Creating and sending electronic invoices

  1. Select Create Billing Processes > Invoice And Register Print.
  2. In the Print EDI Invoice field, select No.
  3. Translate the flat file to EDI format using the ANSI X12 standard.
  4. Send the flat file to the customer. You must have previously defined the customer's EDI number in Customer .
    These tables show the fields layout for the flat file:
    Table 1. Record Type 0
    Position Field Field Type and Length Description
    1 Record Type Numeric 1 Record type = 0
    2-16 EDI Number Alpha Numeric 15 Electronic Data Interface number
    17-21 Invoice Prefix Alpha Numeric 5 Prefix assigned from either the company or process level depending on the invoice level option chosen
    22-29 Invoice Number Numeric 8 Invoice number
    30-37 Invoice Date Numeric 8 Invoice date
    38-45 Invoice Due Date Numeric 8 Invoice Due date
    46-53 Order Number Numeric 8 Order number assigned to this invoice
    62-83 Customer Purchase Order Alpha Numeric 22 Customer purchase order number associated with this order
    84-88 Currency Alpha Numeric 5 Currency in which invoice is entered
    89-92 Ship To Numeric 4 Ship-to customer number
    93-122 Ship To Name Alpha Numeric 30 Ship-to customer name
    123-152 Ship To Address 1 Alpha Numeric 30 Line 1 of ship-to address
    153-182 Ship To Address 2 Alpha Numeric 30 Line 2 of ship-to address
    183-212 Ship To Address 3 Alpha Numeric 30 Line 3 of ship-to address
    213-242 Ship To Address 4 Alpha Numeric 30 Line 4 of ship-to address
    243-260 Ship To City Alpha Numeric 18 City of ship-to address
    261-262 Ship To State Alpha Numeric 2 State of ship-to address
    263-272 Ship To Zip Code Alpha Numeric 10 Zip code of the ship-to address
    273-302 Ship To Country Alpha Numeric 30 Country of ship-to address
    303-311 Bill To Numeric 9 Bill-to customer number
    312-341 Bill To Name Alpha Numeric 30 Bill-to customer name
    342-371 Bill To Address 1 Alpha Numeric 30 Line 1 of bill-to address
    372-401 Bill To Address 2 Alpha Numeric 30 Line 2 of bill-to address
    402-431 Bill To Address 3 Alpha Numeric 30 Line 3 of bill-to address
    432-461 Bill To Address 4 Alpha Numeric 30 Line 4 of bill-to address
    462-479 Bill To City Alpha Numeric 18 City of bill-to address
    480-481 Bill To State Alpha Numeric 2 State of bill-to address
    482-491 Bill To Zip Alpha Numeric 10 Zip code of the bill-to address
    492-521 Bill To Country Alpha Numeric 30 Country of bill-to address
    522-530 Carrier Alpha Numeric 9 Carrier vendor number
    531-550 Freight Terms Alpha Numeric 20 Description of freight code that prints on invoices where freight is assessed
    551-568 Freight Charges Decimal 19.3 Total amount of freight charged on this invoice in company base currency
    569-572 Salesman Numeric 4 Number of primary sales representative responsible for this order or invoice
    573-577 Terms Code Alpha Numeric 5 Payment terms code used to determine the invoice due date and any payment discounts
    578-587 Reference Alpha Numeric 10 Reference information associated with the order
    588-597 User Defined Field 1 Alpha Numeric 10 First user-defined field on invoice
    598-612 User Defined Field 2 Alpha Numeric 15 Second user-defined field on invoice
    613-620 User Defined Field Date 3 Numeric 8 Third user-defined date on invoice
    621-629 User Defined Field 4 Numeric 9 Fourth user-defined field on invoice
    630-647 User Defined Field 5 Decimal 19.3 Fifth user-defined field on invoice
    648-649 Company VAT Registration Country Alpha Numeric 2 Tax Entity VAT country
    650-661 Company VAT Registration Number Alpha Numeric 12 Tax Entity VAT number
    662-663 Customer VAT Registration Country Alpha Numeric 2 Customer VAT country
    664-674 Customer VAT Registration Number Alpha Numeric 12 Customer VAT number
    675-1028 Filler White space
    Table 2. Record Type 1
    Position Field Name Field and Type and Length Descroption
    1 Record Type Numeric 1 Record type = 1
