Load Sales Order
- Mai Labagnoy
- 1 iHub Service (LSO/LWSO)
- 1.1 Summary
- 1.1.1 System Behaviors
- 1.1.2 CSV Handling
- 1.1.3 Order Status
- 1.1.4 Stock Availability
- 1.1.5 Sales Order Field Level Details
- 1.1.6 Custom Settings (Backend)
- 1.2 LSO/LWSO Process
- 1.2.1 Assign Service to Client
- 1.2.2 Service Mapping
- 1.2.3 Upload File - LSO/LWSO
- 1.3 WMS
- 1.3.1 Client Sales Order Process Flow
- 1.3.2 DC SO Dispatches
- 1.3.3 NSR (Non Standard Requirements)
- 1.3.4 Retail Compliance
- 1.4 FAQs (for iHub Service - Load Sales Order)
- 1.1 Summary
iHub Service (LSO/LWSO)
Summary
LSO - Load Sales Order Service
LWSO - Load Web Sales Order Service
These services allows the creation of New Sales Orders in SEKO 360. Orders/Dispatches will only be created if the products have enough available stock.
System Behaviors
Error Handling: If any item in the order has an error (e.g., no available stock), the entire order fails to upload.
Address Validation: Addresses are not validated upon upload.
Editing: Sales orders cannot be edited once uploaded.
CSV Handling
Reusing a sales order number later in the file (separated by another order) treats them as separate orders.
A single sales order cannot have multiple lines of the same Product Code.
For multi-line orders, include order details (address, SO number, etc.) on every row.
Order Status
Once a sales order is marked ‘Dispatched’, it is closed and no further dispatches will be sent.
Stock Availability
Orders with insufficient stock for any SKU will be rejected. Re-upload the order once stock is available, remove out-of-stock SKUs, or cancel the order in the client system.
Sales Order Field Level Details
Header
Field | Description | Requirement | Documents where it appear |
SalesOrderNumber | Must be unique identifier for the sales order | Mandatory | Dispatch Note, Commercial Inv |
SalesOrderReference | Open reference field. Can be used as a user-defined unique field. |
| Dispatch Note, Commercial Inv |
CourierName | Courier the goods should be dispatched on. CourierName accepted values supplied by SEKO. | If required by DC |
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CourierService | Courier service the goods should be dispatched on. CourierService accepted values supplied by SEKO. | If required by DC |
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Notes | Open notes field that appears on the standard outbound documentation |
| Dispatch Note, Commercial Inv |
SpecialInstructions | A note to the DC. (Not seen if wave picking is used). |
| Pick Note |
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(Not seen if wave picking is used). | |||
SalesOrderDate | The date as appears on the outbound documentation. If left blank, the date in which the sales order was created will be used. Other CSV date format options available at request. |
| Dispatch Note, Commercial Inv |
OrderType | We exclude the following order types from Wave Picking: Retail, Wholesale, WorkOrder. Typically we use Retail or Wholesale to manage trade. Work Order is for managing internal builds etc, in the DC. | Mandatory |
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If the Web order type is used, this is the same as using the Load Web Sales Orders service. | |||
SalesInvoiceNumber | An optional tracking ID for the sales order |
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NotificationMethod | Method in which the customer wishes to be |
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contacted by the carrier (if applicable - typically controlled within the carrier portal): | |||
email = Email Notification | |||
SMS = Text / SMS Notification | |||
GiftMessage | The message to the person the gift is being sent to. Pick Note will specify "Yes" if a Gift Message is present. |
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GiftMessageFrom | The person the gift is from. The new field can be populated as required, including personalised names i.e. “Mum”. If first name and last name is required, the entire name should be populated within this field. |
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GiftMessageTo | The person who the gift is being sent to. The new field can be populated as required, including personalised names i.e. “Dad”. It also allows the user to specify the “To” when the gift message is for someone else who lives at the same address as the delivery recipient. If first name and last name is required, the entire name should be populated within this field. |
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ScheduledShipDate | Date in which the sales order should be dispatched. Only to be used with trade orders. |
