DOWNLOAD SAMPLE FILE: SInvEDIXML.csv
Exported filename is EDI_Invoice_Export.csv. In the tables below, remarks relating to Infoplex are in blue, whereas as those relating to Freeway’s specifications are in black or other colours.
The Invoice export format can contain up to nine record types, not all of which are processed by TASBooks.
| # | Record Type | Note |
|---|---|---|
| 1 | Structure | Fixed Length. 1 record per file. |
| 2 | Header | CSV – Uses Header ID from structure record. 1 record per Invoice |
| 3 | Branch | CSV – Not processed (ignored so not detailed here) |
| 4 | Detail (Product) | CSV – Uses Detail ID from structure record. 1 or more records per Invoice |
| 5 | Complex Line Discount | CSV – Not processed (ignored so not detailed here) |
| 6 | Text Line | CSV – Not processed (ignored so not detailed here) |
| 7 | VAT | CSV – Uses VAT ID from structure record. 1 record per VAT Rate used per Invoice |
| 8 | Trailer | CSV – Uses Trailer ID from structure record. 1 record per Invoice |
| 9 | Reconciliation | CSV – Not processed (ignored so not detailed here) |
Structure Record
1 per file. The first record in the file will be this string:
CSV DD/MM/YY HHMM HEAD DTL VAT TLR NN
Header Record
Mandatory, one per Invoice
| Field | Label | Data Type | Max Size | Required? | Remarks |
|---|---|---|---|---|---|
| 1 | Record ID | A | 5 | Y | always = HEAD. [Fixed value indicating new header record] |
| 2 | Company Code | A | 20 | Y | MultiTAS Central Info “Company Representation Code” if completed, otherwise nothing. [Internal representation of company issuing invoice 1] |
| 3 | Customer Code | A | 20 | Y | TAS or MultiTAS Mapped Customer Code. [Internal accounting code for invoice recipient] |
| 4 | Location Code | A | 20 | C | TAS or MultiTAS Mapped Customer’s Delivery Code. [Internal accounting code for delivery point 2. Must include at least one of fields 4, 23 and 24] |
| 5 | Invoice Number | A | 25 | Y | TAS Invoice (or Credit Note) Number |
| 6 | Invoice Date | D | 11 | Y | TAS Invoice Date as DD/MM/YY |
| 7 | Customer Order Number | A | 25 | Y | TAS Order Ref (i.e. Customer’s) |
| 8 | Customer Order Date | D | 11 | Y | TAS Sales Order Date as DD/MM/YY |
| 9 | Proof of Delivery Number | A | 25 | C | Either (a) uses the number assigned in MultiTAS program 6.1.6 or (b) If the special Proof of Delivery dummy TAS Product Code (“POD”) exists in one of the body lines, then the TAS Invoice line Description value for that trimmed to 25 chars, otherwise nothing. [May be required by trading partner] |
| 10 | Proof of Delivery Date | D | 11 | C | Value ignored. [May be required by trading partner] |
| 11 | Delivery Note Number | A | 25 | C | Either (a) uses the number assigned in MultiTAS program 6.1.6 or (b) If the special Delivery Note dummy TAS Product Code (“DN”) exists in one of the body lines, then the line Description value for that trimmed to 25 chars, otherwise nothing. [May be required by trading partner] |
| 12 | Delivery Date | D | 11 | C | TAS Invoice Date as DD/MM/YY. [May be required by trading partner] |
| 13 | Delivery Time | T | 8 | N | Value ignored – no TAS equivalent |
| 14 | Payment Terms (Text) | N | 50 | N | TAS Invoice Settlement days (no decimal) |
| 15 | Payment Date | D | 11 | Y | Calculated as = Invoice Date + settlement Days, as DD/MM/YY |
| 16 | Settlement Percentage | N | 6 | N | TAS Invoice/Order Settlement discount percentage (2 decimal places). [Settlement Discount %] |
| 17 | Delivery Address Line 1 | A | 40 | N | TAS Invoice/Order Delivery Address Line 1 |
| 18 | Delivery Address Line 2 | A | 40 | N | TAS Invoice/Order Delivery Address Line 2 |
| 19 | Delivery Address Line 3 | A | 40 | N | TAS Invoice/Order Delivery Address Line 3 |
| 20 | Delivery Address Line 4 | A | 40 | N | TAS Invoice/Order Delivery Address Line 4 |
| 21 | Delivery Postcode | A | 8 | N | TAS Invoice/Order Delivery Address Postcode |
| 22 | Credit Note Indicator | A | 1 | Y | N if TAS Order/Invoice type = I (Invoice), Y if type = N (Credit Note). [Y or N – ‘Y’ if this is a credit note] |
| 23 | Location ANA Code | A | 13 | C | From MultiTAS Mapped Delivery Code’s “ANA Code” if completed, otherwise nothing. [Must include at least one of fields 4, 23 and 24 ] |
| 24 | Customers Location Code | A | 17 | C | MultiTAS “Mapped Delivery Code” if completed, otherwise nothing. [Must include at least one of fields 4, 23 and 24 ] |
| 25 | File Generation Number | N | 4 | N | Next Export Run Number from MultiTAS Central Info (no decimal) |
| 26 | File Version Number | N | 4 | N | Always = 1 (no decimal) |
| 27 | File Creation Date | D | 11 | N | System date (i.e. today) as DD/MM/YY |
| 28 | Original Invoice Number | A | 25 | C | Value ignored; TAS does not have the notion of forcing a Credit Note to be associated with only one Invoice. [Only required for credit notes] |
| 29 | Original Invoice Date | D | 11 | C | Value ignored; TAS does not have the notion of forcing a Credit Note to be associated with only one Invoice. [Only required for credit notes] |
| 30 | Debit Note Number | D | 25 | N | Value ignored. [Credit note raised to cover a debit note from a customer] |
| 31 | Debit Note Date | D | 11 | N | Value ignored. |
| 32 | Collection Note Number | A | 25 | N | Value ignored. |
| 33 | Collection Date | D | 11 | N | Value ignored. |
| 34 | Payment Reference | A | 25 | N | Value ignored. |
| 35 | Reference Currency | A | 3 | N | Value ignored. [3 character ISO code for the Reference Currency] |
| 36 | Invoice Currency | A | 3 | N | Value ignored. [3 character ISO code for the Invoice Currency] |
| 37 | Exchange Rate | N | 12 | N | Value ignored. [Decimal value indicating the Exchange Rate] |
| 38 | Supplier Order Number | A | 25 | N | Value ignored. |
| 39 | Supplier Order Date | A | 11 | N | Value ignored. |
| 40 | Contract Reference | A | 20 | N | Value ignored. |
| 41 | Supplier ID | A | 10 | N | Value ignored. |
| 42 | Transport Document No. | A | 25 | N | Value ignored. |
| 43 | Carrier Code | A | 10 | N | Value ignored. |
| 44 | Customer Address Line1 | A | 40 | N | Value ignored. |
| 45 | Customer Address Line 2 | A | 40 | N | Value ignored. |
| 46 | Customer Address Line 3 | A | 40 | N | Value ignored. |
| 47 | Customer Address Line 4 | A | 40 | N | Value ignored. |
| 48 | Customer Post Code | A | 8 | N | Value ignored. |
Detail (Product) Record
Mandatory. Repeated as required
Fields 4-9 are handled slightly differently, depending whether the TAS line item’s Product Unit Desc 1st 4 chars’ value <> “Meas…” (Type A, e.g. Each) or = “Meas…” (Type B, e.g. “Meas Kg” or “Meas Metre”)
| Field | Label | Data Type | Max Size | Required? | Remarks |
|---|---|---|---|---|---|
| 1 | Record ID | A | 5 | Y | always = DTL [Fixed value indicating new detail record] |
| 2 | Product Code | A | 30 | Y | TAS Product Code or MultiTAS Mapped Product Code. [Your internal system product code – what you call it] |
| 3 | Product Group | A | 20 | N | TAS Product Group. [Your internal system product group] |
| 4 | Pack Size | N | 5 | C | If Type A, use TAS Product Unit Qty (no decimal places), if Type B, nothing. [See notes below e.g. 24] |
| 5 | Unit of Measure | N | 10 | C | If Type A, nothing, if Type B then = 1.00 (2 decimal places). [See notes below e.g. 0.5 (e.g. 0.5kg)] |
| 6 | Measure Indicator | A | 5 | C | If Type A then nothing, if Type B then use TAS Unit Weight Description trimmed to 5. [See notes below e.g. kg] |
| 7 | Quantity | N | 10 | C | If Type A then TAS Inv Qty (no decimal places), if Type B then nothing. [See notes below e.g. 5] |
| 8 | Total Measure | N | 10 | C | If Type A then nothing, if Type B then TAS Inv Qty (2 decimal places). [See notes below e.g. 2.5 (for above example this is 5 units)] |
| 9 | Measure Indicator (Total) | A | 5 | C | If Type A then nothing, if Type B then use TAS Unit Weight Description trimmed to 5 Same as Fld 6 above. [See notes below e.g. kg] |
| 10 | Gross Price | N | 10 | Y | TAS Invoice Unit Price before any line discount (as 4 decimal places). [Standard Price, excluding VAT, excluding discounts etc. Price per Unit of Measure, or Price per Pack Size] |
| 11 | Discount Percentage | N | 6 | C | TAS Invoice Line Discount percentage (2 decimal places) |
| 12 | Discount Value | N | 10 | C | TAS Invoice Line Discount monetary amount (2 decimal places). [Total Discount for the Line] |
| 13 | Net Price | N | 10 | C | Calculated as: TAS Net Line Amt ÷ Inv Qty (rounded to 4 decimal places). [Only required if discounts specified at line level] |
| 14 | VAT Code | A | 5 | Y | TAS Invoice VAT Rate Code (i.e. 1-20 for Standard, Lower, Zero etc). [Internal VAT code] |
| 15 | Total Value (Gross) | N | 10 | Y | Calculated as: TAS Gross Line Unit Price x Inv Qty (rounded to 2 decimal places) |
| 16 | Total Value (Net) | N | 10 | C | TAS Invoice Line Item Net Amount (2 decimal places). [Only required if discounts specified at line level] |
| 17 | Subject to Settlement Flag | A | 1 | Y | Always set = N. [Y or N] |
| 18 | Traded Unit EAN | A | 13 | N | Value ignored. [If available, these can reduce the amount of maintenance] |
| 19 | Partner Product Code | A | 30 | N | Value ignored. [required externally] |
| 20 | ‘Display Until’ Date | D | 11 | N | Value ignored – no TAS equivalent |
| 21 | ‘Best Before’ Date | D | 11 | N | Value ignored – no TAS equivalent |
| 22 | Traded Unit EAN Code [No. of Boxes] | A | 13 | N | TAS Product ANA Code (Bar Code) if completed, otherwise nothing. [Used to specify the number of boxes a weighted product has been packed in] |
| 23 | Traded Unit DUN Code | A | 14 | N | Value ignored – no TAS equivalent |
| 24 | Customers Product Code [Spare Field] | A | 17 | N | MultiTAS Customer’s “Mapped Product Code” if completed, otherwise nothing. [Spare field] |
| 25 | Description (Line 1) | A | 40 | N | TAS Invoice Line description, trimmed to 40 if required |
| 26 | Description (Line 2) | A | 40 | N | Value ignored. |
| 27 | Credit Reason (Code) | A | 2 | N | Value ignored – no TAS equivalent. [Must equate to a specific set of codes] |
| 28 | Credit Reason (Text) | A | 40 | N | Value ignored – no TAS equivalent. |
| 29 | Mixed VAT Rate Indicator | A | 1 | N | Value ignored – no TAS equivalent. [Value as per Tradacoms specifications] |
| 30 | Credit/Debit Line Indicator | A | 1 | N | If Invoice Line then = N, if Credit Note Line then = Y. [Y or N, Y Indicates a credit line within an invoice or a debit line within a credit] |
| 31 | Customer Order Number | A | 25 | N | Value ignored – see Field 7 in Header above. [Not required if invoicing by order] |
| 32 | Customer Order Date | A | 11 | N | Value ignored – see Field 8 in Header above. |
| 33 | Proof of Delivery Number | A | 25 | N | Value ignored – see Field 9 in Header above.Maximum of 25 characters, though field width is 35 |
| 34 | Proof of Delivery Date | D | 11 | N | Value ignored – see Field10 in Header above. |
| 35 | Delivery Note Number | A | 25 | N | Value ignored – see Field 11 in Header above. |
