Invoice Definition Form

The Invoice Definitions page allows you to define details for an Invoice Definition that the user references when invoices are uploaded into the Trade Services system. In order to work with Invoice upload definitions, you must have security rights to maintain the reference data.

This page contains the following sections:

General
Invoice Summary Data Definition
Invoice Line Item Detail Data Definition

General

The General section of the Invoice Definition page allows you to define the name, description, and data format for an Invoice Definition. All fields in this section are required.

Field/Control	Description
Definition Name	The name of the Invoice definition. This field can contain up to 35 characters and is a required field.
Description	A description of the Invoice definition. This field can contain up to 65 characters and is a required field.
Date Format	This field contains a list of the different date formats that will be supported for upload in the invoice upload file. This is a required field. The formats are: M/D/YY, M/D/YYYY, MM/DD/YY, MM/DD/YYYY, MM-DD-YY, M-D-YY, M-D-YYYY, MM-DD-YYYY, YY/MM/DD, YYYY/MM/DD, YY-MM-DD, YYYY-MM-DD, DD/MM/YY, DD/MM/YYYY, DD-MM-YY, DD-MM-YYYY.
Data Format	The user selects the format to be used for the file that will be uploaded using this file definition. The options are: tab, comma, semi-colon and pipe delimiters. This is a required field.
Payment Instruction Type	Provides an option for the user to either define the standard/existing payment instruction or new ISO payment instruction in the invoice definition. System will default to 'Standard' option while setting up a new invoice definition. Standard: This will load the existing payment instruction data fields, there are no changes to the fields and functionality around it. ISO20022 Compliant: Selecting this option will display all ISO20022 complaint payment instruction fields.

Invoice Summary Data Definition

In this section, you specify the fields and the order of the fields that must be present in the invoice data file.

General Invoice Summary Data Fields

Click on the checkbox to indicate the corresponding field is a required field in the invoice data file. If the field is not displayed with a checkbox, it is required by the system.

Field/Control	Description
Invoice ID	This is a 35 character field that will be used to identify the Invoice It is required by the system.
Issue Date	This is a 10-character date field. It is required by the system.
Due Date	This is a 10 character date field. It is required by the system.
Buyer ID	This is a 30 character field. This is the Buyer ID or Buyer ID Alias as established in the Trading Partner rule. One of Buyer ID or Buyer Name is required by the system.
Debtor ID	This is a 30 character field. This is the Debtor ID or Debtor ID Alias as established in the Trading Partner rule. One of Debtor ID or Debtor Name is required by the system.
Buyer Name	This is a 35 character field. This is the Buyer Name or Buyer Name Alias as established in the Trading Partner rule. One of Buyer ID or Buyer Name is required by the system.
Debtor Name	This is a 35 character field. This is the Debtor Name or Debtor Name Alias as established in the Trading Partner rule. One of Debtor ID or Debtor Name is required by the system.
Currency	This is the 3 character ISO currency code and is a required field.
Amount	This is the amount of the invoice. There may or may not be a decimal place. If the amount is a negative amount, the system will assume that the invoice is representing a Credit Note. This field is required by the system. When ASP level setting "Enable enhanced Receivables Invoice processing requiring a specific Funding Date for invoice upload and processing" is Yes ,and Client bank Level under Customer Profile "Modified Receivables Utilized" Is yes.then field name will be read as "Invoice Amount to Finance" for modified receivable finance and this field is required by the system.
Invoice Original Amount	This is the Invoice Original amount of the invoice. There may or may not be a decimal place This Field will require when ASP level setting"Enable enhanced Receivables Invoice processing requiring a specific Funding Date for invoice upload and processing" is Yes , and Client bank Level under Customer Profile "Modified Receivables Utilized" Is yes for modified receivable finance. this field is required by the system
Funding Date	This is a 10 character date field only available for Receivables Management Type. The setting "Funding Date Required for Receivables Financing" at client bank level determines whether the field is mandatory or not. If setting is Yes then field is required else an optional field. When ASP level setting "Enable enhanced Receivables Invoice processing requiring a specific Funding Date for invoice upload and processing" is Yes , and Client bank Level under Customer Profile "Modified Receivables Utilized" Is yes. for modified receivable finance this field is required by the system.
Linked to Instrument Type	This is a 3 character field representing the code value for the instrument to which the invoices should ultimately be associated: REC (Receivables), PAY (Payables), ATP (Approval to Pay), and LNR (Loan request).
Goods Description	This is a 70-character field outlining a description of the goods covered under the invoice.
Incoterm	This is a 3 character field representing the Incoterm associated with an underlying shipment. These values must be validated again ISO standard codes.
Country of Loading	This is a 35 character field naming the Country of Loading for the goods that the invoice is covering. If the Country of Loading is selected, then the Country of Discharge must also be selected.
Country of Discharge	This is a 35 character field naming the Country of Discharge for the goods that the invoice is covering. If the Country of Discharge is selected, then the Country of Loading must also be selected.
Vessel	This is a 35 character naming the vessel shipping the goods that the invoice is covering. Both vessel and carrier can be present.
Carrier	This is a 35 character field naming the carrier for the goods that the invoice is covering. Both vessel and carrier can be present.
Actual Shipment Date	This is a 10 character date field. The valid date format can be selected from the dropdown list.
Payment Date	This is a 10 character date field. The valid date format can be selected from the dropdown list.
Purchase Order ID	This is a 35 character field representing the Purchase Order Id against which the invoice is shipping.
End to End ID	This field will only be available when a user selects an Invoice File Type of Payables Management. A credit note is most likely linked to a group or package of invoices which are intrinsically grouped together based upon the E2E Id that is common to all of them.
User Defined Fields (Buyer and Seller)	These user-defined fields can also be included in the uploaded file. For each one that will be included in the file upload, a label must be defined and you must identify if it will be required or not. If “Required” is selected, the field must be present in the upload file. There are 10 buyer user defined fields and 10 seller user defined fields.
Add 4 More	This button allows the user to add four additional rows to the Buyer or Seller User Defined Fields table. Two rows are displayed by default.
Receivables Credit Note Data Fields	Discount Code - It is a 2 character field that captures the Discount Code Discount GL Code - It is a 17 character field that captures the Discount GL Code Discount Comments - It is a 100 character field that captures the comments associated with the discount.

