1. Receivables and Payables User Guide
  2. File Management
  3. Upload Files

11.1 Upload Files

This topic describes the systematic instruction to upload a file for entering the instrument collection data into the system.

The uploaded files are not processed until it is approved. The file can contain data records of cashflow codes and cashflow transactions etc. The file can contain data records of invoices, purchase orders, payments, counterparties and so on. The file format accepted by the system includes “.csv” files.

Payment File

Naming Convention: OBSCF-PAYMENT_suffix.csv

The file name should begin with ‘OBSCF-PAYMENT’. The suffix can be a string that makes the file name unique.

Table 11-1 Payment File - Supported Fields

Field Column 1 Field Column 2 Field Column 3 Field Column 4
DEBIT_CREDIT_INDIATOR CREDIT_ACC_NO PROGRAM_CODE FILLER1
PAYMENT_NO AUTO_RECONCILE REMITTER_ACC_NO FILLER2
CURRENCY FLAG BANK_CODE FILLER3
AMOUNT ENTITY_REF_NO EFT_REF_NO FILLER4
GEN_APPROPRIATION REMARKS INSTRUMENT_DATE FILLER5
SPEC_APPROPRIATION PAYMENT_PARTY_ID INSTRUMENT_BANK FILLER6
PAYMENT_MODE PAYMENT_PARTY_NAME INSTRUMENT_BRANCH FILLER7
PAYMENT_DATE COUNTERPARTY_ID MANDATE_REF_NO FILLER8
PAYMENT_PARTY_CODE COUNTERPARTY_NAME CREDIT_NOTE_REF_NO FILLER9
COUNTERPARTY_CODE BENEFICIARY_ID ALLOCATION_REQUIRED FILLER10
VIRTUAL_AC_FLAG BENEFICIARY_NAME - -

Relationship File

Naming Convention: OBSCF-RELATIONSHIP-MASTER_suffix.csv

The file name should begin with ‘OBSCF-RELATIONSHIP-MASTER’. The suffix can be a string that makes the file name unique.

Table 11-2 Relationship File - Supported Fields

Field Column 1 Field Column 2 Field Column 3 Field Column 4
INDICATOR REGISTRATION_NUMBER ADDRESS_LINE_2 TAX_REF_NO_2
CORPORATE_ID PARTY_TYPE ADDRESS_LINE_3 GIIN
EFF_FROM_DATE STATUS ADDRESS_LINE_4 EXPIRES_ON
EXPIRES_ON PROGRAM_CODE PIN AUTO_DEBIT_APPLICABLE
AUTO_DEBIT_APPLICABLE NAME COUNTRY HOLIDAY_TREATMENT
HOLIDAY_TREATMENT SHORT_NAME PREFFERED_COMM_MODE AUTO_ACCEPTANCE
AUTO_ACCEPTANCE INDUSTRY MOBILE_NUMBER NO_OF_DAYS
NO_OF_DAYS CATEGORY PHONE_NUMBER EXTERNAL_CODE
INDICATOR ADDRESS_TYPE EMAIL DIVISION_CODE
CORPORATE_ID COUNTRY_CODE FAX_NUMBER CORPORATE_DIVISION_CODE
COUNTERPARTYID ADDRESS_LINE_1 TAX_REF_NO_1 -

Invoice File

Naming Convention: OBSCF-INVOICE-BUYER_suffix.csv or OBSCF-INVOICE-SELLER_suffix.csv

The file name should begin with ‘OBSCF-INVOICE-BUYER’ or ‘OBSCF-INVOICE-SELLER’. The suffix can be a string that makes the file name unique.

