Import and export Bill of Materials

Find this screen

Open: Bill of Materials > Utilities > Import/Export > Import Bill of Materials.

Open: Bill of Materials > Utilities > Import/Export > Export Bill of Materials.

How to

Create an import file for Bill of Materials

Data is exported to and imported from an XML Extensible Markup Language (XML) file format. Sage 200 can import and export data in the XML file format. file.

Note: Sage can provide a conversion utility to convert a CSV Comma Separated Value (CSV) file format. Sage 200 can import and export data in the CSV file format. file into the required XML format. The conversion does not support the full range of values you can import in XML, but allows you to process key pieces of data. Ask your Business Partner for more information.

Note: You cannot import data directly from Sage 50 Manufacturing. Sage 50 BOM data must be migrated using the Sage 50 to Sage 200 Data Migration Tool.

  1. Download the example file:

  2. Create your import file in the format of the XML example file.

    For details of the file structure, see BOM file structure.

  3. Read the information in the import format file (XLS), and make sure your information is correct and all mandatory fields are included.

    Note: Each BOM must include an Item (code of the built stock item), Component (the code of each component) and the Quantity.

  4. Save your import file.

Import Bill of Materials

Open: Bill of Materials > Utilities > Import/Export > Import Bill of Materials.

  1. Validate Only

    Select this if you want to check the information in the import file but not import it yet.

    Validate and Import

    Select this if you want to check the information in the import file and import it immediately.
    Treat warnings as errors

    Select this if you want to treat warning messages as errors.

    If an error is found in a record, the record will not be imported. If you select to treat warning messages as error messages, then if a warning will also prevent a record from being imported.

    Make stock item active after import

    Select this if you want to make the stock item active after import.

    Note: If you select this check box but the item has no locations set up it cannot be made active. Therefore a warning will be produced for the record.
  2. Click Import. The Open window appears.

  3. Browse to the file and click Open.

    The import process uses the criteria you entered under Import Options.

    When the import process finishes, an Import Complete window identifies:

    • The number of records successfully imported.
    • The number of invalid records.

    Note: If you get a message "Unable to process the specified file", make sure your import file is closed and isn't open in any applications.

  4. You can choose to view import errors and warnings.

    • Click Yes to view these. The Import Errors window appears.
    • Click Print to print the report of import errors.

Export Bill of Materials

You can export data from Bill of Materials to an XML Extensible Markup Language (XML) file format. Sage 200 can import and export data in the XML file format. file format.

Open: Bill of Materials > Utilities > Import/Export > Export Bill of Materials.

  1. Select the BOM records that you want to export.

  2. Click Export.

    The Save As window appears.

  3. Select the location and enter the name of the export file.

    Note: For information on the file format and the information that is exported, see File formats. There are no mandatory fields during export. The XML file will contain a list of all the fields, but fields will only be populated in the XML file if they are populated in Sage 200 at the time of export.

  4. Click Save.

    When the export process finishes, an Export Complete window identifies:

    • The number of records that were successfully exported.
  5. Click OK.

Useful info

What is imported and exported?

Bill of Materials:

  • Header.

  • Components.

  • Drawings.

  • Operations.

  • Comments.

  • Documents.

Mandatory fields

When importing, certain fields are mandatory.

Note: There are no mandatory fields during export. Exporting a BOM record will output all the values you hold for your BOM records into an XML file which lists all the fields you can import. Fields will not contain values in the XML file if they do not contain information in Sage 200 prior to export.

While the following information has been broken down into discrete parts here for easy reference, it is all included in the same XML file for import.

StockCode, BuildPackageType, StockItemCode, LineType, component Reference, drawing Reference, operation Reference, operation Phase, operation ResourceType, operation Group, subcontract Supplier, IsDefaultSupplier, CostHeading, operation subcontract Supplier, QuantityFrom, QuantityTo, Rate, operation component StockItem, component and operation Comment, and component and operation DocumentFile are all mandatory.

Within the BOM operation, Resource Group is mandatory if ResourceType is Group. Otherwise, Resource is mandatory.

BOM file structure

These items relate to the BOM record.

Item in Import File

 Item in BOM record

Mandatory

Use

Notes

StockCode

Stock Item

Yes

Refers to the item in the stock module the BOM is used for.

The stock item must:

  • Exist in Stock Control.
  • Be marked as Built, Phantom, or Built/Bought.
BOMVersion BOM Version

No

Note: This only applies if UseSpecificVersion is true and the component item is a Subassembly.

The BOM version must exist.

Uses the latest version for the item if this is left blank in the import file.

The following item is required but is not represented anywhere on the BOM record:

BuildPackageType

N/A

Yes

Components and operations belong to a Build Package and not to the BOM record.

Currently, always specify Build for the package type.

Note: In future versions there may be other package types available.

 

These items relate to the BOM record Details tab.

Item in Import File

 Item in BOM record

Mandatory

Use

Notes

Reference

Reference

No

 

Uses the stock item code, if left blank in the import file.

If version control is used, a new version is created.

If version control is not used, a BOM of the specified type cannot already exist for the item.
Description Description No This is the built item description. Uses the stock item description, if left blank in the import file.
ChangeReference Change reference No    
Quality Standard Quality standard No    
DefaultBuildQuantity Default build quantity No   Uses the value from BOM Settings if left blank.
DefaultCostingQuantity Default cost quantity No   Uses the value from BOM Settings if left blank.
AutoOverheadComputation Calculate overheads automatically No

Specify true or false.

True specifies that overheads will be calculated automatically.

True selects the check box in the BOM record.

False leaves the check box clear.

The check box is also left clear if this is left blank in the import file.
OverheadCost Overhead Contribution No Holds monetary value if manual calculation is used. Sets to 0.00 if left blank in the import file.
Suspended

Use only in BOM module

No

Specify true or false.

True specifies the BOM is for use in the BOM module only.

True selects the check box on the BOM record.

False leaves the check box clear.

The check box is also left clear if this is left blank in the import file.
ComponentTraceability Component association required No

Specify true or false.

True specifies traceable components must be associated with traceable finished items.

Note: This is not applicable if the finished item is not traceable.

True selects the check box in the BOM record.

False leaves the check box clear.

The check box is also left clear if this is blank in the import file.
UserRevisionNumber Revision No  

If version control is used, the number you enter is used. Leave blank to increment the last revision number.

If version control is not used, any number you enter is ignored and 0.01 is used instead. Leave blank to use 0.01.
IsOnHold On hold No

Specify true or false.

True specifies the BOM record is on hold.

True selects the check box in the BOM record.

Note: If on hold, a valid reason for hold must be specified.

False leaves the check box clear in the BOM record.

The check box is also left clear if this is blank in the import file.
ReasonForHoldCode Reason No  

Note: This is not applicable if the BOM is not on hold.

If specified, it must be a valid reason.
EffectiveFromDate Effective from No    
EffectiveToDate Effective to No    

The following item relates to the BOM record Notes tab.

Item in Import File

 Item in BOM record

Mandatory

Use

Notes
ManufacturingInstructions

Manufacturing instructions

No

 

Descriptive text on the Notes tab.

The following item relates to the BOM record Analysis Codes tab.

Item in Import File

 Item in BOM record

Mandatory

Use

Notes
AnalysisCode1 ... AnalysisCode20 Analysis Code 1 ... 20 No   If included in the import file, must contain a valid code for the position.

These items relate to the BOM record Components tab and the BOM Component Details.

Item in Import File

 Item in BOM record and BOM Component Details

Mandatory

Use

Notes

StockItemCode

Stock Code

Yes

Refers to the item in the stock module the BOM is used for.

The stock item must exist in Stock Control.
Description Name No This is the component description.

Uses the stock item description, if left blank in the import file.
Quantity Quantity No   Sets to 1 if left blank in the import file.
UnitOfMeasure Unit of Measure No  

Note: This is checked against the unit of measure entered in Sage 200.

Uses the stock unit of measure if this is left blank in the import file.
LineType Type Yes Specify Comment, Component or Subassembly.

A BOM must exist for the item if the type is Subassembly.

Note: If Comment, then Name must exist and other component entries should be blank.
RequiresComponentReferences Component references required No

Specify true or false.

