# ECX Specifications

This document should be used when interpreting a Purchase order ECX file supplied from an external source for import into an Accentis Enterprise system as a Sales order. One should use this when importing sales information for sales made on a website into an Accentis database.

General ECX information

- Each record described in an ECX file must begin with a “BEGINREC” line
- A single ECX file can contain multiple record specifications by separating them with a “BEGINREC” line
- Data contained within an ECX file should be formatted into matching pairs of comma separated, double quoted strings, with the exception of BeginRec lines
- It is possible to include multiple lines for each record in an ECX file. See below for details
- All individual record line fields for a single line item of a record should append the same line identifier to the rear of each field
- Line identifiers should start from 1 on each record included in an ECX file
- Once imported into Accentis Enterprise as a record, the files will be removed from the ECX window.
  - To remove files from the ECX window that are not needed, (e.g. incorrect files), right-click your mouse and select "Remove selected lines".
  - To archive imported ECX files, there is a system preference called Archive imported ECX files after they are loaded into ECX form. This can be turned on to automatically archive or move the file to an archive folder.

Purchase order ECX specific information

- Importing a purchase order ECX record into an Accentis Enterprise system will generate a Sales Order within Accentis Enterprise

File Structure

"BEGINREC"

"SENDERNAME","Sending Company Name"

"SENDERCODE","SCN001"

"INPUTTYPE","PURCHASE ORDER"

"INPUTKEY","12263"

"SUPPLIER","SUPPLIER NAME"

"ATTN","Attention person"

"DATEREQUIRED","14/08/10"

"OURCONTACT","Contact name"

"COMMENTS","Special instructions"

"DNAME","BUYER"

"DADDR1","TWC group"

"DADDR2","44 Blue lane"

"DADDR3","East Brisbane"

"DSTATE","QLD"

"DPCODE","4022"

"DCOUNTRY","Australia"

"PNAME","SUPPLIER"

"PADDR1","Unit 19"

"PADDR2","25 Green street"

"PADDR3","Milton"

"PSTATE","QLD"

"PPCODE","4123"

"PCOUNTRY","Australia"

"SHIPPING","ALLTRANS: All transports"

"ITEMCODE_SENDER1","First item code"

"ITEMCODE_RECEIVER1",""

"ITEMDESC1","First item description"

"ITEMQTY1","1"

"UNIT1","EACH"

"UNITQTY1","1"

"PRICEEX1","10.00"

"ITEMCODE_SENDER2","Second item code"

"ITEMCODE_RECEIVER2",""

"ITEMDESC2","Second item description"

"ITEMQTY2","3"

"UNIT2","EACH"

"UNITQTY2","1"

"PRICEEX2","5.00"

