C2FO Market Launch Guide - Hewlett Packard · C2FO Market Launch Guide ... Objective: Set up a C2FO...

C2FOMarket Launch Guide

The World’s Market for Working Capital®

This guide provides you with the information you will need

to successfully configure and launch your C2FO marketplace.

The C2FO project management team will guide you through

the process – please let us know if you have any questions.

Welcome to C2FO

01. Market launch checklist by team . . . . . . . . . . . . . . . . . . . . . . . . 4

02. Supplier communications package. . . . . . . . . . . . . . . . . . . . . . . 5

03. Initial data requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

04. Market configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

a. Market configuration checklist

b. Treatment of adjustments (including adjustment tolerance)

05. Email distribution list set up. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

06. Inbound and outbound files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

a. Outbound file formats: you send to C2FO

b. Award (inbound) file format: C2FO sends to you

Contents

| ©2016 C2FO. All rights reserved | CONFIDENTIAL 3

Details on key steps, including

program best practice:

Market Launch Guide


1. Market Launch Checklist by Team

o Establish Project Lead

o Provide team contact information to C2FO

o Agree to Project Requirements Document

(with Project Lead)

o Approve Executive Letter (See Section 2)

o Consult on market clear configuration decisions

(See Section 4)

o Attend weekly project update meetings

(optional)

Executive Sponsor

o Determine Award File requirements

(See Section 6)

o Consult on market clear configuration decisions

(See Section 4)

o Provide list of supplier FY spend and terms to C2FO

(See Section 3)

o Provide 'Coming Soon' production contact list to

C2FO (See Section 3)

o Provide general AP Dept. contact information to

C2FO

o Provide ACH forms or instructions to C2FO


Accounts Payable

o Decide program award strategy

o Consult on market clear configuration

(See Section 4)

o Establish Market Clear Administrator

Treasury

o Set up weekly project team meeting with C2FO

o Co-create Requirements Document with C2FO

o Confirm market launch timeline

o Task manage vs. market launch timeline

o Drive creation of email distribution list (See Section 5)

o Drive logistics of supplier communications approval

(See Section 2)

o Acquire UAT sign-off from business

o Drive decisions on market configuration (See Section 4)

Project Lead

o Establish Technical Lead

o Confirm Outbound File formatting (See Section 6)

o Develop Outbound File code

(See Section 6)

o Establish File Transmission method - SFTP or S3 strongly

preferred (See Section 6)

o Establish Outbound File transmission time

o Automate Inbound File Processing (See Section 6)

o Provide C2FO with Test Outbound Organization, Division

(optional), User, Invoice & Control Files

o Orchestrate SIT

o Orchestrate Code Release

o Provide C2FO with Production Outbound Organization,

Division (optional), User, Invoice & Control Files


Technical

o = Detailed description in market launch Guide

Market Launch Guide


Objective: Maximize participation of suppliers in C2FO program through series of best practice communications.

2. Supplier Communications Package

The C2FO market has a standard supplier onboarding process that utilizes a series of best practice communications

to efficiently register your supplier base and encourage participation in the program.

The complete C2FO market supplier experience, from initial program invitation to the product experience, is

designed to provide the added value of efficient working capital optimization to your valuable suppliers. The C2FO

market consistently receives a 90%+ recommendation rate from suppliers and high NPS scores.

On the next page, you’ll find a list of the standard elements that empower the C2FO Support Team to efficiently

manage the your C2FO program. C2FO will customize the communications to be consistent with your brand

standards. All communications are sent by the C2FO Support Team in partnership with your on the

supplier-recognized domain.

Your Market Launch Project Manager will provide you with a separate Communications & Support Guide to provide

more detail on supplier support and example communications.

