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

Blocks

Invoice

An invoice is a document that a supplier issues to a operator (lease), requesting payment for goods provided or services rendered. Invoices are essential for record-keeping as well. Below are examples of some goods and services that would be invoiced Goods Parts Camshaft Chassis Brakes Fluids Engine Oil Coolant Synthetic Oil Lubricant Oil Accessories Wind shield Wipers Navigation Systems Services Diagnosis Engine Performance Checks Emissions level Checks Fuel Efficiency Checks Improvements Air filter replacements Alignment corrections Brake wear and Brake pad replacements

Credit

A Credit is a way to adjust the final amount due, ensuring that the operator(lease) only pays for what they actually owe after any agreed-upon deductions Discounts or Adjustments: A seller might provide a credit against an invoice if they offered a discount, or if there was an adjustment due to pricing errors or discrepancies in the products/services delivered. Return of Goods: If the buyer returns goods that were previously purchased, the seller may issue a credit note against the invoice for the returned items. This reduces the outstanding balance. Invoice Dispute: Sometimes, if there’s a disagreement about the amount billed (e.g., incorrect charges, overbilling, or faulty goods), a seller might issue a credit note to resolve the dispute.

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.