Skip to main content

SAVi Invoice Export

Introduction

An export file is required to process invoices for Paybill customers. The export file contains all the invoices (Credits are not included) created within ViSN for the following rate cards

  • The rate card types include:
    1. ViSN with DI Network and Paybill
    2. ViSN Hybrid - Customer’s Network and DI Network with Paybill This is not fully implemented
    3. ViSN

Purpose

Invoices for the Paybill suppliers are processed using this exports. Savi exports file is imported into Quickbooks for creating bills for each suppliers. Suppliers will be paid by the information imported into Quickbooks.

note

Since a daily manual process was laborious and error prone, a direct API integration was introduced in the mid of May 2024.

SAVi Invoice Export exports may be deprecated once the API integration has been battle tested.

File format

comma-separated values - *.csv

Fields

Column PositionHeader NameDescriptionDatatypeValidationMax lengthMandatoryDefault ValueExample
ABill NumberSupplier Invoice NumberstringA-Z, 0-920YesInvoice8794
BSupplier NameService Unit NamestringA-Z, 0-950YesGrand Repair 01
CBill DateSupplier Invoice Date - Tax Point DatestringDate (dd/MM/yyyy format)10Yes02/11/2022
DDue Dateleave blank
ETermsleave blank
FLocationleave blank
GMemoViSN Enquiry Numbernumber0-910Yes8794
HAccountLease Customer NamestringA-Z, 0-950YesNext Fleet Service
ILine DescriptionJob line typestringA-Z100YesMAINTENANCE REPAIR
JLine AmountSupplier invoice job line amount (pre-VAT)number0-99Yes69.96
KLine Tax CodeSupplier invoice line VAT Rate stringA-Z, 0-9 and special characters20YesStandard -20%
LLine Tax Amountleave blank
MTypeFor invoiced joblines (I) For credited joblines (C)stringA-Z1YesC
NVRNVehicle Registration Number (VRM)stringA-Z, 0-910YesDU20DDC
OCurrencyEnquiry Currency Type (Use customer currency type as per DI settings at the time of creating an enquiry)stringA-Z, 5Yes

For UK customers - GBP

For Ireland customers - Euro

GBP

Data source

Once an invoice is created for an enquiry, Savi data is generated and prepared for export

The generated data is maintained in Firebase at

doc: /leasecompany/[leasecompanyId]/exports/[year]/[month]/[date]/enquiries/[enquiryId]
attribute: "SAViData"

sample data:

SAViData:["Invoice No-10174,Dreamline Group,22/04/2024,,,,10174,Dreamline Car Leasing,SERVICE,830.92,STANDARD -20%,,I,RX67OAS,GBP"]

Setup Required

A Scheduler is required to merge all the SAVi data generated for all enquiries that were invoiced for the day.

  • Name: generateSAViPayBillExport
  • Region: europe-west2
  • Frequency: 30 23 * * *
  • TimeZone: GMT London
  • Topic: projects/biddirect-2/topics/generateSAViPayBillExport
  • 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

Debugging Steps

  1. Ensure the enquiry is successfully invoiced.

  2. Check the rate card type in the customer-level data in the admin portal:

    • Confirm if the rate card type is one of the following:

      • VISN_NETWORK_OFFERING_SAVI
        (ViSN with DI Network and Paybill)

      • VISN
        (ViSN with Customer’s Network)

      • COST_TYPE_HYBRID_VISN
        (ViSN Hybrid - Customer’s Network and DI Network with Paybill)

  3. Check the current "Paybill" name in the lease-side supplier configuration:

    • Navigate to the lease company:

      1. Open Settings from the Main Menu.

      2. Select Supplier from the Sub Menu.

      3. Locate the supplier providing the service.

      4. Click View to access the supplier details page.

      5. Verify the "Paybill" value.

  4. Verify the Paybill and RateCard type values during enquiry creation:

    • Check the enquiry data for the following:

      • Paybill value

      • RateCard type

        Enquiry Level: /accounts/{accountId}/serviceUnits/{serviceUnitId}/enquiries/{enquiryId}

        Invoice Export Level : /accounts/{accountId}/serviceUnits/{serviceUnitId}/enquiries/{enquiryId}/invoices/export

  • If the rate card type is "VISN_NETWORK_OFFERING_SAVI" or "VISN", proceed to Step 6
  • If the rate card type is "COST_TYPE_HYBRID_VISN", continue with the next step.
  • If the rate card type is anything other than the above options, the enquiry record should not appear in the SAVi export report.
  1. Determine Paybill value handling:

    • Direct Paybill: The enquiry record should not appear in the SAVi export report.
    • ViSN Paybill: The enquiry record should appear in the SAVi export report. Proceed with further debugging.
  2. Check Firebase SAVi export node creation:

    • Verify the export data is created at the expected path: /leasecompany/{leasecompanyId}/exports/{year}/{month}/{date}/enquiries/{enquiryId}

  3. If all steps are verified and no issue is identified:

    • Raise a bug to investigate the issue further.

Downloading SAVi Invoice export file

Savi Invoice export file can be downloaded via DI Admin for a given day

Status: Accepted
Category: Protected
Authored By: Jeyakumar Arunagiri on Feb 09, 2024
Revisions
19 Apr, 2024 - Renamed SAVi Invoice Export label and updated details for rate card type - VN-12200
Revisions
29th May, 2024 - Modify SAVi Invoice Exports with correct information
- https://myvisn.atlassian.net/browse/VN-12863
Authored by: Vishwa Kumar
Revisions
11th Dec, 2024 - Added Debugging Steps
- https://myvisn.atlassian.net/browse/VN-15340
Authored by: Jeyakumar Arunagiri