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Sales Export File Format
- Fiona Sims
With the standard sales export format, data is grouped such that there is one line that represents an invoice header, followed by one line per invoice item that belongs to the invoice, followed by a rounding line (if applicable). That means that there will be multiple lines that relate to the same invoice within each sales export file.
There are two levels to the data that are exported in each line of the sales export file; the invoice header data and the invoice line item data. The invoice header data use invoice header accounts while the individual line items use bill code accounts. This needs to be taken into consideration when exporting to a finance system as the sales export file output may require manipulation to suit the requirements for posting sales to the target finance system.
The table below describes the standard sales export file format.
The file naming convention for sales export files is SALES_<batch ID><ddmmyyyy><hhmmss>.CSV (e.g. SALES_000002_25112014_15 4825.CSV).
Field Name | Description | Field Length | Field Type |
Export Batch ID | Auto-generated ID that uniquely identifies the export batch in which the file was generated. | Â | Integer |
Export Date | Date on which the export batch was processed. | Â | Date/Time |
Posting Date | Date that identifies the financial reporting period to which the export corresponds, as specified when the export batch was created. | Â | Date/Time |
Export Status | Is one of the following depending on the status of the export batch in which the export file was generated:
| 1 | Integer |
Document Type | Is set to one of the following depending on the type of document to which the transaction line corresponds:
| 7 | Variable Character |
Invoice Number | Is the invoice number to which the transaction line corresponds, as defined on the invoice header, or is blank if the line represents the rounding line. | 100+ | Integer |
Original Invoice Number | If the transaction line represents a credit note or rebill invoice, this field identifies the original invoice number to which the credit note or rebill invoice corresponds. Otherwise, this field is blank. | 100+ | Integer |
Sales Type | Identifies the type of sale to which the transaction line corresponds and is set to one of the following:
Alternatively, this field is set to blank if this line represents the rounding line. | 18 | Variable Character |
Invoice Date | Identifies the invoice date for the transaction line, as defined on the invoice header, or is set to blank if this line represents the rounding line. | Â | Date/Time |
Invoice Due Date | Identifies the date that the invoiced, which is linked to the transaction line, is due for payment or is set to blank if this line represents the rounding line. | Â | Date/Tim e |
Invoice Batch ID | The batch ID that uniquely identifies the invoice batch in which the invoice, to which the transaction line is linked, was created.
| Integer | |
Invoice Total | Where the line represents the invoice header, this is the invoice total exclusive of tax. Where the line represents an invoice item, this is the item total exclusive of tax. Where the line represents the rounding line, this is the total rounding remainder for the entire invoice. | Numeric | |
Invoice Total (Inc. Tax) | Where the line represents the invoice header, this is the invoice total inclusive of tax. Where the line represents an invoice item, this is the item total inclusive of tax. Where the line represents the rounding line, this is the total rounding remainder for the entire invoice inclusive of the rounding remainder on the GST total for the invoice. | Numeric | |
GST Total | Where the line represents the invoice header, this is the GST total for the invoice. Where the line represents an invoice item, this is the GST total for the invoice item. Where the line represents the rounding line, this is the rounding reminder on the GST total for the invoice. | Numeric | |
Debtor Code | The ID that uniquely identifies the debtor who is linked to the invoice for this transaction line or is set to blank if this line represents the rounding line. | 9 | Integer |
Debtor Name | The name of the debtor who is linked to the invoice for this transaction line or is set to blank if this line represents the rounding line. | 100 | Variable Character |
Debtor Export Code | Export code that uniquely maps the debtor, to whom the invoice for this transaction line is linked, to the corresponding record in the finance system, as specified in the Billing Details on the Debtor record. | 50 | Variable Character |
Debtor Import Code | Import code that uniquely maps the debtor, to whom the invoice for this transaction line is linked, to the corresponding record in the finance system, as specified in the Billing Details on the Debtor record. | 50 | Variable Character |
Billing Company Name | The name of the billing company that is linked to the invoice for this transaction line or is set to blank if this line represents the rounding line. | 100 | Variable Character |
Billing Company Export Code | Export code that uniquely maps the billing company, to which the transaction line is linked, to the corresponding record in the finance system, as specified on the header of the Billing Company record. | 50 | Variable Character |
Delivery Method | Identifies the delivery method of the invoice to which the transaction is linked and is set to one of the following:
Alternatively, is set to blank if this line represents the rounding line. | 7 | Variable Character |
Invoice Item ID | Item number that uniquely identifies the invoice item that this transaction line represents or is set to blank if this line represents the rounding line. | Â | Integer |
Item Date | Identifies the date of the invoice item that this transaction line represents or is set to blank if this line represents the invoice header or rounding line. | Â | Date/Time |
Item Name | Bill code name of the bill code against which the invoice item that this transaction line represents is invoiced. Alternatively, this field is set to blank if this line represents the invoice header or rounding line. | 50 | Variable Character |
Bill Rate | The monetary rate at which the invoice item that this transaction line represents is invoiced. Alternatively, this field is set to blank if this line represents the invoice header or rounding line. | Numeric | |
