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Auto Matched Invoice File Format


Introduction

The OCS applications have the ability to send out Auto Matched Invoice documents electronically to a supplier. To do this the Auto Match file must be in a certain format. This format could be provided by the supplier or may have to be converted using a conversion tool/script/program. 

This document only deals with the format of the Auto Match file, not the Auto Matching functionality.
 

Interface Script

The Auto Matching screen can call a user defined script/program per supplier to automatically do a conversion from the supplier format to the OCS format. The script should backup the file in case the file needs to be resent to the supplier.

The script/program can also do more advanced tasks such as sending the file to a mail server so that the process of sending the Auto Match file can be fully automated without manual user intervention.
 

Auto Match File Format

The quotation file format follows the standard OCS file format guidelines. Refer to the "OCS Standard File Format Guidelines" knowledge base article for this information. NOTE: The Comma Delimited (CSV) format is not currently available.

Unless otherwise indicated all fields left justified, alphanumeric and are mandatory. Fields indicated numeric are Right Justified and the length includes the number of decimal places and the decimal point. All date fields are in the format CCYYMMDD. All fields are uppercase characters (OCS will convert them to uppercase without reporting an error if required).

The format of the file is:

Field Length Comments
InvoiceNumber 12  
DocumentType 1 Either I for an invoice or A for an adustment
OrderType 2  
OrderNumber 8  
OrderLine 4  
DeliveryDocket 12  
DeliveryQuantity 12 Numeric, 4 Decimal Places
Value 12 Numeric, 2 Decimal Places. Either the value of the item for invoices or the adjustment amount for adjustments
StockNumber 8  
Manufacturer   The manufacturer code of the part
PartNumber 40  
PartDescription 65  
InvoiceDate 8 Date Field
OriginalInvoice 12 Blank the invoices, for adjustments the original invoice number that the adjustment relates to
GST 12 Numeric, 2 Decimal Places. Either the GST for the item for invoices or the GST adjustment amount for adjustments


Conversion

No conversions are done for the Auto Match File.


Examples

All examples shown here use the standard OCS delimited format (Using the | character as the delimiter).
 

AM000000023|I|ST|00001056|0001|DD6789|5.0000|25.00|00001024|CAT|123|PART 123|20010625||2.50

AM000000023|I|DC|00001076|0004|D209|2.0000|10.00|00000018|BL|XYZ|PART XYZ|20010625||1.00

AM000000025|A|ST|00001016|0002|DD67229|1.0000|1.500|00000072|CAT|ZZ|PART ZZ|20010625|AM000000011|0.15