Home > Item Management > Host Updates > Concepts > Standard File Format

Standard File Format

The format of the file for use in the Standard Host Update process is outlined below. It is basically a comma-delimited file with one record per line. The first value on the line determines the record type (Item, Cost, Sell, and so on) and therefore the format of the remaining line.

Records effecting items need to be able to identify the item. Since the supplier is unlikely to know our IPN number, the item is identified by the supplier/order code combination.

The types of records are as follows:

H

Header

Simply indicates start of file. The line consists of 'H' only. Needs to be present at the start of each host file.

I

Item Add/Modify

Contains details for new or existing items. For I files which will be updating an existing record, the D/C/G/SG needs to be included otherwise BE will automatically change it to UNK/UNK/UNK/UNK.

ID

Item Delete

Indicates the item is no longer available from the supplier. This will set the status of the item to 'Deleted'.

C

Item Cost Add/Modify

A new cost for an item.

CC

Calculated Cost Type

To add / modify a Calculated cost type (instead of a Normal cost type). Fields are: CC, Supplier, Order Code, Effective Date, Location Code and IPN. Included on the report with the standard cost records. Added with cost values = 0 and carton size and min order size = 1.

A

Item EAN/UPC/PLU

Additional numbers for an item. The main number can be specified in the I record.

S

Item Sell Add/Modify

A new sell for an item. Supplier files will not generally contain this record but it may be available as an interface from other systems.

SUPP

Supplier Add/Modify

Contains details for new or updated suppliers.

USER

User Add/Modify

Contains details for new or updated users.

EXCH

Exchange Rate Add/Modify

Contains details for new or updated exchange rates.

T

Trailer

Indicates the last line of the file. The format is simply T,xxx where xxx is the number of lines in the file (including the trailer).

Example

The following is a sample file. Note, the I record is actually on one line within the file. It is wrapped across multiple lines here for readability.

H

I,"PINK FLOYD","DARK SIDE OF THE MOON","CD","","","DARK SIDE OF MOON","","MUSIC","CD","ROCK","","EDC","ASAS12121","POLYGRAM",931234567,"GST",T,""

A,EDC,ASAS12121,9323222322

C,EDC,ASAS12121,20110901,ALL,1,1,10.99

T,5

I Record

ID Record

A Record

C Record

CC Record

S Record

SUPP Record

USER Record

EXCH Record

I Record

The I record provides information for new or existing products. The system will look for an existing item by supplier/order code. If one can be found it will be updated. If one cannot be found a new item will be created. The system will check to see if the number is already in use by another item. If it is, the system will simply create a new entry in the Supplier Details grid in Items.

The format for this record is as follows:

Fields

Example

Max Length

Comment

Code

I

1

Indicates this is an item record.

BrandName/Artist

PINK FLOYD

30

The brand of the item.

Description/Title

DARK SIDE OF THE MOON

30

The description of the item.

Variety/Format

CD

30

The variety of the item.

Size

 

10

The size of the item.

Fit

 

20

The fit of the item.

POS20

DARK SIDE OF MOON

20

The description to be shown on DynaPOS.

POS12

 

12

The description to be shown on older POS devices.

Dept

MUSIC

10

The department that the item belongs in. It is unlikely that the supplier will use the same department, category, group and subgroup codes as yourself so these codes will need to be cross-referenced.

Category

CD

10

The category that the item belongs in.

Group

ROCK

10

The group that the item belongs in.

SubGroup

 

10

The subgroup that the item belongs in.

Supplier

EDC

10

The supplier of the item. If this is not specified, it will default to the supplier that was entered when the host update was run.

OrderCode/Catalogue

ASAS12121

20

The supplier's order code for the item.

Manufacturer

POLYGRAM

10

The manufacturer of the item. This will be the code from the supplier's perspective. It is unlikely that the supplier will use the same code as yourself for the manufacturer and so this code will need to be cross-referenced.

EAN/UPC/PLU

931234567

20

The barcode used to identify the item.

Tax Code

GST

10

This indicates the type of tax on the item. This will be the code from the supplier's perspective. It is unlikely that the supplier will use the same code as yourself for the tax so this code will need to be cross-referenced.

