EMaC Weekly Invoice Export

Introduction

EMaC requires a weekly CSV export of invoices raised in ViSN for a specific lease company.
Each invoice produces multiple CSV lines (Parts, Labour, and optionally MOT), and the export job compiles all such lines over a configurable “lookback” window (default: last 7 days).

Purpose

EMaC will import the generated CSV file into their downstream accounting/processing systems.

File format

CSV - *.csv (comma separated, first row is a header row).

Fields

Column Position	Header Name	Description	Rules	Mandatory
A	BookingID	ViSN Enquiry Number	string	Y
B	ProductName	hard coded to Parts Labour MOT	string	Y
C	JobDate	Vehicle Checked-In Date on the enquiry	date [DDMMYYYY]	Y
D	AssetID	Policy Details > Policy Number	string	Y
E	VehicleRegNumber	Vehicle Reg	string	Y
F	SuppliedByName	Policy Details > Purchase Location Site (Dealer)	string	Y
G	SiteName	Name of Supplier on the Enquiry	string	Y
H	1LinkSNInvoiceNo	Supplier Invoice Number	string	Y
I	ClaimAuthorisationCode	Purchase Order Number entered on the enquiry (if available)	string	N
J	InvoiceNumber	Sequential Invoice number EMaC{sequenceNumber}	string	Y
K	InvoiceDate	Invoice file generation date	date [DDMMYYYY]	Y
L	NetAmountSN	Net amount from SN amounts (line-type specific aggregation) Parts for catalogue adjustedPrice or subTotal for non catalogue part line total Ex: The value would be 18.90 + 0.00 + 76.00 = 94.90 for the below invoice Labour for catalogue always 0 for non catalogue labourRate x labourTime Ex: The value would be (20.30 x 1) + (20.30 x 0.1) + (20.30 x 1) = 42.63 for the below invoice MOT mot cost Ex: The value would be 49.99 for the below invoice	number	Y
M	VATAmountSN	VAT amount from SN amounts (line-type specific aggregation) Parts - Use the VAT rate associated with the Parts value / catalogue value from the invoice drawer for catalogue Catalogue job line total × VAT rate / 100 for non-catalogue Parts price × VAT rate / 100 Ex: The value would be (18.90 x 20/100) + (0.00 x 20/100) + (76.00 x 20/100) = 18.98 for the below invoice Labour - Use the VAT rate associated with the Labour value from the invoice drawer for catalogue always 0 for non-catalogue (Labour rate × Labour time) × VAT rate / 100 Ex: The value would be ((20.30 x 1) x 20/100)) + ((20.30 x 0.1) x 20/100)) + ((20.30 x 1) x 20/100)) = 8.53 for the below invoice MOT - Use the VAT rate associated with MOT from the invoice drawer MOT cost × VAT rate / 100 Ex: The value would be 49.99 x (0/100) = 0.00 for the below invoice	number	Y
N	LineTotalSN	NetAmountSN + VATAmountSN	number	Y
O	Uplift %	Uplift percent applied for Invoice Allstar values Parts - 5% Labour - 5% MOT - 0%	number	Y
P	NetValueInvoiceAllstar	Net value for Invoice Allstar Parts NetValueInvoiceAllstar = NetAmountSN × 1.05 Uplift applied: 5% Ex: The value would be (18.90 x 1.05) + (0.00 x 1.05) + (76.00 x 1.05) = 99.65 for the below invoice Labour NetValueInvoiceAllstar = NetAmountSN × 1.05 Uplift applied: 5% Ex: The value would be ((20.30 x 1) x 1.05)) + ((20.30 x 0.1) x 1.05)) + ((20.30 x 1) x 1.05)) = 44.76 for the below invoice MOT NetValueInvoiceAllstar = NetAmountSN × 1.00 Uplift applied: 0% Ex: The value would be 49.99 x 1 = 49.99 for the below invoice	number	Y
Q	VATValueInvoiceAllstar	VAT value for Invoice Allstar Parts Use the VAT rate associated with the Parts value / catalogue value from the invoice drawer VAT is calculated using the uplifted net value Ex: The value would be ((18.90 x 1.05) x 20/100)) + ((0.00 x 1.05) x 20/100)) + ((76.00 x 1.05) x 20/100)) = 19.93 for the below invoice Labour Use the VAT rate associated with the Labour value from the invoice drawer VAT is calculated using the uplifted net value Ex: The value would be (((20.30 x 1) x 1.05))x 20/100) + (((20.30 x 0.1) x 1.05)) x 20/100) + (((20.30 x 1) x 1.05)) x 20/100) = 8.96 for the below invoice MOT Use the VAT rate associated with MOT from the invoice drawer No uplift is applied for MOT (multiplier 1.00) Ex: The value would be (49.99 x 1) x (0/100) = 0.00 for the below invoice	number	Y
R	LineTotalInvoiceAllstar	NetValueInvoiceAllstar + VATValueInvoiceAllstar	number	Y

Data source

At the time of invoicing, an EMaC weekly export record is generated and kept ready for export

doc: /accounts/[AccountId]/serviceUnits/[ServiceUnitId]/enquiries/[EnquiryId]/invoices/emacWeeklyExportRecord

attribute: records

Sequence number

Sequence numbers are derived from a base reference date and base sequence number stored under the lease company exports settings:

doc: /leasecompany/[LeaseId]/exports/settings

attribute: emacInvoiceExportsSequenceNumber

{
  "emacInvoiceExportsSequenceNumber": {
    "baseReferenceDate": "2026-01-05T00:00:00.000Z",
    "baseSequenceNumber": 1
  }
}

Setup Required

Database Configuration

This export is targeted for EMaC lease companies alone, Hence storing these records for other companies is not required.

To prevent the records generated for non-EMaC customers, A flag needs to be enabled in the lease company's export configuration to restrict the data export to EMaC customers only

location: /leasecompany/[leaseId]/config/exportsConfig

attribute: createEmacInvoiceCSV

value: true

Generate Export

A Scheduler should be created cloud scheduler with the following parameters

• Name : GenerateEmacWeeklyExportCSV
• Region : europe-west2
• Frequency : 59 23 * * 7
• TimeZone : GMT London
• Topic : projects/biddirect-2/topics/generateEmacWeeklyExportCSV

• 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

  • leaseCompanyId : id that needs to be considered for emac lease

  • forNoOfPreviousDays : No.of.days the export should go back from the date mentioned, when skipped defaults to 7 i. e., a week

  • destinationFolder : folder which the export file must be placed in, when skipped defaults to emac-weekly-exports

Status: Accepted
Category: Protected

Revisions
11 Feb, 2026 - Add EMaC weekly invoice export documentation