True specifies component references are required.

True selects the Component references required check box on the BOM record Components tab.

False leaves the check box clear in the BOM record.

The check box is also left clear if this is blank in the import file.
BomCommentLine BOM - Comment Line window No Text for the comment line.

Note: This is not applicable if the Type is not Comment.
ShowCommentOnReport Show Comment Line In Reports No

Specify true or false.

True specifies that the comment line will be printed on reports.

Note: This is not applicable if the Type is not Comment.

True selects the Show Comment Line In Reports check box on the BOM - Comment Line window.

False leaves the check box clear in the BOM record.

The check box is also left clear if this is blank in the import file.
DocumentFile Document No Path to the document file.

Note: This is not applicable if the Type is not Link to Document.
Notes Notes No  
Instructions Instruction No    
Quantity Quantity No   Sets to 1 if left blank in the import file.
ScrapPercentage Scrap Percentage No   Uses the stock item value if this is left blank in the import file.
SequenceNumber Sequence No   Uses next available number if this is left blank in the import file.
FixedQuantity Fixed Quantity No

Specify true or false.

True specifies that a fixed quantity is used when ordering.

True selects the Fixed Quantity check box on the Component Details window.

False leaves the check box clear.

The check box is also left clear if this is left blank in the import file.
Suspended Use only in BOM module No

Specify true or false.

True specifies that the component is used in calculations only in the BOM module.

True selects the Use only in BOM module check box on the Component Details window.

False leaves the check box clear.

The check box is also left clear if this is blank in the import file.

This item relates to the BOM Component Details Component References tab.

The number of component references must either be 0 (zero) or the same quantity on the associated component line.

Note: RequiresComponentReferences must be set to true for the BOM, if you are assigning component references.

Item in Import File

 Item in BOM Component Details

Mandatory

Use

Notes

Reference

Reference

Yes

 

Each reference must be unique.

This item relates to the BOM record Drawings tab.

Item in Import File

 Item in BOM Record

Mandatory

Use

Notes

Reference

Reference

Yes

 

The reference must exist in the Drawing Register.

These items relate to the BOM record Operations tab and the BOM Operation Record Details and Notes tabs.

Item in Import File

 Item in BOM Record or BOM Operation Record

Mandatory

Use

Notes

Reference

Reference

Yes

 

 
FromRegister N/A No

Specify true or false.

True specifies that the operation is in the Operations Register.

True uses all values from the operation in the Operations Register for subcontract and other values in the import file.

False means that values from Operations Register are not used.

Values from the Operations Register are also not used if FromRegister is left blank in the import file.
Description Description No   Uses the Reference if this is left blank in the import file.
Subcontract Subcontract No

Specify true or false.

True specifies that the operation is a subcontract operation.

True selects the Subcontract check box on the BOM operation record.

False leaves the check box clear.

The check box is also left clear if this is blank in the import file.
Nonprinting Do not print Operation No

Specify true or false.

True specifies that the operation information should not be printed when you print documentation.

True selects the Do not print Operation check box on the BOM operation record.

False leaves the check box clear.

The check box is also left clear if this is left blank on the import file.
OverlapQuantity Overlap Quantity No  

Sets the value to 0 (zero) if this is left blank on the import file.
OverlapShrinkage Shrinkage Percentage No  

Sets the value to 0 (zero) if this is left blank on the import file.
OverlapPercentage Overlap Percentage No  

Sets the value to 0 (zero) if this is left blank on the import file.
DefaultTimeHours Run Time Hours No   Sets the value to 0 (zero) if this is left blank on the import file.
DefaultTimeMinutes Run Time Minutes No   Sets the value to 0 (zero) if this is left blank on the import file.
DefaultTimeSeconds Run Time Seconds No   Sets the value to 0 (zero) if this is left blank on the import file.
DelayTimeHours Delay Hours No   Sets the value to 0 (zero) if this is left blank on the import file.
DelayTimeMinutes Delay Minutes No   Sets the value to 0 (zero) if this is left blank on the import file.
DelayTimeSeconds Delay Seconds No   Sets the value to 0 (zero) if this is left blank on the import file.
QuantityPerRun Quantity Per Run No   Sets the value to 1 if this is left blank on the import file.
Notes Notes No    

These items relate to the BOM Operation Record Resources tab.