Program Best

Practice

• Purchasing/merchant team incentivized on C2FO participation

• C2FO link on supplier portal

• C2FO link on remittances

• C2FO on purchasing team email signatures

• Credible correspondence letter - legitimizing C2FO

• Email distribution list set up as required

Market Launch Guide


Build program credibility (as required)

Create supplier awareness and ensure supplier

contact information is correct

Introduce the C2FO market to all approved suppliers

Your Internal

Communication

Channels

Coming Soon Email

Executive Letter

Introduction Email

COMMUNICATION ORIGINATOR

C2FO

PURPOSE

Your team

Your team

Invite suppliers with approved invoices to participateC2FO Market

InvitationsC2FO co-branded

Educate suppliers on C2FO programMarket Webinar

InvitationC2FO co-branded

Provide program education, onboarding support and

login to applicationSupplier Portal C2FO co-branded

2. Supplier Communications Package (cont.)

Market Launch Guide


Objective: Provide C2FO with the data required to prepare marketing activities, initiate supplier research and

prioritize / sequence pre-launch activities. The accuracy and completeness of this data significantly impacts C2FO

market adoption rates and overall program performance.

3. Initial Data Requirements

To begin the set-up process, C2FO requires some initial data in two files. See next page for details.

• Coming Soon Email Contact File

• Supplier Spend File

Your Market Launch Project Manager will provide you with Excel templates.

Program Best

Practice

• Accurate supplier contact details – these may need to be

amalgamated from a variety of sources

Market Launch Guide


• Supplier

ID/Vendor ID

• Supplier Name

• Division ID/Site ID

• Tax ID

• Email Address

• Phone Number

• Phone Extension

Coming Soon Email

Contact File

FILE PURPOSE

Allow C2FO to

prepare and clean

supplier contact data

in preparation

for Coming Soon

Email

DATA REQUIREMENTS

Supplier Spend File

Allow C2FO to

prioritize suppliers for

supplier-onboarding

• First Name

• Last Name

• Title

• Address 1

• Address 2

• City

• State/Province

• Postal Code

• Country

• Supplier

ID/Vendor ID

• Supplier Name

• Division ID/Site ID

• Division

Name/Site Name

• Standard

Payment Term

• Payment Method

• Factoring

• Spend Type

• Tax ID

• Address 1

• Address 2

• City

• State/Province

• Postal Code

• Country

• Currency

• Fiscal Year

• Month 1 Spend

• Month 2 Spend

• Month 3 Spend

• Month 4 Spend

• Month 5 Spend

• Month 6 Spend

• Month 7 Spend

• Month 8 Spend

• Month 9 Spend

• Month 10 Spend

• Month 11 Spend

• Month 12 Spend

3. Initial Data Requirements (cont.)

Market Launch Guide


Objective: Set up C2FO to optimize long-term benefits for you and your suppliers, based on your specific

business needs.

4. Market Configuration

A. Configuration decisions required

Program Best

Practice

• Desired APR set at attractive rate

• Lower APR initially to build supplier participation, gradually increasing

to meet business objectives

• Daily pay dates

Cash-Pool and Cash

Replenishment

Schedule

Desired APR

Minimum APR

CONFIGURATION DESCRIPTION

Minimum return generated on your cash in any

one C2FO market clear

Minimum return accepted on any one invoice

Amount of cash available for early payment in

the market and frequency of replenishment

Adjustment Tolerance

Tolerance to short pay a supplier due to

outstanding credits

(See next pages for explanation)

LIKELY DECISION MAKER

Treasury

Treasury

Treasury

AP

APAward DatesFrequency and scheduling of Inbound Files

(typically 2 days prior to Pay Dates)

Pay Dates Payment run days for C2FO payments AP

AP & TechnicalFile Transmission

ScheduleOutbound File transmission time & frequency

Market Launch Guide


B. Treatment of Adjustments (and Adjustment Tolerance)

Adjustments (e.g. credits) are treated differently by C2FO depending on whether you provide them to C2FO as

‘matched’ (adjustment is matched by you to a specific invoice) or ‘unmatched.’

• Adjustments are paired to closest equivalent invoice by C2FO:

— Past-due invoices are first used to cover pay-immediate adjustments

— Adjustments are then ordered by due date

— They are assigned to invoices with the closest relative due date

— Intra-due date, they are assigned to invoices with the closest relative amount

• The ability of this paired invoice to participate in the market is determined by your Adjustment Tolerance

configuration (see illustrations below)

I. Unmatched Adjustment Handling

(incl. Adjustment Tolerance):

• Situation:

— Adjustment: -$23

— Matched invoice: $100

— Adjustment Tolerance configuration: 25%

— Adjustment consumed: 23%

• Result:

— Amount Consumed < Adjustment Tolerance

— INVOICE IS allowed to participate

Supplier 1 – Scenario 1:

• Situation:

— Adjustment: -$27

— Matched invoice: $100

— Adjustment Tolerance configuration: 25%

— Adjustment consumed: 27%

• Result:

— Amount Consumed > Adjustment Tolerance

— INVOICE IS NOT allowed to participate


Lower Adjustment Tolerance = more conservative

Market Launch Guide


• Adjustments are matched to invoices by specifying “Adjusted Invoice ID” on the adjustment line item:

— Adjustments without an “Adjustment Invoice ID” will be treated as “Unmatched”

• Adjustments are netted against their matching invoice. If a balance remains, the remaining amount will be

available to the supplier for bidding

• Adjustment Tolerance does not apply to Matched Adjustments

II. Matched Adjustment Handling:

ADJUSTED INVOICE IDINVOICE ID INVOICE AMOUNT DUE DATE

$1004567 11/1

1234 10/20 4567-$100

• Result:

— Adjustment consumes 100% of the invoice #4567

— The supplier has nothing available to bid on for Invoice #4567


ADJUSTED INVOICE IDINVOICE ID INVOICE AMOUNT DUE DATE

$2502345 11/1

8901 10/20 2345-$100

• Result:

— Adjustment does not consume 100% of invoice #2345

— On invoice #2345, the net amount of $150 is available to the supplier to bid on


Market Launch Guide


5. Email Distribution Lists

Objective: Set up a C2FO email distribution list and address to establish credibility for C2FO program

communications, and ensure the right individuals in both companies have visibility to feedback..

Two email distribution lists must be created:

C2FO will create and manage the first email distribution list, which is [email protected]. This list is

already available and will put all received emails into queue for the next available Supplier Relationship Management

team representative to field.

C2FO will work with your team to set up the second domain ([email protected]) or subdomain

([email protected]) and distribution list.

There are two reasons why this setup is important:

• It builds trust for the C2FO program. Supplier onboarding emails such as the “Coming Soon”,

your "Official C2FO Program Executive Letter” and “Webinar Invitation” messages will be sent on behalf

of your company from [email protected] to make sure these messages do not look like

spam/phishing scams

• It facilitates communication to your appropriate support personnel and C2FO

Please take the following actions:

A. Set up email distribution list:

The distribution list should have a standard setup but should also have the ability to forward responses to

[email protected]. In order for C2FO to send emails from your company domain and allow your

distribution list to forward responses to the [email protected] account you will need to:

• Update the DNS record for your SPF (Sender Policy Framework) record to allow ExactTarget mail servers to

send on behalf of your company

• Review the following link for detailed instructions: http://help.exacttarget.com/en-

US/documentation/exacttarget/resources/sender_policy_framework/

• The SPF record your company will need to add to the DNS TXT record is: v=spf1 include:cust-spf.exacttarget.com –all

Market Launch Guide


B. Add correct recipients to email distribution list:

Your company’s list ([email protected] ) should include two groups of recipients:

• Individuals from your company who would like visibility of supplier replies to your approved email messages

• C2FO’s support list ([email protected])

Although everyone on the [email protected] list from your company will receive supplier replies for

visibility, C2FO’s support team will be exclusively responsible for responding to the email traffic. Additionally, your

company will not be responsible for sending C2FO supplier communications. C2FO will send all supplier

communications on your company’s behalf using the C2FO email infrastructure.

Communication emails will populate [email protected] for the REPLY-TO and FROM header fields.

The SENDER, which is generally not visible to the email reader, will show C2FO's email service host. When a supplier

hits reply to the approved communication, your created distribution list will auto-populate in the SEND TO field. By

doing this, the supplier can be confident that their response is going directly to your domain.

Your email servers will process the replies and distribute them to the members of your team on the distribution list

and subsequently to the C2FO queue where the message will be processed and answered.

It is important to note that at no point will C2FO need access to your company's systems, but only permission to

allow supplier replies to be directed to your systems.

This arrangement has been well-tested and generally results in very little confusion for support personnel or

for the suppliers. It also provides flexibility for both you and C2FO to modify the recipients included in these

transmissions without the need for the other to change any configuration. Most importantly it establishes credibility

for the program and provides visibility of feedback to the right individuals in both companies.