Discountable

T

1

T' if discountable, 'F' if not discountable.

XREF Code

 

20

If you are interfacing from another system, you can use this field to record a cross-reference code to the other system.

Release Date

20110925

8

Date item is to be released. Format must be yyyymmdd. If date is greater than today, status will be changed to 'PreSell'. If less then or equal today, it will be set to 'Available'.

Family Code

 

10

The family code that the item belongs in.

Season Code

 

10

The season that the item belongs to.

Season Year

 

4

The year that the item belongs to.

Supplier Tax Code

 

4

Alphanumeric. This will update the tax code for the Purchase Tax Code. If left blank, the tax system defaults are used.

UOM

 

4

If no UOM is shown, the default UOM from system settings is used (as currently). If this option is not set then a default value of 'EACH' is used.

Example

I,"PINK FLOYD","DARK SIDE OF THE MOON","CD","","","DARK SIDE OF MOON","","MUSIC","CD","ROCK","","EDC","ASAS12121","POLYGRAM",931234567,"GST",T,"",20110925

ID Record

The ID record is used to indicate that the item has been deleted by the supplier. From your perspective the item is still available to sell but you won't be able to purchase the item.

Fields

Example

Max Length

Comment

Code

ID

2

Indicates this is an item deletion.

Supplier

EDC

10

The supplier of the item. If this is not specified, it will default to the supplier that was entered when the host update was run.

Order/Catalogue

ASAS12121

20

The supplier's order code for the item.

Deleted Date

20110925

8

Date item is to be deleted. Format must be yyyymmdd. If date is greater than today, status will be changed to 'Rundown'. If less then or equal today, will be set to 'Deleted'. If not specified, deletion date will be set to today's date.

Example

ID,EDC,ASAS12121,20110925

A Record

The A record is used to indicate an additional number for an item. The primary number can be specified as part of the I record.

Fields

Example

Max Length

Comment

Code

A

1

Indicates this is an additional item number record.

Supplier

EDC

10

The supplier of the item. If this is not specified, it will default to the supplier that was entered when the host update was run.

Order/Catalogue

ASAS12121

20

The supplier's order code for the item.

EAN/UPC/PLU

9323222322

20

The additional item number to be added.

Example

A,EDC,ASAS12121,9323222322

C Record

The C record is used to indicate cost details for an existing item.

Fields

Example

Max Length

Comment

Cost Code

C

1

Indicates this is a cost record.

Supplier

EDC

10

The supplier of the item. If this is not specified, it will default to the supplier that was entered when the host update was run.

Order/Catalogue

ASAS12121

20

The supplier's order code for the item.

Effective Date

20111214

8

Date cost is to become effective. Format must be yyyymmdd. If this is not specified, it will default to the effective date that was entered when the host update was run.

Location Code

ALL

10

The location code to load the cost against. If this is not specified, it will default to the location that was entered when the host update was run.

Carton Size

1

9

The carton size of the item.

Min Order

1

9

The minimum order quantity from that carton. If not specified, this will default to the carton size.

Ex Tax Cost

10.99

Decimal with up to 4 decimal places

This is the cost exclusive of tax. System will calculate tax on the cost. The value should not include comma separators or currency symbols.

Inc Tax Cost

12

Decimal with up to 4 decimal places

This is the cost inclusive of tax and all discounts/fees. If you leave this empty, the system will calculate this based on the Ex Tax Cost. If there is a value, the system will still calculate what it believes to be the correct cost (based on Ex Tax Cost and the rules you have in the system) and will warn you if the two are different. This allows you to check the supplier is providing you with the correct information. The value should not include comma separators or currency symbols.

Deals/Discounts

0

Decimal with up to 4 decimal places

The total ex tax deals and discounts supplier will give us. If you leave this empty, the system will calculate this based on the Ex Tax Cost. If there is a value, the system will still calculate what it believes to be the correct deal amount (based on Ex Tax Cost and the rules you have in the system) and will warn you if the two are different. This allows you to check the supplier is providing you with the correct information.