Item in Import File

 Item in BOM Operation Record

Mandatory

Use

Notes

Sequence

Step No.      
Phase Phase Yes Specifies if the line belongs to the Setup, RunTime or Teardown phase of the operation.  
ResourceType Resource Type Yes

Specifies if the resource is a labour, machine or tooling type.

 
Group Resource Type Yes

Specify true or false.

True specifies that the Resource Type is a group resource.

 
Resource Group Reference Yes if the Resource Type is a Group.  

The group must exist for the resource type.
Resource Reference Yes if the Resource Type is not a Group.  

The resource must exist for the resource type.
Rate Rate No  

If the resource record specifies that cost rate override is not allowed, uses value from the resource record and not import value.
Quantity Quantity No   Sets the value to 1 if this is left blank on the import file.
TimeHours Hrs No    
TimeMinutes Min No    
TimeSeconds Sec No    
FixedLength Fixed Length No

Specify true or false.

True specifies that the operation is fixed length.

True selects the Fixed Length check box on the Operation Resources tab.

False leaves the check box clear.

The check box is also left clear if this is blank in the import file.
FixedQuantity Fixed Quantity No

Specify true or false.

True specifies that the operation is fixed length.

True selects the Fixed Length check box on the Operation Resources tab.

False leaves the check box clear.

The check box is also left clear if this is blank in the import file.
ManningLevel Manning Level No  

Note: This only applies when the resource is a labour resource.
Priority Primary or Secondary No

Specify Primary or Secondary.

Primary specifies the resource is the primary resource.

Primary selects the Primary check box for the operation resource.

Secondary selects the Secondary check box for the operation resource.
LineType Type Yes   This must be an operation, subcontract, comment or document.
Notes Notes      

Document File

Description

No

Path to the document file.

Note: This is not applicable if the Type is not Link to Document.
CommentLine BOM - Comment Line window No Text for the comment line.

Note: This is not applicable if the Type is not Comment.

These items relate to the BOM Operation Subcontract tab.

Item in Import File

 Item in BOM Operation Record

Mandatory

Use

Notes

Supplier

A/C

Yes

Identifies the supplier.

The supplier must exist in the Purchase Ledger.
OrderReference Order Ref. No    
OrderDetails Order Details No    
LeadTime Lead Time No    
Saturday Saturday No

Specify true or false.

True specifies that Saturday is included in planning operations.
True selects the Saturday check box on the Operation Subcontract tab.

False leaves the check box clear.

The check box is also left clear if this is blank in the import file.
Sunday Sunday No

Specify true or false.

True specifies that Sunday is included in planning operations.

True selects the Sunday check box on the Operation Subcontract tab.

False leaves the check box clear.

The check box is also left clear if this is blank in the import file.
IsDefaultSupplier Pref. Yes

Specify true or false.

True specifies that the supplier is the preferred supplier.

True sets Pref. to Yes on the Operation Subcontract tab.

Note: This can only be true on one record linked to an operation.
CostHeading Cost Heading Yes   The cost heading must exist and be the type Subcontract.

These items relate to the BOM Operation Subcontract tab.

Item in Import File

 Item in BOM Operation Record

Mandatory

Use

Notes

Supplier

A/C

Yes

Links breaks to a supplier.

The supplier must be linked to the operation.
QuantityFrom From Yes    
QuantityTo To Yes   This must be greater than the To value.
Rate Cost Yes    
Hours Hours Offsite No    
PerItem Rate Per Item No

Specify true or false.

True specifies that the cost is per item.

True selects the Rate Per Item check box on the Operation Subcontract tab.

False leaves the check box clear.

The check box is also left clear if this is blank in the import file.

These items relate to the BOM Operation Components tab.

Item in Import File

 Item in BOM Operation Record

Mandatory

Use

Notes

StockItem

Component

Yes

 

This must contain a stock item that is in the list of components for the BOM.
Quantity Quantity No    
See also

Reference

Import, export and update information

Manage BOM records