Daily Invoice Export

Introduction

This is an export file that consists of invoices and credits that are generated on the day of export.

Purpose

Suppliers using visn platform requires a compilation of invoices and credits that are generated on the day of export as a single which they can further use for the internal monitoring purposes and cross checking the billing issued by customers.

File format

Comma Separated Values - *.csv

Terminology

Record Set

A set of rows exported into the CSV file, it consists of the records in the order as in below Order Indicator Context 1.x TH Transaction Header 2.x RE Supplier/Repairer Details 3.x IN Invoice Credit Note Details 4.x.1 IL Item Line Details 4.x.2.n IP Parts Record 4.x.3 TL Total Line Cost Record 5.x TC Total Transaction Cost Record 6.x VA VAT Summary Record 7.x TT Transaction Trailer Record x denotes an index of the transaction relative to the enquiry that is invoiced/credited on the day of export n denotes an index of parts/fluids added in a job line of specific enquiry

Record

A particular line of the export that is either of indicators allowed in a record set, along with one record for the entire file among the following HE - File Header LC - Scheme Operator Address Detail FT - File Trailer Record

Records

File Header - HE

• This record is mandatory
• This is the first line of the export file
• This line does not belong to a record set, instead common for the whole file

Sr.No	Field Label	Data Type	Length	Notes	Mandatory
1	Record Type Indicator Record Type Indicator A Unique identifier for the record to identify which type of record it is in the given invoice or credit block. HE - File Header	Text	2	Must be "HE"	Y
2	Record Version Number	Integer	2	Must be "6"	Y
3	Scheme Operator Reference	Integer	7	ViSN Customer Account Number	Y
4	Type of Transaction	Text	1	Must be "I". The export process includes both invoices and credits in a single file. However, For HE Record the "Transaction Type" field doesn't differentiate between them, consistently displaying "Invoice" The "Transaction Type" field acts like a flag indicating the file format for export in HE record, rather than the actual type of transaction (invoice or credit).	Y
5	File Serial Number	Integer	8	Sequential Count from 1 Each lease company (identified by /leasecompany/{leaseId}) will have a counter within its export settings (at /exports/settings). This counter, named exportFileSequenceNumber, will keep track of the number of export files generated The value from the counter is fetched into the column at the time of export	Y
6	Run Date	Integer	8	CCYYMMDD (e.g., "20031225")	Y
7	Run Time	Integer	6	HHMMSS (e.g., "232830")	Y
8	End of Record Marker	Control	1	Carriage Return Code (ASCII 10)	Y

Scheme Operator Address Detail - LC

• This line depends on a flag addLCLineForInvoice which is set in the scheduler of a lease company.
• If addLCLineForInvoice is set to false, then LC line is available only once in the file.
• If addLCLineForInvoice is set to true, then LC line is available for each record in the file.
• If addLCLineForInvoice is not set in the scheduler of a lease company , then LC line is available for each record in the file.
• Contains the details of the customer for which the export is being generated.