Market Launch Guide


*FireFox, Google Chrome or IE 9+ are most compatible

Objective: Provide C2FO with the right data in the format required to input into the C2FO marketplace (Outbound

Files) and ensure you have the information needed to update your records for early payment (Award Files).

(For sample .csv files depicting required data, please see your Market Launch Project Manager).

6. Outbound & Inbound Files

Program Best

Practice

• Outbound Files sent via SFTP or S3

• Outbound Files sent daily at 11PM CT

• Automated awarding prior to or shortly after ‘Go Live’

• Team accessing C2FO on compatible browser*

Files required to extract data for C2FO and update your records for early payment

Market Launch Guide


Outbound File Format: You send to C2FO

Outbound Files are built using the comma-separated value (CSV) format and require a header line. Please consult

RFC4180 for help conforming to the basics and employ whichever programming language, export utility,

or file-generation tools that work best in your environment to automatically marshal the files themselves.

I. General File Information

DEFINITIONS:

• Row: Any line in an Outbound File, separated by line break.

• Header row: Always required first row of Outbound File. Lists field names contained in Outbound File,

separated by commas.

• Field name: human-readable label given to discrete kind of Outbound data, appears in header row.

• Field value: Any piece of data in a row, separated by one or more commas.

• Required field names: Must appear in any/every Outbound File.

• Optional field names: May but does not need to appear in an Outbound File.

THINGS TO NOTE:

• All field names are case-insensitive

• Field names can appear in the header in any order

• Values with commas must be double-quoted, e.g., “My, value”, “My, other, value”

• Values with apostrophe must be double-quoted, e.g., “O'Doyle”

• Unrecognized field names will be ignored along with related data

• Field lengths are variable with a maximum of 255 characters

Market Launch Guide


DATA TRANSFER OPTIONS:

The C2FO platform currently supports multiple, secure connection types for the exchange of data with our

customers:

• sftp (ssh) with optional white-listed IP/IP range and/or optional ssh cert

• ftp/es (ftp-ssl) with white-listed IP/IP range

• https for some smaller transmissions under some circumstances

API endpoints are planned for release soon; these will support similarly secure methods but provide customers with

a more dynamic, less “batch mode” alternative for transmitting approved invoices.

DATA ENCRYPTION:

In addition. you may optionally encrypt your Outbound Files prior to transmission over one of the secure

connections and in that case, please contact your Market Launch Project Manager with your specific encryption

requirements. A default public PGP key that you may use to encrypt data sent to us is the most recent C2FO cert,

available here:

• http://pgp.mit.edu:11371/pks/lookup?search=pollenware&op=index

API endpoints are planned for release soon; these will support similarly secure methods but provide customers

with a more dynamic, less “batch mode” alternative for transmitting approved invoices.

FILE NAMING CONVENTION:

The preferred file naming conventions are as follows:

• buyer_control_yyyymmdd.csv

• buyer_organization_yyyymmdd.csv

• buyer_division_yyyymmdd.csv

• buyer_user_yyyymmdd.csv

• buyer_invoice_yyyymmdd.csv

*Please note that all dates should be controlled by the UTC date in which the file was cut.

Market Launch Guide


II. Outbound CONTROL File Format

One control file may be submitted per file transmission. This will include information on all files transmitted

for this instance.

REQUIRED FIELDS:

file_name: This is the arrangement of characters that enables any system to access contents of a particular

Outbound File. This field value is case-sensitive and should match exactly the filename of the incoming

Outbound File that is being referenced.

row_count: This is a positive integer indicating the number of lines in the Outbound File referenced in file_name.

This field value should reflect the total sum of all rows in the Outbound File minus its header row.

OPTIONAL FIELDS:

md5sum: This is a 128 bit checksum of the Outbound File referenced in file_name and conforming to RFC 1321:

http://www.ietf.org/rfc/rfc1321.txt

III. Outbound ORGANIZATION File Format

REQUIRED FIELDS:

company_id: Your unique ID for this supplier, taken literally. Leading zeroes are preserved exactly as given. The

only exception here is that leading or trailing spaces will be clipped. For example, 00123 will remain 00123; however,

spaces as in ' JohnCo' will become 'JohnCo' while 'John Co' will remain exactly as given.

company name: Your name for this supplier, taken literally. Leading or trailing spaces will be clipped. For example,

' JohnCo' or 'JohnCo ' will become 'JohnCo' while 'John Co' will remain exactly as given.

