Bgate
Invoice Export File Structure
V 0.1.6
The export file should include the following information in each invoice file or line:
Field Name
Example
Requirement
Notes
Document Type
"Invoice"
Mandatory
Whether line item is an
invoice or credit note
Invoice Number
833245
Mandatory
The Invoice Number
Invoice Date
13/04/2014
Mandatory
The Invoice Date
Delivery Date
13/04/2014
*Optional
The Delivery Date
Purchase Order
Number
A82535
*Optional
A Purchase Order Number or
Character String
Customer
Account Code
"LTD005"
Mandatory
Supplier’s Customer Code
Customer
Account Name
"Limited
Inc"
Mandatory
Supplier’s Customer Name
Customer
Address
"1 Grafton
Street"
*Optional
You can add multiple fields
to handle address_line_1,
town, city etc.
Item Code
"TOM002"
Mandatory
Supplier’s Item/Product
Code
Item
Description
"Vine
Tomatoes"
Mandatory
Supplier’s Item/Product
Description
Selling Unit
"kg"
*Optional
How the item is
sold/packaged
Quantity
10
Mandatory
Quantity of items
Unit Selling
Price
3.99
Mandatory
Selling price of each item
Service Charge
0
*Optional
Any Service Charge
Discount
0
*Optional
Any Discount
VAT Code
0
*Optional
Supplier’s VAT Code
VAT Percentage
23%
Mandatory
VAT Percentage
VAT Amount
0
*Optional
VAT Amount
Invoice Line
Total
39.99
Mandatory
Total of line on invoice
Invoice Total
239.99
Mandatory
Gross Total of invoice
Bgate
Important Notes
Mandatory Fields
Must be on the invoice.
Optional Fields
* The optional fields may be omitted if you are exporting invoices only, but may be necessary or
useful if ordering from your suppliers using the Bgate system.
We prefer that you enter the maximum amount of information as this WILL REDUCE WORK
on your part and on our part in keeping records up to date and accurate.
Discounts
In the case of discount amounts, ONLY please apply per line as an amount.
About Document Types
You MUST show somehow whether the document is an invoice or credit note.
We must also consider that different companies do refunds and credit notes differently.
Please tell us if you send separate documents for invoices and credit notes or simply use a
negative figure on the same document.
Individual and Batch Invoices
Are both handled by Bgate. You should advise us on which way you want to go so we can
correctly automate invoice import.
Any Doubts?
Just contact Bgate and we are pleased to go through any questions you may have about how exactly
the sample file should be produced.
Thanks a million,
The Bgate Team
www.bgate.com