Sales order import details

A sales order is a transaction that records a commitment to sell items or services to a customer. Sales orders have no accounting impact until items are shipped or services are completed.

Recording sales orders helps you track the following:

• what your customer has ordered

• what must be pulled from inventory

• what you have already shipped

• what still remains to be shipped

After items on sales orders are shipped, the sales orders can be turned into invoices or cash sales to bill the customer. When sales orders are converted into bills, they automatically show the items, quantities, and prices from the order without having to re-enter the information.

Supported operations

With file import, you can bring external sales orders into QuickStart.

The following operations are supported for this record type:

• Create a new record: The file import creates a new sales order based on the data you are importing.

• Update an existing record: The file import updates an existing sales order if there is a reference to it.

• Create a new or update an existing record: The file import checks each line of the file you are importing. If there is a reference to an existing sales order, the system updates it. If there is no reference to an existing sales order, the system creates a new one.

Permissions and fields required to import sales orders

The following access profiles can import sales orders:

• Full business access

• Administrator

Basic import

The following table lists both required and optional fields and columns to include in a basic sales order import:

Field or Column	Description	Header Level or Line Level?	Required?	Data Type/ Formatting
Primary Column	The Primary Column does not correspond to a field in the record. It is an additional required column used for identifying the borders of a group of data when the imported records can have sublists or subrecords. The values of the Primary Column are not populated in any field in the record.	Header	Yes	Long
Customer	ID of the Customer to be used in the transaction. Can be anything that uniquely identifies the customer.	Header	Yes	String
Order date	Order date	Header	No	Date
Fulfillment location	Fulfillment location	Header	No	String
Item	ID of Items to be used on the transaction line. Can be anything that uniquely identifies the item.	Line	Yes	String
Quantity	Quantity of items	Line	No	Big Decimal
Price rule	ID of the price rule to be used on the transaction line. Can be anything that uniquely identifies the rule.	Line	No	String

Full import

The following table lists both required and optional fields and columns to include in a full sales order import:

Field or Column	Description	Header Level or Line Level?	Required?	Data Type
Acceptance stage	Acceptance stage ID of the transaction. Can be anything that uniquely identifies the stage.	Header	No	String
Customer	ID of Customer to be used in the transaction. Can be anything that uniquely identifies the customer.	Header	Yes	String
Discount	Header level discount amount	Header	No	Big Decimal
Discount type	Type of header level discount. Use % for percentage and Flat rate for flat rate.	Header	No	String
Customer tax registration	Customer Tax Registration is a set of data that contains information about where the customer is tax registered and the tax registration number. A customer can have multiple tax registrations across different states and or countries.	Header	No	Long
Entry ID Override	Override for the entry ID.	Header	No	String
External ID	External ID of the sales order.	Header	No	String
Internal ID	Internal ID of the sales order. Used to modify an existing sales order.	Header	No	Long
Fulfillment location	Fulfillment location	Header	No	String
Memo	Memo	Header	No	String
Apply taxes manually	Enables users to manually enter information under the Taxes details. This preference fits the requirement of companies where tax calculation happens outside QuickStart and data is imported or integrated without the need to recalculate or validate. It is disabled by default. If enabled, users can edit the tax detail columns. If enabled, no existing values on the Taxes table should be invalidated and cleared out. If enabled and then disabled, any existing values on the Taxes table should be invalidated and cleared out.	Header	No	Boolean
Purchase order	External purchase order number	Header	No	String
Posting period	Posting period	Header	No	String
Primary Column	The Primary Column does not correspond to a field in the record. It is an additional required column used for identifying the borders of a group of data when the imported records can have sublists or subrecords. The values of the Primary Column are not populated in any field in the record.	Header	Yes	Long
Sales channel	ID of the sales channel. Can be anything that uniquely identifies the channel.	Header	No	String
Sales rep	ID of the sales rep. Can be anything that uniquely identifies the rep.	Header	No	String
Date Shipped	Shipping date of the transaction	Header	No	Date
Shipping carrier	ID of the shipping carrier. Can be anything that uniquely identifies the carrier.	Header	No	String
Shipping amount	Cost of shipping	Header	No	Big Decimal
Ship via	ID of the shipping method. Can be anything that uniquely identifies the shipping method.	Header	No	String
Shipping Weight	Weight of the items to be shipped	Header	No	Big Decimal
Tax jurisdiction ID	ID of the tax jurisdiction used in the transaction.	Header	No	String
Tax jurisdiction name	Tax jurisdiction of the transaction.	Header	No	String
Select tax jurisdiction manually	Internal ID of the tax jurisdiction override. It lets you change the Tax Jurisdiction set by the SuiteTax API. It is disabled by default. If enabled, users can edit Tax Jurisdiction.	Header	No	Boolean
Terms	ID of the terms of the sales order. Can be anything that uniquely identifies the terms	Header	No	String
Order date	Order date	Header	No	Date
Street address line1	Address details	Header	No	String
Street address line 2	Address details	Header	No	String
Address type	Address details	Header	No	String
City	Address details	Header	No	String
Email	Address details	Header	No	String
Phone	Address details	Header	No	String
ZIP code	Address details	Header	No	String
Attention	Address details	Header	No	String
Company	Address details	Header	No	String
Source	Address details	Header	No	String
State	Address details	Header	No	String
Country	Address details	Header	No	String
Street address	Address details	Header	No	String
Street address line2	Address details	Header	No	String
Address type	Address details	Header	No	String
City	Address details	Header	No	String
Email	Address details	Header	No	String
Phone	Address details	Header	No	String
ZIP code	Address details	Header	No	String
Attention	Address details	Header	No	String
Company	Address details	Header	No	String
Source	Address details	Header	No	Long
State	Address details	Header	No	Long
Country	Address details	Header	No	String
Contact	ID of the contact linked to the sales order. Can be anything that uniquely identifies the contact	Header	No	String
Draft	If the sales order is a draft or not.	Header	No	Boolean
Type	Transaction type. Should always be removed as this is a sales order.	Header	No	String
Attachment Type	Attachment	Line	No	Long
ID	Attachment	Line	No	Long
Note	Attachment	Line	No	String
Description	Attachment	Line	No	String
File Name	Attachment	Line	No	String
Upload Content Handle	Attachment	Line	No	String
Allocate firm	Not applicable	Line	No	Boolean
Description	Description of the line item	Line	No	String
Expected ship date	Expected ship date	Line	No	Date
ID	Internal ID used to update existing lines	Line	No	Long
Allocate inventory	Not applicable	Line	No	Long
Closed	Flag to determine whether a sales order line is closed or not	Line	No	Boolean
Item	Internal ID of Items to be used on the transaction line	Line	Yes	Long
Order priority	Not applicable	Line	No	Big Decimal
Price rule	ID of the price rule to be used on the transaction line	Line	No	Long
Primary Column	The Primary Column does not correspond to a field in the record. It is an additional required column used for identifying the borders of a group of data when the imported records can have sublists or subrecords. The values of the Primary Column are not populated in any field in the record.	Line	Yes	Long
Quantity	Quantity of items	Line	No	Big Decimal
Unit	Unit of measure. Can be anything that uniquely identifies the unit of measure.	Line	No	String
Quantity invoiced	Quantity invoiced	Line	No	Big Decimal
Rate amount	The rate of the item. This overrides the rate of the item provided by a price rule.	Line	No	Big Decimal
Requested ship date	Requested ship date	Line	No	Date
Sequence Number	Sequence number of the line	Line	No	Long
Date Shipped	Ship date of the line	Line	No	Date
Total amount amount	The total amount after taxes calculated for the line. Calculated as Amount + Tax Amount. After the line level discount is implemented, it should be calculated as Amount After Discount + Tax Amount.	Line	No	Big Decimal
ID	Not applicable	Line	No	Long
Memo	Memo	Line	No	String
Tax amount amount	Not applicable	Line	No	Big Decimal
Tax Basis amount	Not applicable	Line	No	Big Decimal
Tax code	Tax code applied to the line. If Override Tax Details is enabled, users can edit it.	Line	No	Long
Tax Rate	Tax rate applied to the line. If Override Tax Details is enabled, users can edit it.	Line	No	Big Decimal
Amount amount	Not applicable	Line	No	Big Decimal
ID	Not applicable	Line	No	Long
Sequence Number	Not applicable	Line	No	Long
Tax agency	Tax Agency represents the taxing authority of each nexus. Tax Agency posts general ledger lines associated to taxes, including but not limited to: sales and purchase taxes/VAT automatically calculated on transactions, sales and purchase taxes/VAT manually entered on transactions, tax credits, tax refunds, tax payments.	Line	No	String
Tax code	Tax code applied to the summary line.	Line	No	String

Prerequisites

When importing a Sales order, you need to import the following related records:

• Customer

• Items

• Shipping

Sales Order Import File Example

Primary Column	Customer	Item	Quantity	Fulfillment location	Price rule
1	22	1	5	1	1
2	22	4	4	1	1