| 36 | Delivery Date | D | 11 | N | Value ignored – see Field 12 in Header above. |
| 37 | Delivery Time | T | 8 | N | Value ignored |
| 38 | Line VAT Amount | N | 9 | N | Value ignored. [The VAT value for this line] |
| 39 | Order Line Number | N | 4 | N | Value ignored. [From the order being invoiced] |
VAT Record
Mandatory – 1 record per VAT Rate used – similar to TAS printed Invoice VAT Summary Analysis. Repeat VAT record as necessary (one per VAT code used). All values are sub totals calculated from lines specified against the corresponding VAT code
| Field | Label | Data Type | Max Size | Required? | Remarks |
|---|---|---|---|---|---|
| 1 | Record ID | A | 5 | Y | always = VAT [Fixed value indicating new VAT summary record] |
| 2 | VAT Code | A | 5 | Y | TAS Invoice VAT Rate Code (i.e. 1-20 for Standard, Lower, Zero etc). [Internal VAT code] |
| 3 | Line Count | N | 4 | Y | Count (for this VAT rate) from line items during export. [No. Of Lines using relating to this VAT Code] |
| 4 | Total of Gross Values | N | 10 | Y | Net+VAT value calculated (for this VAT rate) during export of line items (2 decimal places) |
| 5 | Total of Net Values | N | 10 | Y | Net excluding VAT calculated (for this VAT rate) during export of line items (2 decimal places). [Only required if discounts specified at line level] |
| 6 | Total Settlement Discount | N | 10 | Y | For 1st VAT rate only that has a Gross Amount > 0, the TAS Invoice Settlement Discount value (total for invoice – 2 decimal places) |
| 7 | VAT Amount Payable | NN | 10 | Y | VAT value calculated (for this VAT rate) during export of line items (2 decimal places). [The value of the VAT Payable is expected to be calculated on the invoice total net of settlement, e.g. Total Goods = £100 at standard rate (20%). Settlement = 5%. VAT would actually be calculated against £95, giving a value of £19, not £20 if calculated against the total goods value of £100. This is standard accounting practice, but resulting invoices/credits will fail Spectrum internal validation checks if this criterion is not met.] |
| 8 | Invoice Discount Amount | N | 10 | N | Value ignored – no TAS equivalent. [‘Off Invoice’ Discounts for this VAT rate Invoice discount in addition to discount applied to lines |
| 9 | Invoice Discount Percentage | N | 6 | N | Value ignored – no TAS equivalent. [‘Off Invoice’ Discount Percentage for this VAT rate |
Trailer Record
Mandatory – one TRAILER record per invoice/credit.
| Field | Label | Data Type | Max Size | Required? | Remarks |
|---|---|---|---|---|---|
| 1 | Record ID | A | 5 | Y | always = TLR [Fixed value indicating new trailer record] |
| 2 | Total of Net Values | N | 10 | Y | TAS Invoice total net amount, i.e. excl VAT (2 decimal places). [Net (excluding VAT)] |
| 3 | Charge1 | N | 10 | N | Value ignored – no TAS equivalent. [Any other charges relating to invoice] |
| 4 | Charge2 | N | 10 | N | Value ignored – no TAS equivalent. [Any other charges relating to invoice] |
| 5 | Charge3 | N | 10 | N | Value ignored – no TAS equivalent. [Any other charges relating to invoice] |
| 6 | Total Settlement Discount | N | 10 | Y | TAS Invoice total Settlement Discount amount (2 decimal places) |
| 7 | Total VAT Payable | N | 10 | Y | TAS Invoice total VAT (2 decimal places) |
| 8 | Total Invoice Discount | N | 10 | N | Value ignored – no TAS equivalent. [‘Off Invoice’ Discounts. Invoice discount in addition to discount applied to lines] |
| 9 | Payment Amount | N | 10 | N | Value ignored [Total invoice amount to be paid, includes VAT] |
| 10 | Invoice Discount Percentage | N | 7 | N | Value ignored [Off Invoice’ Discount Percentage] |