Sr.No	Field Label	Data Type	Length	Notes	Mandatory
1	Record Type Indicator Record Type Indicator A Unique identifier for the record to identify which type of record it is in the given invoice or credit block. LC - Lease Company Or Operator (or) Scheme Operator Address Detail	Text	2	Must be "LC"	Y
2	Record Type Version Number	Integer	2	Must be "6"	Y
3	Scheme Operator Reference	Integer	7	ViSN Customer Account Number Within each lease record in Firebase, stored under the path /leasecompany/{leaseId}, a nested field named leaseDetails holds further details about the lease. This leaseDetails field includes another nested field named accountNumber that specifically stores the account number associated with the lease. This value will be fetched into the column at the time of export.	Y
4	Scheme Operator Account Name	Text	30	When Enquiry's 'Rate Card' Type is "ViSN with DI Network and Paybill" or "ViSN Hybrid - Customer’s Network and DI Network with Paybill" And 'Supplier's Paybill' value at the time of enquiry creation was 'VISN' Use value from the nested field paybillDetailsForInvoiceExport.paybillCompanyName of document created and stored while invoicing (or) crediting at /leasecompany/{leaseId}/exports/{year}/{month}/{day}/enquiries/{enquiryId} Use Lease Company's Name if above condition not met	Y
5	Scheme Operator Address 1	Text	30	When Enquiry's 'Rate Card' Type is "ViSN with DI Network and Paybill" or "ViSN Hybrid - Customer’s Network and DI Network with Paybill" And 'Supplier's Paybill' value at the time of enquiry creation was 'VISN' Use value from the nested field paybillDetailsForInvoiceExport.address of document created and stored while invoicing (or) crediting at /leasecompany/{leaseId}/exports/{year}/{month}/{day}/enquiries/{enquiryId} Use Lease Company's address if above condition not met	Y
6	Scheme Operator Address 2	Text	30	When Enquiry's 'Rate Card' Type is "ViSN with DI Network and Paybill" or "ViSN Hybrid - Customer’s Network and DI Network with Paybill" And 'Supplier's Paybill' value at the time of enquiry creation was 'VISN' Use value from the nested field paybillDetailsForInvoiceExport.address of document created and stored while invoicing (or) crediting at /leasecompany/{leaseId}/exports/{year}/{month}/{day}/enquiries/{enquiryId} Use Lease Company's address if above condition not met	Y
7	Scheme Operator Address 3	Text	30	When Enquiry's 'Rate Card' Type is "ViSN with DI Network and Paybill" or "ViSN Hybrid - Customer’s Network and DI Network with Paybill" And 'Supplier's Paybill' value at the time of enquiry creation was 'VISN' Use value from the nested field paybillDetailsForInvoiceExport.address of document created and stored while invoicing (or) crediting at /leasecompany/{leaseId}/exports/{year}/{month}/{day}/enquiries/{enquiryId} Use Lease Company's address if above condition not met
8	Scheme Operator Address 4	Text	30	When Enquiry's 'Rate Card' Type is "ViSN with DI Network and Paybill" or "ViSN Hybrid - Customer’s Network and DI Network with Paybill" And 'Supplier's Paybill' value at the time of enquiry creation was 'VISN' Use value from the nested field paybillDetailsForInvoiceExport.address of document created and stored while invoicing (or) crediting at /leasecompany/{leaseId}/exports/{year}/{month}/{day}/enquiries/{enquiryId} Use Lease Company's address if above condition not met
9	Scheme Operator Address 5	Text	30	When Enquiry's 'Rate Card' Type is "ViSN with DI Network and Paybill" or "ViSN Hybrid - Customer’s Network and DI Network with Paybill" And 'Supplier's Paybill' value at the time of enquiry creation was 'VISN' Use value from the nested field paybillDetailsForInvoiceExport.address of document created and stored while invoicing (or) crediting at /leasecompany/{leaseId}/exports/{year}/{month}/{day}/enquiries/{enquiryId} Use Lease Company's address if above condition not met
10	Scheme Operator Postcode	Text	8	When Enquiry's 'Rate Card' Type is "ViSN with DI Network and Paybill" or "ViSN Hybrid - Customer’s Network and DI Network with Paybill" And 'Supplier's Paybill' value at the time of enquiry creation was 'VISN' Use value from the nested field paybillDetailsForInvoiceExport.address of document created and stored while invoicing (or) crediting at /leasecompany/{leaseId}/exports/{year}/{month}/{day}/enquiries/{enquiryId} Use Lease Company's address if above condition not met
11	End of Record Marker	Control	1	Carriage Return Code (ASCII 10)	Y

Transaction Header - TH

• Record is mandatory for each transaction in the record set
• More than one record can exist in each file

Sr.No	Field Label	Data Type	Length	Notes	Mandatory
1	Record Type Indicator Record Type Indicator A Unique identifier for the record to identify which type of record it is in the given invoice or credit block. TH - Transaction Header	Text	2	Must be "TH"	Y
2	Record Type Version Number	Integer	2	Must be "6"	Y
3	ViSN Enquiry Number	Integer	8	For invoice transactions (transaction type 'I'), enquiry number will be fetched into this column. For credit transactions (transaction type 'C'), prepend the enquiry number with "1000". In other words, add "1000" to the left side of the enquiry number. For example, if the enquiry number is 6248, the resulting padded number would be "10006248".	Y
4	Invoice Extract Analysis Ref.	Integer	2	Constant "01"	Y
5	ViSN Enquiry Number	Text	10	This column will be populated with the enquiry number
6	Vehicle Registration	Text	14	This column will be populated with the VRM (Vehicle Registration Mark) of the vehicle for which enquiry/job is raised	Y
7	Odometer Reading	Integer	7	This column captures the mileage from the jobsheet, indicating the vehicle's mileage at the time of repair.	Y (except for credits)
8	Transaction Date	Integer	8	CCYYMMDD (e.g., "20031225") For both invoices and credit records, the system will utilize the vehicle's check-in time at the garage as the standardized transaction date.	Y
9	Asset Number	Text	10	The asset number of the vehicle associated with the enquiry will be populated into this column	Y
10	Card Number	Text	19	Blank Space
11	Driver Name	Text	40	The driver name of the vehicle associated with the enquiry will be populated into this column
12	Purchase Order Number	Text	20	Mandatory if job authorised on the ViSN platform. Purchase Order that is captured in enquiry will be populated into this column
13	Transaction Serial Number	Integer	8	Constant '1'	Y
14	Job Completion Date	Integer	8	CCYYMMDD (e.g., "20031225"). The date the job was closed and marked as 'Job Complete'	Y
15	VIN	Text	20	The VIN (Vehicle Identification Number) of the vehicle associated with the enquiry will be populated into this column
16	End of Record Marker	Control	1	Carriage Return Code (ASCII 10)	Y

