Exporting Purchase Orders as a Sales Order

This export will allow you to export the data of a Purchase Order to a CSV file suitable for being imported as a Sales Order in another installation of Fishbowl. This allows for easy, more reliable interaction between two companies. The exported data may also be manipulated for import into other applications that can import sales order information.

Since we are exporting to make it suitable for import as a sales order the exported data is expressed in terms of a sales order. Fishbowl will export information about each Sales Order and their items. To accomplish the seperation of order data from its items, the first field of each line specifies the type of data the line belongs to. For each order the first field is "SO".

The format of the Data

All of the items follow this line and have as its first field "Item". All lines will be one of two types:

Text - A textual value. May contain any character, but if it contains a line break, comma or double quote, it must be wrapped with double quotes on both ends. If a field is wrapped, all text must be inside the double quotes. Double quotes in the text value must be doubled to import properly
Numeric - A decimal number greater than or equal to zero with up to four digits after the decimal point. The number must not have thousands' separators in it or dollar signs - 1234.56 is a valid number, while $1,234.56 is not.

Fields Describing the Purchase Order exported as a Sales Order

Field	Type	Description
Flag	Text (2 chars)	The text "SO" which indicated the start of a new SO. *Required*
SONum	Text (15 chars)	The Sales Order Number (leave blank for auto-numbering). *Required*
Status	Numeric	The 2 options for Status are: 10 - Estimate 20 - Issued *Required*
CustomerName	Text (40 chars)	The customer's name in Fishbowl (case insensitive, created if not found). *Required*
CustomerContact	Text (30 chars)	A contact name for this Customer. *Required*
BillToName	Text (60 chars)	The name that this SO will be billed to. *Required*
BillToAddress	Text (90 chars)	The address that the Bill should be sent to. *Required*
BillToCity	Text (30 chars)	The bill to city. *Required*
BillToState	Text (2 chars)	The bill to state (created if not found). *Required*
BillToZip	Text (10 chars)	The bill to zip code. *Required*
BillToCountry	Text (30 chars)	The bill to country (created if not found). *Required*
ShipToName	Text (60 chars)	The name that this SO will be shipped to. *Required*
ShipToAddress	Text (90 chars)	The address that the products should be sent to. *Required*
ShipToCity	Text (30 chars)	The ship to city *Required*
ShipToState	Text (2 chars)	The ship to state (created if not found). *Required*
ShipToZip	Text (10 chars)	The ship to zip code. *Required*
ShipToCountry	Text (30 chars)	The ship to country (created if not found). *Required*
CarrierName	Text (30 chars)	The name of the Carrier for this SO. *Required*
TaxRateName	Text (31 chars)	The name of the Tax rate for this Customer (created if not found). *Required*
*If any of the following items are to be included, then all preceding items must be included.*
PONum	Text (15 chars)	The customer's purchase order number initiating this sales order.
VendorPONum	Text (25 chars)	The vendor's purchase order number associated with this sales order.
Date	Text	The creation Date to use for this SO in the default short date format for your region (locale) (I.E. M/d/yyyy or 6/2/2005).
Shipping Terms	Text (30 Chars)	The Shipping Terms of the sales order
Payment Terms	Text (60 Chars)	The Payment Terms of the sales order
FOB	Text (15 Chars)	The FOB Point for the sales order
Note	Text	SO Note
Quick Books Class name	Text (30 chars)	The name of the Quickbooks class for this SO (created if not found).
Location Group name	Text (30 chars)	The location group for this SO.
FulfillmentDate	Text	The fulfillment date of the sales order (I.E. M/d/yyyy or 6/2/2005)

Fields Describing the Item to Import

Field

Type

Description

Flag

Text
(4 chars)

The text "Item" which indicates the start of a new item.
Required

SOItemTypeID

Numeric

The type of sales order item. The number specified follows the conventions in the following table:

Value (ID) Description

10 Sale

20 Credit Return

30 Reserved

40 Misc. Credit

50 Misc. Sale

60 Subtotal

70 Discount Percentage

80 Discount Amount

90 Reserverd

Items of type Subtotal, Discount Percentage or Discount Amount do not require any all of the values that other sales order items require. Subtotals do not require any other values to be specified except for the word "Subtotal" in the 'Product Number' column. Discounts require the name of the discount to be specified in the "Product Number" column.

Required

ProductNumber

Text
(60 chars)

The product number from Fishbowl (case insensitive).
Required

ProductQuantity

Numeric

The quantity for this Product.
Required

UOM

Text

The unit of measure (UOM) abbreviation the product is being bought in.
Required

ProductPrice

Numeric

The price for this Product.
Required

Taxable

Text

Whether this line item is taxable or not. Valid entries are "true" and "false".

Note

Text

SO Item Notes

ItemQuickBooksClassName

Text
(30 chars)

The name of the Quickbooks class for this line item (created if not found).

ShowItem

Text

Determines if the kit item should be shown. Valid values are "true" and "false"

KitItem

Text

Determines if the items is part of a kit. Valid values are "true" and "false"

Creating a CSV file

In order to import your data, you must first export it to a CSV text file. All major spreadsheet programs can export data in this format. If you do not know how to export your data to a CSV file, please refer to the documentation of your spreadsheet program.

When exporting to CSV format, make sure to verify the following:

The data is formatted properly (see the first section)
The file must contain column names in the first row, using the column names in the table above.
Commas are used to separate fields
Text values are surrounded by double quotes