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Invoice File Format

Posted Sat, 27 Mar 2010 - 04:10 by admin

 

Introduction

The OCS applications have the ability to send supplier invoices to an external file for interfacing to third party accounts payable systems or other systems requiring invoices. The Invoice files are created during the "Transfer Supplier Invoices" function.

There are 7 separate invoice files that are created. These files are:

File Description
OCSinv.txt Invoice header information. There is one line per invoice.
OCSinvfe.txt Invoice information per financial entity. There is one line per financial entity being charged for each invoice.
OCSinvln.txt Invoice document information. There is one line per document being matched in the invoice.
OCSinvgp.txt Invoice group information. There is one line per group on the invoice.
OCSinvil.txt Invoice line information. There is one line per Invoice line.
OCSinvld.txt Invoice line description. The description attached to each invoice line.
OCSinval.txt Invoice line allocation information. There is one line per account for each document, invoice line and invoice group being matched in the invoice.

 

Invoice File Format

The Invoice file format follows the standard OCS file format guidelines. Refer to the "OCS Standard File Format Guidelines" knowledge base article for this information. NOTE: Only the Fixed File Format is supported.

Unless otherwise indicated all fields left justified, alphanumeric and uppercase. 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.

Most fields correspond to common fields in supplier invoices. Comments are only made if some restriction or other important note must be made about the field.

The format of the files are:

Field Length Comments
OCSinv.txt
Vendor Code 8  
Invoice Number 12  
Invoice Date 8  
Invoice Amount 12 Numeric, 2 decimal places.
Currency Code 3  
Exchange Rate 12 Numeric, 6 decimal places.
Exchange Date 8 The date the exchange rate was calculated.
Discount Percentage 5 Numeric, 2 decimal places.
Discount Date 8 The date payment must be made by for the discount to apply.
Narration1 40  
Narration2 40  
GST Amount 14 Numeric, 2 decimal places.
GST Tax Credit 14 Numeric, 2 decimal places. The amount which may be claimed back as a GST credit.
GST Exchange Rate 12 Numeric, 6 decimal places.

OCSinvfe.txt
Vendor Code 8  
Invoice Number 12  
Financial Entity 6 The financial entity code that will incur the expense of this invoice.
Amount 12 Numeric, 2 decimal places. The amount on this invoice that the financial entity will incur as an expense.
Percentage 6 Numeric, 2 decimal places. The percentage of this invoice that the financial entity will incur as an expense.

OCSinvln.txt
Vendor Code 8  
Invoice Number 12  
Company 2 Order company.
Department 2 Order department.
Order Type 2  
Order Number 8  
Line Item Number 4  
Delivery Docket 12  
Supplier 8  
Amount 14 Numeric, 2 decimal places. Delivery value (excluding GST).
GST Amount 14 Numeric, 2 decimal places.
GST Exempt 1 Y or N to indicate if item is GST exempt.
Quantity 12 Numeric, 14 decimal places. Invoiced quantity.
Unit 4  
Manufacturer Code 8  
Part Number 40  
Item Description1 64  
Item Description2 64  
Item Description3 64  

OCSinvgp.txt
Vendor Code 8  
Invoice Number 12  
Invoice Group ID 8 The ID of the invoice group.
Narration 40  

OCSinvil.txt
Vendor Code 8  
Invoice Number 12  
Narration 40  
Statistical Quantity 12 Numeric, 2 decimal places.
Statistical Unit 8  
Statistical Rate 8 Numeric, 2 decimal places.
Amount 12 Numeric, 2 decimal places. The amount of this line.
Invoice Line  ID 8 The ID of the invoice line.
Invoice Group ID 8 The ID of the invoice group this line is part of.
GST Amount 14 Numeric, 2 decimal places.

OCSinvld.txt
Vendor Code 8  
Invoice Number 12  
Invoice Line  ID 8 The ID of the invoice line this allocation relates to.
Description Sequence 8 Numeric. A sequential number that is incremented for each line of description.
Description 99 The invoice line description. Each line should be joined together to form the complete description.

OCSinval.txt
Vendor Code 8  
Invoice Number 12  
Company 2 Order company.
Department 2 Order department.
Order Type 2  
Order Number 8  
Line Item Number 4  
Delivery Docket 12  
Supplier 8  
Ledger Company 2 Ledger company.
Ledger 4  
Account 32  
Maintenance Company 2 Maintenance company.
Allocation Type 1 W = work order, A = material allocation
Allocation Number 12 Work order or allocation number
Percentage 6 Numeric, 2 decimal places. Allocation percentage (percentage of delivery, invoice line or invoice group to this account).
Financial Entity 6 The financial entity this account relates to.
Amount 14 Numeric, 2 decimal places. The amount of this allocation (excluding GST)
GST amount 14 Numeric, 2 decimal places.
GST rebate 1 Y or N to indicated if the GST can be claimed as a tax credit.
Invoice Line ID 8 The ID of the invoice line this allocation relates to.
Invoice Group ID 8 The ID of the invoice group this allocation relates to.