Supplier/Repairer Details - RE

• Record is mandatory in each record set
• One record can exist for each transaction
• Contains the details of the supplier that carried out the service for the respective enquiry

Sr.No	Field Label	Data Type	Length	Notes	Mandatory
1	Record Type Indicator Record Type Indicator A Unique identifier for the record to identify which type of record it is in the given invoice or credit block. RE - Repairer Entry / Supplier Details	Text	2	Must be "RE"	Y
2	Record Type Version Number	Integer	2	Must be "6"	Y
3	ViSN Repairer Account Number	Integer	7	DI Group Supplier ID, if no group then DI Supplier ID Fetched from field named groupId from group record stored at path /leasecompany/{leaseId}/suppliers/{accountId}	Y
4	Supplier Account Number	Text	20	Supplier Group ID, if no group then Supplier ID Fetched from field named supplierId from group record stored at path / leasecompany /{leaseId} / suppliers / {accountId} / serviceUnits / {serviceUnitObjectID}	Y
5	Supplier Account Name	Text	30	Supplier Name from Invoice Supplier Details Invoice Supplier Details The DI Admin Portal lets us choose whether the export uses supplier information or the information from the supplier's head office (supplier group) The supplier details are extracted based on the above depicted flag. The format for these details will be as follows: Supplier Name: The name of the supplier Supplier Address: The address of the supplier. number address1 address2 county postcode VAT Number: The unique VAT number assigned to the supplier. Company Number: The company number of the supplier.	Y
6	Supplier Account Address 1	Text	30	number from Supplier Address Details of Invoice Supplier Details Invoice Supplier Details The DI Admin Portal lets us choose whether the export uses supplier information or the information from the supplier's head office (supplier group) The supplier details are extracted based on the above depicted flag. The format for these details will be as follows: Supplier Name: The name of the supplier Supplier Address: The address of the supplier. number address1 address2 county postcode VAT Number: The unique VAT number assigned to the supplier. Company Number: The company number of the supplier.	Y
7	Supplier Account Address 2	Text	30	address1 from Supplier Address Details of Invoice Supplier Details Invoice Supplier Details The DI Admin Portal lets us choose whether the export uses supplier information or the information from the supplier's head office (supplier group) The supplier details are extracted based on the above depicted flag. The format for these details will be as follows: Supplier Name: The name of the supplier Supplier Address: The address of the supplier. number address1 address2 county postcode VAT Number: The unique VAT number assigned to the supplier. Company Number: The company number of the supplier.	Y
8	Supplier Account Address 3	Text	30	address2 from Supplier Address Details of Invoice Supplier Details Invoice Supplier Details The DI Admin Portal lets us choose whether the export uses supplier information or the information from the supplier's head office (supplier group) The supplier details are extracted based on the above depicted flag. The format for these details will be as follows: Supplier Name: The name of the supplier Supplier Address: The address of the supplier. number address1 address2 county postcode VAT Number: The unique VAT number assigned to the supplier. Company Number: The company number of the supplier.
9	Supplier Account Address 4	Text	30	county from Supplier Address Details of Invoice Supplier Details Invoice Supplier Details The DI Admin Portal lets us choose whether the export uses supplier information or the information from the supplier's head office (supplier group) The supplier details are extracted based on the above depicted flag. The format for these details will be as follows: Supplier Name: The name of the supplier Supplier Address: The address of the supplier. number address1 address2 county postcode VAT Number: The unique VAT number assigned to the supplier. Company Number: The company number of the supplier.
10	Supplier Account Postcode	Text	8	postcode from Supplier Address Details of Invoice Supplier Details Invoice Supplier Details The DI Admin Portal lets us choose whether the export uses supplier information or the information from the supplier's head office (supplier group) The supplier details are extracted based on the above depicted flag. The format for these details will be as follows: Supplier Name: The name of the supplier Supplier Address: The address of the supplier. number address1 address2 county postcode VAT Number: The unique VAT number assigned to the supplier. Company Number: The company number of the supplier.
11	Supplier VAT number	Text	10	VAT Number from Invoice Supplier Details Invoice Supplier Details The DI Admin Portal lets us choose whether the export uses supplier information or the information from the supplier's head office (supplier group) The supplier details are extracted based on the above depicted flag. The format for these details will be as follows: Supplier Name: The name of the supplier Supplier Address: The address of the supplier. number address1 address2 county postcode VAT Number: The unique VAT number assigned to the supplier. Company Number: The company number of the supplier.	Y
12	Scheme Operator Controller ID	Text	10	Constant Blank
13	Supplier Account Address 5	Text	30	Constant Blank
14	Contact Telephone Number	Text	15	A phone number stored in a field named 'contact' of firebase document at / accounts / {accountId} / serviceUnits / {serviceUnitId}
15	End of Record Marker	Control	1	Carriage Return Code (ASCII 10)	Y