Service Fee

0

Decimal with up to 4 decimal places

The total ex tax service fee the supplier will charge us. If you leave this empty, the system will calculate this based on the Ex Tax Cost. If there is a value, the system will still calculate what it believes to be the correct deal amount (based on Ex Tax Cost and the rules you have in the system) and will warn you if the two are different. This allows you to check the supplier is providing you with the correct information. The value should not include comma separators or currency symbols.

IPN

12345

12

The item number you want to process this cost for. If this is specified, the system will use this to identify the item, not the supplier code/order code. (The supplier code is still required so we know where the cost came from.)

Example

C,EDC,ASAS12121,20111214,ALL,1,1,10.99,12,0,0,0

CC Record

The CC record is used to add / modify a Calculated cost type (instead of a Normal cost type). Included on the report with the standard cost records. Added with cost values = 0 and carton size and min order size = 1.

Fields

Example

Max Length

Comment

CC

CC

2

Indicates Calculated cost type.

Supplier

EDC

10

The supplier of the item. If this is not specified, it will default to the supplier that was entered when the host update was run.

Order Code

ASAS12121

20

The supplier's order code for the item.

Effective Date

20110910

8

Date cost is to become effective. Format must be yyyymmdd.

Location

ALL

10

The location code to load the cost against. If this is not specified, it will default to the location that was entered when the host update was run.

IPN

12345

12

The item number you want to process this cost for.

Example

CC,EDC,ASAS12121,20110910,ALL,12345

S Record

The S record is used to indicate sell details for an existing item.

Fields

Example

Max Length

Comment

Sell Code

Sx where x = an integer from 1 - 5 indicating the price level.

1

Indicates this is a sell record.

Supplier

EDC

10

The supplier of the item. If this is not specified, it will default to the supplier that was entered when the host update was run.

Order/Catalogue

ASAS12121

20

The supplier's order code for the item.

Effective Date

20111214

8

Date cost is to become effective. Format must be yyyymmdd. If this is not specified, it will default to the effective date that was entered when the host update was run.

Location

ALL

10

The location code to load the cost against. If this is not specified, it will default to the location that was entered when the host update was run.

Sell Price

10.99

Decimal with up to 4 decimal places

The sell price of the item. The value should not include comma separators or currency symbols.

IPN

12345

12

The item number you want to process this cost for. If this is specified, the system will use this to identify the item, not the supplier code/order code. (The supplier code is still required so we know where the cost came from.)

Example

S2,EDC,ASAS12121,20111214,ALL,10.99,0

SUPP Record

The SUPP record is used to add new suppliers or update existing ones.

Fields

Example

Max Length

Comment

Record Code

SUPP

4

Indicates this is a supplier record.

Supplier Code

BSTWID

10

The code of the supplier.

Name

BEST WIDGETS PLC

50

The name of the supplier.

Address 1

LEVEL 2

50

The street address of the supplier.

Address 2

8 FOXTON STREET

50

The street address of the supplier.

City

DUNNSVILLE

50

The suburb/city of the supplier.

State

LX

20

The state/province of the supplier.

Postcode

34343

15

The postcode of the supplier.

Postal Address 1

PO BOX 1221

50

The postal address of the supplier. If no postal details are provided at all, the street address will be copied to the postal address.

Postal Address 2

 

50

The postal address of the supplier.

Postal City

DUNNSVILLE

50

The postal  suburb/city of the supplier.

Postal State

LX

20

The postal state/province of the supplier.

Postal Postcode

34343

15

The postal postcode of the supplier.

Phone

04 4545 4556

20

The phone number of the supplier.

Fax

04 3434 4554

20

The fax number of the supplier.

Email

sales@foxton

40

The email address of the supplier.

Tax Number 1

23242

20

Tax Number 1 for the supplier.

Tax Number 2

 

20

Tax Number 2 for the supplier.

Supplier Type

Direct

10

The type of supplier. Valid values include Direct, Manufacturer, Wholesale or Agent. You don't have to specify a value, in which case it will default to Direct.

