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 Position	Header Name	Description	Datatype	Validation	Max length	Example
A	Customer Name	Name of the Customer	string	A-Z, 0-9, specialCharacters	20	Next Fleet Services
B	Supplier Name	Name of the supplier	string	A-Z, 0-9, specialCharacters	50	Grand Repair 01
C	Registration Number	Vehicle Registration Number (VRM)	string	VRM standard format		NH12JBS
D	Invoice Number	number assigned to the invoice.	string	A-Z, 0-9, specialCharacters	20	Invoice-420
E	Credit Invoice Number	number assigned to the Credit invoice.	string	A-Z, 0-9, specialCharacters	20	Invoice-420
F	Enquiry Number	Visn Enquiry Number	string	Number		15652
G	Line Description	Description of the line item on the invoice	string	string		MOT
H	Line Amount	Amount for the line item before tax	Number	0-9		65.25
I	Credit Value	Credit amount for the line	Number	0-9		35
J	Line Tax Code	Tax code applicable to the line item	string	A-Z, 0-9, specialCharacters		STANDARD -20%
K	Line Tax Amount	Tax amount applied to the line item	number	0-9		69.96
L	Line Total	Total amount for the line item, including tax	string	A-Z		15.02
L	Date	Date associated with the invoice or transaction	Date	Date		19 Nov 2024
M	Type	"Invoice" or "Credit"	string	A-Z	1	Credit
N	PO Number	Purchase Order number associated with the invoice or transaction	string	A-Z, 0-9	10	PO-5645

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"

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:

The request should contain a JSON object with the following parameters:

Parameter

Description

endDate:

Defines the last date for data export.

Format: yyyy-MMM-dd (e.g., 2025-Feb-10).

Default: If skipped, it defaults to the current date.

numberOfDaysToFetchDataFor:

Specifies how many days of data should be included in the export.

Default: 7 (if not provided).

Calculation Logic:

Step	Details
Step 1:	The start date is calculated as: endDate - (numberOfDaysToFetchDataFor - 1).
Step 2:	Both the start date and end date are included in the export.

Example Calculation:

Input	Export Date Range
endDate = 2025-Feb-10, numberOfDaysToFetchDataFor = 7	2025-Feb-04 to 2025-Feb-10 (inclusive)

Debugging Steps

Ensure the enquiry is successfully invoiced.
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)
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.
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.

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.
Check Firebase SAVi export node creation:
- Verify the export data is created at the expected path: /leasecompany/{leasecompanyId}/exports/{year}/{month}/{date}/enquiries/{enquiryId}
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

Revisions
03th Feb, 2025 - Update the export file
- https://myvisn.atlassian.net/browse/VN-15908
Authored by: Jeyakumar Arunagiri

SAVi Invoice Export

Introduction​

Purpose​

File format​

Fields​

Data source​

Setup Required​