Market Launch Guide


OPTIONAL FIELDS:

address_1: Address fields will be returned in the same format as they were received.


city: Auto-capitalization similar to the company_name field will apply.

state: State, Province or Territory as appropriate. Limit 4 characters.

postal_code: Postal or Zip Code as appropriate. Limit 12 characters.

country: Preferably the 2-letter ISO country abbreviation but full names are acceptable as well. Default: US

reserve_percentage: Percentage of reserve for this organization. This column takes precedence over

reserve_amount. Reserve amount will not be used unless reserve_percentage is 0 or null.

reserve_amount: Dollar amount of reserve for this organization (or other applicable CCY)

reserve_invoice_priority: In which order should invoices be used to cover the reserve_percentage or

reserve_amount provided?

• due_date_asc - From invoices due soonest to invoices due farthest out from today’s date (default)

• due_date_desc - From invoices due farthest out to invoices due closest to today’s date

reserve_before_adjustments: Should invoices be used to cover reserve, before they are used

to cover adjustments?

• true - Reserve is run for this organization before adjustments are covered

• false - Adjustments are run before reserve is covered for this organization (default)

tax_id: The Company Registration Number for this organization in the US. For non-US based entities, this will be the

identifiable tax ID for that country’s tax authority.

Market Launch Guide


IV. Outbound DIVISION File Format (optional)

REQUIRED FIELDS:

company_id: This is the ID for the organization to which this division belongs. This should match the unique ID that

you provided for this supplier, taken literally. Leading zeroes are preserved exactly as given. The only exception here

is that leading or trailing spaces will be clipped. For example, 00123 will remain 00123; however, spaces as in '

JohnCo' will become 'JohnCo' while 'John Co' will remain exactly as given.

division_id: Indicates the Supplier organization division. Must be unique under one company_id. Associates

Supplier divisions with their parent company_id. If you do not have separate Supplier divisions, please disregard.

division_name: Your name for this division, taken literally. Leading or trailing spaces will be clipped. For example,

' JohnCo' or 'JohnCo ' will become 'JohnCo' while 'John Co' will remain exactly as given.

OPTIONAL FIELDS:



city: Auto-capitalization similar to the company name field will apply.




reserve_percentage: Percentage of reserve for this division. This column takes precedence over reserve_amount.

Reserve amount will not be used unless reserve_percentage is 0 or null.

reserve_amount: Dollar amount of reserve for this division (or other applicable CCY)

reserve_invoice_priority: In which order should invoices be used to cover the reserve_percentage or

reserve_amount provided?

• due_date_asc - From invoices due soonest to invoices due farthest out from today’s date (default)

• due_date_desc - From invoices due farthest out to invoices due closest to today’s date

Market Launch Guide


IV. Outbound DIVISION File Format Cont’d (optional)

OPTIONAL FIELDS CONT’D:

reserve_before_adjustments: Should invoices be used to cover reserve, before they are used

to cover adjustments?

• true - Reserve is run for this organization before adjustments are covered

• false - Adjustments are run before reserve is covered for this organization (default)

tax_id: The Company Registration Number for this organization in the US. For non-US based entities, this will be the

identifiable tax ID for that country’s tax authority.

Market Launch Guide


V. Outbound USER File Format

REQUIRED FIELDS:





division_id: Required if this user is for a specific supplier division. This should match the unique ID that you

provided for this division, taken literally. Leading zeroes are preserved exactly as given. The only exception here is

that leading or trailing spaces will be clipped. For example, 00123 will remain 00123; however, spaces as in ' JohnCo'

will become 'JohnCo' while 'John Co' will remain exactly as given.

email_address: The email address of the contact for this organization/division.

OPTIONAL FIELDS:

first_name: The first name of the contact.

last_name: The last name of the contact.

phone_number: The phone number of the contact.



city: Auto-capitalization similar to the company_name field will apply.




