Sales 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: Sales Order Journal fields are exported using SO.CSV as the default file name.

Field Name

Import?

Required

Description of Field

Limit

Customer ID

Y

Y

Alphanumeric – Customer ID for the transaction.

Up to 20 characters

Customer Name

N

<N/A>

Alphanumeric – Customer name for the transaction. This field is used for exporting only.

Up to 39 characters

SO/Proposal Number

Y

Y

Alphanumeric – S.O. or Proposal number must match a valid S.O. or Proposal number in the Sales Order Journal.

Date

Y

Y

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

Ship By

Y

N

Date - Date by which the sales order should ship. Must be in ##/##/## (month/day/yr) format.

Proposal

Y

N

Boolean - TRUE if transaction is a Proposal, FALSE if it is not.

Proposal Accepted

Y

N

Boolean - TRUE if Proposal has been accepted, FALSE if it has not.

Closed

N

N

Boolean - TRUE if order is closed, FALSE if order is still open.

Quote #

Y

N

Alphanumeric – Used if sales order was once a quote.

Drop Ship

Y

N

Boolean - If used, then set to TRUE.

Ship to Name

Y

N

Alphanumeric – Ship-to name for the transaction.

Up to 30 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

Customer PO

Y

N

Alphanumeric – Customer P.O. for the transaction.

Up to 20 characters

Ship Via

Y

N

Alphanumeric – Ship via for the transaction.

Up to 12 characters

Discount Amount

Y

N

Numeric (Real) – Discount amount for the transaction.

Displayed Terms

Y

N

Alphanumeric – Displayed terms for the transaction.

Up to 18 characters

Sales Representative ID

Y

N

Alphanumeric - Sales representative ID for the transaction.

Up to 20 characters

Accounts Receivable Account

Y

Y

Alphanumeric – Accounts receivable account number for the transaction.

Up to 15 characters

Accounts Receivable Amount

N

<N/A>

Numeric (Real) - Net accounts receivable 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.

Sales Tax ID

Y

Y

Alphanumeric - Sales tax ID for the transaction.

Up to 8 characters

Invoice Note

Y

N

Alphanumeric - Invoice (printed) note for the transaction.

Up to 2000 characters

Note Prints After Line Items

Y

N

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

Statement Note

Y

N

Alphanumeric - Statement (printed) note for the transaction.

Up to 160 characters

Stmt Note Prints Before Ref

Y

N

Boolean – Whether to print the statement note before or after invoice reference field, valid choices are [True] or [False], where True=before invoice reference and False=after invoice reference.

Internal Note

Y

N

Alphanumeric - Invoice (internal) note for the transaction.

Up to 2000 characters

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 is 1.

SO/Proposal Distribution

Y

N

Real Number - This is a required field when saving a distribution to a sales order or proposal.

Quantity

Y

N

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

Stocking Quantity

N

N

Numeric (Real) - The actual quantity used for costing.

Item ID

Y

N

Alphanumeric - Inventory item ID for a line of distribution.

Up to 20 characters

U/M ID

Y

Maybe

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

Up to 20 characters

U/M No. of Stocking Units

N

Maybe

Numeric (Real) - Required if you sell in different quantities for an item.

Description

Y

N

Alphanumeric - Description for a line of distribution. If the distribution is a freight charge, the value for this field will be freight charge.

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.)

Tax Type

Y

Y

Numeric (Whole) - Tax type for a line of distribution, valid numbers are 0 to 26. If the distribution is a freight charge, the export value will be 26. 0 is used for a tax distribution.

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.

Note: 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" (Sage 50 Premium Accounting and higher).

Up to 20 characters

Sales Tax Agency

Y

N

Alphanumeric - Sales taxagency for a line of distribution.

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.