Invoice Credit Note Details - IN

• Record is mandatory in each record set
• Only one record can exist in each transaction
• More than one record can exist in each file

Sr.No	Field Label	Data Type	Length	Notes	Mandatory
1	Record Type Indicator Record Type Indicator A Unique identifier for the record to identify which type of record it is in the given invoice or credit block. IN - Invoice (or Credit) Note Details	Text	2	Must be "IN"	Y
2	Record Type Version Number	Integer	2	Must be "6"	Y
3	Transaction Type	Text	1	I = Invoice (or) C = Credit	Y
4	Invoice Number	Text	20	ViSN Invoice Number Invoice - (or) Credit -	Y
5	Tax Point Date	Integer	8	CCYYMMDD (e.g., "20031225") Invoice - (or) Credit -	Y
6	Repairer Invoice Text	Text	16	Constant Blank
7	Original Invoice Number	Text	20	Blank for transaction type 'I' Mandatory for transaction type 'C', the value will be polled from invoice number captured in invoice drawer at time of invoicing	Y
8	Original ViSN Transaction Number	Integer	8	Blank for transaction type 'I' Mandatory for transaction type 'C', the value will be the enquiry number
9	Reason for Credit	Text	30	Blank for transaction type 'I' Mandatory for transaction type 'C', the value will be polled from credit reason captured in credit drawer
10	Scheme Operator Message	Text	80	- Not In Use
11	Scheme Operator Authorisation Code	Text	10 (20)*	- Not In Use
12	Invoice Date	Integer	8	CCYYMMDD The date the invoice is generated will be recorded in this field for both 'I' and 'C' transactions (invoice and credit, respectively).	Y
13	Terms Status	Text	1	Constant 'I', I denotes In terms here
14	End of record Marker	Control	1	Carriage Return Code (ASCII 10)	Y

Item Line Details - IL

• At least one record must exist in each record set
• More than one record can exist in each transaction and so in the export file

Sr.No	Field Label	Data Type	Length	Notes	Mandatory
1	Record Type Indicator Record Type Indicator A Unique identifier for the record to identify which type of record it is in the given invoice or credit block. IL - Item Line Details	Text	2	Must be "IL"	Y
2	Record Type Version Number	Integer	2	Must be "6"	Y
3	Item Number	Integer	2	This column indicates the specific job item's position (order) within the job sheet associated with the enquiry.	Y
4	Cost Type	Text	1	Will be one of the Cost Types Cost Types F Free No charge for line (non-warranty) M Menu Price No parts/Labour split N Normal separate labour cost and parts cost W Warranty free, paid by manufacturer. T Paid for by third party Exception: For Tyre job lines, this value will always be 'M'.	Y
5	Charge Indicator	Text	1	Will be one of the Recharge Indicators Recharge Indicators P Post Warranty W Warranty R Recharge	Y
6	Quantity	Number	2.2	(e.g., 99.99) For regular job lines (non-tyre), this value is always 1. However, for tyre jobs, it represents the intended number of tyre replacements on the vehicle.	Y
7	Additional Information Text (or) Repairer Authorisation Text	Text	30	This column will capture the reason provided by the customer when they manually authorize a job line.
8	External Code/ViSN Job Code	Text	5	Integration code to be used in invoice exports. SMR Joblines: When includeExternalSMRCodesInExport flag is set to true for the lease company and a matched External SMR Code is found for the jobline's description, it will be used The flag can be configured from DI Admin portal from Edit Customer screen MOT Joblines: 28165 will be the code used for these joblines TYRE Joblines: 29128 will be the code used for these joblines SUPPLEMENTARY Joblines: 29113 will be the code used for these joblines GLASS Joblines: Existing external code saved against the job descriptions will be used If external code is not available for the job description in any of the above cases then '0'
9	Job line-Item Description	Text	90	Description of the Jobline Item The values for this field differ based on the job line type (details provided below) MOT: Will be constant 'MOT' TYRE: A Concatenated string of Description, Brand of tyre and locations of replacement GLASS: A Concatenated string of Description, Location of Glass Change OTHER: Description of the jobline
10	Asset ID	Text	40	The asset number of the vehicle associated with the enquiry will be populated into this column
11	Full Recharge Text	Text	150	This column will contain the recharge notes entered by the customer for each job line associated with recharge details.
12	Action code	Text	3	Default on file is code R&R
13	Reason Code	Text	3	The values for this field differ based on the job line type (details provided below) MOT: Will be constant 'RTN' denoting routine SERVICE: Will be constant 'RTN' denoting routine OTHER: Will be one of the Reason Codes Reason Codes 001 Below Legal Limit 002 Run Flat 003 Puncture Damage 004 Sidewall Damage 005 Driver Request 006 Tracking Damage 007 Logistics ACC Accident Damage I Administration Charge CRD Corroded CRQ Client Request CTM Contaminated DAB Abuse DAM Damage DEF Defective DST Distorted EMG Emergency FUL Fuel INS Insurance INT Initial INV Investigation LKG Leaking LOW Low Level LSE Loose LST Lost, originally supplied MSG Missing NGC Negligence NSY Noisy PKF Parking Fine PUN Puncture RCL Recall RLF Relief RTN Routine STF Stress Fracture STL Stolen STN Stone Damage STS Seasonal Tyre Swap SZD Seized UPG Upgrade VIB Vibration VND Vandalism WRN Worn WTH Weather WTY Warranty	Y
14	Goodwill Percentage	Number	3.2	(e.g. 999.99) Will be 0.00 by default Max allowed is 100.00	N
15	Labour Time	Number	5.2	When Cost Type is "N", is mandatory (e.g., 99999.99) Will be always set to 0 for TYRE joblines This Column will be populated from labour details modal of the jobline	Y
16	Labour Rate	Number	5.2	When Cost Type is "N", is mandatory (e.g., 99999.99) Will be always set to 0 for TYRE joblines This Column will be populated from labour details modal of the jobline	Y
17	Number of Parts	Number	3.2	When Cost Type is "N", is mandatory (e.g., 999.99) The values for this field differ based on the job line type and job description type (details provided below) TYRE: Will be constant 0 MOT: Will be constant 0 OTHER - Catalogue: Will be constant 0 OTHER - Non Catalogue: No.of.parts added in the jobline	Y
18	Recharge Reason Code	Text	5	When Charge Indicator = "R", is mandatory. Will be one of the Recharge reason codes Recharge reason codes Damaged Tyre Miscellaneous Accident Damage Body Work Driver Abuse Policy Repairs Relief Vehicle Mechanical Repairs Servicing Warranty Repairs Tyres RFL Electrical Repairs Brake Repairs Breakdown Vandal Damage Stolen Missing Damaged
19	Recharge Amount	Number	5.2	(e.g., 99999.99) This column will contain the recharge amount entered by the customer for each job line associated with recharge details.
20	Recharge Percentage	Number	3.2	(e.g., 999.99) This column will contain the recharge percentage entered by the customer for each job line associated with recharge details.
21	Recharge Text	Text	40	This column will contain the recharge notes entered by the customer for each job line associated with recharge details.
22	End of Record Marker	Control	1	Carriage Return Code (ASCII 10)	Y

Parts Record - IP

• Record is optional, available only if any of the job lines of the job sheet has parts/fluids added to them
• More than one record can exist in each file

