Import Open Sales Order

Sales Order Import lets you create open sales orders in Versa from a CSV file. Use it when you are moving orders from another system or entering many orders at once.

The import can create order headers and lines, customer and shipping details, payment terms, shipping preferences, custom fields, dimensions, and optional line taxes. This reduces manual entry and helps keep imported order totals aligned with the source file.

Who can import sales orders?

You need the Imports and Exports permission. The import always uses the company entity selected when you upload the file. If you cannot see the import, ask your administrator to review your permission and selected entity.

Download the CSV template

1. Sign in and select the entity where the sales orders belong.
2. Open Tools.
3. Select Imports and Exports.
4. Open Sales Order Import.
5. Select Download CSV Template to download open_sales_orders.csv.

The beginning of the template contains instructions for each column. Before uploading the file, delete the instruction rows, including the row marked Delete this row and rows above before importing. Keep the actual column-header row.

Prepare orders with one or more lines

Each CSV row represents one sales order line. For an order with multiple products, add one row for each product and use the same Internal Ref, Order Date, and Customer PO Number on every row for that order. Keep the other order-level values consistent across those rows.

Internal Ref is optional, but it is strongly recommended. Versa uses the Internal Ref together with the customer and order date to match rows to the same order.

Order and customer columns

Order identification

• Internal Ref — Your internal reference for the sales order. Use the same value for every line on the same order.
• Order Date — The sales order date. This value is required.
• Customer PO Number — The customer’s purchase order number, if applicable.
• Ship From: Facility Code — The code of the facility that will fulfill the order. The facility must already exist in Versa.
• Message — An optional note about the order.

Identify the bill-to customer

• Customer ID — The customer identifier in Versa. Use this when available.
• Bill To: customer company name — The customer company name. Use this when Customer ID is blank.
• Bill To: customer given name and Bill To: customer surname — The customer’s name when the customer is a person rather than a company.

If the customer does not already exist, Versa can create it from the bill-to information in the file. Include the available Bill To address and contact columns: address lines 1–3, city, province/state, postal/ZIP code, country, phone, fax, and email.

Ship-to address

Ship-to fields are optional. Use them when the order must be delivered somewhere other than the customer’s bill-to address.

• Ship To: name — The company or person receiving the order.
• Ship To: customer given name and Ship To: customer surname — The recipient’s name.
• Ship To address and contact fields — Address lines 1–3, city, province/state, postal/ZIP code, country, phone, fax, and email.

When the shipping location is new, include enough address information to create it under the customer.

Payment and currency columns

Provide payment terms using one of these methods:

• Payment Term Code — The code of an existing payment term; or
• Payment Terms Discount, Payment Terms Discount Days, and Payment Terms Net — The early-payment discount percentage, the number of days the discount is available, and the number of days until an invoice would be due. Use 0 where no discount applies.

• Currency Code — The three-letter ISO 4217 currency code, such as USD or CAD.
• Multiplier — Use 1 when the order currency is the entity’s home currency. For a foreign-currency order, enter the exchange-rate multiplier from the order currency to the home currency.
• convert to Invoice — Enter TRUE when the import should also create an invoice from the sales order.

Order-line columns

• Product Name — The product name or part number. The product must already exist in the selected entity.
• Quantity — The quantity ordered.
• Measurement Unit — The product’s unit of measure. The measurement unit must already exist.
• Price Per Unit — The price for one unit.
• Description — An optional description for the line.
• Note A and Note B — Optional notes for the line.
• estimated delivery date — The expected delivery date for the line. This may be required by your entity settings.
• ship_date — The planned ship date for the line. This may be required by your entity settings.
• Order Item Line Number — An optional line number when your file supplies its own sales order line sequence.

Import line taxes

Add one optional column for each tax you want to apply to an order line. The tax must already exist in the selected entity, and its name must be included in the column header.

• Tax Percentage Tax Name — Calculates the tax from the line quantity and price per unit.
• Tax Amount Tax Name — Imports the tax amount entered in the file.

Replace Tax Name with the exact name of the tax in Versa. For example, use Tax Percentage GST or Tax Amount Environmental Levy. Do not add a separate Tax Name column.

Percentage example

A line with quantity 2, price per unit 100, and Tax Percentage GST of 5 imports a GST amount of 10.00.

Amount example

A line with Tax Amount GST of 12.34 imports a GST amount of 12.34.

Tax columns are optional. Blank, zero, or negative tax values do not add a tax. Use a separate column for each tax and use either the percentage or amount format for the same tax.

Sales and shipping columns

• Sales Agent — The sales agent assigned to the order. The sales agent must already exist.
• Sales Channel — The sales channel assigned to the order. The sales channel must already be available to the selected entity.
• shipping carrier — The shipping provider, such as UPS or FedEx.
• shipping services — One or more services offered by the selected carrier. Separate multiple services with commas.

Custom fields and dimensions

The template includes examples of order custom fields and dimensions:

• text_field Delivery Method — An example of importing a text custom field named Delivery Method.
• text_field Ship By Date, text_field Trucking Company, and text_field Status — Additional text custom-field examples.
• dim Market Segment and dim Region — Examples of assigning an existing dimension value to the order.

Replace the example names with the custom field or dimension names used by your company. Dimension values must already exist.

Upload the file

1. Return to Tools → Imports and Exports → Sales Order Import.
2. Select your completed CSV file.
3. If your file uses different column names, select a saved import mapping.
4. Select Upload Sales Orders.
5. Review the import result and open the imported orders to confirm customer, lines, dates, shipping details, and taxes.

Before you import

• Make sure the correct entity is selected.
• Remove the template’s instruction rows but keep the column-header row.
• Use the same Internal Ref and consistent order information on every line of a multi-line order.
• Confirm that facilities, products, measurement units, currencies, taxes, sales agents, sales channels, and dimension values already exist where required.
• Save a copy of the completed CSV before uploading it.

Troubleshooting

• Sales Order Import is not visible — Confirm that you have the Imports and Exports permission and that the correct entity is selected.
• The template is invalid — Confirm that the required column headers are still present and that all instruction rows above the real header were removed.
• Lines were not grouped into one order — Confirm that every row uses the same Internal Ref, customer, and Order Date.
• A product, facility, unit, agent, channel, or dimension was not imported — Confirm that the value already exists and that its spelling matches Versa.
• A tax was not imported — Confirm that the tax exists in the selected entity, the header contains the exact tax name, and the row contains a positive percentage or amount.

Related workflows

Imported orders use the normal Versa sales workflow. Review each order before shipment or invoicing. Taxes imported on order lines continue through the normal shipment and invoice process.