To set up Creditors Invoice EDI the Creditor Invoice EDI module must be active. Contact Expedient Software to arrange this.
Once the module is available update the Administration > Customer Masterfile for the Creditor you want to receive Invoice EDI from.
Set “Receive Creditor Invoice EDI?” to Yes.
The screen will then display the set up questions and further tabs for Creditors Invoice EDI. Work through the following questions in the Creditor Tab.
|
Field Name |
Description |
Validation |
Default |
|
|
File Format |
This indicates what format the Invoice data will be received in. Select from the pull down list. This field is followed by the email address the Creditor should send the email with the Invoice file to. |
Mandatory |
Blank |
|
|
Advise the Creditor to send the Invoice file to the following address |
This field displays the email address the Creditor should send the invoice file to. The creditor needs to send an email with the invoice file as an attachment. Provide this email address to your Creditor If you do not see a valid email address here contact Expedient Software using Support Tracker |
Mandatory |
System Generated |
|
|
Creditor’s Identifying Reference |
This is the reference contained in the Invoice EDI that identifies which Creditor sent the invoice. The Creditor should advise you what reference they will use in the invoice file. Expedient will then upload the invoice against the correct creditor when the file is received. |
Mandatory |
Blank |
|
|
Invoice GST |
This indicates whether GST is applicable to the invoice. Select from the pull down list. Please advise the Creditor that the invoice file cannot include GST. |
Mandatory |
Blank |
|
|
Consolidate lines with the same Cost Code per Job/Consol number? |
This indicates whether lines of the same cost code in the invoice will be consolidated on upload. |
Mandatory |
No |
|
|
Applied Exchange Rate |
This is the date the exchange rate will be applied. Select the date to apply from the pull down list. |
Mandatory |
Date of Invoice |
|
EDI Creditor Invoice File Formats
Creditors can send Creditor Invoice EDI in either XML or in CSV file format. Select which format the Creditor will use in the Customer Masterfile, Creditor tab.
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.
|
# |
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 |
|
11 |
Custref |
Char |
25 |
O |
987654321 |
Customer Reference associated with the Invoice |
|
DETAIL INFORMATION |
||||||
|
12 |
InvoiceLines |
|
|
|
|
|
|
13 |
InvoiceLine |
|
|
|
|
|
|
14 |
JobNumber |
char |
10 |
M |
1234567890 |
Expedient Job Number to be quoted by Creditor |
|
15 |
CostCode |
char |
100 |
M |
123 |
Creditors’ Cost Code |
|
16 |
CostCodeAmountExcGST |
decimal |
12,2 |
M |
123.45 |
Cost Code Amount excluding GST |
|
17 |
CostCodeGSTIndicator |
char |
1 |
M |
Y or N |
Indicates whether GST is applied to the Cost Code – (Y)es or (N)o |
NZ Customs CSV Format (NZ Only)
This option is available in NZ and allows a CSV file of Invoices from NZ Customs to be loaded into the EDI Creditors Invoice screen
The NZ Customs CSV Format is as follows
|
Sequence |
Column Heading |
Comments |
|
A |
Business Unit |
Not used |
|
B |
Customer |
Account Number with NZ Customs. Must match the Creditor’s Identifying Reference for NZ Customs in the Administration > Customer Masterfile > Creditor tab |
|
C |
Broker Code |
Not used |
|
D |
Broker or Client Name |
Not used |
|
E |
Accounting Date |
Not used |
|
F |
CusMode Entry Num |
Not used |
|
G |
Entry Type |
Not Used |
|
H |
Entry Reason |
Mapped to an Expedient Cost Code in the Customer Masterfile for NZ Customs in the Creditor > Cost Code Mapping tab |
|
I |
Job Number |
Expedient Job Number |
|
J |
Net Charges Excl GST |
EXCL Amount in the EDI Creditor Invoice screen |
|
K |
GST |
GST in the EDI Creditor Invoice screen |
|
L |
Total Incl GST |
INCL Amount in the EDI Creditor Invoice screen |
|
M |
Stmt Num |
Invoice No in the EDI Creditor Invoice screen |
|
N |
Stmt Date |
Invoice Date in the EDI Creditor Invoice screen |
|
O |
Bal Fwd Due Dt |
Due Date in the EDI Creditor Invoice screen |
Expedient will check that the CSV file emailed to the specified email address
Has a code in the Customer column that can be mapped to a Creditor’s Identifying Reference in a Customer Masterfile
- contains 15 columns
- contains a first row of column headings
- contains Entry Reasons that are mapped to Expedient Cost Codes
If any of the above checks are not passed an error message will be sent to the email sender with the CSV file attached.