Sr.No	Field Label	Data Type	Length	Notes	Mandatory
1	Record Type Indicator Record Type Indicator A Unique identifier for the record to identify which type of record it is in the given invoice or credit block. IP - Invoice (or Credit) Parts details / Parts Record	Text	2	Must be "IP"	Y
2	Record Type Version Number	Integer	2	Must be "6"	Y
3	Item Number	Integer	2	This column indicates the specific job item's position (order) within the job sheet associated with the enquiry.	Y
4	Parts Number	Integer	1	always "1"	Y
5	Parts Code	Text	24	During data export, the 'Part line type' field is used to determine the content for this specific column. If the type is identified as 'P' (indicating a part), the corresponding part number is included If the type is identified as 'F' (indicating a fluid), the corresponding fluid code is placed in the column. the code would be one among available Fluid Types Fluid Types Code Label 0W20_ENGINE_OIL 0w20 Engine Oil 0W30_ENGINE_OIL 0w30 Engine Oil ADDATIVE_POUCH Addative Pouch ADDITIVE_POUCH Additive Pouch AIR_CONDITIONING_COOLANT Air Conditioning Coolant ANTIFREEZE Anti Freeze AUTOMATIC_TRANSMISSION_FLUID Automatic Transmission Fluid AXLE_OIL Axle Oil BRAKE_FLUID Brake/Clutch Fluid COOLING_LIQUID Cooling Liquid DPF_FLUID D.p.f. Fluid AD_BLUE Diesel Exhaust Fluid/AdBlue GEARBOX_OIL_MINERAL Gearbox Oil - Mineral GEARBOX_OIL_SYNTHETIC Gearbox Oil - Synthetic HYDRAULIC_FLUID Hydraulic Fluid LONG_LIFE_OIL Long Life Oil MINERAL_OIL Mineral Oil OIL_1615099980 Oil-1615099980 OIL_9734S2 Oil-9734S2 OIL_9979A7 Oil-9979A7 OTHER Other PARTIULATE_FLUID Partiulate Fluid POWER_STEERING_FLUID Power Steering Fluid REFRIGERATOR_COOLANT Refrigerator Coolant SEMI_SYNTHETIC_1 Semi Synthetic Oil SEMI_SYNTHETIC_2 Semi Synthetic Oil SUSPENSION_FLUID Suspension Fluid SYNTHETIC_1 Synthetic Oil SYNTHETIC_2 Synthetic Oil SYNTHETIC_3 Synthetic Oil SYNTHETIC_ANTI_POLLUTION_5W_30_ENG_OIL Synthetic Anti Pollution 5w-30 Eng Oil UREA Urea WASHER_LIQUID Washer Liquid
6	Parts Description	Text	30	During data export, the 'Part line type' field is used to determine the content for this specific column. If the type is identified as 'P' (indicating a part), the corresponding part name is included If the type is identified as 'F' (indicating a fluid), the corresponding fluid label is placed in the column. the code would be one among available Fluid Types Fluid Types Code Label 0W20_ENGINE_OIL 0w20 Engine Oil 0W30_ENGINE_OIL 0w30 Engine Oil ADDATIVE_POUCH Addative Pouch ADDITIVE_POUCH Additive Pouch AIR_CONDITIONING_COOLANT Air Conditioning Coolant ANTIFREEZE Anti Freeze AUTOMATIC_TRANSMISSION_FLUID Automatic Transmission Fluid AXLE_OIL Axle Oil BRAKE_FLUID Brake/Clutch Fluid COOLING_LIQUID Cooling Liquid DPF_FLUID D.p.f. Fluid AD_BLUE Diesel Exhaust Fluid/AdBlue GEARBOX_OIL_MINERAL Gearbox Oil - Mineral GEARBOX_OIL_SYNTHETIC Gearbox Oil - Synthetic HYDRAULIC_FLUID Hydraulic Fluid LONG_LIFE_OIL Long Life Oil MINERAL_OIL Mineral Oil OIL_1615099980 Oil-1615099980 OIL_9734S2 Oil-9734S2 OIL_9979A7 Oil-9979A7 OTHER Other PARTIULATE_FLUID Partiulate Fluid POWER_STEERING_FLUID Power Steering Fluid REFRIGERATOR_COOLANT Refrigerator Coolant SEMI_SYNTHETIC_1 Semi Synthetic Oil SEMI_SYNTHETIC_2 Semi Synthetic Oil SUSPENSION_FLUID Suspension Fluid SYNTHETIC_1 Synthetic Oil SYNTHETIC_2 Synthetic Oil SYNTHETIC_3 Synthetic Oil SYNTHETIC_ANTI_POLLUTION_5W_30_ENG_OIL Synthetic Anti Pollution 5w-30 Eng Oil UREA Urea WASHER_LIQUID Washer Liquid If the content for this column is found to be more than 30 characters in length, it will be trimmed down to 30 characters.	Y
7	Quantity	Number	2.2	e.g., 13.3 for fluid denoting 13ltr 300ml 12 for parts denoting no.of.items	Y
8	Unit Price	Number	5.2	Price of the part per unit Price of the fluid per litre (e.g. 99999.99)	Y
9	Parts Discount Rate	Number	3.2	Discount percentage offered on the specific part or fluid (e.g. 999.99)	Y
10	Goodwill Percentage	Number	3.2	Will be constant 0.00 for Fluids Will be 0.00 by default and Max allowed is 100.00 for parts (e.g. 999.99)	N
11	Discounted Unit Price	Number	5.2	The unit price after discounts is calculated. To determine the Discounted Unit Price, we first apply the unit discount percentage to the unit price. Then, we apply the goodwill discount percentage to the discounted price to calculate the final discounted unit price. Example Calculation: Unit Price (IP8): 100 Unit Discount (IP9): 20% Discounted Price After Unit Discount: Discounted Price = 100 × (1 - 20/100) = 80 Goodwill Discount (IP10): 5% Final Net Price: Final Net Price = 80 × (1 - 5/100) = 76	Y
12	Nett Parts Price	Number	5.2	Will be the net price of the part line To determine the net price, we first calculate the total cost by multiplying the unit price by the quantity. Then, we apply two discounts: a unit discount percentage and a goodwill discount percentage, both based on the initial total cost. (e.g. 99999.99)	Y
13	VAT Rate	Number	2.2	Mandatory with Invoice or Credit Note (e.g. 99.99)
14	Normal Part	Text	1	constant 'Y' is exported. “Y” = Yes “N” = No	Y
15	Manufacturer of Part	Text	3	constant blank is exported. Mandatory if Normal Part = “N”, however ViSN never exports N for now
16	VAT Code	Text	1	Will be one of the VAT codes VAT codes S Standard E Exempt Z Zero Rated O Out of Scope	Y
17	End of Record Marker	Control	1	Carriage Return Code (ASCII 10)	Y