File Structure definitions

Field name | Data example | Data definition
--- | --- | ---
"BEGINREC" | - | Mandatory before each new record.
"SENDERNAME" | "Sender Name" | The name of the company sending the ECX file. This name must match the NAME of a CUSTOMER within the Accentis Enterprise system into which it is being imported.
"SENDERCODE" | "SCN001" | The code identifier of the company sending the ECX file. If specified, This code must match the CODE of a CUSTOMER within the Accentis Enterprise system into which it is being imported. This field is not required but if specified, it will be used in preference to the SENDERNAME field.
"INPUTTYPE" | "PURCHASE ORDER" | ECX record type specification. Should be set to Purchase order.
"INPUTKEY" | "12263" | External record indicator. When imported into an Accentis Enterprise system, this value will populate the “P/O #:” field on the Sales order.
"SUPPLIER" | "SUPPLIER NAME" | The name of the company sending the ECX file. Not required when “INPUTTYPE” is set to “PURCHASE ORDER”.
“ATTN” | “Contact Name” | “Attention to:” name of the person to which the original purchase order was directed. Not required when “INPUTTYPE” is set to “PURCHASE ORDER”. Remove line from ECX in order to have the field auto-populate with the current Accentis user.
"DATEREQUIRED" | "14/08/10" | Date of requirement. When imported into an Accentis Enterprise System, this value will populate the “Date req’d:” field on the Sales order.
"OURCONTACT" | "Contact person" | The name of the Sending company’s contact that is responsible for this purchase order. When imported into an Accentis Enterprise System, this value will populate the “Attention:” field on the Sales order.
"COMMENTS" | "General comments" | General comments or special instructions relating to the purchase order. When imported into an Accentis Enterprise System, this value will populate the “Comments / Special instructions” field on the Sales order.
"DNAME" | "BUYER NAME" | Delivery address name. When imported into an Accentis Enterprise System, this value will populate the “To:” field of the Delivery address on the Sales order.
"DADDR1" | "Unit 7" | Delivery address field 1. When imported into an Accentis Enterprise System, this value will populate the first address line field of the Delivery address on the Sales order.
"DADDR2" | "44 Blue lane" | Delivery address field 2. When imported into an Accentis Enterprise System, this value will populate the second address line field of the Delivery address on the Sales order.
"DADDR3" | "East Brisbane" | Delivery address suburb. When imported into an Accentis Enterprise System, this value will populate the “Suburb:” field of the Delivery address on the Sales order.
"DSTATE" | "QLD" | Delivery address state. When imported into an Accentis Enterprise System, this value will populate the “State:” field of the Delivery address on the Sales order.
"DPCODE" | "4022" | Delivery address postcode. When imported into an Accentis Enterprise System, this value will populate the “Postcode:” field of the Delivery address on the Sales order.
"DCOUNTRY" | "Australia" | Delivery address country. When imported into an Accentis Enterprise System, this value will populate the “Country:” field of the Delivery address on the Sales order. Not required if country is “Australia”
"PNAME" | "SUPPLIER NAME" | Invoice address name. This should match the invoice address name of the Accentis enterprise system into which the ECX record is being imported. Not required when “INPUTTYPE” is set to “PURCHASE ORDER”
"PADDR1" | "Unit 19" | Invoice address field 1. This should match the invoice address field 1 of the Accentis enterprise system into which the ECX record is being imported. Not required when “INPUTTYPE” is set to “PURCHASE ORDER”.
"PADDR2" | "25 Green street" | Invoice address field 2. This should match the invoice address field 2 of the Accentis enterprise system into which the ECX record is being imported. Not required when “INPUTTYPE” is set to “PURCHASE ORDER”.
"PADDR3" | "Milton" | Invoice address suburb. This should match the invoice address suburb of the Accentis enterprise system into which the ECX record is being imported. Not required when “INPUTTYPE” is set to “PURCHASE ORDER”.
"PSTATE" | "QLD" | Invoice address state. This should match the invoice address state of the Accentis enterprise system into which the ECX record is being imported. Not required when “INPUTTYPE” is set to “PURCHASE ORDER”…
"PPCODE" | "4007" | Invoice address postcode. This should match the invoice address postcode of the Accentis enterprise system into which the ECX record is being imported. Not required when “INPUTTYPE” is set to “PURCHASE ORDER”.
"PCOUNTRY" | "Australia" | Invoice address country. This should match the invoice address country of the Accentis enterprise system into which the ECX record is being imported. Not required when “INPUTTYPE” is set to “PURCHASE ORDER”.
"SHIPPING" | “BB: Busy bee” | The transport company requested to ship goods. When imported into an Accentis Enterprise System, this value will populate the “Shipping:” field on the Sales order.
"ITEMCODE_SENDERX" [X=Line identifier] [RECORD LINE] | "Buyer item code" | If specified, represents the item being ordered, as known by the supplier. Please see the section “Notes on ITEMCODE_SENDER and ITEMCODE_RECEIVER fields” below.
"ITEMCODE_RECEIVERX" [X=Line identifier] [RECORD LINE] | "Seller item code" | If specified, represents the item being ordered, as known in the Accentis enterprise system into which the record is being imported. Please see the section “Notes on ITEMCODE_SENDER and ITEMCODE_RECEIVER fields” below.
"ITEMDESCX" [X=Line identifier] [RECORD LINE] | "Item description" | The description of the related line item. When imported into an Accentis Enterprise System, this value will populate the “Item description” field on a Sales order line.
"ITEMQTYX" [X=Line identifier] [RECORD LINE] | "1" | The quantity being ordered of the related line item. When imported into an Accentis Enterprise System, this value will populate the “Quantity” field on a Sales order line.
"UNITX" [X=Line identifier] [RECORD LINE] | "EACH" | The Unit of measure of the related line item. When imported into an Accentis Enterprise System, this value will populate the “Unit” field on a Sales order line.
"UNITQTYX" [X=Line identifier] [RECORD LINE] | "1" | The Unit quantity of the related line item. When imported into an Accentis Enterprise System, this value will populate the “Unit quantity” field on a Sales order line (Shown beneath the Unit field).
"PRICEEXX" [X=Line identifier] [RECORD LINE] | “10.00” | The price ex GST expected to pay for this item. When imported into an Accentis Enterprise System, this value will populate the “Sell price” field on a Sales order line. If this price differs from the price as calculated by the Accentis Enterprise System, a warning will be shown.
“SERIALX” [X=Line identifier] [RECORD LINE] | “VN88278” | The serial or batch number being ordered. This value will be ignored if the item referred to is not serial or batch tracked.
Repeat each [RECORD LINE] field above for each required record line | - | Ensure that the line identifier is unique for each set of [RECORD LINE] fields included for a record, starting at 1

Notes on ITEMCODE_SENDER and ITEM_RECEIVER fields

Accentis ECX supports item code mappings via the ITEMCODE_SENDER and ITEMCODE_RECEIVER fields. This allows customers to send ECX files without prior knowledge of your internal Accentis item codes. To enable this functionality, you must be aware of your customer’s item codes, and provide a mapping to your own item codes within Accentis. Please contact Accentis Support for more information on this mapping process.

An ECX line item is considered to be valid if either one or both of the ITEMCODE_SENDER and ITEMCODE_RECEIVER fields are specified. The follow rules are applied when processing these fields:

If only ITEMCODE_RECEIVER is specified: Data should match one of your Accentis item codes.

If only ITEMCODE_SENDER is specified: Data should match a customer’s item code within the item code mapping data.

If both fields are specified: Receiver item code is checked first (as per above). If a match is made, the sender item code is ignored. If the receiver item code is not matched, the sender item code is used (as per above).