Hi, This query is regarding the ‘Delivery Note Reference’ and ‘Delivery Note Date’ field values sent in the Invoice detail line in the Invoice file to Trade simple.

This query is regarding the ‘Delivery Note Reference’ and ‘Delivery Note Date’ field values sent in the Invoice detail line in the Invoice file to Trade simple via EDI.

As per my knowledge, these are mandatory values to be sent in invoice details.

Are any validations applied to these fields in your system?

Hi @Mansi Khetrapal​ 

Thank you for your question. You are correct both the ‘Delivery Note Reference’ and ‘Delivery Note Date’ are mandatory fields in the EDI invoice file.

- The ‘Delivery Note Reference’ field has a maximum limit of 16 characters. We would suggest to only use alphanumeric characters where possible (you can also use a hyphen in the reference if needed) but would advise to avoid using any special characters in case this causes problems while the file processes internally in Trade Simple

- The ‘Delivery Note Date’ needs to be in the format YYYYMMDD

Attached is a Trade Simple CSV upload specification, the part specifically for EDI invoices starts on page 15.

If you require any further assistance, please do not hesitate to reply to this post

Thanks,

Omar

Hi Omar,

Thanks a lot for your valuable response.

Apart from the validations mentioned seems there are no other validations checked in your system for these fields?

​Do your system compare the value in Delivery Note reference and Delivery Note Date with any other field in any other document as PO confirmation or PO acknowledgement or any other document in that  particular thread.

Regards,

Mansi

Hi {@005D000000AKBpQIAX}​ 

You are very welcome. There are no further validations for these fields, as long as the field values follow the requirements detailed in my previous post this will be fine.

The Delivery Note reference in the Invoice file is used by some of our customers for the process of the Invoice matching to the Goods Received Note, if the Delivery Note reference is different in the Invoice and Goods Received Note (for the customers who use this setting) then the Invoice will not match to the Goods Received Note automatically and will require user intervention from the customer's side. Our other customers use the PO reference to match between the Invoice and Goods Received Note and the same logic also applies if the PO reference differs in both documents.

The Delivery Note date is not used in any comparisons as such but if this is over 180 days different to any of the other documents in the thread then the Delivery Note will not thread to these other documents.

The best practice is for the Delivery Note reference and PO reference in the Invoice file to match with these corresponding fields in the other documents in the thread to ensure clean invoice matching and threading of documents.

Thanks,

Omar

Thanks Omar for your Inputs.​

Hi @Mansi Khetrapal​ 

You are most welcome, please find attached an updated CSV spec

Thanks,

Omar