

DelContact_Forename

 

NO

Delivery contact’s forename.

FREETEXT

DelContact_Surname

 

NO

Delivery contact’s surname.

FREETEXT

DelContact_Email

 

NO

Delivery contact’s email address.

FREETEXT

DelContact_Mobile

 

NO

Delivery contact’s telephone number.

NUMBER

DeliveryDate

 

NO

The date the order should be delivered on. KCC may reassess this based on rules.

DD/MM/YYYY

Agent

 

NO

The name of the agent to associate with the order as defined in [System Data | Agents].

FREETEXT

Courier

 

NO

Used for specifying the courier to use with the order. The courier must already exist in the system. KCC may override this based on rules.

FREETEXT

Brand

 

NO

Used if you wish to specify a Brand for imported sales orders. The brand must already be defined in [ System Data | Branding ].

FREETEXT

InvoicePriority

 

NO

Used if you wish to specify a priority for the order. The priority must already exist in [System Data | Invoice Priorities].

FREETEXT

PONumber

 

NO

Customers PO (Purchase Order) reference. Usually relevant to business customers paying on account.

FREETEXT

OrderNote

 

NO

The Picking List note found on a sales order.

FREETEXT

InvoiceNote

 

NO

The Invoice Note found on a sales order.

FREETEXT

Item_StockDescription

 

NO

Product description. Can be left blank and the system will the description against the product SKU.

FREETEXT

Item_ExtendedDescription

 

NO

Additional line of description for an order item. For example, a personalised gift message.

FREETEXT

Item_PercentDiscount

 

NO

Percentage amount to be applied to the item. If specified, unit price should be before this is applied.

NUMBER

Item_PostponeAssignment

 

NO

If true, the stock item is not automatically assigned to the sales order.

Yes / No

Customer_OtherRef

 

NO

A reference field that can contain another identifier.

FREETEXT

Customer_TaxReference

 

NO

A tax reference for the customer.

FREETEXT

Customer_Currency_Name

 

NO

The currency name as defined in [System Data | Currencies], e.g. Pounds Sterling.

THIS WILL OVERRIDE THE CURRENCY CODE.

FREETEXT

Customer_MailingStatus

 

NO

The data protection level of the individual contact. Use the values specified in [System Data | Data Protection].

FREETEXT

InvAddr_Line2

 

NO

Invoice address line 2

FREETEXT

InvAddr_Line3

 

NO

Invoice address line 3

FREETEXT

InvAddr_County

 

NO

Invoice address county

FREETEXT

InvAddr_Country_Name

No

Invoice address country name as defined in [System Values | Countries], e.g. United Kingdom.

THIS WILL OVERRIDE THE COUNTRY CODE

FREETEXT

InvContact_Email

 

NO

Invoice contact’s email address.

FREETEXT

InvContact_Mobile

 

NO

Invoice contact’s telephone number.

NUMBER

DelAddr_Line2

 

NO

Delivery address line 2.

FREETEXT

DelAddr_Line3

 

NO

Deliver address line 3.

FREETEXT

DelAddr_County

 

NO

Delivery address county.

FREETEXT

Payment_Amount

 

NO

The amount of the payment received. This will be assumed based on KCC settings if omitted.

NUMBER

Payment_Card_AuthCode

 

NO

An auth code for a card payment, if required. Can be made up to make a payment as authorised – e.g. PayPal.

FREETEXT

Payment_Cash_Reference

 

NO

A reference for cash payments.

FREETEXT

Payment_Cheque_Reference

 

NO

Typically a cheque number.

FREETEXT

Payment_BankAccount

 

NO

Which bank name to record this payment against as defined [System Data | Bank Accounts].

FREETEXT