Total Line Cost Record - TL

• At least one record must exist in each record set
• More than one record can exist in each file

Sr.No	Field Label	Data Type	Length	Notes	Mandatory
1	Record Type Indicator Record Type Indicator A Unique identifier for the record to identify which type of record it is in the given invoice or credit block. TL - Total Line Cost	Text	2	Must be "TL"	Y
2	Record Type Version Number	Integer	2	Must be "6"	Y
3	Nett Labour Cost	Number	5.2	(e.g., 99999.99) The values for this field differ based on the job line type and job description type (details provided below) MOT: Will be constant 0 TYRE: Will be constant 0 OTHER - Catalogue: Will be constant 0 OTHER - Non Catalogue: The net labor cost is determined for each labor line by multiplying the time worked by the hourly rate and then factoring in the goodwill percentage.	Y
4	VAT Rate Labour	Number	2.2	(e.g., 99.99) Mandatory only with an invoice or credit note.	Y
5	Total Nett Parts Cost	Number	5.2	(e.g., 99999.99) The values for this field differ based on the job line type and job description type (details provided below) MOT: Will be constant 0 TYRE: Will be constant 0 OTHER: For Catalogue descriptions that don't belong to FNP, This field will be set to a constant value of 0. For Catalogue descriptions that belong to FNP (i.e., OEM descriptions), are treated as having a net price of zero. Consequently, the total net price for these lines will also be zero. On top of this sum, the menu price for the OEC description is added For Non-Catalogue descriptions that do or don't belong to FNP, The export process calculates the net parts cost by accumulating the net price from each part line. Note: Non-Catalogue descriptions that belong to FNP are originated from MODULUS	Y
6	Total Nett Line Cost	Number	5.2	(e.g., 99999.99) The final cost is calculated differently depending on the description type. For non-catalogue descriptions, it's the sum of net labor and parts costs from individual lines. For catalogue descriptions, it's directly set to the corresponding catalogue price.	Y
7	VAT Code	Text	1	Will be one of the VAT codes VAT codes S Standard E Exempt Z Zero Rated O Out of Scope	Y
8	End of Record Marker	Control	1	Carriage Return Code (ASCII 10)	Y

Total Transaction Cost Record - TC

• Must exist in each record set
• Only one record per Transaction
• More than one record can exist in an export file

Sr.No	Field Label	Data Type	Length	Notes	Mandatory
1	Record Type Indicator Record Type Indicator A Unique identifier for the record to identify which type of record it is in the given invoice or credit block. TC - Transaction Cost(total) Record	Text	2	Must be "TC"	Y
2	Record Type Version Number	Integer	2	Must be "6"	Y
3	Total Nett Labour Cost	Number	5.2	(e.g., 99999.99) The values for this field differ based on the job line type and job description type (details provided below) MOT: Will be constant 0 TYRE: Will be constant 0 OTHER - Catalogue: Will be constant 0 OTHER - Non Catalogue: The net labor cost is determined for each labor line by multiplying the time worked by the hourly rate and then factoring in the goodwill percentage.	Y
4	Total Nett Parts Cost	Number	5.2	(e.g., 99999.99) The values for this field differ based on the job line type and job description type (details provided below) MOT: Will be constant 0 TYRE: Will be constant 0 OTHER: For Catalogue descriptions that don't belong to FNP, This field will be set to a constant value of 0. For Catalogue descriptions that belong to FNP (i.e., OEM descriptions), are treated as having a net price of zero. Consequently, the total net price for these lines will also be zero. On top of this sum, the menu price for the OEC description is added For Non-Catalogue descriptions that do or don't belong to FNP, The export process calculates the net parts cost by accumulating the net price from each part line. Note: Non-Catalogue descriptions that belong to FNP are originated from MODULUS	Y
5	Total Nett Transaction Cost	Number	5.2	(e.g., 99999.99) The final cost is calculated differently depending on the description type. For non-catalogue descriptions, it's the sum of net labor and parts costs from individual lines. For catalogue descriptions, it's directly set to the corresponding catalogue price.	Y
6	VAT Amount	Number	5.2	Mandatory with an invoice or credit note (e.g., 99999.99)
7	Total Gross Labour Cost	Number	5.2	Mandatory with an invoice or credit note (e.g., 99999.99) The final value is calculated by factoring in the total net labor cost and applying the VAT rate
8	Total Gross Parts Cost	Number	5.2	Mandatory with an invoice or credit note (e.g., 99999.99) The final value is calculated by factoring in the total net parts cost and applying the VAT rate
9	Total Gross Transaction Cost	Number	5.2	Mandatory with an invoice or credit note (e.g., 99999.99) The final value is calculated by factoring in the total net jobline cost and applying the VAT rate	Y
10	End of Record Marker	Control	1	Carriage Return Code (ASCII 10)	Y

