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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.

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

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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