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ShipmentTerms | DDP, DDU & DAP are the options. | Conditional: When required for the carrier | Commercial Inv |
DCCode | SEKO created code that uniquely identifies the DC from other SEKO DC's. This code is supplied by SEKO. | Conditional: If more than one DC in use |
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Ship To Company & Contact Details
Company name - For Load Web Sales Order (LWSO), it automatically add “Web Order” in this field
ShipToCompany |
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Field | Description | Requirement | Documents where it appear |
CompanyCode | Unique ship to code that can be used to retrieve company details. | Mandatory for LSO; not required for LWSO (web Orders) |
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With "On the fly company creation" turned on: | |||
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If the code is an existing code in SS, the company description supplied in the order will be ignored | |||
If the code is new, the company description will be taken from the order, and stored on SS for all future orders that use this code. | |||
CompanyDescription | The name of the company delivering to. See section "The 'On the fly' company code creation function" on this page for more details on using this. | Mandatory for LSO; not required for LWSO (web Orders) | Dispatch Note, Commercial Inv |
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DeliveryDetails |
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Field | Description | Requirement | Use on standard documents |
FirstName | First name of the delivery contact. If provided, this value will take presidence over the CompanyDescription on some carriers address labelling, such as Hermes. |
| Dispatch Note, Commercial Inv, Pick Note |
LastName | Last name of the delivery contact |
| Dispatch Note, Commercial Inv, Pick Note |
Line1 | Line 1 of the delivery contacts address | Mandatory | Dispatch Note, Commercial Inv, Pick Note |
Line2 | Line 2 of the delivery contacts address |
| Dispatch Note, Commercial Inv |
Line3 | Line 3 of the delivery contacts address |
| Commercial Inv |
Line4 | Placeholder |
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City | City of the delivery contacts address | Mandatory | Dispatch Note, Commercial Inv, Pick Note |
County | County of the delivery contacts address | Mandatory | Commercial Inv, Pick Note |
PostcodeZip | Postcode of the delivery contacts address. Postcode is not validated by the SEKO system | Mandatory | Dispatch Note, Commercial Inv, Pick Note |
CountryCode | Country of the delivery contacts address (ISO-2 or ISO-3). | Mandatory | Dispatch Note, Commercial Inv, Pick Note |
Appears on standard physical docs as full country name. | |||
PhoneNumber | Phone number of the delivery contact | Conditional: required by some carriers | Commercial Inv |
Used by some carriers to send customer SMS notifications |
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| FIrstName or LastName required. | ||
The phone Number will be saved at company level, rather than contact level, unless a first name/last name is provided. For the Phone Number to be visible on the Commercial Inv, this would need to be contact level. |
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EmailAddress | Email address of the delivery contact | Conditional: required by some carriers |
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Used by some carriers to send customer email notifications |
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| FIrstName or LastName required. | ||
The Email Address will be saved at company level, rather than contact level, unless a first name/last name is provided. For the Email Address to be visible on SS, this would need to be contact level. |
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Billing Details
For Commercial Invoice purpose
Field | Description | Requirement | Documents where it appear |
FirstName | First name of the billing contact. | Conditional: If billing address Line1 is provided and for commercial inv | Commercial Inv |
LastName | Last name of the billing contact |
| Commercial Inv |
Line1 | Line 1 of the billing contacts address | Conditional: for commercial inv | Commercial Inv |
Line2 | Line 2 of the billing contacts address |
| Commercial Inv |
Line3 | Line 3 of the billing contacts address |
| Commercial Inv |
Line4 | Line 4 of the billing contacts address |
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City | City of the billing contacts address | Conditional: for commercial inv | Commercial Inv |
County | County of the billing contacts address |
| Commercial Inv |
