Invoice, Credit & Debit Note Export

You use this program to output order documents for transmission to a customer who has been designated as an EDI trading partner.

These order documents comprise invoices, credit notes, and debit notes generated for EDI customers within the Sales Order Entry and Detail Invoice Posting programs.

The file that is generated can be output in either EDI (Electronic Data Interchange) or XML (Extensible Markup Language) format.

Toolbar and menu

Field	Description
Start Export	This begins the export process. The customer's Company tax registration number (Customers) is automatically exported for Invoices, Credit notes and Debit notes exported in XML or EDI format.
Change Criteria	This resets the Invoice, Cr and Dr Note Export Criteria pane to its defaults enabling you to change the criteria.
Print	This prints the information displayed in the Invoice, Cr and Dr Notes Exportedlistview.

Field

Description

Start Export

This begins the export process.

The customer's Company tax registration number (Customers) is automatically exported for Invoices, Credit notes and Debit notes exported in XML or EDI format.

Change Criteria

This resets the Invoice, Cr and Dr Note Export Criteria pane to its defaults enabling you to change the criteria.

This prints the information displayed in the Invoice, Cr and Dr Notes Exportedlistview.

Invoice, Cr and Dr Note Export Criteria

Field

Description

Export details

Document format

Option

Description

XML

Select this to generate a file in XML format. A file is created for each customer that is selected for processing.

You cannot select this option when a pre-defined a destination folder for XML documents is not defined (XML Document Control).

By default, the file is output to the destination folder indicated at the Directory field (i.e. the folder specified within the XML Document Control program).

Although you can specify a different destination folder, this folder must already exist on file.

EDI

Generate a file in ASCII format.

By default, the file is output to the destination folder indicated at the Directory field (i.e. the working directory that was entered as part of your installation).

Although you can specify a different destination folder, this folder must already exist on file.

Directory

Indicate the folder in which the export file must be saved. The full path name must be specified.

Next generated file name

Indicates the name of the file that will be created.

For an EDI file, the naming convention is AINnnnn.EDI, where:

A	indicates your company id.
IN	indicates that the export file relates to invoices, credit and debit notes.
nnnn	indicates the next document number that will be used. This number (starting at 1) is assigned automatically by the system and incremented by 1 each time you output an EDI file.

For an XML file, the naming convention is AINnnnnnnnn.XML, where:

A	indicates your company id.
IN	indicates that the export file relates to invoices, credit and debit notes.
nnnnnnnn	indicates the next XML document number that will be used. This number is extracted from the XML Document Control program.

Customers

Indicate the range of customer codes for which to include documents for export.

Export options

Document selection

Option	Description
All	Export all documents, whether or not they were previously exported.
Already exported	Only include documents previously exported.
Not yet exported	Only include documents not previously exported.

Include sub-accounts

Include documents for any sub-accounts attached to an exported master customer account in the export.

Separate file per customer

Generate a separate file for each customer selected for processing.

This only applies to EDI Document formats.

Customer/EDI partner selection

Option	Description
Customer	Export documents for the EDI trading partner specified in the Customer field.
EDI partner	Export documents for a selected range of EDI trading partners assigned the EDI sender code specified at the EDI Partner field.

Customer

Indicate the EDI trading partner customer for whom to export documents.

EDI partner

Indicate the EDI partner for whom to export documents.

Invoice, Cr and Dr Notes Exported

This displays details of the documents exported in a tree view and can be printed using the Print function.

File Structure

The following sections describe the structure of the export file when exported in EDI format:

EDI Import/Export Invoice Header

Field	Start position	Field length and description
Record type	1	2 10 - Document header
Message type	3	6 INVCRN
Document type	9	1 Can be C,D or I to denote Credit note, Debit note or Invoice.
Document number	10	20
Document date	30	8
Customer number	38	15
Customer name	53	50
Company name	103	50
Company address line 1	153	40
Company address line 2	193	40
Company address line 3	233	40
VAT registration number	273	15
Salesperson name	288	50
Last delivery note number	338	20
Sales order number	358	20
Sales order date	378	8
Customer purchase order	386	30
+ or - sign of next field	416	1
Document total excl tax	417	14
+ or - sign of next field	431	1
Total tax	432	14
+ or - sign of next field	446	1
Gross document total	447	14
+ or - sign of next field	461	1
Total invoice discount	462	14
EDI sender code	476	40
+ or - sign of next field	516	1
Terms discount amount	517	14
+ or - sign of next field	531	1
Document total excl tax Foreign currency	532	14
+ or - sign of next field	546	1
Total tax Foreign currency	547	14
+ or - sign of next field	561	1
Gross document total Foreign currency	562	14
+ or - sign of next field	576	1
Total invoice discount Foreign currency	577	14
+ or - sign of next field	591	1
Terms discount amount Foreign currency	592	14
Ship date	606	8
Company reg / GST no	614	20
Invoice terms code	634	2
Terms description	636	50
Terms due date	686	8
Currency code	694	3
Currency description	697	50
Currency rate	747	12
Currency multiplier	759	1
State - USA tax	760	2
County or zip code - USA	762	5
Extended tax code - USA tax	767	3
Terms discount percent	770	5
Terms discount due days	775	3
Terms discount allowed days	778	3
Invoice due date	781	8
+ or - sign of next field	789	1
Total mass	790	18
+ or - sign of next field	808	1
Total volume	809	18
+ or - sign of next field	827	1
Total quantity invoiced	828	18
Customer tax registration	846	15
Filler	861	1

EDI Import/Export Customer Address

This record is created from the ship to address or customer from the ArCustomer table, depending on which one was used for the order.

Field	Start position	Field length and description
Record type	1	2 20 - Customer address
Message type `spaces'	3	6
Document type	9	1 Can be C,D or I to denote Credit note, Debit note or Invoice.
Document number	10	20
Customer delivery name	30	50
Delivery address line 1	80	40
Delivery address line 2	120	40
Delivery address line 3	160	40
Delivery address line 4	200	40
Delivery address line 5	240	40
Postal code	280	10
Customer sold to name	290	50
Sold to address line 1	340	40
Sold to address line 2	380	40
Sold to address line 3	420	40
Sold to address line 4	460	40
Sold to address line 5	500	40
Sold to postal code	540	10
Filler	550	1

EDI Import/Export Invoice Detail

Field	Start position	Field length and description
Record type	1	2 60 - Merchandise line 61 - Comment line 62 - Miscellaneous line 63 - Serial line 64 - Lot line
Message type `spaces'	3	6
Document type	9	1 Can be C,D or I to denote Credit note, Debit note or Invoice.
Document number	10	20
Line number 1 upwards	30	4 Stocked & non-stocked merchandise lines and miscellaneous charges
SYSPRO stock code	34	30
Customer stock code	64	30
Description or misc charge description	94	50
+ or - sign of following field	144	1
Ship quantity	145	18
+ or - sign of following field	163	1
Stocking quantity to ship	164	18
Unit of measure	182	10
Rate of tax as percentage	192	8
Contract number	200	20
Unit price	220	15
+ or - sign of following field	235	1
Line value extended	236	14
+ or - sign of following field	250	1
Line tax value	251	14
+ or - sign of following field	265	1
Original order quantity	266	18
+ or - sign of following field	284	1
Current b/o quantity	285	18
+ or - sign of following field	303	1
Line discount	304	14
Customer retail price	318	15
+ or - sign of following field	333	1
Line value extended Foreign currency	334	14
+ or - sign of following field	348	1
Line tax value Foreign currency	349	14
+ or - sign of following field	363	1
Line discount Foreign currency	364	14
Order unit of measure	378	10
Pricing unit of measure	388	10
Order Price in pricing unit of measure (no sign required)	398	15
Filler	413	115
		50 Comment line
		Lots and Serials
		30 SYSPRO stock code
		30 Customer stock code
		50 Lot number - Blank if serial only
		50 Serial number - Blank if lot only
		1 + or - sign of following field
		18 Line quantity

Notes and warnings

Coding considerations

This program does not select lines from the invoice to export. It picks up the detail lines from the contents of the IntEdiInvDet table which is written out by the Document Print program, and the totals from IntEdiInvHdr table.
The INTDET-NDEC (no of decimals) field in the IntEdiInvDet table should specify the number of decimals for the quantity columns. This field is used to format the quantity columns for the number of decimals for each stock code is displayed. If the program that creates the IntEdiInvDet records does not output this, then it will always be zero and quantities in the export file will have zero decimals.
All miscellaneous charge lines are reported as 'Other charges'.

Restrictions and limits

The description/comment field in the export file only holds 50 characters, so any comment longer than 50 characters (up to a maximum of 100 characters) is truncated in this file.

* product-authoring@syspro.com