TransPost Help

Item Sales Fields

The Item Sales import type imports Item sales.

In TransPost Express it can just be used to import and delete Item Invoices. In other versions of TransPost it can also import Orders or Quotes into AccountRight and update sales or convert Orders to Invoices.

The fields correspond to fields on the AccountRight Sales form for Item sales.

There are groups of fields dealing with:

Customer Identification
Sale Line Items
Shipping & Freight
Payment Details
Terms

Apart from fields to identify the Customer the only mandatory fields are ItemNo and Quantity for detail lines and Description for header lines. Any other fields will default as they would in AccountRight.

The grey fields are only shown when the All fields radio button is selected. They are all optional and not commonly used. Many of them are alternatives to other fields.

Action

Single character code indicating what action is to be applied to the sale. If no action is specified then it is assumed that a new sale is to be imported.

A - Add: This is the default. It will insert a new sale. If the sale is an Invoice and an OrderNumber is specified then the order will be marked as converted to invoice.
D - Delete: Deletes the sale indicated by InvoiceNumber, which must be provided. This is the only action code permitted in TransPost Express.
Note that sales that have had payments applied cannot be deleted without first deleting the payments.
R - Replace: Updates the sale indicated by InvoiceNumber, which must be provided, replacing its detail lines. Other values may also be updated
U - Update: Updates the sale indicated by InvoiceNumber, which must be provided. If there is any detail line data provided it will result in detail line(s) being added to the end of the sale.

InvoiceNumber

While it is not mandatory, if at all possible it is recommended that the invoice number is specified using a reference number that may be used to reconcile sales in MYOB with the source of the data. If this is not possible then it may not be possible to uniquely identify the sale to reconcile it with the source data although in most cases the customer, sale date and invoice total will provide a match.

CustomersNumber

Customer PO No. If the customer has not provided a purchase order number this can still be a handy field as a place to put a reference or transaction Id coming from the system that generated the data. It can be up to 255 characters.

SaleDate

Date of sale will default to today if not supplied.

This will be interpreted based on your regional date format, i.e. in Australia, NZ something like d/m/yy or dd-mm-yyyy or similar. Time if present will be ignored. Texts Yesterday or Today or Tomorrow will be interpreted appropriately which can be handy as a default.

SaleStatus

Indicates what the Sale Type is. If not supplied Invoice is assumed. This option not available in TransPost Express as it can only import Invoices.

I - Invoice
O - Order
Q - Quote

OrderNumber

This specifies an order to be converted as a result of processing this sale. Details from the order will be treated as defaults for the resulting Invoice. N/A TransPost Express.

Memo

Journal memo. If no memo field(s) imported this will default to "Sale: " followed by the customer name.

Memo2, Memo3, Memo4, Memo5

These will be concatenated with Memo. They are provided so that Memo can be constructed from multiple input fields.

Inclusive

This corresponds to the Tax Inclusive check box in MYOB. X, Y or 1 indicates the Sale is Inclusive.

Customer Identification

The following fields are used to identify the appropriate customer card for the sale. The Customer must be identified somehow so at least one of these fields is required:

CardID: If customer cards have CardIDs this is recommended as the reliable way of identifying the correct customer card for the sale. If supplied this will be used and other customer identification fields will be ignored.
CoLastName: If a CardID is not available then customers must be identified by name. If the data contains both company names and personal last names, in different columns, you must use the CompanyName and LastName fields instead.
CompanyName: Name of the customer if not an individual. Use this instead of CoLastName if customer organisation names and personal last names are in different input columns.
LastName: Last name of the customer if an individual. Use this instead of CoLastName if customer organisation names and personal last names are in different input columns.
FirstName: If the customer is an individual their first name is also required to identify them.
Email: Match against Email address associated with any of the addresses associated with the customer card. This is a particularly useful identifier as it is unique and generally defined consistently.
Phone: Matched with phone numbers associated with any of the addresses associated with the customer card.
City: May be used to discriminate between customers of the same name.
State: May be used to discriminate between customers of the same name.
PostCode: May be used to discriminate between customers of the same name.
Country: May be used to discriminate between customers of the same name.

CurrencyCode

CurrencyCode for foreign currency sales. MYOB treats local currency and foreign currency transactions differently so we need to identify when the currency is local. A blank currency code implies that the transaction is not foreign. AccountRIght preferences currently do not provide for specifying which currency is defined as 'local' Often incoming data, particularly from international ecommerce sites, does not make the distinction between 'local' and 'foreign' and will provide a currency code for all transactions so when using the Australian version of AccountRight 'AUD' will be ignored, effectively treated as local currency. If the New Zealand version of AccountRight is being used 'NZD' will be treated as local currency.

Sale Line Details

In the Mapping Details form, Line Details are highlighted to distinguish them from other sale data fields that can only have a single value per sale.

LineType: This is used to identify header (H) and subtotal (S) lines. The only fields applicable on these lines are those that make up the description.
Description: Description. If not supplied the item name or description in MYOB will be used as determined by the "use Item Description..." check box in the Item Details.
Description can be composed from a number of fields using the Description2 - Description9 fields
Description2, Description2 ... Description9: Extra input fields may be concatenated to assemble a compound description

Shipping Details

Shipping Address

Within AccountRight shipping address is processed as a single multi-line field. TransPost assembles it from the following input fields.