Market Launch Guide


VI. Outbound INVOICE File Format

The Outbound Invoice File sent to C2FO is a full-replacement of the previous day’s open payables. This file should

include, from your payables system:

• All open invoices for all suppliers sent in your Outbound Organization File

• All adjustments or credits for all suppliers sent in your Outbound Organization File

REQUIRED FIELDS:





division_id: Required if this invoice is for a specific supplier division. Indicates the supplier organization division.

Must be unique under one company_id. Associates supplier divisions with their parent company_id. If you do not

have separate supplier divisions, please include as a column but leave values blank or null.

invoice_id: Your transaction ID for this invoice or credit. Must be unique under one company_id or, if divisions are

in use, under one division_id. Must be unique across fiscal years. Must be recognizable to the supplier. Case-

sensitive so INV1001 will be considered different than inv1001 or even Inv1001. Leading zeroes etc preserved

exactly as given. Only exception here, like company_id, is leading or trailing spaces.

amount: Net transaction amount, expected to be a decimal up to 2 places ONLY. Can be negative if

transaction_type=2 is indicated. A base invoice transaction_type=1 with a negative number is rejected.

Note if early pay or static discounts are already in place on an invoice, the “amount” sent to C2FO should be net of the discount assuming static

discounts are captured a majority of the time.

currency: Currency code as per ISO 4217.

payment_due_date: The due date for payment. The date provided will be verified for legitimate date value

and format. The date format accepted is ISO 8601 (YYYY-MM-DD). Years must be 4 digits and months must be

numeric and not names. Dates will be validated for a valid day of month and the year must be within a 10-year range

of current date.

Note if early pay or static discounts are already in place on an invoice, the “payment_due_date” sent to C2FO should be for the static or early pay

due date assuming static discounts are captured a majority of the time.

Market Launch Guide


VI. Outbound INVOICE File Format Cont’d

REQUIRED FIELDS CONT’D:

transaction_type:

• 1= base transaction (always positive)

• 2= adjustment (always negative) Adjustment can be associated to a base invoice if desired, by adj_invoice_id

VAT REQUIRED:

vat_amount: VAT amount, expected to be a decimal up to 2 places. Can be negative if transaction_type=2 is

indicated. A base invoice transaction_type=1 with a negative number is rejected.

OPTIONAL FIELDS:

house_bank_code: This one only applies to customers using SAP. If you are an SAP customer, then this is a

required field. Non-SAP customers, please disregard.

adj_invoice_id: Typically used to net a matched base invoice transaction_type=1 with an adjustment

transaction_type=2. If you would like to match an adjustment to a particular invoice, adj_invoice_id should

contain the invoice_id of the invoice the adjustment should net against, i.e.:

• (invoice line, transaction_type=1) invoice_id = 123456

• (adjustment line, transaction_type=2) adj_invoice_id = 123456

description: Information housed in the Accounts Payable system, free-form text. Typically something like “invoice”,

“adjustment”, or “EDI”.

transaction_date: The date you record in your Accounts Payable system, typically the Invoice Date or the date you

received the invoice. The date provided will be verified for legitimate date value and format.

The date format accepted is ISO 8601 (YYYY-MM-DD). Years must be 4 digits and months must be numeric and not

names. Dates will be validated for a valid day of month and the year must be within a 10-year range of current date.

transaction_status: Information housed in the Accounts Payable system, free-form text.

voucher_id: Information housed in the Accounts Payable system, free-form text.

adjustment_reason_code: Reason code listed in ERP system for existence of adjustment, or credit. Null for base

invoice lines.

Market Launch Guide


OPTIONAL FIELDS CONT’D:

payment_term: Invoice payment term. If the payment term has multiple tiers, a delimiter must be used to

separate each expression. Percent must precede term days. e.g.:

• 2% discount if paid within 10 days, Net 30 days = 2%10|0%30

• 3% discount if paid within 10 days, 1% discount if paid between 11-20 days, Net 40 = 3%10|1%20|0%40

payment_method: Invoice payment method, e.g. ACH, Wire, Check, etc.

CUSTOM FIELDS:

Any other columns sent that are not covered in the definitions above will be stored and returned for each

transaction record.