Bill Quantity | The quantity of the invoice item, which this transaction line represents, that has been invoiced. Alternatively, this field is set to blank if this line represents the invoice header or rounding line. | Numeric | |
Bill Amount | The monetary amount that is billed for the invoice item that this transaction line represents. Alternatively, this field is set to blank if this line represents the invoice header or rounding line. | Numeric | |
GST | The GST amount that is applicable to the invoice item that this transaction line represents. Alternatively, this field is set to blank if this line represents the invoice header or rounding line. | Numeric | |
Job Order Number | Identifies the job order number to which this transaction line corresponds or is set to blank if this line represents the invoice header or rounding line. | 9 | Integer |
Purchase Order Number | Identifies the purchase order number that identifies the purchase order to which this transaction line corresponds. Alternatively, this field is blank if the transaction line does not correspond to a purchase order or if this line represents the invoice header or rounding line. | 50 | Integer |
Staff Name | Name of the staff member who is identified as the job owner on the job order to which this transaction line corresponds, if any. This is written to the file in the format <first name> <surname>. Alternatively, this field is set to blank if this line represents the invoice header or rounding line. | 50 | Variable Character |
Payee Number | ID the uniquely identifies the payee to whom this transaction line is linked. Alternatively, this field is blank if the transaction line does not correspond to a purchase order or if this line represents the invoice header or rounding line. | 9 | Integer |
Payee Name | Name of the payee to whom this transaction line is linked. This is written to the file in the format <first name> <surname>. | 50 | Variable Character |
GL | Account segment value that is configured in Finance Integration Maintenance for account segment 1 or, if this line represents the rounding line, the corresponding rounding line export code. | 50 | Variable Character |
GL | Account segment value that is configured in Finance Integration Maintenance for account segment 2 or, if this line represents the rounding line, the corresponding rounding line export code. This field is set to blank if Segment 2 is undefined or there is no corresponding value for the listed item type. | 50 | Variable Character |
GL | Account segment value that is configured in Finance Integration Maintenance for account segment 3 or, if this line represents the rounding line, the corresponding rounding line export code. This field is set to blank if Segment 3 is undefined or there is no corresponding value for the listed item type. | 50 | Variable Character |
GL | Account segment value that is configured in Finance Integration Maintenance for account segment 4 or, if this line represents the rounding line, the corresponding rounding line export code. This field is set to blank if Segment 4 is undefined or there is no corresponding value for the listed item type. | 50 | Variable Character |
GL | Account segment value that is configured in Finance Integration Maintenance for account segment 5 or, if this line represents the rounding line, the corresponding rounding line export code. This field is set to blank if Segment 5 is undefined or there is no corresponding value for the listed item type. | 50 | Variable Character |
GL | Account segment value that is configured in Finance Integration Maintenance for account segment 6 or, if this line represents the rounding line, the corresponding rounding line export code. This field is set to blank if Segment 6 is undefined or there is no corresponding value for the listed item type. | 50 | Variable Character |
GL | Account segment value that is configured in Finance Integration Maintenance for account segment 7 or, if this line represents the rounding line, the corresponding rounding line export code. This field is set to blank if Segment 7 is undefined or there is no corresponding value for the listed item type. | 50 | Variable Character |
GL | Account segment value that is configured in Finance Integration Maintenance for account segment 8 or, if this line represents the rounding line, the corresponding rounding line export code. This field is set to blank if Segment 8 is undefined or there is no corresponding value for the listed item type. | 50 | Variable Character |
Item PL Account | Profit/loss account that is defined for the bill code against which the invoice item, to which this transaction line corresponds, is billed. Note that a PL account for a bill code is defined under Rates and Rules > Maintenance > Bill Code > Bill Code Maintenance > Bill Code Entry > P/L Export Account. Alternatively, this field is blank if the transaction line does not correspond to a purchase order or if this line represents the rounding line. | 50 | Variable Character |
AR | The billing company accounts receivable account to which this transaction line corresponds. Note that the billing company AR account is defined under Billing > Maintenance > Billing Company > Billing Company Entry > Invoice Type Account Groups > Accounts Receivable. Alternatively, this field is blank if the transaction line does not correspond to a purchase order or if this line represents the rounding line. | 50 | Variable Character |
Income Account | The billing company income account to which this transaction line corresponds. Note that the income account is defined under Billing > Maintenance > Billing Company > Billing Company Entry > Invoice Type Account Groups > Income Account. Alternatively, if this line represents the rounding line, this field is populated with the account specified in the Rounding Account field in Finance Integration > Maintenance > General instead. | 50 | Variable Character |
Tax Account | The billing company taxation account to which this transaction line corresponds. Note that the taxation account is defined under Billing > Maintenance > Billing Company > Billing Company Entry > Invoice Type Account Groups > Taxation Account. Alternatively, if this line represents the rounding line, this field is populated with the account specified in the Rounding Account field in Portal > Finance Integration > Maintenance > General Settings instead. | 50 | Variable Character |
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