A standard sales export file can contain multiple lines for the same invoice. Each invoice begins with an invoice header line, followed by a separate line for each invoice item and a rounding line when applicable.
⚠️ Important: Invoice header data uses invoice header accounts, while invoice item data uses bill code accounts. You may need to adjust the exported data to meet the posting requirements of the target finance system.
Understand the File Structure
Identify the invoice header line at the beginning of each invoice group.
Review the invoice item lines that follow the invoice header. Each invoice item is exported on a separate line.
Review the rounding line at the end of the invoice group when rounding applies.
Treat all lines in the group as belonging to the same invoice.
Understand the File Naming Convention
Identify sales export files using the format
SALES_{batch ID}_{ddmmyyyy}_{hhmmss}.CSV.For example, an export file may be named
SALES_000002_25112014_154825.CSV.
Review the Batch and Document Fields
Use the following fields to identify the export batch, document type, invoice, and reporting period.
Field Name | Description | Field Length | Field Type |
Export Batch ID | The automatically generated ID that uniquely identifies the export batch in which the file was generated. | — | Integer |
Export Date | The date on which the export batch was processed. | — | Date/Time |
Posting Date | The date that identifies the financial reporting period for the export. This is specified when the export batch is created. | — | Date/Time |
Export Status | The status of the export batch in which the file was generated. The value is | 1 | Integer |
Document Type | The type of document represented by the transaction line. The value is | 7 | Variable Character |
Invoice Number | The invoice number defined on the invoice header. This field is blank for a rounding line. | 100+ | Integer |
Original Invoice Number | For a credit note or rebill invoice, this identifies the original invoice number. Otherwise, the field is blank. | 100+ | Integer |
Sales Type | The type of sale represented by the transaction line. The value is | 18 | Variable Character |
Invoice Date | The invoice date defined on the invoice header. This field is blank for a rounding line. | — | Date/Time |
Invoice Due Date | The date on which the linked invoice is due for payment. This field is blank for a rounding line. | — | Date/Time |
Invoice Batch ID | The ID that uniquely identifies the invoice batch in which the linked invoice was created. This field is blank when the sales type is | — | Integer |
Review the Invoice Amount and Debtor Fields
Use the following fields to identify invoice values, tax amounts, debtors, and billing companies.
Field Name | Description | Field Length | Field Type |
Invoice Total | For an invoice header line, this is the invoice total excluding tax. For an invoice item line, this is the item total excluding tax. For a rounding line, this is the difference between the invoice header total and the sum of the invoice item totals. | — | Numeric |
Invoice Total (Inc. Tax) | For an invoice header line, this is the invoice total including tax. For an invoice item line, this is the item total including tax. For a rounding line, this is the difference between the invoice header total including tax and the sum of the invoice item totals including tax. | — | Numeric |
GST Total | For an invoice header line, this is the GST total for the invoice. For an invoice item line, this is the GST total for the item. For a rounding line, this is the difference between the invoice header tax total and the invoice item tax total. | — | Numeric |
Debtor Code | The ID that uniquely identifies the debtor linked to the invoice. This field is blank for a rounding line. | 9 | Integer |
Debtor Name | The name of the debtor linked to the invoice. This field is blank for a rounding line. | 100 | Variable Character |
Debtor Export Code | The export code that maps the debtor to the corresponding finance system record. This is specified in the debtor record's Billing Details. | 50 | Variable Character |
Debtor Import Code | The import code that maps the debtor to the corresponding finance system record. This is specified in the debtor record's Billing Details. | 50 | Variable Character |
Billing Company Name | The name of the billing company linked to the invoice. This field is blank for a rounding line. | 100 | Variable Character |
Billing Company Export Code | The export code that maps the billing company to the corresponding finance system record. This is specified on the billing company record header. | 50 | Variable Character |
Delivery Method | The delivery method for the linked invoice. The value is | 7 | Variable Character |
Review the Invoice Item Fields
Use the following fields to identify invoice items, bill values, job orders, purchase orders, staff members, and payees.
