Purchase Order Journal Fields (Import/Export)

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The following table lists the fields available for import or export, with a brief description of the field and (when necessary) a character limit for the field. The Import? column identifies which fields are available for import (all are available for export). The Required column shows those fields that must be provided.

Note: Purchase Order Journal fields are exported using PO.CSV as the default file name.

Field Name

Import?

Required

Description of Field

Limit

Vendor ID

Y

Y

Alphanumeric - Vendor ID for the transaction.

Up to 20 characters

Vendor Name

Y

N

Alphanumeric - Vendor name for the transaction. This field is used for exporting only.

Up to 39 characters

Remit to Address Line 1

Y

N

Alphanumeric – Vendor Remit To address, line one.

Up to 30 characters

Remit to Address Line 2

Y

N

Alphanumeric – Vendor Remit To address, line two.

Up to 30 characters

Remit to City

Y

N

Alphanumeric - Vendor Remit To city.

Up to 15 characters

Remit to State

Y

N

Alphanumeric - Vendor Remit To state.

Up to 2 characters

Remit to Zip

Y

N

Alphanumeric - Vendor Remit To Zip code.

Up to 12 characters

Remit to Country

Y

N

Alphanumeric - Vendor Remit To country.

Up to 15 characters

P.O. #

Y

Maybe

Alphanumeric - Purchase order number for the transaction. Can be left blank.

Up to 20 characters

Date

Y

Y

Date - Date of the transaction. Must be in ##/##/## (month/day/yr) format.

Closed

Y

N

Boolean - TRUE if purchase order is closed, otherwise FALSE.

P.O. Good Thru Date

Y

N

Date – The Good Thru date for a P.O. type transaction. Used only if the P.O. field is True. Must be in ##/##/## (month/day/yr) format.

Drop Ship

Y

N

Boolean - If used then set to TRUE.

Customer SO #

Y

N

Alphanumeric - Used for reference.

Up to 20 characters

Customer Invoice #

Y

N

Alphanumeric – Used for reference.

Up to 20 characters

Customer ID

Y

N

DataIDType – Must match one of the valid customer IDs in the customer list.

Ship to Name

Y

N

Alphanumeric – Ship-to name for the transaction.

Up to 39 characters

Ship to Address-Line One

Y

N

Alphanumeric – Ship-to address line one for the transaction.

Up to 30 characters

Ship to Address-Line Two

Y

N

Alphanumeric – Ship-to address line two for the transaction.

Up to 30 characters

Ship to City

Y

N

Alphanumeric – Ship-to city for the transaction.

Up to 20 characters

Ship to State

Y

N

Alphanumeric – Ship-to state for the transaction.

Up to 2 characters

Ship to Zipcode

Y

N

Alphanumeric – Ship-to ZIP Code for the transaction.

Up to 12 characters

Ship to Country

Y

N

Alphanumeric - Ship to country for the transaction.

Up to 15 characters

Discount Amount

Y

N

Numeric (Real) - Discount amount for the transaction.

Discount Terms

Y

N

Alphanumeric - Description of purchase order terms.

Up to 18 characters

Accounts Payable Account

Y

Y

Alphanumeric - Accounts payable account number for the transaction.

Up to 15 characters

Accounts Payable Amount

N

<N/A>

Numeric (Real) - Net accounts payable amount for the transaction calculated during the import process. A positive amount denotes a debit, while a negative amount denotes a credit. This field is used for exporting only.

Ship Via

Y

N

Alphanumeric - Ship via for the transaction.

Up to 12 characters

P.O. Note

Y

N

Alphanumeric - P.O. note (printed) for the transaction.

Up to 2000 characters

Internal Note

Y

N

Alphanumeric - P.O. note (internal) for the transaction.

Up to 2000 characters

Note Prints After Line Items

Y

N

Boolean - Whether to print the P.O. note after or before line items, valid choices are [True] or [False], where True=after line items and False=before line items.

Number of Distributions

Y

Y

Numeric (Whole) - Number of distributions in the transaction; valid numbers are 1 to 147. The number of distributions for a beginning balance transaction will be 1.

PO Distribution

Y

N

Real Number - corresponds with the row distribution number.

Quantity

Y

N

Numeric (Real) - Quantity for a line of distribution.

Stocking Quantity

N

N

Numeric (Real) - The actual quantity used for costing. Ignored on import if present.

Item ID

Y

N

Alphanumeric - Inventory item ID for a line of distribution.

Up to 20 characters

Serial Number

Y

Y

Alphanumeric - Serial number for a line of distribution. Note: Each serial number will be listed on a separate line.

Up to 30 characters

U/M ID

Y

Maybe

Alphanumeric - Used (and required) instead fo Item ID if you buy in different quantities for an item.

Up to 20 characters

U/M No. of Stocking Units

Y

Maybe

Numeric (Real) - Required if you buy in different quantities.

Description

Y

N

Alphanumeric - Description for a line of distribution.

Up to 160 characters

G/L Account

Y

Y

Alphanumeric - G/L account number for a line of distribution.

Up to 15 characters

Unit Price

Y

N

Numeric (Real) - Unit price for a line of distribution.

Stocking Unit Price

N

N

Numeric (Real) - The actual price used for costing. Ignored on import if present.

UPC/SKU

N

N

Alphanumeric

Up to 20 characters

Weight

N

N

Numeric - The weight of the item in the selected unit of measure.

Note: Will be the weight from the Item Multi-Packs window if you chose to sell in different quantities for the item (Sage 50 Quantum Accounting).

Up to 8 characters

Amount

Y

Y

Numeric (Real) - Amount for a line of distribution. A positive amount denotes a debit, while a negative amount denotes a credit.

Job ID

Y

N

Alphanumeric - Job ID for a line of distribution. (Sage 50 Premium Accounting and higher)

When importing any combination of jobs, phases, or cost codes, you must separate the items with commas and enclose the entire string with quotes. For example: "jobid,phase,costcode".

Up to 20 characters

Transaction Period

N

<N/A>

Numeric (Whole) - Period number for the transaction. Used in conjunction with the Transaction Number to identify where a transaction (which is composed of several lines of distribution) begins and ends.

Transaction Number

N

<N/A>

Numeric (Whole) - Transaction number for the transaction. Used in conjunction with the Period Number to identify where a transaction (which is composed of several lines of distribution) begins and ends.