Invoice Summary Data Order

This table allows the user to change the default order of the fields required by the user.

Invoice Goods Data Order

This table allows the user to change the default order of the fields marked as required by the user.

Receivables Credit Note Data Order

This table allows the user to change the default order of the fields marked as required by the user.

Invoice Line Item Detail Data Definition

This section allows the user to specify whether or not line item details are required. If they are not required, the corresponding tables remain hidden from the user. Once the user specifies that line item details are required, the tables described below are rendered visible.

System Defined Fields

Line Item Number	This is a 70 character field that captures the line item ID at the line item details level.
Unit Price	This is an amount field that captures the individual unit price of the item being shipped under the invoice.
Unit of Measure Price	This is the unit of measure applicable to the price. It is a 35 character field.
Invoiced Quantity	This is a field that captures the invoiced quantity of the item being shipped under the invoice.
Invoice File Type	Selection of the invoice file type. Selections for file type include receivable
Unit of Measure Quantity	This is the unit of measure applicable to the quantity. It is a 35 character field.

Product Characteristics User Defined Fields

These fields are defined by the user. A label must be entered if the field is marked as required. By specifying a field as required, the uploaded invoice file must contain both the 140 A/N character “Label” and also the actual 140 A/N character Type field content.

Payment Instructions Data Fields

Payment Method	This is a 4 character field that captures the Payment Method.
Beneficiary Account Number	This is 34 character field that captures the Beneficiary Account Number.
Beneficiary Address 1, 2, 3	It is a 35 character field that captures the Beneficiary Address.
Beneficiary Email Address	This is a field that captures the Beneficiary Email Address.
Beneficiary Country	It is a 2 character field that captures the Beneficiary Country.
Beneficiary Bank Name	It is a 120 character field that captures the Beneficiary Bank Name.
Beneficiary Bank/Branch Code	It is a 35 character field that captures the Beneficiary Bank/Branch Code.
Beneficiary Bank Sort Code	It is a 8 character field that captures the Beneficiary Bank Sort Code.
Beneficiary Bank/Branch Address 1, 2	It is a 35 character field that captures the Beneficiary Bank/Branch Address 1, 2.
Beneficiary Bank City	It is a 31 character field that captures the Beneficiary Bank City
Beneficiary Bank Province	It is a 8 character field that captures the Beneficiary Bank Province.
Beneficiary Bank/Branch Country	It is a 2 character field that captures the Beneficiary Bank/Branch Country.
Charges	It is a 3 character field that captures the Charges.
Central Bank Reporting 1, 2, 3	It is a 35 character field that captures the Central Bank Reporting.