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Manufacturers: How to return Invoices to BrokerForce™ Users

BrokerForce™ has an automated invoice and commission payment import feature that can receive invoices from you in any of the common data exchange formats. 

 Faster, better, cheaper!


What is needed

File formats intended for data exchange such as fixed width, tab delimited, comma separated value (CSV), or Microsoft Excel formats are acceptable.  Field order (column sequence) is unimportant.  Word processing documents like Microsoft Word, or Adobe PDF files can not be used.  If you are using Crystal Reports to export your invoices, please export them to Excel or CSV formats instead.

Our friendly experts at BrokerForce™ will assist you with how to export invoices from your information system regardless of operating system, hardware, or software.  If you have any questions, please do not hesitate to contact us (it's a free service).

If you have QuickBooks, take a look at the Atandra Data Flow product or Bay State Consulting Export Wizard.

Your customer numbers - In order for a rep group to import your invoices/orders, they must have your bill to and ship to customer numbers so that accounts can be accurately matched.  An alphabetic list of your customer numbers with your customers' names, addresses, postal codes, and phone numbers is preferred.  This is visually compared to assure that slight variances in spelling the customer's name do not cause duplication or inaccuracy.

How to send your invoices - The resulting file may be e-mailed, sent on disk, or made available as a download from your web site.  If the file is sent directly to your rep group via e-mail, use a subject line such as "Invoices Your Company Name mm/dd/yy" .  The body of the message can contain the name of the contact at your company who exported the invoices along with any special instructions.   

Invoice data needed
BrokerForce™ users can import invoices with just gross invoice amounts or with line item details. The following table describes the fields needed and data types.  This is a preferred flat file description, and all invoice header information should be repeated on every row.  All order details should be grouped together by invoice number.  A two file order header, and details format is also acceptable.

Note: Your customer number (VendorCustNo) and the original PO number will be used to collate your invoice to the agency's purchase order.  New customers will be recognized as such so, shipping and contact information is helpful for these.  Fields listed are preferred however, if you have others that are not in the following list, please include them.  Including a header column on the first row is helpful but not required.  If you are not providing line item details, order amounts and invoice amounts should be net of freight.  The total number of columns should not exceed 90.

Field Name Data Type Required?
Customer Number for Ship To (Yours) Text 12 char Y
Customer Number for Billing Text 12 char N
PO Number Text 14 char Y
Invoice Number Text 12 char Y
Invoice Date Text (date) Y
Invoice Amount (exclude freight) Currency Y if no details
Order Amount (exclude freight) Currency N
ShipName Text 40 char N
ShipAddress Text 40 char N
ShipAddress2 Text 40 char N
ShipCity Text 50 char N
ShipStateOrProvince Text 50 char N
ShipPostalCode Text 20 char N
ShipCountry Text 50 char N
ShipPhone Text 24 char N
ShipFax Text 24 char N
ShipVia  (carrier) Text 50 char N
Terms Text 25 N
Freight Charge Currency N
Notes (header) Text 255 char N
Order Discount Number (decimal equivalent preferred) N
Bill Name Text 40 char N
BillContact Text 50 char N
BillPhone Text 24 char N
BillFax Text 24 char N
FOB Text 30 char N
Department Text 25 char N
Commission Amount $ Currency N
Check or Payment# Text 20 char Y if Commission Amt
Line Item Details*    
Item Number (matches what you requires for orders) Text 12 char Y if details
ProductName (Description) Text 40 char N
Quantity Number Y if details
Unit and/or Option1 Text (ea, cs, pr, red, grn,..) 8 char N
UnitPrice Currency N
Order Detail Discount Number (decimal equivalent preffered) N
PriceList or contract ID Text 15 char N
BillingQty Number N
Pack/Size and/or Option 2 (color, finish...) Text (lg, sm...) 10 N
Note (detail) 15 char  
Accrual Number N
ShipContact Text 50char N
Line item Commission% Number (decimal equivalent preferred) N

* May be sent as separate details file if there is a common key e.g. OrderID to link invoice details to the invoice header.  A single flat file is preferred since it is easier for your recipient to manage.

** This is only supported for BrokerForce Internet synchronization service users.

How to supply prices lists for your reps

How to import orders from BrokerForce™ reps


             E-mail Support@BrokerForce.com

DATAFORCE, INC.

Fax (303) 666-5956

 Telephone (303) 665-2344

 Address
P.O. Box 155 Louisville, CO 80027

E-mail


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Copyrightę1995 - 2008 DataForce, Inc. Patent 6,901,380 and Patents Pending

Last updated: width="196">Check or Payment# Text 20 char Y if Commission Amt Line Item Details*     Item Number (matches what you requires for orders) Text 12 char Y if details ProductName (Description) Text 40 char N Quantity Number Y if details Unit and/or Option1 Text (ea, cs, pr, red, grn,..) 8 char N UnitPrice Currency N Order Detail Discount Number (decimal equivalent preffered) N PriceList or contract ID Text 15 char N BillingQty Number N Pack/Size and/or Option 2 (color, finish...) Text (lg, sm...) 10 N Note (detail) 15 char   Accrual Number N ShipContact Text 50char N Line item Commission% Number (decimal equivalent preferred) N

* May be sent as separate details file if there is a common key e.g. OrderID to link invoice details to the invoice header.  A single flat file is preferred since it is easier for your recipient to manage.

** This is only supported for BrokerForce Internet synchronization service users.

How to supply prices lists for your reps

How to import orders from BrokerForce™ reps


             E-mail Support@BrokerForce.com

DATAFORCE, INC.

Fax (303) 666-5956

 Telephone (303) 665-2344

 Address
P.O. Box 155 Louisville, CO 80027

E-mail


Home  Order BrokerForce™  FAQs  Data Request  Download  Demos  Support  Contact

Copyrightę1995 - 2008 DataForce, Inc. Patent 6,901,380 and Patents Pending

Last updated: 03/19/09