Upload Sales Order

You have the option of uploading sales orders into the system using a CSV file. This can be more efficient when getting hundreds of orders into Xoro at once. If you are performing a similar upload often and you find yourself doing a lot of data manipulation in Excel, then you might want to request a utility to be built.

You can upload the sales orders using the steps mentioned below:

Download the latest CSV template from the “Upload Sales Orders” module.
Copy sales order information into the CSV template.
Upload the CSV template into Xoro.

Downloading the latest CSV template file

Go to Upload Sales Orders module using the Search Menu.
Click on “Download Template”.

Copying the information into the template

Once you’ve downloaded the template file, you can copy your data using any spreadsheet software. There are columns that you must complete and others that are optional. Mandatory fields are marked with a double asterisk (**) prefix.

Below are some points to be noted when entering the data into the template.

The file must be a CSV (Comma-separated values) file. The name of your file must end with csv.
Make sure you don’t change any of the column headings from row 1 in the template – these are needed for the file to import correctly.
All date fields will accept the MM-DD-YYYY format.
Be mindful of any leading zeros in your data, some spreadsheet software will trim them automatically without notifying you. This can be resolved by ensuring your columns have correct formatting.
Sometimes long numbers (UPC, etc.) are formatted as scientific notation. Be sure to change the formatting on this data to display these long numbers correctly.

If you’re importing more than 5,000 records, we recommend you split up the file.

Upload Sales Order Template Fields

Column Name

Data Type

Description

**ThirdPartyRefNo

Text

Enter a reference number here for the order. Typically, if the order is from an E-Commerce platform or an older system, then the order number from there can be used. Repeat the same number multiple times contiguously to indicate which row(s) belong to one order. Use a new **ThirdPartyRefNo for a new order.

ThirdPartySource

Text

If the order came from a third party platform, it can be indicated here.

ThirdPartyIconUrl

Text

Use a URL that ends with “.png” or .”jpg” for an image of the third party source. For example, a Joor order would have a Joor icon.

ThirdPartyDisplayName

Text

Enter the name for the third party platform here.

**SaleStoreName

Text

Enter the store from which the sale is being recorded. Please note that the name here should be exactly as it is in Xoro.

StoreName

Text

This is the store from which the sales order is being shipped. Please note that the name here should be exactly as it is in Xoro. If this is left blank, then sale store name will be used.

**CurrencyCode

Text

Enter a currency for the order. This must match with the customer’s currency. Choose from: USD,CAD,EUR,AUD. For more currencies, contact Xorosoft.

**CustomerName

Text

Enter the full name of the customer linked with the order. This must match exactly with the customer name in Xoro.

CustomerFirstName

Text

Enter the customer's first name.

CustomerLastName

Text

Enter the customer's last name.

CustomerMainPhone

Numeric

Enter the customer's main phone number.

CustomerEmailMain

Text

Enter the customer's main email.

CustomerPO

Text

Enter the Customer PO (purchase order) here for the order. This allows for easy tracking and referencing of the customer's order.

CustomerId

Numeric

Enter a unique identifier for the customer.

CustomerAccountNumber

Numeric

Enter the customer account number.

**OrderDate

Date

Enter the date on which the order is created in MM-DD-YYYY format.

**DateToBeShipped

Date

Enter the date on which the order is to be shipped in MM-DD-YYYY format.

LastDateToBeShipped

Date

Enter the last date for the order to be shipped in the MM-DD-YYYY format.

DateToBeCancelled

Date

Enter the cancellation date of the order in the MM-DD-YYYY format. If the order hasn’t been fulfilled by this date, then it can be canceled.

OrderClassCode

Text

An order can belong to a Class (e.g. Wholesale, Retail, and E-Commerce). Enter the name of that Class Code if you want to categorize your orders. Reports can be generated based on these classes, which can show how your Wholesale is doing compared to your Retail, E-Commerce, etc. This must match exactly to how the Class Code is set up in Xoro.

OrderClassName

Text

An order can belong to a Class (e.g. Wholesale, Retail, and E-Commerce). Enter the name of the Class to categorize your orders. Reports can be generated based on these Classes, which can show how your Wholesale is doing compared to your Retail, E-Commerce, etc. This must match exactly to how the Class Name is set up in Xoro.

