EDI INVOICE FILE LAYOUT
Structure of File
MESSAGE
IDENTIFIER
Repeating as Follows:
HEADER
IPC
One message only, at the start of the
file.
WHO
FILE
DETAILS
HOUSE
One message for each house.
INVOICE REFERENCE
PAYMENT
Repeatable
ORDER REFERENCE
Repeat for each order in multiple order
invoices.
INVOICE LINE
Repeat for each item.
SUB TRAILER
Repeat for each VAT rate for this
house.
VAT TRAILER
VAT RATE SUMMARTY
Repeat for each VAT rate in file.
TRAILER
FILE TRAILER
One message only, at the end of the
file.
INVOICES.LY1.DRP.28 July 2017
File Layout
IDENTIFIER
DATA ITEM
Specification
IPC
Supplier ANA Number
M
N(13)
Supplier Name
C
X(40)
Supplier Address
C
X(35) * 5
Supplier VAT Registered Number
C
N(9)
Wholesaler ANA Number
M
N(13)
Wholesaler Name
C
X(40)
Wholesaler Address
C
X(35) * 5
Wholesaler VAT Registered Number
C
N(9)
Generation Number
M
N(4)
This number is
sequential per
trading partner.
Version Number
M
N(4)
Starts at 1 and
increments by 1 for
each new version for
this generation
number.
Creation Date
M
N(6)
Date file is
created. YYMMDD
Wholesaler House ANA Location Code
M
N(13)
Wholesaler House
C
X(40)
Wholesaler House Address
C
X(35) * 5
Invoice Number
M
X(17)
Date of Invoice
M
N(6)
Tax-Point Date
M
N(6)
PAYMENT
Payment Date
C
N(6)
ORDER
REFERENCE
IPC Order Number
C
X(17)
Wholesaler Order Number
C
X(17)
Date of Despatch
M
N(6)
(1)
EAN-13
M
N(13)
(2)
Internal Magazine Code
M
X(5)
(3)
Issue
M
N(3)
(4)
Year
M
N(2)
(5)
Cover Date
M
X(10)
(6)
Official On-sale Date
M
N(6)
WHO
FILE
HOUSE
INVOICE
REFERENCE
INVOICE LINE
INVOICES.LY1.DRP.28 July 2017
Notes
4 Lines of Address
and 1 Line for the
Post Code.
4 Lines of Address
and 1 Line for the
Post Code.
4 Lines of Address
and 1 Line for the
Post Code.
Currently these
dates are the same.
Currently the first
of the month that is
to be invoiced.
IDENTIFIER
SUB TRAILER
VAT TRAILER
FILE TRAILER
DATA ITEM
Specification
Notes
(7)
Unit of Ordering
M
N(4)
Always set to 1
currently.
(8)
Quantity Invoiced
M
N(5)
(9)
Unit Cost Price Excluding
VAT
M
N(5).N(4)
(15) ((15)*(17)/100)
(10)
Extended Line Cost Excluding
VAT
M
N(7).N(4)
(8) * (9)
(11)
VAT Rate Category Code
M
X(1)
(12)
VAT Rate Percentage
M
N(3).N(3)
(13)
Mixed Rate VAT Rate Product
Indicator
C
N(1)
(14)
Full Title
C
X(40) * 2
(15)
Cover Price
C
N(5).N(3)
(16)
Discount Value
C
N(5).N(4)
(17)
Discount Percentage
C
N(3).N(3)
VAT Rate Category Code
M
X(1)
VAT RATE Percentage
M
N(3).N(3)
Number of Invoice Line Detail Lines
M
N(4)
Line Sub-Total Amount(excluding
VAT)
M
N(8).N(2)
Total of Extended
Line Cost values for
VAT code.
Surcharge Amount
M
N(8).N(2)
Currently not used.
Sub-Total Subsidy
M
N(8).N(2)
Currently set to
zero.
Extened Sub-Total
M
N(8).N(2)
Settlement Discount Amount
M
N(8).N(2)
Exteneded Sub-Total Amount
(including settlement discount)
M
N(8).N(2)
VAT Amount Payable
M
N(8).N(2)
Payable Sub-Total Amount (excluding
settlement discount)
M
N(8).N(2)
Payable Sub-Total Amount (including
settlement discount)
M
N(8).N(2)
VAT Rate Category Code
M
X(1)
VAT Rate Percentage
M
N(3).N(3)
File Sub-Total Amount (excluding
settlement discount)
M
N(8).N(2)
File Sub-Total Amount (including
settlement discount)
M
N(8).N(2)
File VAT sub-total
M
N(8).N(2)
File Sub-Total Payable (excluding
settlement discount)
M
N(8).N(2)
File Sub-Total Payable (including
settlement discount)
M
N(8).N(2)
File Total Amount (excluding VAT
M
N(10).N(2)
INVOICES.LY1.DRP.28 July 2017
(15)*(17)/100*(8)
Currently set to
zero.
IDENTIFIER
DATA ITEM
Specification
Notes
and settlement discount)
File Total Amount (excluding VAT,
including settlement discount)
M
N(10).N(2)
File Total VAT Amount
M
N(10).N(2)
File Total Payable (excluding
settlement discount)
M
N(10).N(2)
File Total Payable (including
settlement discount)
M
N(10).N(2)
File Total Number of Invoice/Credit
Messages
M
N(10)
The above table details the data that will be required to create an edi
invoice file.
IDENTIFIER
is a text field that should appear in the ascii file
so that the data can be identified by the edi
processor.
DATA ITEM
the actual item of data required.
SPECIFICATION
details whether the data item is (M)andatory or
(C)onditional, the data type numeric (N) or
alphanumeric (X) and the fixed length of the data.
NOTES
are a guide of how the current edi issue file is
created.
The data file has to have fixed length records, data items should be
delimited by "+" for clarity.
All data items will be a fixed format and
length, if data is missing the item should be padded with spaces or zeroes.
Numeric data should be right-aligned with leading zeroes.
Alphanumeric
data should be left-aligned with trailing spaces used to pad the data to its
maximum length.
All data available should be supplied whether or not the
data specification is Mandatory or Conditional.
EXAMPLE :
WHO+5013546002402+THOMAS SWIFT & CO. LTD
+CHESTER
+
+000000000
HOUSE+5013546002402+CHESTER
+
+
+
INVOICE REFERENCE+362851
+930131+930131
PAYMENT+930331
ORDER REFERENCE+
+
+930101
INVOICE
LINE+9770955946036+8776
+930108+0001+00090+00068.2500+614300.0000+Z+000.000+0+OUR
+
+00105.000+33075.0000+035.000
.
.
.
INVOICES.LY1.DRP.28 July 2017
+171 BOUGHTON
+
+
+
+
+001+93+08/01/93
DOGS