Table 11-3 Invoice File - Supported Fields

Field Column 1 Field Column 2 Field Column 3 Field Column 4
INDICATOR NET_INV_AMOUNT SUPPLIER_ID BANK
INVOICE_NO TAX_AMOUNT BUYER_NAME BRANCH
INVOICE_DATE DISCOUNT SUPPLIER_NAME BIC_ROUTING_CODE
INVOICE_DUE_DATE PO_NUMBER PREACCEPTED FUNDING_REQ_AMT
BUYER_CODE BUYER_DIV_CODE ACCEPTANCE_AMOUNT FILLER1
SUPPLIER_CODE SUPPLIER_DIV_CODE PROGRAM_ID FILLER2
CURRENCY DISPUTED VIRTUAL_AC_FLAG FILLER3
BASE_INV_AMOUNT BUYER_ID REPAYMENT_AC_NO FILLER4
- - - INVOICE_ID

Invoice File to link multiple POs

Naming Convention: OBSCFCM-INVOICES-PO-BUYER_suffix.csv or OBSCFCM-INVOICES-PO-SELLER_suffix.csv

The file name should begin with ‘OBSCFCM-INVOICES-PO-BUYER’ or ‘OBSCFCM-INVOICES-PO-SELLER’. The suffix can be a string that makes the file name unique.

Table 11-4 Invoice File to link multiple POs - Supported Fields

Field Column 1 Field Column 2 Field Column 3 Field Column 4
INDICATOR DISCOUNT2 DAYS BANK SHIPMENT ADDRESS
INVOICE_NO DISCOUNT2 PERC BRANCH SHIPMENT COUNTRY
INVOICE_DATE BUYER_DIV_CODE BIC_ROUTING_CODE CITY
INVOICE_VALUE_DATE SUPPLIER_DIV_CODE FUNDING_REQ_AMT ZIP CODE
INVOICE_DUE_DATE DISPUTED FILLER1 PHONE NUMBER
BUYER_CODE BUYER_ID FILLER2 TAX ID
SUPPLIER_CODE SUPPLIER_ID FILLER3 REASON FOR EXPORT
CURRENCY BUYER_NAME FILLER4 TERMS OF SALE
BASE_INV_AMOUNT SUPPLIER_NAME INVOICE_ID COUNTRY OF ORIGIN
NET_INV_AMOUNT PREACCEPTED FUNDING_REQ_DATE REMARKS
TAX_AMOUNT ACCEPTANCE_AMOUNT NET PMT TERMS MISC CHARGE1 DESC
DISCOUNT PROGRAM_ID PMT CONDITION MISC CHARGE1 AMOUNT
DISCOUNT1 DAYS VIRTUAL_AC_FLAG SHIPMENT DATE MISC CHARGE2 DESC
DISCOUNT1 PERC REPAYMENT_AC_NO SHIPMENT NUMBER MISC CHARGE2 AMOUNT
PO - - -
INDICATOR PO NUMBER INVOICE_AMOUNT_ALLOCATED -
COMMODITY - - -
INDICATOR COMMODITY_NAME TOTAL_COST NET_COST
PO_NUMBER QUANTITY TAX_AMOUNT -
COMMODITY_CODE UNIT_COST DISCOUNT_AMOUNT -

Purchase Order File

Naming Convention: OBSCF-PURCHASE-ORDER-BUYER_suffix.csv or OBSCF-PURCHASE-ORDER-SELLER_suffix.csv

The file name should begin with ‘OBSCF-PURCHASE-ORDER-BUYER’ or ‘OBSCF-PURCHASE-ORDER-SELLER’. The suffix can be a string that makes the file name unique.

Table 11-5 Purchase Order File - Supported Fields

Field Column 1 Field Column 2 Field Column 3 Field Column 4
INDICATOR TAX AMOUNT TAX ID MISC CHARGE 2 DESC
EXTERNAL PO NO. NET PO AMOUNT REQUESTED SHIPMENT DATE MISC CHARGE 2 AMOUNT
PO DATE ACCEPTED AMOUNT SHIPMENT TO FILLER 1
PROMISED SHIPMENT DATE BUYER DIVISION CODE PHONE NUMBER FILLER 2
CURRENCY SUPPLIER DIVISION CODE REASON FOR EXPORT FILLER 3
BASE PO AMOUNT PRE-ACCEPTED TERMS OF SALE FILLER 4
BUYER ID FUNDING REQUEST AMOUNT PAYMENT TERMS FILLER 5
SUPPLIER ID SHIPMENT ADDRESS COUNTRY OF ORIGIN FILLER 6
BUYER NAME COUNTRY REMARKS -
SUPPLIER NAME ZIP MISC CHARGE 1 DESC -
DISCOUNT AMOUNT CITY MISC CHARGE 1 AMOUNT -
COMMODITY LIST - - -
INDICATOR COMMODITY CODE COMMODITY NAME QUANTITY
COST PER UNIT TOTAL COST TAX AMOUNT DISCOUNT AMOUNT
- - - NET AMOUNT