OrderTypeCode

Text

If necessary, you can classify the type of order and its code here. This must match exactly to how the Order Type Code is set up in Xoro.

OrderTypeName

Text

If necessary, you can classify the type of order and its name here. This must match exactly to how the Order Type Name is setup in Xoro.

**ExchangeRate

Text

If the order is for a foreign customer, enter the exchange rate here. If your order currency is the same as your system home currency, then put “1” here.

Memo

Text

This field allows you to provide any notes or any additional information related to the sales order. This allows you to add important details or instructions that need to be considered during order processing.

PaymentTermsName

Text

Enter a payment term from the system for this order. This must match up exactly to a payment term in Xoro.

PaymentTermsType

Text

If necessary, enter the code for the payment term here. This must match up exactly to a payment term type in Xoro.

DepositRequiredTypeName

Text

If you require a deposit on this order, select whether that deposit should be an “Amount” or a “Percentage” (without quotes).

DepositRequiredAmount

Numeric

Enter the percentage or amount of deposit required for this order.

RefNo

Text

Enter a reference number for the order here. This can be an internal reference number, as opposed to a third-party reference number.

Uploading the template

Once you have filled the CSV file with your data, you can follow the steps below to upload it into Xoro:

The Default values for required columns can be configured before the upload.
Please check the defaults from the Upload Items module before uploading items. If the data in the template is blank or incorrect, then the uploader will fallback and use these specified default values.
Click Browse to select the saved CSV template file.
Then check the Re-Calculate Taxes if you want to re-calculate the taxes based on customer’s default tax code and ignore any tax information provided in the upload file.
You can check the Apply Pricing Rules if you want to overwrite the prices of order lines with the prices defined in the pricing rules module and ignore any unit price provided in the file. Please note that this can change the order totals.
You can also choose to automatically apply the VAS item. Check this option to auto-apply the VAS item and cost to order lines based on the custom VAS rules defined in the system. If this option is selected, then the system will ignore the VAS item provided in the upload file. Please note that this may affect the order totals.
If you are updating an existing sales order, you can check the "Auto void and create new purchase order" box. If you've opted for this, you'll subsequently be prompted about whether you wish to "Keep Original SO Number". Opting for this will automatically void the previous sales order and generate a new one with the same order number. **Please Note: All linkings will be removed associated with the existing order. However, if you have marked the respective flags in the upload file, you can skip this step.
After the file has been selected, click on Upload to start importing.
While the import is in progress, the summary of the progress will be displayed at the bottom of the screen with the progress bar.
After the import has been completed, the result will be displayed with the message for success or error (if any).
Sales Orders will only get uploaded into the system if there are no errors in the file.
If there are errors in the file, you can download the error file, fix the errors in the original file, and upload it back into Xoro.
While uploading Sales Orders, the system will not allow the upload if the Items have their Active & Sellable flags turned Off. Only the Orders with Active and Sellable Items will be uploaded successfully.

Updating the Sales Order via upload

XoroERP allows you to update the sales order via upload. This is useful when you want to update multiple sales order. “VoidandCreate” and “KeepOriginalOrderNumber” columns in the upload template are used to update the sales order.

If both of these fields are set to true, the existing Sales Order will be voided and a new Sales Order will be created with the same Order number. Additionally, you can set the “KeepOriginalOrderNumber” field to false to update the Sales Order number as well.

Please Note: To update, the Order must be in “Open” or “Released” status and must be Unallocated.

How does it work?

Navigate to the Data Export Centre and search by “Sales Order Detail”.

Now, select the lines of the Sales Order you want to update and click on Options > Export To Local – Selected.

Open the download file, make the desired updates and save the file. Make sure to set the “IsVoidAndCreate” field to “Y”. This will void the existing Order and create a new order with the updated information.
If you want to keep the original Order number, input the value “Y” in the column “KeepOriginalOrderNumber”. Alternatively, input “N” to change the Order number.

Now, go to the Upload Sales Order module and upload the file.
Now, go to the Upload Sales Order module and upload the file.
The existing Sales Order will be voided and a new Sales Order will be created in the system with the same number and updated details. The new Order will be created with “Open” status.

Here’s a look at the old and updated example Sales Order:

Old:

Updated:

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Last updated 6 months ago

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