This release provides the ability to load a CSV file or a text file directly into the Shipper Invoice screen, as long as the data conforms to the required format. To use this feature Add a Shipper Invoice and then enter the job number. Once you are in the Invoice No field you can click on the Load File button that appears on the lower area of the screen. You can then look for the required file (.CSV or .TXT) and click on the Open button. The file will then be read into the screen. If the program detects an error you will get a message explaining the problem. If errors are detected you will probably want to cancel the invoice you are adding, fix the errors in the file, and then start the load process again.
The file format must be:
A comma separated values (.csv) file (easily created in Microsoft Excel) OR a pipe (|) delimited text (.txt) file, see the following examples.
RULES:
The Country of Origin, if provided, must be in two digit ISO format (i.e.: CN for China)
- The file must contain one invoice line per file line.
- The file must not contain column headings.
- Quantity and Amount fields must contain only numbers or decimal point (no dollar signs).
- The file must contain only ONE Shipper Invoice.
- Each Invoice line must be in the same currency.
- Case is not important; the system will convert all values to Upper Case.
Australian Exports
The data must be in the following order:
| Column | Description | Validation | Field Format |
| A | Invoice Number | Mandatory | General |
| B | Part Number | Mandatory | General |
| C | Quantity | Mandatory | General |
| D | Amount | Mandatory | General |
| E | Purchase Order Number | Optional | General |
| F | Currency | Mandatory | General |
| G | Country of Origin | Optional | General |
| H | Gross Weight | Mandatory | General |
Some AU file examples:
(pipe delimited text file)
INV_NO02|PART_NO1|10|100.1|AUD|1.5
INV_NO02|part_no2|10|150|order1|AUD|5.6
INV_NO02|part_no3|30|30.30|order3|AUD|au|7.4
(note line 1 contains no optional data, line 2 contains optional data item Purchase Order Number, whereas line 3 contains all information, mandatory and optional)
(the same file above but this time comma separated values CSV)
“INV_NO02″,”PART_NO1”,10,100.1,”AUD”,1.5
“INV_NO02″,”part_no2”,10,150,”order1”,”AUD”,5.6
“INV_NO02″,”part_no3”,30,30.30,”order3”,”AUD””au”,7.4
NZ Exports
The data must be in the following order:
| Column | Description | Validation | Field Format |
| A | Invoice Number | Mandatory | General |
| B | Part Number | Mandatory | General |
| C | Quantity | Mandatory | General |
| D | Amount | Mandatory | General |
| F | Purchase Order Number | Optional | General |
| E | Currency | Mandatory | General |
| G | Country of Origin | Optional | General |
| H | Preference | Optional | General |
Some NZ file examples:
(pipe delimited text file)
INV_NO02|PART_NO1|10|100.1|NZD|
INV_NO02|part_no2|10|150|order1|NZD|
INV_NO02|part_no3|30|30.30|order3|NZD|nz|y
(note line 1 contains no optional data, line 2 contains optional data item Purchase Order Number, whereas line 3 contains all information, mandatory and optional)
(the same file above but this time comma separated values CSV)
“INV_NO02″,”PART_NO1”,10,100.1,”NZD”
“INV_NO02″,”part_no2”,10,150,”order1”,”NZD”
“INV_NO02″,”part_no3”,30,30.30,”order3”,”NZD””nz”,”y”
If data is not valid, the user will get an email from the system detailing what line produced the error and which column was at fault. Please allow up to 30 minutes for file to process. An email will be sent to the sender, and the internal contact set up to receive notifications in Sundry>Down Load Data File>Auto Invoice Admin, after the file has been successfully completed or if there were errors in loading the data. Please allow up to 30 minutes for file to process. An email will be sent after load to the sender and the internal contact for received Export invoices.