GSF Invoice Export

Introduction

This document defines the field mapping and output requirements implemented for the weekly GSF CSV invoice export.

1. File Format & Structure

• CSV with no header row
• Fixed column order
• One row per job line
• Blank/optional fields allowed without breaking structure

2. Column Mapping

Sr.No	Field Label	Data Type	Length	Notes	Mandatory
1	Job Reference	Integer	10	For invoice transactions (transaction type I), this value is populated with the ViSN enquiry number.	Yes
2	Registration	Text	10	Contains the VRM (Vehicle Registration Mark) for the vehicle associated with the enquiry/job.	Yes
3	Driver Name	Text	100	Contains the name of the driver associated with the vehicle in the enquiry.	No
4	Work Detail	Text	250	Description of the Jobline Item. The values for this field differ based on the job line type (details provided below) MOT: Will be MOT Class 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	Yes
5	Job Date	Integer	10	This column contains the vehicle's check-in date at the garage. format as dd/MM/yyyy.	Yes
6	Supplier	Text	250	Supplier Name from Invoice Supplier Details Invoice Supplier Details The DI Admin Portal allows us to select whether the export utilizes supplier details or the details from the supplier group. The format for these details is 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.	Yes
7	Odometer Reading	Integer	10	Indicates the vehicle mileage recorded during the repair.	No
8	Cost (Net, excl VAT)	Number	5.2	(e.g., 99999.99) The total nett line cost is derived by adding the total net parts cost and the total net labour cost if the job line includes both parts and labour. Otherwise, it will reflect the job line's total value. For applicable job lines, the underlying net parts and labour values feeding TL3/TL5 are uplifted using upliftMultiplier. MOT and FNP lines are not uplifted. Nett Labour Cost (TL3): TL3 = 100.00 x 2 x (1 - 10/100) = 180.00 Total Nett Parts Cost (TL5): TL5 = (100.00 x 2) x (1 - 10/100) x (1 - 50/100) = 90.00 Total Nett Line Cost (TL6): TL6 = TL3 + TL5 = 180.00 + 90.00 = 270.00	Yes
9	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	No
10	Reason Text	Text	20	Reason label	No

4. File Naming Convention

• Format: GSF_Invoice_Export_YYYYMMDD.csv
• Date represents export generation date.

5. Delivery Mechanism

• Export is generated on a weekly schedule.
• File is sent via email (not SFTP).
• Two email flows are used:
  • Export delivery email (to emailExportsTo, supports multiple recipients).
  • Success notification email (to successEmailToAddress).

6. Email Format

6.1 Export Delivery Email

• Triggered only after successful generation of GSF invoice export file.
• File name format: GSF_Invoice_Export_<YYYYMMDD>.csv.
• Sent to emailExportsTo (supports multiple recipients).
• Includes generated CSV file as an attachment.

6.2 Success Notification Email

• Triggered when export completes successfully.
• Sent to successEmailToAddress.
• Subject uses successEmailSubject.
• Email body includes GSF Export file generate successfully.

7. Failure Handling

• If a fatal error occurs during export processing, an email is sent to fatalErrorEmailToAddress.
• Fatal error notification subject uses errorEmailSubject.
• Fatal error notification body includes GSF Export file generate failed.
• A process log entry is created with failed status.

Process Log

• Creates a process log entry with type WEEKLY_INVOICE_GSF_EXPORT.
• Contains execution statistics.
• On export failure, creates a process log entry with failed status.

Setup Required

Database Configuration

This export is targeted for GSF lease companies, so it should be enabled only where GSF export generation is required.

To enable weekly GSF invoice CSV generation, set the export configuration flag in the lease company document.

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

attribute: createGsfInvoiceCSV

value: true

Generate Export

A scheduler should be created with the following parameters:

• Topic : projects/biddirect-2/topics/generateWeeklyInvoiceGsfExportCSV

• Message body : a JSON object including the following parameters

{
  "leaseCompanyId": "<lease Id>",
  "forNoOfPreviousDays": 7,
  "bucketName": "<bucket name>",
  "destinationFolder": "<Destination Folder>",
  "emailExportsTo": "<recipientEmailId>",
  "successEmailToAddress": "dataops@digitalinnk.com",
  "fatalErrorEmailToAddress": "dataops@digitalinnk.com",
  "successEmailSubject": "GSF invoice export success",
  "errorEmailSubject": "GSF invoice export failed"
}

Status: Accepted
Category: Protected
Authored By: Rushikesh Bhandare on Apr 23, 2026