This release provides the ability to receive invoices from your Creditors by electronic data transfer. Your Creditor can email a file to a specified address that will be automatically loaded into Expedient ready to be confirmed and posted.
The file should contain the details of a single invoice and follow the format prescribed by Expedient Software and matching the set up for the Creditor in the Customer Masterfile.
Contact Expedient Software to gain access to the Creditor Invoice EDI options.
Customer Masterfile – Creditor Tab
When the Receive Creditor Invoice EDI? flag is set to Yes the screen will then display the set up questions and further tabs for Creditors Invoice EDI. Work through the Creditor, CSV File Format, Cost Code Mapping and Internal Contact tabs in the Customer Masterfile to complete the set up.
Use the Creditor User Manual for guidance.
EDI Creditor Invoice File Formats
Creditors can send Creditor Invoice EDI in either XML or in CSV file format.
XML File Format
The Expedient XML file format for Creditor Invoices is as follows. Supply this format information to your Creditor if they want to send Creditor Invoice EDI using a XML format. The field names in the XML file must match the Field Name specified below.
| Sequence | Field Name | Type | Length | M/O/C | Sample Data | Business Rules |
| HEADER INFORMATION | ||||||
| 1 | ExpedientCreditorInvoice | |||||
| 2 | Invoice | |||||
| 3 | EDICode | char | 50 | M | MILLMAN | Client Reference Code – mapped to Client Code in Expedient |
| 4 | InvoiceNo | char | 20 | M | 123456789 | Invoice Number |
| 5 | InvoiceDate | Date | M | 3/02/2012 | Date of Invoice | |
| 6 | BillNumber | char | 20 | O | 987654321 | Master Air Way Bill Number, Ocean Bill Number or House Bill Number |
| 7 | Currency | char | 3 | M | AUD | Invoice Currency |
| 8 | TotalInvoiceAmountIncGST | decimal | 12,2 | M | 123.45 | Total value of the invoice including GST |
| 9 | TotalInvoiceAmountExcGST | decimal | 12,2 | C | 123.45 | Total value of the invoice excluding GST. Conditional: Mandatory if
TotalInoviceGST not provided |
| 10 | TotalInvoiceGST | decimal | 12,2 | C | 123.45 | Total value of the GST on the invoice. Conditional: Mandatory if
TotalInvoiceAmountIncGST not provided |
| DETAIL INFORMATION | ||||||
| 11 | InvoiceLines | |||||
| 12 | JobNumber | char | 10 | M | 1234567890 | Expedient Job Number to be quoted by Creditor |
| 13 | CostCode | char | 100 | M | 123 | Creditors’ Cost Code |
| 14 | CostCodeAmountExcGST | decimal | 12,2 | M | 123.45 | Cost Code Amount excluding GST |
| 15 | CostCodeGSTIndicator | char | 1 | M | Y or N | Indicates whether GST is applied to the Cost Code – (Y)es or (N)o |
CSV File Format
The Expedient CSV file format for Creditor Invoices is as follows. Supply this format information to your Creditor if they want to send Creditor Invoice EDI using a CSV format.
The CSV file must include the Field Name headings in the first row of the CSV
| Sequence | Field Name | Type | Length | M/O/C | Sample Data | Business Rules |
| 1 | EDICode | char | 50 | M | MILLMAN | Client Reference Code – mapped to Client Code in Expedient |
| 2 | InvoiceNo | char | 20 | M | 123456789 | Invoice Number |
| 3 | InvDate | Date | M | 3/02/2012 | Date of Invoice | |
| 4 | BillNumber | char | 20 | O | 987654321 | Master Air Way Bill Number, Ocean Bill Number or House Bill Number |
| 5 | Currency | char | 3 | M | AUD | Invoice Currency |
| 6 | TtInvAIGST | decimal | 12,2 | M | 123.45 | Total value of the invoice including GST |
| 7 | TtInvAEGST | decimal | 12,2 | C | 123.45 | Total value of the invoice excluding GST. Conditional: Mandatory if TtInvGST is not included |
| 8 | TtInvGST | decimal | 12,2 | C | 111.00 | Total value of the GST on the invoice. Conditional: Mandatory if TtInvAEGST is not included |
| 9 | JobNumber | char | 10 | M | 1234567890 | Expedient Job Number to be quoted by Creditor |
| 10 | CostCode | char | 100 | M | FREIGHT | Creditor’s Cost Code. |
| 11 | CCAExcGST | decimal | 12,2 | M | 123.45 | Cost Code Amount excluding GST |
| 12 | CCGSTInd | char | 1 | M | Y or N | Indicates whether GST is applied to the Cost Code – (Y)es or (N)o |
The CSV file must include the Field Name headings in the first row of the CSV
CSV Sample File Example
EDICode,InvoiceNo,InvDate,BillNumber,Currency,TtInvAIGST,TtInvGST,JobNumber,CostCode,CCAExcGST,CCGSTIndDEMCON,123456789,3/02/2012,OBL987654321,AUD,123.45,111.00,1234567890,FREIGHT,10.00,Y
EDI Creditors Invoices
Creditor Invoices that have been received and loaded by EDI can be viewed, updated and posted from the EDI Creditors invoice screen available within the EDI Creditors Invoice menu
Data is loaded from the invoice file into the EDI Creditors Invoice screen following the instructions in the Customer Masterfile. All EDI Invoices where ‘OK to Post’ is set to Yes will be posted as part of the overnight Post process for all invoices. Alternatively the Post EDI Invoice will post the single invoice on the screen.
Creditor Invoices received by EDI are easily identified in the Enquiry Only>Creditors Invoice screen by the EDI Invoice tickbox.
