by Anna Young, Marketing Assistant

One of our clients wanted to export purchase orders from one Sage 200 company and import these into a different Sage 200 company as a sales order. The original purchase order number needed to be a reference on the sales order.

Our Solution:
Two separate Data Exchange modules were set up, with each one pointing to the two companies in Sage 200. One Data Exchange would export purchase orders from one company and the second would import the purchase orders as sales orders into the second company. The Data Exchange module had a sales order import routine as standard. Therefore the development team created a bespoke export routine for exporting purchase orders. The export routine produced a CSV/xml file with the purchase order details in the correct format for sales order import routine to pick up.  The file included the customer account reference number for creating sales order.
The checkbox added to the purchase order screen, when ticked, will flag up purchase orders that need to be exported. This means the next time Data Exchange runs, it would pick up all the purchase orders with flags checked that haven’t been exported. A CSV file is produced containing all the purchase order details required but in a sale order import format. As each of the orders is exported a second flag will appear to stop Data Exchange from exporting the file again.
The Export file generated was  imported into the second company using the second stance of Data Exchange to create the matching sales order. Each purchase order exported creates one sales order in the second company.
The process only works for new purchase orders. Any amendments to the purchase order once it is exported or imported will need to be updated manually in other Sage 200 company.

Modifying the Stock Record Export routines solved this. When the stock is exported out of the source company, the preferred supplier details can be set to a different supplier account for importing into the second company, using Data Exchange. User nominates the supplier account to be used – same supplier account and supplier price list for default supplier needs to be exported and imported into secondary company.

A new drop down was added into the Stock Export settings for Data Exchange of the default preferred supplier. The drop down displays a list of all the supplier account references within the connected Sage 200 Source Company. The user is able to select which supplier account they want to use for export.
Stock record export routines are amended in Data Exchange. This ensures that any preferred supplier in stock record export file is overwritten with the supplier account selected within the Data Exchange settings. The supplier price list that is exported is also taken from the default supplier specified, along with the lead time, supplier part number, usual order quantity and minimum order quantity.

To find out more about our bespoke work for sage, phone the office on 01335 581 960, or email Alyson McCrum on alyson.mccrum@eurekasolutions.co.uk