Preferred

Y

5

Indicates if the supplier is a preferred supplier or not. You can use T or Y to indicate a preferred supplier, or  F or N to indicate a non-preferred supplier.

Contact Name

Charles Fox

50

The contact name for the supplier.

Contact Phone

04 3434 3434

20

The contact phone number for the supplier contact.

Order Lead Days

4

 

The lead days required between placing an order and receiving the stock.

Min Order

Qty

10

The minimum units that can be ordered.

Min Order Value

1000.00

 

The minimum value that can be ordered.

Order Phone

04 4545 5454

20

The phone number used to place an order.

PO Costs Inc Tax

Y

 

Indicates if the costs shown on purchase orders include tax. You can use T or Y to indicate tax is included or F or N to indicate tax is excluded.

EAN Code

93434334334

20

The GLIN reference number assigned to the supplier.

Tax System Code

AUS

10

The tax system that this supplier uses. If this is not set it will simply use the default tax system for suppliers.

Currency Code

AUD

5

The currency code that this supplier uses. If this is not set it will simply use the default currency code for suppliers.

Account Balance

0

Decimal with up to 4 decimal places

The current account balance for the supplier. This is only used when creating new suppliers.

Account Credit Limit

9999999

Decimal with up to 4 decimal places

The credit limit for the supplier.

Example:

SUPP,"BSTWID","BEST WIDGETS PLC", "LEVEL 2", "8 FOXTON STREET","DUNNSVILLE","LX","34343", "PO BOX 1221", "","DUNNSVILLE","LX","34343","04 4545 4556","04 3434 4554","sales@foxton","23242","","Direct","T","Charles Fox","04 3434 3434","4","10","1000.00","04 4545 5454","T","93434334334","AUS","AUD",0,999999

USER Record

The USER record is used to add new users or update existing ones.

Fields

Example

Max Length

Comment

Record Code

USER

4

Indicates this is a user record.

User Code

TIMWIN

20

The code of the user.

Name

Tim Winfield

50

The name of the user.

POS Name

Tim W

50

The name of the user as used at POS.

User Number

56

 

The number assigned to the user. Only used when adding a new user. If this is not set the next user number will be assigned (same as pressing the Next Number button in the User function).

Password

Abde43t

50

The user's password for back office.

POS Password

334andsoon

20

The user's password for POS.

Location

BSHP2

10

The main location to which the user belongs.

Menu Code

12

 

The code of the menu that the user should see in Main Menu.

Commission Code

COMM1

10

The code of the commission that the user will earn.

Phone

04 5454 5454

20

The user's phone number.

Mobile

04 5455 6565

20

The mobile number of the user.

Fax

04 5454 5454

20

The fax number of the user.

Email

timwin@company.com

40

The email address of the user.

Date of Birth

19720420

8

The date of birth of the user.

Payroll

AB-12113

30

The payroll number of the user.

Management Area

AREA1

10

The management area the user belongs to.

Security Groups

1,4,6

 

The security group the user belongs to. Separate each entry with a comma.

POS Locations

BSHP1,BSHP2

Max 10 characters for each trade code

The POS locations that the user belongs to.

Example:

USER,"TIMWIN","Tim Winfield","Tim W", 56,"Abde43t","334andsoon","BSHP2","12","COMM1","04 5454 5454", "04 5455 6565","04 4554 5454", "timwin@company.com","19720420","AB-12113","AREA1","1,4,6","BSHP1,BSHP2"

EXCH Record

The EXCH record is used to add currency exchange rates.

Fields

Example

Max Length

Comment

Record Code

EXCH

4

Indicates this is a currency exchange record.

From Currency Code

AUD

5

The code of the currency we are converting from.

To Currency Code

USD

5

The code of the currency we are converting to.

Effective Date

20110730

8

The date the rate is effective.

Rate

0.8232

Decimal with up to 6 decimal places

The exchange rate for use at POS.

Accounting Rate

0.8240

Decimal with up to 6 decimal places

The exchange rate for use in inventory and accounting.

Example:

EXCH,"AUD","USD","20110730","0.8232","0.8240"

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