Prepare Custom CSV Invoice Files

Prepare custom CSV invoice files for processing by Payables Agent. Review supported file formats, required and recommended invoice data, validation requirements, and file design principles to help ensure exact invoice creation.

Supported CSV File Formats

Prepare a Single CSV File with Header and Line Data. Use this format when invoice header and line details are maintained in a single file.

Guidelines:

• Include column headers in the first row of the file.

• Each row must represent a single invoice line.

• For invoices with multiple lines, repeat the corresponding invoice header information on each line.

• Organize columns logically by placing invoice header attributes first, followed by invoice line attributes.

• Maintain a consistent column structure throughout the file.

• A single CSV file can contain multiple invoices.

• Each invoice can contain multiple lines.

• When configuring document learning, map invoice header and line attributes in separate sections. Do not combine header and line mappings.

Note: Encode the CSV file in UTF-8. UTF-8 with a byte order mark (BOM) is not supported.

Minimum Required Invoice Data

Each invoice must include the minimum information required for invoice creation:

• Invoice Number

• Invoice Date

• Invoice Amount

• Currency

• Supplier

• Invoice Line Amount

For purchase order (PO)-matched invoices, include a valid Purchase Order Number to support successful matching.

Ensure that the CSV file includes these columns with appropriate values:

• Source

• Item

• Invoice Type

If these columns are missing, ensure that these values are provided:

• Source = EXTERNAL

• Item = ITEM

• Invoice Type = STANDARD

Note: Custom CSV files support these date formats:

• yyyy-MM-dd, yyyy/MM/dd, yyyyMMdd

• dd/MM/yyyy, d/M/yyyy, dd-MM-yyyy, d-M-yyyy

• dd.MM.yyyy, d.M.yyyy

• yyyy-MM-dd'T'HH:mm:ssX, yyyy-MM-dd'T'HH:mm:ss

Recommended Invoice Header Attributes

To improve invoice processing accuracy, include these header attributes whenever available:

• Business Unit

• Supplier Name or Supplier Number

• Supplier Site

• Invoice Number

• Invoice Date

• Invoice Amount

• Currency

• Payment Terms

• Purchase Order Number (if applicable)

Recommended Invoice Line Attributes

Include these line-level attributes whenever available:

• Invoice Number or Invoice Header Reference

• Invoice Line Number

• Item Description

• Purchase Order Number (if applicable)

• Purchase Order Line Number (if applicable)

• Quantity

• Unit Price

• Line Amount

CSV File Preparation Best Practices

To ensure successful processing and mapping of invoice data:

• Always include a header row as the first row of the CSV file.

• Remove blank rows and unused records before upload.

• Use unique and descriptive column names.

• Avoid numeric or ambiguous column headers. Use descriptive names such as Invoice Number, Invoice Date, Supplier Name, Line Amount, and Quantity.

• Maintain consistent column naming conventions across files received from the same supplier or source system.

• Store a single data value in each column. Avoid combining multiple values in a single field.

• Use consistent formats for dates, currencies, amounts, and quantities throughout the file.

• When exporting from spreadsheet applications, remove hidden rows, hidden columns, merged cells, and formatting-only content before saving as CSV.

• Avoid duplicate invoice numbers within the same upload, except when multiple rows represent different lines belonging to the same invoice.

• Do not use the same invoice number to represent different invoices within a single file.

• For PO-matched invoices, ensure that the referenced purchase order exists and is valid in the target application.

Validation Recommendations

Before creating invoices, validate these items:

• Confirm that each invoice header has at least one associated invoice line.

• Verify that all invoice lines are linked to the correct invoice header.

• Ensure that all required invoice attributes are populated.

• Validate that invoice numbers are unique for distinct invoices.

• Reconcile invoice line totals with invoice header totals, where applicable.

• Verify that date, currency, amount, and quantity values conform to expected formats.

• Validate supplier and supplier site information.

• Confirm that PO-matched invoices reference valid purchase orders.

Follow CSV File Design Principles

A custom CSV file should have clear column definitions, consistent data formats, and clear relationships between invoice headers and lines. These practices improve automation accuracy, reduce processing exceptions, and minimize manual review.