PostcodeZip | Postcode of the billing contacts address | Conditional: for commercial inv | Commercial Inv |
CountryCode | Country of the billing contacts address | Conditional: for commercial inv | Commercial Inv |
Appears on physical docs as full country name (ISO-2 or ISO-3). | |||
PhoneNumber | Phone number of the billing contact |
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EmailAddress | Email address of the billing contact |
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Retail Compliance
Add only if it is Client requirement
Line Items
Field | Description | Requirement | Documents where it appear |
LineNumber | Integer that uniquely identifies a line of an order. Must be more than 0. Character length restriction on the Line Number is 8 . | Mandatory |
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The SEKO 360 system will order the line items by ascending LineNumber. For CSV, can be auto incremented if this cannot be provided, which will increment each sales order starting from 1. | |||
ProductCode | SKU to be dispatched. Must be unique per sales order. There must be available stock on the SKU. | Mandatory | Dispatch Note, Commercial Inv |
OrderLineMessage | Message assigned to the SKU on line level used for non standard requirement (such as engraving, where the engrave message would appear in this field) |
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Quantity | Quantity of the SKU to be dispatched in units. Line Item Quantity needs to be greater than zero. Unit quantity should match the inbound quantity (EACH) | Mandatory |
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UnitPrice | The price of the unit (per unit) i.e. 4.99. Ex VAT if VAT field is provided in separate VAT field. Unit price should not be 0 if required by carrier or Commercial Invoice required. Unit Price is recalculated on short shipment. | Conditional: if required for shipping | Commercial Inv |
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If VAT is populated | |||
VAT | The VAT of the unit (per unit) i.e. 0.67. This is added together to the Unit Price * Quantity value in the "Amount" column on the standard commercial invoice. | Conditional: When required for the carrier |
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(UnitPrice * Quantity) + (VAT * Quantity) = Amount | |||
VAT is recalculated on short shipment. | |||
As a note, if supplying VAT irrespective of DDU/DDP, the unit value must be NET not GROSS. | |||
If “SalesOrderLineItem.Vat” is greater than zero then “SalesOrderLineItem.UnitPrice” is required | |||
CurrencyCode | The currency code of the unit price. Use the same code for the entire order. | Conditional: if UnitPrice or VAT are populated | Commercial Inv |
Custom Settings (Backend)
Column Name | Notes |
AllowShipToCompanyCreate | If set to True this will automatically create "Ship To" companies on the fly. |
DuplicateSalesOrderNumberCheck | If set to True this will prevent loading sales orders with a SalesOrderNumber that has previously been used. |
LookupDeliveryAddress | If set to True this will automatically lookup a delivery address. |
DuplicateSOLineNoCheck | If this is set to “True”, then Clients with the "Duplicate Sales Order Number" check enabled should still be able to load Sales Orders with the same Sales Order Number as long as all the Line No's are different. |
ForceOrderRelease | If this is set to “True”, then Clients can still have a dispatch created from the Sales Orders they load as long as some or all of the stock is available. |
DuplicateSKU | If this is set to “True”, then Clients can load the Same SKU on multiple lines when loading Sales Orders |
KitToOrder | If this is set to “True”, Seko 360 will automatically attempt to assemble kits if there is no kit in stock. |
LSO/LWSO Process
Assign Service to Client
https://seko.atlassian.net/wiki/spaces/SMAN/pages/2932998161/iHub+-+Client+Setup#Assign-Services
Service Mapping
Upload File - LSO/LWSO
LSO - Load Sales Order Service
LWSO - Load Web Sales Order Service
https://seko.atlassian.net/wiki/spaces/SMAN/pages/2933030933/iHub+-+File#Upload-File
WMS
Client Sales Order Process Flow
https://seko.atlassian.net/wiki/x/dwN0qQ
DC SO Dispatches
https://seko.atlassian.net/wiki/x/fQx0qQ
NSR (Non Standard Requirements)
Non-Standard Requirement field in LSO is the “Order Line Message”
https://seko.atlassian.net/wiki/x/ARV0qQ
Retail Compliance
Retail compliance means following the rules and guidelines set by manufacturers, brands, or regulatory authorities to ensure consistency in the supply chain. This is important for maintaining brand integrity, controlling the customer experience, and driving sales.
https://seko.atlassian.net/wiki/x/OAAMrg
FAQs (for iHub Service - Load Sales Order)