All these fields are optional but if any of them is used the shipping address is constructed from them and any address whether defaulting from the customer or from a previous version of the sale is replaced completely.

ShipToAddress: Ship to address. If this is just the first line of the address subsequent lines can be provided via the ShipToAddressLine2, 3 & 4 fields and the ShipCity, ShipState and ShipPostCode fields
If the data contains multi-line addresses complete with line breaks and it is enclosed in quotes (""), as you might get from exporting from Excel to CSV when the address is multi-line within one Excel cell, this can be used to import the entire address or just the first few lines.
ShipToAddressLine2: If ShipToAddress just provides the first line of the address this can be used to add a second line
ShipToAddressLine3: Third line of Ship To address.
ShipToAddressLine4: Fourth line of Ship To address.
ShipCity: Town, city or suburb name.
ShipState: State or province. It wil appear in the address exactly as entered with no validation.
ShipPostCode: Postcode or Zip code. It wil appear in the address exactly as entered with no validation.
ShipCountry: Optional. Country name to add to the end of the shipping address.

PromisedDate

Promised date, sometimes referred to as Shipping date.

ShipVia

ShipVia must be a valid option in the AccountRight Shipping method list. At the time of writing the MYOB API does not enable adding to the list on the fly.

FreightTaxCode

If the data contains a mix of taxable and non taxable sales but no tax codes, as often happens with data from ecommerce sites it will default to the Customer Freight Tax Code.

If you cannot rely on that you can set a default tax code such as GST or FRE in which case TransPost will check FreightGSTAmount and apply the first tax code, GST in the example, if it is non-zero and use the second, FRE in the example, if it is zero.

FreightAmount

The freight amount. If the sale is inclsive it should be the amount inclusive of tax, otehr wise it should be exclusive of tax.

FreightTaxAmount

Since AccountRight will calculate the tax based on the tax code the only purpose this serves is to decide which tax code to use when the tax code has been specified as a choice, e.g.GST or FRE. The first tax code applies unless the tax amount is zero.

FreightIncTaxAmount

This alternative to the FreightAmount field, the amount is consistently tax-inclusive.

FreightExTaxAmount

This alternative to the FreightAmount field, the amount is consistently tax-exclusive.

FreightAmountForeign: Freight amount in a foreign currency. Use this only if freight amounts in a foreign currency are in a different column to local currency amounts.

Payment Details

A payment can be recorded at the same time as the sale.

AmountPaid

The amount paid, if applicable. For foreign currency sales, if the amount paid in a Foreign currency is in the same data column as local currency payments TransPost will redirect the value into the appropriate place.

AmountPaidForeign

Amount paid in a foreign currency. Use this only if amounts paid in a foreign currency are in a different column to local currency amounts.

DepositAccount

Acount into which AmountPaid is deposited. If an AmountPaid is specified this must be specified as well.

ReceiptNumber

Optional. If AmountPaid is specified this provides the Id No for the received payment. MYOB will generate a number if one is not provided.

PaymentMethod

This is optional but if supplied should be a valid payment method in MYOB.

ReceiptMemo

If an AmountPaid is applied this is used as a Memo on the resulting payment received. If not provided MYOB sets it to Customername for Invoice number

Terms

These fields correspond to the input on the AccountRight Credit Terms form under the Terms: button:

if not supplied the default terms for the Customer will be applied. Failing that, the default for Sales generally will be used.

PaymentIsDue

value betwee 0 and 5 as follows:

0 - C.O.D.
1 - Prepaid
2 - in a Given No. of Days
3 - On a Day of the Month
4 - No. of Days after EOM
5 - Day of Month after EOM

DiscountDays

This may be either the number of days (Discount Days) or the day of month (Discount Date), whichever is appropriate to the applicable PaymentIsDue

BalanceDueDays

This may be either the number of days (Balance Due Days) or the day of month (Balance Due Date), whichever is appropriate to the applicable PaymentIsDue

PercentDiscount

Percentage discount for early payment. Percentage sign (%) is optional.

PercentMonthyCharge

Percentage monthly charge for late payment. Percentage sign (%) is optional.

DueDate: For Invoices only, the above may be calculated from a specific Due Date. TransPost will calculate the number of days from the Invoice to the Due Date and set PaymentIsDue to 2 - in a Given No. of Days and BalancedDueDays to the calculated number of days.

ReferralSource

The referral source must be a valid item in the MYOB referal Sources list. If not it will be ignored with a warning message.

Sales Person

SalesPerson is optional and may be identified by the fields below. They must identify a valid Employee.

SalesPersonFirstName: First name of sales person. Use if SalesPersonCardID not input.
SalesPersonLastName: Last name of sales person if a personal card. Use if SalesPersonCardID not input.
SalesPersonCardID: CardID overrides salesperson name if used

DeliveryStatus

This field indicates the action to be applied to the invoice. You can set a default in TransPost or let it take the MYOB default. If not supplied a warning will be generated. The options are:

P - To be Printed
E - To be Emailed
B - To be Printed and Emailed
A - Already Printed or Sent

Comment

Comment is optional and will default to the Sale Comment for the selected Customer.