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Alan Gilchrist

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  • Billing Documents (Invoices / Credit Notes)

  • Accounts (Customers / Suppliers created or edited)

  • Journals (if you’re using stock movement posting for example)

  • Payments (for payments posted into VC via the API from your website / third party system)

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Billing

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Documents

Contains invoice/credit notes for Purchase Orders and Sales Orders.

Please see the example:

BillingCSV.csvOutput of the CSV

Field Names

Description

Populated From

 

 

Sales Records

Purchase Records

Freight Invoices

InvoiceOrCredit

Is the billing document record an invoice or credit

I or C

SaleOrPurchase

To identify if the record is a SO or PO

S

P

FinanceCode

The customer code or supplier code

SO Customer Code

PO Supplier Code

Shipper Code

VatCode

The Vision VAT code

SO VAT code

PO VAT code

Shipper VAT code

AddressLine1-4

The customer/supplier address

Customer maintenance

Supplier maintenance

Shipper maintenance

PostCode

The customer/supplier postcode

Customer maintenance

Supplier maintenance

Shipper maintenance

CountryCode

The customer/supplier country

Customer maintenance

Supplier maintenance

Shipper maintenance

TelephoneNo

The customer/supplier telephone

Customer maintenance

Supplier maintenance

Shipper maintenance

BillingDocumentDate

The invoice/credit note date

SO invoice/credit note

PO invoice/credit note

Freight invoice date

BillingDocumentDue

The date the invoice is due for payment

Calculated from
BillingDocumentDate + Settlement Due Days (Customer Maintenace)
Defaulted to +30 days if empty

Calculated from
BillingDocumentDate + Settlement Due Days (Supplier Maintenace)
Defaulted to +30 days if empty

Calculated from BillingDocumentDate + 30 days

BillingDocumentNumber

The invoice/credit note number

SO invoice/credit note

PO invoice/credit note

Freight invoice

BillingDocumentReference

The order number

SO

PO

Empty

CurrencyCode

The ISO currency code

SO

PO

Freight invoice

CurrencyExchangeRate

The exchange rate

SO header

PO header

Freight invoice

SubTotal

Sub total (without tax)

SO invoice/credit note

PO invoice/credit note

Freight invoice

TaxTotal

Tax (VAT) total

SO invoice/credit note

PO invoice/credit note

Freight invoice

Total

The grand total (SubTotal+TaxTotal)

SO invoice/credit note

PO invoice/credit note

Freight invoice

LineDescription

Order number + customer / supplier order reference
Note: There will only ever be 1x line per invoice/credit note, regardless of the number of lines on the order

SO

PO

Empty

Quantity

Defaulted

1

Price

The invoice grand total

See 'SubTotal' above

LineValue

The invoice subtotal

See 'SubTotal' above

TaxValue

The invoice tax total

See 'TaxTotal' above

LineTotalValue

The Total amount for the Line

See 'Total' above

NominalCode

The nominal code

Analysis code maintenance
Or control account maintenance if empty

Control account maintenance

LineTaxRate

The tax rate for the order's VAT code

Sales order / VAT code maintenance

Purchase order / VAT code maintenance

Freight invoice / VAT code maintenance

LineNumber

Defaulted

1

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Account

Contains created/edited suppliers and customers.

Please see the example:

AccountsCSV.csvOutput of the CSV

Field Names

Description

Populated From

 

 

Customer

Supplier

CustomerOrSupplier

A customer or supplier record

C

S

AccountID

Unique number for the customer / supplier
Note: All customer IDs will be unique and all supplier IDs will be unique, but it's likely to have the same ID for a customer which is also used for a supplier

Customer maintenance ‘Reference'

Supplier record

FinanceCode

A unique code to identify the customer / supplier in the accounts system, usually the same as the VC code

Customer Maintenance

Supplier Maintenance

AccountStatus

The account status

Customer Maintenance

Not used, will be empty

AccountName

The name on the account

Customer Maintenance

Supplier Maintenance

AccountEmail

The email address stored for the account

Customer Maintenance

Supplier Maintenance

VATRegistrationNumber

The VAT registration number stored for the account

Customer Maintenance

Supplier Maintenance

VATCode

The VAT code setup for the account

Customer Maintenance

Supplier Maintenance

Currency

The ISO currency code setup for the account

Customer Maintenance

Supplier Maintenance

AddressLine1 - 4

The address line fields stored for the account, concatenated

Customer Maintenance

Supplier Maintenance

Postcode

The postcode field stored for the account

Customer Maintenance

Supplier Maintenance

CountryCode

The country code for the account

Customer Maintenance

Supplier Maintenance

TelephoneNo

The telephone number for the account

Customer Maintenance

Supplier Maintenance

PaymentTermDays

The payment term days stored for the account

Customer Maintenance

Supplier Maintenance

MobileNo

The mobile number for the account (taken from the old ‘Fax number’ field)

Customer Maintenance

Supplier Maintenance

SettlementDiscount

The settlement discount stored for the account

Customer Maintenance

Supplier Maintenance

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Journal

Contains records which can be posted to the accounts system journals, usually populated from stock movement posting, stock price adjustments, etc. See Finance Integrations Service.

Please see the example:

JournalCSV.csv Output of the CSV

Field Names

Description

Populated From

 

 

SO

PO

Price Adjustment

JournalNumber

If the associated record has an invoice/credit note number available, then that will be output, otherwise the related order number

SO / Invoice / Credit

PO / Invoice / Credit

Defaulted to PRC ADJ

JournalDate

The date of the journal record

Despatch: Delivery date
Return: Return date

Receipt: Receipt date
Return: Return date

Date the price adjustment was performed

JournalReference

A text description of the journal record, 50 characters max

Movement type, order number, product code & description
i.e. S/O Despatch: 549 BAROLO Barolo Red  2015 12x75.0

Movement type, product code & description
i.e. P/O receipt: EPPRD2 EP Example Product  2021 6x75.

Defaulted to Stock Price Adjustment

LineDescription

See 'JournalReference'

 

 

 

LineTotalValue

The journal total value in the system base currency

See the linked page above for more information.

See the linked page above for more information.

See the linked page above for more information.

LineAccountCode

The nominal account to post to

See the linked page above for more information.

See the linked page above for more information.

See the linked page above for more information.

LineTaxAmount

If there is any tax associated it will be displayed here

0

0

0

...

Payment

Contains payment information from orders submitted into the orders API.

Please see the example:

PaymentsCSV.csvOutput of the CSV

Field Names

Description

Populated From

PaymentDocumentType

What the payment is for.

Defaulted to INV signifying 'Invoice'

BillingDocumentNumber

The invoice number the payment is for

SO invoice

NominalCode

The nominal code to link the payment to in the accounts system

Payment Method Maintenance

PaymentDate

Date of the invoice

SO invoice

PaymentReference

The order number the payment is for
e.g. Order Ref :425

SO

PaymentCurrencyExchangeRate

The exchange rate to the base currency

 

PaymentAmount

The value paid

3rd Party System

Payment Method

The method of payment(s)

3rd party system

FinanceCode

The customer code as in the accounts system

Customer Maintenance

BankAccountCode

The code for the bank account

Payment Method Maintenance

CashBookAccount

The code for the cash book account

Payment Method Maintenance