    2-6 Invoice Prefix Alpha Numeric 5 Prefix assigned to invoice number
    7-14 Invoice Number Numeric 8 Invoice number
    15-22 Order Number Numeric 8 Order number associated with invoice
    23-28 Line Number Numeric 6 Number of the line of the invoice
    29-60 Item Alpha Numeric 32 Item number
    61-90 Item Description Alpha Numeric 30 Line Item's Description
    91-120 Item Description 2 Alpha Numeric 30 Additional description of item
    121-152 Customer Item Alpha Numeric 32 Customer item number
    153-170 Entered Price Decimal 21.8 Unit price in the currency of the order or invoice
    171 No Charge Flag Alpha Numeric 1 Indicates if line Item is chargeable or not
    172-175 Selling Price Unit of Measure Alpha Numeric 4 Pricing unit of measure for this line
    176-188 Order Quantity Decimal 13.4 Order quantity of line item
    189-192 Sell Unit of Measure Alpha Numeric 4 Selling unit of measure for item
    193-205 Backordered Quantity Decimal 13.4 Backordered quantity
    206-223 Discount Amount Decimal 19.3 Discounts associated with the item
    224-241 Net Amount Decimal 19.3 Line amount in invoice currency after discounts have been removed
    242-257 Customer Ship To EDI Alpha Numeric 16 Ship-to EDI number
    258-287 Ship To Name Alpha Numeric 30 Ship-to customer name
    288-317 Ship To Address 1 Alpha Numeric 30 Line 1 of ship-to address
    318-347 Ship To Address 2 Alpha Numeric 30 Line 2 of ship-to address
    348-377 Ship To Address 3 Alpha Numeric 30 Line 3 of ship-to address
    378-407 Ship To Address 4 Alpha Numeric 30 Line 4 of ship-to address
    408-425 Ship To City Alpha Numeric 18 City of ship-to address
    426-427 Ship To State Alpha Numeric 2 State of ship-to address
    428-437 Ship To Zip Code Alpha Numeric 10 Zip code of the ship-to address
    438-467 Ship To Country Alpha Numeric 30 Country of ship-to address
    515-527 Invoice Catch Weight Quantity Decimal 13.4 Catch weight quantity in the secondary unit of measure
    528-1028 Filler White space
    Table 3. Record Type 2
    Position Field Name Field and Type and Length Descroption
    1 Record Type Numeric 1 Record type = 2.
    2-6 Invoice Prefix Alpha Numeric 5 Prefix assigned to invoice number
    7-14 Invoice Number Numeric 8 Invoice number
    15-22 Order Number Numeric 8 Order number associated with the invoice
    23-28 Line Number Numeric 6 Number of the line to which this add on charge is added
    29-44 Miscellaneous Code Alpha Numeric 16 Add-on charge
    45-73 Miscellaneous Description Alpha Numeric 30 Description of add-on charge
    74-92 Charge Amount Decimal 19.3 Charge amount in invoice currency
    93-1028 Filler White space
    Table 4. Record Type 3
    Position Field Name Field Type and Length Description
    1 Record Type Numeric 1 Record type = 4
    2-6 Invoice Prefix Alpha Numeric 5 Invoice prefix assigned from either the company or process level, depending on the invoice-level option chosen
    7-14 Invoice Number Numeric 8 Invoice number assigned by the application
    15-20 Line Number Numeric 6 Line number on invoice to which the comment is attached
    21-26 Sequence Number Numeric 6 Sequence number of comments
    27-63 Comment Alpha Numeric 40 Comment associated with this invoice
    64-1028 Filler White space
    Table 5. Record Type 4
    Position Field Name Field Type and Length Description
    1 Record Type Numeric 1 Record type = 3
    2-11 Tax Code Alpha Numeric 10 Tax code of the Invoice
    12-29 Tax Amount Decimal 19.3 Taxable amount of any taxable record like line or add on charge or freight or all of them if exists on an invoice
    30-1028 Filler White space
    Table 6. Record Type 5
    Position Field Name Field Type and Length Description
    1 Record Type Numeric 1 Record type = 5
    2-19 Gross Amount Decimal 19.3 Gross amount of the invoice
    20-37 Discount Amount Decimal 19.3 Discount amount of the invoice
    38-55 Net Amount Decimal 19.3 Net amount of the invoice
    56-73 Tax Amount Decimal 19.3 Tax amount of the invoice
    74-1028 Filler White space to fill up the rest of the line