Importing Sales Orders

Formatting the Data

Before exporting your data to CSV format, you need to be sure it is formatted properly. This is easiest to do with a spreadsheet program.

Fishbowl needs information for each SO and its items. To accomplish the separation of SO from Item the first field of each line specifies what it is. For each SO there must be a line whose first field is "SO". All of this SO's items must follow this line, and each lines first field must be "Item". All other fields will be one of two types:

Fields Describing the SO to Import

Field Type Description
Flag Text
(2 chars)
The text "SO" which indicated the start of a new SO.
Required
SONum Text
(25 chars)
The Sales Order Number (leave blank for auto-numbering).
Required
Status Numeric
The 2 options for Status are:
10 - Estimate
20 - Issued
95 - Historical
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.
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 abbreviation.
Required
BillToZip Text
(10 chars)
The bill to zip code.
Required
BillToCountry Text
(30 chars)
The bill to country name.
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 abbreviation.
Required
ShipToZip Text
(10 chars)
The ship to zip code.
Required
ShipToCountry Text
(30 chars)
The ship to country name.
Required
ShipToResidential Text The ship to residential flag. Valid values are "true" and "false"
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.
Required
PriorityId Numeric The priority of this Sales Order, the allowed values are listed below:
Value
(ID)
Description
10 Highest
20 High
30 Normal
40 Low
50 Lowest
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).
Salesman Text (15 Chars) The salesman's fishbowl username that generated the SO.
ShippingTerms Text (30 Chars) The Shipping Terms of the sales order
PaymentTerms 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
QuickBooksClassName Text (30 chars) The name of the QuickBooks class for this SO (created if not found).
LocationGroupName Text (30 chars) The location group for this SO.
OrderDateScheduled Text The date scheduled of the sales order (I.E. M/d/yyyy or 6/2/2005)
URL Text (256) An editable URL associated with the Sales Order
CarrierService Text The Carrier Service selected on the sales order
CurrencyName Text (255 chars) The name of the currency for this SO. Not used when Importing. Only exported if currency conversion is turned on.
CurrencyRate Numeric The rate of the currency for this SO. If left blank, it will be set to the default rate of the selected currency. Only used if currency conversion is turned on.
PriceIsHomeCurrency Text Determines if the unit price is in the home currency. Valid values are "true" and "false". Only used if currency conversion is turned on.
DateExpired Text The expiration 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).
Phone Text (256) An editable phone number associated with the Sales Order
Email Text (256) An editable email address associated with the Sales Order
CF- Text
(30 chars)
The sales order's custom field value. The name of this column is CF- followed by the name of the custom field. There is one custom field column for each of the order's custom fields.

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
11 Misc. Sale
12 Drop Ship
20 Credit Return
21 Misc. Credit
30 Discount Percentage
31 Discount Amount
40 Subtotal
50 Assoc. Price
60 Shipping
70 Tax
80 Kit
90 Note
100 BOM Configuration Item

If this column is left blank, the item will be imported with the Default SOItem Type of the product.

Items of type Subtotal, Discount Percentage or Discount Amount do not require any 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 and Assoc. Prices require the name of the discount/assoc. price to be specified in the "Product Number" column. BOM Configuration Items are raw goods for the line above it. Notes are specified in the "Product Number" column.

Required
ProductNumber Text
(60 chars)
The product number from Fishbowl (case insensitive).
Required
ProductDescription Text
(256 chars)
The sales order item description from Fishbowl.
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 specified price for this Product. Leave blank for pricing rules to be applied to item.
Taxable Text Whether this line item is taxable or not. Valid entries are "true" and "false".
TaxCode Text The tax code for the sales order item.
Note Text SO Item Notes
ItemQuickBooksClassName Text
(30 chars)
The name of the QuickBooks class for this line item (created if not found).
ItemDateScheduled Text The date scheduled of this line item (I.E. M/d/yyyy or 6/2/2005)
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". When using kits, each kit item can be included in the CSV, or alternatively, the default kit items will be added if only the kit header is included in the CSV. When using the kit header only, the price for the entire kit will be determined by the ProductPrice field in the CSV, even if "Specify Kit Price" is not enabled on the kit. In this scenario, a percentage discount or tax would need to be saved as the first item in the kit so that the percentage is calculated using the total kit price.
RevisionLevel Text (15 chars) The revision level on the sales order item.
CustomerPartNumber Text The customer part number for the sales order item.
CFI- Text
(30 chars)
The sales order item's custom field value. The name of this column is CFI- followed by the name of the custom field. There is one custom field column for each of the order item's custom fields.

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: