ikan Software ikan Cloud AP Input Data File Format Guide

Transcription

1 Introduction The ikan Cloud AP solution requires input data files from up to six sources. The number of input data files required depends on the ikan Cloud AP type. For ikan Cloud AP (Basic) the following input data files are required: 1. Business Units 2. Vendors For ikan Cloud AP (Advanced) the following input data files are required: 1. Business Units 2. Vendors 3. Purchase Orders 4. Purchase Order Items 5. Cost Centers (optional) Each input data file should be supplied as a comma delimited file with each new line representing a data row. All text values should be enclosed in quotes. No header row should be present, only data rows. Details of the required fields, their data types and the overall file structures can be found below.

2 Business Units Input Data File Business Unit ID Text (50 characters max) 1 Required. Must be unique. Identifies the Business Unit Name Text (50 characters max) 2 Optional. Name of the Business Unit ZIP Text (50 characters max) 3 Optional. Part of the Address Street Text (255 characters max) 4 Optional. Part of the Address City Text (255 characters max) 5 Optional. Part of the Address State Text (50 characters max) 6 Optional. Part of the Address Country Code Text (50 characters max) 7 Required. Used internally to distinguish Invoice Types Business Unit ID Name ZIP Street City State Country Code 001 ikan Software Capture Street Houston TX US 002 ikan Software Advanced Data FM2920 Spring TX US Capture Group 003 ikan Software Cloud Services Group North Santa Fe Avenue Oklahoma City OK US

3 Vendors Input Data File Vendor ID Text (50 characters max) 1 Required. Must be unique Business Unit ID Text (50 characters max) 2 Optional field. The identifier of the business unit of the company that received the invoice. This field is not used for detecting the vendor on an invoice image. Name Text (50 characters max) 8 Optional field. The Vendor Name ZIP Text (50 characters max) 9 Optional field. Part of the Address Street Text (255 characters max) 10 Optional field. Part of the Address City Text (255 characters max) 11 Optional field. Part of the Address State Text (50 characters max) 12 Optional field. Part of the Address Country Code Text (50 characters max) 13 Required. Used internally for Document matching Vendor ID Business Unit ID Name ZIP Street City State Country Code ABBYY Inc Hillview Court, Suite 300 Milpitas CA US Fujitsu Computer Components of E. Arques Avenue Sunnyvale CA US America, Inc IBM Corporation New Orchard Road Armonk NY US

4 Purchase Orders Input Data File PO Number Text (50 characters max) 1 Required. Must be unique. Used to Match PO Number on the image Net To Decimal (18.2) 2 Required. The amount of the order Vendor ID Text (50 characters max) 3 Optional. The ID of the Vendor. If the Vendor is matched, the Orders are filtered to that Vendor Business Unit ID Text (50 characters max) 4 Optional. The Identifier of a Business Unit. Used if a Vendor has multiple Business Units to match PO numbers and orders. PO Number Net To Vendor ID Business Unit ID

5 Purchase Order Items Input Data File PO Number Text (50 characters max) 1 Required. Must be unique Article Text (50 characters max) 2 Optional. Order Item Code Description Text (50 characters max) 3 Optional. Order Description Quantity Text (50 characters max) 4 Optional. Order Quantity Unit Price Decimal (18.2) 5 Optional. Order Item Price Discount Decimal (18.2) 6 Optional. Order Item Discount Tax Sum Decimal (18.2) 7 Optional. Order Item Tax Amount Total Price Net To Decimal (18.2) 8 Optional. Order Item Amount before Tax Total Price Brut To Decimal (18.2) 9 Optional. Order Item amount Item ID Text (50 characters max) 10 Optional. Purchase Order Line Item ID. Used to match Invoice Line Items to Purchase Order Line Items Business Unit ID Text (50 characters max) 11 Optional. The Identifier of a Business Unit. Used if a Vendor has multiple Business Units to match PO numbers and Business Units. PO Number Article Description Quantity Unit Price Discount Tax Sum Total Price Net To Total Price Brut To Item ID Business Unit ID Software Services % 5% Software License 300K 2 3, % 5% 6, , Software License 500K 2 5, % 5% 10, ,

6 GL Codes Input Data File GL Code Text (50 characters max) 1 Must be unique GL Code 0104W 0111E 3344S

7 Cost Centers Input Data File Cost Center Name Text (50 characters max) 1 The name of the cost center BU ID Text (50 characters max) 2 The Identifier of the Business Unit the Cost Center belongs too Cost Center Name BU ID Records-Houston-BobSmith 001 Land-Houston-JillBrown 002 Engineering-Dallas-FredJones 003