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
|
# |
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 |
|
13 |
Custref |
Char |
25 |
O |
987654321 |
Customer Reference associated with the Invoice |
Sample File Example
EDICode,InvoiceNo,InvDate,BillNumber,Currency,TtInvAIGST,TtInvGST,JobNumber,CostCode,CCAExcGST,CCGSTInd,Custref
DEMCON,123456789,3/02/2012,OBL987654321,AUD,123.45,111.00,1234567890,FREIGHT,10.00,Y,987654321
If the Creditor intends to send their invoices in the CSV File Format use the CSV File Format tab to match the information provided by the Creditor.
Expedient Software requires specific fields to be included in the CSV file. This is indicated by the colour coding in this tab.
- Red: Mandatory
- Orange: Conditional
- No Colour: Optional
Mandatory fields must be supplied by the Creditor in their invoice file. Expedient cannot upload the invoice if the mandatory information is missing.
Set the Required flags to Yes or No to match the information the Creditor will supply in their CSV file. The system will indicate which of the Conditional fields must be supplied by the Creditor.
Match the order of the columns the Creditor is using in their file to the Field Order number on the screen. Expedient Software will not load a Creditor Invoice if the order of the columns in the file does not match the order specified in the Creditor tab.
Cost Code Mapping
This screen matches the cost code your Creditor uses for charge items to the cost codes you use in Expedient, e.g. your Creditor may use the code ‘TRUCK’ in their invoice which correlates to your cost code ‘FR’ for Freight.
Obtain a list of the Cost Codes used by your Creditor, which may be short code or a full text description, e.g. ‘Freight’, and decide which Expedient Cost Code will be matched to it.
Click in an empty row to enter the Creditor Cost code. A maximum of 100 characters is permitted. Select the Cost Code using 
. The Cost Code description will appear beside the cost code.
Creditor Invoice EDI Internal Contacts
Expedient will send email alerts when invoices are received but cannot be loaded for the following circumstances:
- The Creditor has sent the invoice file in a different file format to that set for the Creditor in the Customer Masterfile
- The file contains cost codes which have not been mapped to Expedient cost codes
Expedient will send email alerts when invoices are received and have been loaded for the following circumstances:
- Expedient has received an invoice which has already been loaded but not posted. Expedient has updated the invoice details with the details from the newer file.
- Expedient has received and loaded an invoice which has already been posted.
Add user email addresses at your site to receive alerts when there is a problem loading invoices. Use in the Full Name column to view all available users. At least one email address must be provided.
The email alert will include a copy of the invoice file. Check the EDI Creditor Invoice details in the Customer Masterfile against the contents and format of the invoice file. When the Customer Masterfile has been updated to match the file, forward the email alert including the invoice attachment to the email address shown email alert and Expedient will try to load the invoice again.
E.g. the following email alert has been received
Invoice 123456789 for Creditor Expedient cannot be loaded as the following Creditors Cost Codes are not mapped.
Freight
BAF
Map these Cost Codes in the Cost Code Mapping Table in the Customer Masterfile, Creditor tab
Once mapped send the EDI Creditor Invoice file attached to email address edicreditorinvoice@forwarder.com to upload the Creditor Invoice.
Open the Administration > Customer Masterfile for the Creditor in Expedient and go the Cost Code mapping tab. Check whether the Creditors cost codes ‘Freight’ and ‘BAF’ are listed. If they are not listed map the new charge codes. If they are already listed ensure that the Creditor Cost Codes match exactly ‘Freight’ and ‘BAF’. Once completed follow the instructions in the email alert to load the invoice in Expedient.