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      1. INTERNAL - Bepoz Help Guides
      2. End-User | Stock Control
      3. Supplier Communications

      2 | Invoice File Formats

      This article covers an overview of the Generic Invoice File Formats for Bepoz. Invoices / Credit notes are written with a filename of XXXXYYYY.INV w here XXXX is the 4 character debtor code, and YYYY is the last 4 digits of the invoice or credit note number. Bepoz Generic Invoice File Format General The Invoice is a comma delimited ASCII “flat” file in the form: Line descriptor, parameter 1, parameter 2, parameter 3, etc.

      This article covers an overview of the Generic Invoice File Formats for Bepoz.

      Invoices / Credit notes are written with a filename of XXXXYYYY.INV where XXXX is the 4 character debtor code, and YYYY is the last 4 digits of the invoice or credit note number.

      Bepoz Generic Invoice File Format
      General
      • The Invoice is a comma delimited ASCII “flat” file in the form: Line descriptor, parameter 1, parameter 2, parameter 3, etc.
      • The line descriptors are capitalized keywords, which indicate the type of data in that line
        • Each line must begin with a line descriptor
        • Each line is terminated by a carriage return
      • A valid invoice must have a Header Line and an Invoice Total Line
      • Other line types may or may not be present, and obviously, there will normally be several of some types of lines
      • Credit notes use the same format but with all transaction amounts negative

      Line Types

      The possible types of lines are as follows:

      1. Header Line

      Field

      Comment

      HEADER

      KEYWORD
      Customer Number
      • Supplier Member Number: 4 digits
      Invoice Date
      • Date of Invoice dd/mm/yy  (/ characters included)
      Invoice Number
      • Unique number for this Invoice: 6 digits Corresponds to paper version of the invoice
      Order Number
      • Member's order reference (6 digits or blank if none)
      Supplier Number
      • This number will point to the supplier number within bepoz (configurable on site)

      2. Item Line Details

      Field

      Comment

      ITEM

      KEYWORD
      Supplier product code
      • 7 digit max. Identifies the product
      Quantity supplied in cases
      • 5 digits max (eg, 10) (negative for a Credit Note)
      Quantity supplied in units
      • 5 digits max (eg, 3) (negative for a Credit Note)
      Price per case
      • 6 digits plus decimal Price per case, excl GST and incl WET $$..$.cc
      “CTN/” & Units per case
      • Keyword followed by case contents (e.g., CTN/12)
      Transaction Amount
      • Amount, excluding GST and freight, but including WET $$..$.cc
      Wet Tax Rate 
      • Percentage WET (may be blank) xx.xx%
      Example Unit Retail Price
      • Retail including GST per retail unit
      Transaction Freight Amount
      • Freight component of transaction $$..$.cc
      Item description (optional)
      • 30 characters maximum
      Transaction GST Amount
      • Rounded GST amount of transaction (amount excluding freight, GST) $$..$.cc
      APN Retail unit 
      • 15 characters maximum; Australian Product Number for retail unit (may be blank)
      APN Multi pack
      • 15 characters maximum; Australian Product Number for multi pack (may be blank)
      APN Outer case
      • 15 characters maximum; Australian Product Number for outer case (may be blank)
      Retail Size
      • 7 characters maximum (eg. 20LTR; 750ML; CTN200 )
      Litres in Retail Size
      • To three decimal places xxx.xxx (eg.  20.000; .750; 0 )
      Book Price per Case 
      • Price in last Price Book for Buying Group ($$...$.cc)

       

       

      3. Freight Collected for Carrier Line

      Field

      Comment
      FREIGHT   

      KEYWORD 
      Freight Amount
      • Invoice freight amount, excluding GST $$..$.cc
      Freight GST Amount
      • Rounded GST amount for Freight $$..$.cc

       

       

      4. Wine Equalisation Tax Line

       

      Field

      Comment
      WET

      KEYWORD
      Tax Amount
      • Total WET amount for the Invoice $$..$.cc

       

       

      5. Literage Category Lines

      Field

      Comment
      LC

      KEYWORD
      Category Keyword
      • WINE, SPIRITS, BEER, L/A BEER, N/GST, SUNDRIES
      Litres
      • Total litres of product in category xxx.xxx
      Amount
      • Total dollar amount for category including WET, excluding GST $$..$.cc
      • If no product is invoiced in a particular category, that Literage Category Line is omitted

      6 GST Line

      Field

      Comment
      GST

      KEYWORD
      GST Amount
      • Total GST amount for the Invoice $$..$.cc Includes GST on Freight
      • Because of rounding, GST tran amounts do NOT exactly add to this figure

       

      7 Finance Line

      Field

      Comment
      FINANCE

      KEYWORD
      Finance Fee Amount
      • Total finance amount for the Invoice $$..$.cc
      Included or Excluded
      • Key word indicating if Finance Fee is included in Invoice Total for the invoice
      • Finance charges are not subject to GST

      8 Invoice Total Line

      Field

      Comment

      INVOICE TOTAL

      KEYWORD

      Total Amount
      • Total GST amount for the Invoice $$..$.cc

      DUE DATE
      • Keyword
      Due Date
      • Payment is on this date ddmmyy

      Bepoz_Generic_Invoice_Sample.INV

      HEADER,,16/12/2015,68552,,4700

      ITEM,390122001,1,0,47.76,CTN/12,113.55,,,,Coke 390ml,1.99,,,,,,

      ITEM,600122001,1,0,54.96,CTN/12,51.00,,,,Coke 600ml,2.29,,,,,,

      ITEM,390122002,1,0,47.76,CTN/12,1.40,,,,Coke Zero 390ml,1.99,,,,,,

      ITEM,600122002,1,0,54.96,CTN/12,27.00,,,,Coke Zero 600ml,2.29,,,,,,

      FREIGHT,0.00,0.00

      WET,0.00

      GST,0.00

      FINANCE,0.00,INCLUDED

      INVOICE TOTAL,205.44,DUE DATE,19/12/2015

      HEADER,,16/12/2015,68553,,4900

      ITEM,BIA3STRIPS,2,0,227.10,CTN/100,113.55,,,,3 Chicken Crispies,1.34,,,,,,

      ITEM,BIA01BACON,2,0,102.00,CTN/300,51.00,,,,Bacon,0.17,,,,,,

      ITEM,12300311,2,0,2.80,CTN/100,1.40,,,,Cheese,0.14,,,,,,

      ITEM,12300411,2,0,56.00,CTN/100,27.00,,,,Crispy Fillet,0.27,,,,,,

      ITEM,12300511,2,0,22.00,CTN/10,11.00,,,,Lettuce,1.10,,,,,,

      ITEM,12300611,2,0,184.00,CTN/10,92.00,,,,Mayonaise,9.20,,,,,,

      FREIGHT,0.00,0.00

      WET,0.00

      GST,0.00

      FINANCE,0.00,INCLUDED

      INVOICE TOTAL,591.90,DUE DATE,19/12/2015

       

      EXPORT FORMAT

      File Naming Convention

      Send Orders / Credit notes are written with a filename of:

      XXXX.ORD

      Where XXXX is the 4 digit of the P.O. ID

      The Orders are saved to a File\Location specified in the Supplier Comms configuration

      Example: ‘C:\Bepoz\Data\Alm1\Export’

      Line Types

      The possible types of lines are as follows:

       

      1 Header Line

       

      Field   

      Comment

      Example

      HEADER 

      Keyword

      HEADER

      Supplier Number

      Supplier Number

      7654321

      Invoice Date

      Date of Invoice dd/mm/yyyy

      25/05/2020

      Delivery Date

      Date of Delivery dd/mm/yyyy

      25/05/2020

      Invoice Number 

      Our Order Number generated by Bepoz

      4

      Rep Name

      Name of the Rep

      Amy

      Instructions

      Comment or Info

      Instructions

       

       

      ITEM,8888888,10,1,1.00,Case/12,"Product 1",1 Items

      2   Item Detail Lines

       

      Field   

      Comment

       Example

      ITEM  

      Keyword

      ITEM

      Supplier product code 

      7 digit max. Identifies the product

      8888888

      Quantity in cases 

      5 digits max (eg, 10) (negative for a Credit Note)

      10

      Quantity in units

      5 digits max (eg, 3) (negative for a Credit Note)

      1

      Cost / Price per unit 

      6 digits plus decimal Price per case, excl GST and incl WET $$..$.cc

      1.00

      “CASE/” & Units per case

      Keyword followed by case contents (eg,CTN/12)

      Case/12

      Product Name

      Name of the Product

      "Product 1",

      Base Size

      Base Size of the product (1 Item / 750ml)

      1 Items / 750 ml

      Tax

      Total GST

      12.10

      Invoice Total

      Inclusive Total

      133.10

      EXAMPLE:

      HEADER,7654321,25/05/2020,25/05/2020,4,Amy,Instructions

      ITEM,8888888,10,1,1.00,Case/12,"Product 1",1 Items

      tax,12.10

      INVOICE TOTAL,133.10