Credit Note - Seller File

Naming Convention: OBSCF-CREDIT-NOTE-BUYER_suffix.csv or OBSCF-CREDIT-NOTE-SELLER_suffix.csv

The file name should begin with ‘OBSCF-CREDIT-NOTE-BUYER’ or ‘OBSCF-CREDIT-NOTE-SELLER'. The suffix can be a string that makes the file name unique.

Table 11-6 Credit Note – Seller File - Supported Fields

Field Column 1 Field Column 2 Field Column 3 Field Column 4
CN_NO TAX_AMOUNT REMARKS FILLER10
CN_ID DISCOUNT FILLER1 INVOICE_NUMBER
LINK_INVOICE_NO BUYER_DIV_CODE FILLER2 COMMODITY_CODE
CN_DATE SUPPLIER_DIV_CODE FILLER3 COMMODITY_NAME
CN_EXPIRY_DATE BUYER_ID FILLER4 QUANTITY
BUYER_CODE SUPPLIER_ID FILLER5 UNIT_COST
SUPPLIER_CODE BUYER_NAME FILLER6 TOTAL_COST
CURRENCY SUPPLIER_NAME FILLER7 TAX_AMOUNT
BASE_CN_AMOUNT PROGRAM_ID FILLER8 DISCOUNT_AMOUNT
NET_CN_AMOUNT ADJUST_REASON_CODE FILLER9 NET_COST

Debit Note - Buyer File

Naming Convention: OBSCF-DEBIT-NOTE-BUYER_suffix.csv or OBSCF-DEBIT-NOTE-SELLER_suffix.csv

The file name should begin with ‘OBSCF-DEBIT-NOTE-BUYER’ or ‘OBSCF-DEBIT-NOTE-SELLER’. The suffix can be a string that makes the file name unique.

Table 11-7 Debit Note – Buyer File - Supported Fields

Field Column 1 Field Column 2 Field Column 3 Field Column 4
DN_NO DISPUTED ADJUST_REASON_CODE SHIPMENT_ADDRESS
DN_ID BUYER_ID REMARKS SHIPMENT_COUNTRY
LINK_INVOICE_NO SUPPLIER_ID FILLER1 EXPORT_REASON
DN_DATE BUYER_NAME FILLER2 SALE_TERMS
DN_DUE_DATE SUPPLIER_NAME FILLER3 PAYMENT_TERMS
BUYER_CODE PREACCEPTED FILLER4 COUNTRY_OF_ORIGIN
SUPPLIER_CODE ACCEPTANCE_AMOUNT FILLER5 INVOICE_NUMBER
CURRENCY PROGRAM_ID FILLER6 COMMODITY_CODE
BASE_DN_AMOUNT VIRTUAL_AC_FLAG FILLER7 COMMODITY_NAME
NET_DN_AMOUNT REPAYMENT_AC_NO FILLER8 QUANTITY
TAX_AMOUNT BANK FILLER9 UNIT_COST
DISCOUNT BRANCH FILLER10 TOTAL_COST
BUYER_DIV_CODE BIC_ROUTING_CODE SHIPMENT_NO TAX_AMOUNT
SUPPLIER_DIV_CODE FUNDING_REQ_AMT SHIPMENT_DATE DISCOUNT_AMOUNT
- - - NET_COST
Specify User ID and Password, and login to Home screen.
  1. On Home screen, click File Management. Under File Management, click File Upload.
    The File Upload screen displays.

    Figure 11-1 File Upload


    Description of Figure 11-1 follows
    Description of "Figure 11-1 File Upload"

  2. Drag and drop the file to be uploaded in the highlighted box. or, Click inside the highlighted box to select the file to be uploaded.
  3. In the Enter Source Code field, specify the source code of the application to associate the file records to.
  4. Click Upload to upload the records from the file. Once the file is uploaded, it cannot be deleted.
    A message appears stating that the file has been uploaded successfully.

Parent topic: File Management