Name convention
FB01_<CompanyNumber>_<DateTime>_<SEQNO>.DAT
| Names Component | Description |
|---|---|
| CompanyNumber | The company number in PayEx ledger system |
| DateTime | Date created in format YYYYMMDDHHMMSS |
| SEQNO | Unbroken serial number sequence. |
For example: FB01_99999_20201001155511_1.DAT
The file is semicolon-separated.
What to avoid
- If the FB01-file contains errors witch needs to be corrected a new FB01 needs to be send with the next coming serial number
- The customer number needs to be registred in the PayEx Billing system before processing FB01-files.
Change log
| Version | Date | Description | Created by |
|---|---|---|---|
| 1.0 | 2018-09-13 | Document created | Daniel Olsson |
| 1.1 | 2023-03-02 | Updated M-record. "Trial" functionality removed from field 2 and added field 3 support Company functionality to create separate invoice number series. | Jakob Flodman |
| 1.2 | 2023-09-26 | Added D-Record for future use of invoice date, distribution date and due date. | Jakob Flodman |
General information and explanation of records
Using invoice ordering files (FB) in the Payex Billing system gives possibilities to create invoices for one or a certain group of customers. For each customer a specified market text, attachment, document set and specified bill argument can be set
Incorrect data in fields will be returned in a detailed error file.
FB01 needs to be correct in its total to get processed.
Record description
The FB file has three different ordering records who can be used separately on a customer in the same file.
- Normal record – B
- The B record can be used to set the marketing texts or objects The record includes customer number, type of ordering marketing text 1 and 2.
- Enclosure - L
- The L record can be used to set different enclosures. The record includes customer number, type of ordering, marketing text 1, enclosures 1-4, marketing text 2.
- Alternative layout – N
- The N record includes customer number, type of ordering, layout, marketing text 1, enclosures 1-4, marketing text 2.
Response files
Response files depends on which process the Company use for FB01 -files
Standard process (until 2023-09-25)
All response files are .txt format
Format errors and incorrect data in fields will be returned into an error file (BERR001..ErrorlogInvoiceOrdering).
Correct data in all fields will result into a receipt file (BRCP001..ReceiptFakturering).
Standard process receipt and error -files: Examples
Split process (as per 2023-09-26)
To regulate large volumes the FB-file can be split in several parts with a certain amount of customers
Split process response
All response files from the FB are semicolon separated or in xml format
Format errors and incorrect data will be returned in a general error file with name BERR030..ErrorlogInvoiceOrdering
Correct data in all fields will lead to a split receipt file with file name: BRCP050..ReceiptInvoiceOrder
When all split parts have been processed in the Billing system a summary receipt file with name BRCP051..ReceiptBilling will be created.
Soft validation
Some type of errors can be configured as "soft" errors. Meaning that customer numbers with certain preconfigured errors can be excluded from the FB split process. These mentioned “soft” errors will be presented as a warning (W) in BERR030..ErrorlogInvoiceOrdering instead and simultaneously returned in an .XML file with name INVOICEORDERRESPONSE.
This response file needs actions to be taken before resending the incorrect data of the customer in a new FB file after finalizing the original billing process.
Split process receipt and error -files documentation:
- BERR030..ErrorlogInvoiceOrdering
Record description
H - Header record
Required record
| Field name | Field no. | Format | Type | Description |
| Transaction type | 1 | H | Req. | Header record |
| Firm number | 2 | N(5) | Req. | The firm number you receive from PayEx |
| Firm name | 3 | X(40) | Req. | Your firm name |
| Creation date | 4 | N(6) | Req. | YYMMDD – the same date as in the filename |
| Creation time | 5 | N(4) | Req. | HHMM – the time of creation |
M - Metadata record
Optional record
| Field name | Field no. | Format | Type | Description |
| Transaction type | 1 | M | Req. | Metadata record |
| Test invoicing | 2 | N(2) | 0 = ordinary invoicing | |
| Invoice Order management property | 3 | N(2) | 0 = ordinary Support for "Separate invoice number sequence" (value=1) needs to be set up in collaboration with PayEx. |
D - Date record
Optional record
| Field name | Field no. | Format | Type | Description |
| Transaction type | 1 | D | Req. | Metadata record |
| Preferred Invoice Date | 2 | N(10) | YYYY-MM-DD | |
| Preferred Distribution Date | 3 | N(10) | YYYY-MM-DD | |
| Preferred Due Date | 4 | N(10) | YYYY-MM-DD |
B - Ordering record
Optional record
| Field name | Field no. | Format | Type | Description |
| Transaction type | 1 | B | Req. | Normal ordering record |
| Customer number | 2 | X(15) | Req. | Customer number |
| Type of ordering | 3 | N(2) | Req. | Type of ordering: See further down for information about the types available |
| Marketing text code1 | 4 | N(3) | Decides which marketing text or object that will be used for the invoice. The text is set up in cooperation with PayEx. | |
| Marketing text code2 | 5 | N(3) | Decides which marketing text or object that will be used for the invoice. The text is set up in cooperation with PayEx. |