• Optional buyer-supplied field from Outbound Invoice File

• Field may be named by buyer and buyer-supplied field name will be maintained

• Buyer may utilize as many custom fields as needed

Market Launch Guide


Award (Inbound) File Format: C2FO sends to you

AWARD (Inbound) File Format

Award file formats are variable upon client needs. CSV is the preferred format. Consult your Market Launch

Project Manager for Award File Format needs beyond what you see here.

Buyers can opt to include four different types of line items in their Award (Inbound) File:

Invoices with Discount Applied: The most essential line item type, these are original base invoices that

have since been discounted in C2FO, passed back to the buyer with new, appended discount information.

• transaction_type = 1

• covers__adjustment = 0

Unmatched Adjustments: Adjustments, or credits, not matched to a specific invoice but were covered for

by “Invoices Used to Cover Unmatched Adjustments”.



Matched Adjustments: For buyers with adjustments specifically matched to a particular invoice, C2FO can

pass back these original matched adjustment lines for reconciliation purposes when desired.



• adjusted_invoice_id = Contains original matching invoice id for the associated base invoice

Invoices Used to Cover Unmatched Adjustments: Base invoices that were held out in their

entirety to cover for “Unmatched Adjustments”; these lines must be relieved or paid to ensure

“Unmatched Adjustments” are not applied to “Invoices with Discount Applied”.



Market Launch Guide


AWARD (Inbound) File Format Cont’d

REQUIRED FIELDS:

company_id: Buyer-supplied field "company_id" from Outbound Organization File.

company_name: Buyer-supplied field "company_name" from Outbound Organization File.

division_id: Buyer-supplied field "division_id" from Outbound Invoice File. Field use in buyer-supplied Outbound

Invoice File optional.

invoice_id: Buyer-supplied field "invoice_id" from Outbound Invoice File.

original_amount: Buyer-supplied field "amount" from Outbound Invoice File.

currency: Buyer-supplied field "currency" from Outbound Invoice File.

original_due_date: Buyer-supplied field "payment_due_date" from Outbound Invoice File.

discount_percentage: Winning bid discount amount in percentage points, 1% is displayed as 1 not 0.01.

income: Column "discount_percentage" applied to column "original_amount", or the actual discount in dollars.

discounted_invoice_amount: Total amount to be paid after discount, column “original_amount” minus column

“income”.

pay_date: New payment due date specified by buyer configuration point in C2FO UI.

offer_apr_amount: Winning bid APR, 1% is displayed as 1 not 0.01.

transaction_type: Buyer-supplied field “transaction_type” from Outbound Invoice File.

• 1= base transaction (always positive)

• 2= adjustment (always negative) Adjustment can be associated to a base invoice if desired, by adj_invoice_id

covers_adjustment: Buyer-supplied field “amount” from Outbound Invoice File.

• 1=Invoice WAS used to cover an unmatched adjustment. These line items will have no discount applied by C2FO.

They are present in the award file for reconciliation against unmatched adjustments

• 0 = Invoice was NOT used to cover an unmatched adjustment

• All adjustment lines will show “0” in this field

Market Launch Guide


AWARD (Inbound) File Format Cont’d

REQUIRED FIELDS CONT’D:

adjusted_invoice_amount:

• For buyers with matched adjustments

• Total amount to be paid after a matched adjustment, column “amount” minus any matched adjustment(s)

amounts

• Does not factor in “income” field

adjusted_invoice_id: Column "adjusted_invoice_id" Outbound Invoice File.

voucher_id: Buyer-supplied field "voucher_id" from Outbound Invoice File. Field use in buyer-supplied Outbound

Invoice File optional

house_bank_code: Buyer-supplied field "house_bank_code" from Outbound Invoice File. Field use in buyer-

supplied Outbound Invoice File optional.

VAT REQUIRED:

original_vat: Column “vat_amount” from Outbound Invoice File.

awarded_vat: “discount_percentage” applied to column “original_vat” for the new VAT amount.

vat_difference: “original_vat” minus “awarded_vat”.

OPTIONAL FIELDS:

Any other columns sent that are not covered in the definitions above will be stored and returned for each

transaction record.

• Optional buyer-supplied field from Outbound Invoice File

• Field may be named by buyer and buyer-supplied field name will be maintained

Buyer may utilize as many custom fields as needed.

C2FO Market Launch Guide - Hewlett Packard · C2FO Market Launch Guide ... Objective: Set up a C2FO...

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