VAT Summary Record - VA

• One record per VAT code in each Transaction
• More than one record can exist in a file
• More than one record can exist in a Transaction

Sr.No	Field Label	Data Type	Length	Notes	Mandatory
1	Record Type Indicator Record Type Indicator A Unique identifier for the record to identify which type of record it is in the given invoice or credit block. VA - VAT summary Record	Text	2	Must be "VA"	Y
2	Record Type Version Number	Integer	2	Must be "6"	Y
3	VAT Rate	Number	2.2	(e.g., 99.99)	Y
4	VAT Applicable Amount	Number	5.2	(e.g., 99999.99)	Y
5	VAT Amount	Number	5.2	(e.g., 99999.99)	Y
6	VAT Code	Text	1	Will be one of the VAT codes VAT codes S Standard E Exempt Z Zero Rated O Out of Scope	Y
7	End of Record Marker	Control	1	Carriage Return Code (ASCII 10)	Y

Transaction Trailer Record - TT

• One record must exist for each Transaction
• More than one record can exist in an export file

Sr.No	Field Label	Format	Length	Notes	Mandatory
1	Record Type Indicator Record Type Indicator A Unique identifier for the record to identify which type of record it is in the given invoice or credit block. TT - Transaction trailer Record	Text	2	Must be "TT"	Y
2	Record Version Number	Integer	2	Must be "6"	Y
3	Number of Records	Integer	5	Total number of records between Transaction Header and Transaction Trailer inclusive (excludes authorisation details)	Y
4	End of Record Marker	Control	1	Carriage Return Code (ASCII 10)	Y

File Trailer Record - FT

• This record is mandatory
• This line does not belong to a record set, instead common for the whole file

Sr.No	Field Label	Format	Length	Notes	Mandatory
1	Record Type Indicator Record Type Indicator A Unique identifier for the record to identify which type of record it is in the given invoice or credit block. TC - File Trailer Record	Text	2	Must be "FT"	Y
2	Record Version Number	Integer	2	Must be "6"	Y
3	Number of Records	Integer	5	Total number of transactions	Y
4	End of Record Marker	Control	1	Carriage Return Code (ASCII 10)	Y

Setup Required

Database Configuration

Although this export is targeted to any lease company, The use of External SMR Codes is limited to few lease companies.

To prevent the external SMR Codes in the daily invoice export for all lease companies a , A flag needs to be enabled in the lease company's export configuration to restrict the usage of external SMR

location: /leasecompany/[leaseId]

attribute: includeExternalSMRCodesInExport

value: true

Note: This step is optional as there is provision available for enabling the same from Edit Customer Screen of DI Admin Portal

Generate Export

A Scheduler should be created cloud scheduler with the following parameters

• Name: Generate daily invoice export
• Region: europe-west2
• Frequency: 30 23 * * *
• TimeZone: GMT London
• Topic: projects/biddirect-2/topics/generateDailyInvoiceExport

• Message body: a JSON object including the following parameters

  • dateTimeStamp: in format yyyy-MMM-dd ex 2022-Sep-30 , when skipped it will default to current date
  • leaseId: id of the lease company that the export is desired to be generated for
  • exportFileName: file name prefix to be used for the export file generated, when skipped defaults to 'invoice'
  • addLCLineForInvoice:
    • True: When set to true, an LC line is included for each record in the file.
    • False: When set to false, a single LC line is included for the entire file.

Status: Accepted
Category: Protected
Authored By: Rama on Sep 01, 2023

Revisions
03 Jun, 2024 - Resolved Documentation Discrepancy, VN-12905
23 Apr, 2024 - Update Post paybill Integration, VN-11017
09 Feb, 2024 - Update Post FNP Integration, VN-11235
11 Jan, 2024 - Change content in daily invoice export, VN-10934
20 Nov, 2023 - changes with respect to code
22 Sep, 2023 - Add Daily Invoice Export Documentation, VN-9668
26 Sep, 2024 - Update LC line dependency on addLCLineForInvoice flag, VN-14508
26 Nov, 2024 - Update External Code field notes in IL line, VN-15156
06 Dec, 2024 - Update Setup Required section and add a helpful image.