Field Name | Description | Field Length | Field Type |
Invoice Item ID | The item number that uniquely identifies the invoice item represented by the transaction line. This field is blank for a rounding line. | — | Integer |
Item Date | The date of the invoice item represented by the transaction line. This field is blank for an invoice header or rounding line. | — | Date/Time |
Item Name | The bill code name against which the invoice item is invoiced. This field is blank for an invoice header or rounding line. | 50 | Variable Character |
Bill Rate | The monetary rate at which the invoice item is invoiced. This field is blank for an invoice header or rounding line. | — | Numeric |
Bill Quantity | The quantity invoiced for the invoice item. This field is blank for an invoice header or rounding line. | — | Numeric |
Bill Amount | The monetary amount billed for the invoice item. This field is blank for an invoice header or rounding line. | — | Numeric |
GST Amount | The GST amount applied to the invoice item. This field is blank for an invoice header or rounding line. | — | Numeric |
Job Order Number | The job order number linked to the transaction line. This field is blank for an invoice header or rounding line. | 9 | Integer |
Purchase Order Number | The purchase order number linked to the transaction line. This field is blank when the line is not linked to a purchase order, or when it is an invoice header or rounding line. | 50 | Integer |
Staff Name | The name of the staff member recorded as the job owner on the linked job order. The name is exported using the format | 50 | Variable Character |
Payee Number | The ID that uniquely identifies the payee linked to the transaction line. This field is blank when the line is not linked to a purchase order, or when it is an invoice header or rounding line. | 9 | Integer |
Payee Name | The name of the payee linked to the transaction line. The name is exported using the format | 50 | Variable Character |
Review the General Ledger Account Fields
Use the following fields to identify the general ledger account segments configured for each transaction line.
For a rounding line, the applicable segment contains the corresponding rounding line export code.
Segments two to eight are blank when the segment is not defined or no value exists for the item type.
Field Name | Description | Field Length | Field Type |
GL Account Segment 1 | The account segment value configured for account segment one in Finance Integration Maintenance. For a rounding line, this contains the corresponding rounding line export code. | 50 | Variable Character |
GL Account Segment 2 | The account segment value configured for account segment two in Finance Integration Maintenance. For a rounding line, this contains the corresponding rounding line export code. | 50 | Variable Character |
GL Account Segment 3 | The account segment value configured for account segment three in Finance Integration Maintenance. For a rounding line, this contains the corresponding rounding line export code. | 50 | Variable Character |
GL Account Segment 4 | The account segment value configured for account segment four in Finance Integration Maintenance. For a rounding line, this contains the corresponding rounding line export code. | 50 | Variable Character |
GL Account Segment 5 | The account segment value configured for account segment five in Finance Integration Maintenance. For a rounding line, this contains the corresponding rounding line export code. | 50 | Variable Character |
GL Account Segment 6 | The account segment value configured for account segment six in Finance Integration Maintenance. For a rounding line, this contains the corresponding rounding line export code. | 50 | Variable Character |
GL Account Segment 7 | The account segment value configured for account segment seven in Finance Integration Maintenance. For a rounding line, this contains the corresponding rounding line export code. | 50 | Variable Character |
GL Account Segment 8 | The account segment value configured for account segment eight in Finance Integration Maintenance. For a rounding line, this contains the corresponding rounding line export code. | 50 | Variable Character |
Review the Finance Account Fields
Use the following fields to identify the profit and loss, accounts receivable, income, taxation, and rounding accounts used by the transaction line.
Field Name | Description | Field Length | Field Type |
Item PL Account | The profit and loss account defined for the bill code used by the invoice item. Go to Rates and Rules, then Maintenance, then Bill Code, then Bill Code Maintenance, then Bill Code Entry, and review P/L Export Account. This field is blank when the transaction line is not linked to a purchase order or when it is a rounding line. | 50 | Variable Character |
AR Account | The billing company accounts receivable account linked to the transaction line. Go to Billing, then Maintenance, then Billing Company, then Billing Company Entry, then Invoice Type Account Groups, and review Accounts Receivable. This field is blank when the transaction line is not linked to a purchase order or when it is a rounding line. | 50 | Variable Character |
Income Account | The billing company income account linked to the transaction line. Go to Billing, then Maintenance, then Billing Company, then Billing Company Entry, then Invoice Type Account Groups, and review Income Account. For a rounding line, this field contains the account specified in Rounding Account under Finance Integration, then Maintenance, then General. | 50 | Variable Character |
Tax Account | The billing company taxation account linked to the transaction line. Go to Billing, then Maintenance, then Billing Company, then Billing Company Entry, then Invoice Type Account Groups, and review Taxation Account. For a rounding line, this field contains the account specified in Rounding Account under Portal, then Finance Integration, then Maintenance, then General Settings. | 50 | Variable Character |