Home > Item Management > Host Updates > Concepts > 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
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
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
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
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
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
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
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. |
|
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
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. |
|
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"
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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