L - Enclosure
Optional record
| Field name | Field no. | Format | Type | Description |
| Transaction type | 1 | L | Req. | Enclosure record |
| Customer number | 2 | X(15) | Req. | Customer number |
| Type of ordering | 3 | N(2) | Req. | Type of ordering: See further down for information about the types available |
| Marketing text code1 | 4 | N(3) | Decides which marketing text or object that will be used for the invoice. The text is set up in cooperation with PayEx. | |
| Enclosure1 | 5 | X(30) | A code that connects the order to a specific enclosure. The codes are set up in cooperation with PayEx. An empty field indicates that no enclosure is to be added to the invoice. | |
| Enclosure 2 | 6 | X(30) | A code that connects the order to a specific enclosure. The codes are set up in cooperation with PayEx. An empty field indicates that no enclosure is to be added to the invoice | |
| Enclosure3 | 7 | X(30) | A code that connects the order to a specific enclosure. The codes are set up in cooperation with PayEx. An empty field indicates that no enclosure is to be added to the invoice | |
| Enclosure4 | 8 | X(30) | A code that connects the order to a specific enclosure. The codes are set up in cooperation with PayEx. An empty field indicates that no enclosure is to be added to the invoice | |
| Not in use | 9 | X(30) | Reserved for future use | |
| Not in use | 10 | X(30) | Reserved for future use | |
| Marketing text code2 | 11 | N(3) | Decides which marketing text or object that will be used for the invoice. The text is set up in cooperation with PayEx. |
N - Alternative layout
Optional record
| Field name | Field no. | Format | Type | Description |
| Transaction type | 1 | N | Req. | Alternative layout record |
| Customer number | 2 | X(15) | Req. | Customer number |
| Type of ordering | 3 | N(2) | Req. | Type of ordering: See further down for information about the types available |
| Layout | 4 | X(30) | Req. | A code that connects the order to a specific enclosure. The codes are set up in cooperation with PayEx. An empty field indicates that no enclosure is to be added to the invoice |
| Marketing text code1 | 5 | N(3) | Decides which marketing text or object that will be used for the invoice. The text is set up in cooperation with PayEx. | |
| Enclosure1 | 6 | X(30) | A code that connects the order to a specific enclosure. The codes are set up in cooperation with PayEx. An empty field indicates that no enclosure is to be added to the invoice | |
| Enclosure 2 | 7 | X(30) | A code that connects the order to a specific enclosure. The codes are set up in cooperation with PayEx. An empty field indicates that no enclosure is to be added to the invoice | |
| Enclosure3 | 8 | X(30) | A code that connects the order to a specific enclosure. The codes are set up in cooperation with PayEx. An empty field indicates that no enclosure is to be added to the invoice | |
| Enclosure4 | 9 | X(30) | A code that connects the order to a specific enclosure. The codes are set up in cooperation with PayEx. An empty field indicates that no enclosure is to be added to the invoice | |
| Not in use | 10 | X(30) | Reserved for future use | |
| Not in use | 11 | X(30) | Reserved for future use | |
| Marketing text code2 | 12 | N(3) | Decides which marketing text or object that will be used for the invoice. The text is set up in cooperation with PayEx. |
S - Trailer record
Required record
| Field name | Field no. | Format | Type | Description |
| Transaction type | 1 | S | Req. | Trailer record |
| Number of records | 2 | N(8) | Req. | Total number of records inclusive header and trailer record. |
| Number of B-records | 3 | N(8) | Req. | The number of ordering records, normal |
| Not in use | 4 | N(8) | Req. | Leave empty, Reserved for future use |
| Number of L-records | 5 | N(8) | Req. | The number of ordering records, enclosure |
| Number of N-records | 6 | N(8) | Req. | The number of ordering records, alternative layout |
Definitions and terms
Header record and Trailer record exists only once.
A customer can only occur once.
Ordering types
| Ordering type | Meaning | Description |
| 1 | Standard | Ordinary invoicing rules will be used. |
| 2 | Order | If the customer has calls or products an invoice is created regardless to invoice amount or other invoice rules with the exception of credit invoices and invoices where the amount is zero before the round off. |
| 3 | Threshold limit | <not available if nothing else is agreed> |
| 4 | Interval | <not available if nothing else is agreed> |
| 5 | Order, credit | Allows credit bills, in other respects same as order. |
| 8 | Standard and invoices with the amount of zero | Ordinary invoicing rules apply with the exception for invoices with the amount of zero which also will bi produced. An invoice with the amount of zero is an invoice where the total amount of calls and/or products is zero (but not those who would be rounded off to zero). |
| 11 | Force | Generates all invoices, even the credit invoices and invoices with the amount of zero. |
Example of appearance
H;99999;TestFirm;230601;1200
M;0;
D;2023-06-01;2023-06-01;2023-06-30
B;a1;1;;
B;a2;1;2;
B;a3;1;;1
N;a8;2;3;TXT1;Encl12;;;;;;
N;a9;2;7;;Encl12;;;;;;
N;a12;2;9;;;;;;;;
L;a10;1;2;Encl12;;;;;;
S;11;3;;1;3