Excel Invoice Format. SupplierWebsite - Excel Invoice Upload. Data Element Definition UCLA Supplier website (Rev. July 9, 2013)

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1 Excel Invoice Format Excel Column Name Cell Format Notes Campus* Supplier Number* Invoice Number* Order Number* Invoice Date* Total Invoice Amount* Total Sales Tax Amount* Discount Amount Discount Percent Invoice Discount Due Date Date (Percent format) Date / Campus code Example: UCLA / UCM 9 digits Valid Supplier Number Obtain this number from your UCLA AP contact Supplier Invoice number Maximum of 21 characters 10 or 12 characters Valid UCLA Purchase Order number Format: MM/DD/ YYYY Example: 8/8/2008 Maximum of 15 digits including 2 decimal digits Example: $10.25 Tax included Maximum of 15 digits including 2 decimal digits Example: $10.25, $0.00 Maximum of 15 digits including 2 decimal digits Example: $10.25 Discount Amount will be automatically calculated only if there is no Discount Amount value and there is a Discount Percent value. The formula will be Discount Amount = (Total Invoice Amount - Total Sales Tax Amount) * Discount Percent Maximum of % Example: 8.25% Format: MM/DD/ YYYY Example: 8/8/2008 only if Discount Amount or Discount Percent has a value Page 1

2 Excel Invoice Format - continued Excel Column Name Type Notes Invoice Line Number Order Line Number Quantity UOM Unit Price Line Amount Sales Tax Percent Supplier Part Number Short Description Long Description Delivery Charge Code Name* Ship To Addr 1* Ship To Addr 2* General (Numeric format) General (Numeric format) General (Numeric format) (Percent format) Maximum of 4 digits Example: 8 (8.5 is invalid) Maximum of 4 digits Example: 8 (8.5 is invalid) for debit line (positive Line Amount) Blank only - for credit line (negative Line Amount) Maximum of 15 digits including 4 decimal digits Examples: 5 or ( is invalid) Quantity is required if Unit Price has a value Appendix A for valid unit of measure codes Maximum of 15 digits including 5 decimal digits Examples: $10, $10.25 or $ ( is invalid) Unit Price is required if Quantity has a value Maximum of 15 digits including 2 decimal digits Example: $10 or $10.25 Positive amount for debit Negative amount for credit Maximum of % Example: 8.75% Maximum of 30 characters Maximum of 55 characters Maximum of 1000 characters Appendix B for valid delivery charge codes Must be blank for credit charges (negative Line Amount) Maximum of 40 characters Maximum of 40 characters Maximum of 40 characters Page 2

3 City* State* Zip* Excel Column Name Type Notes Country* Maximum of 25 characters 2 characters Maximum of 9 characters Maximum of 40 characters Invoice Header only required for the first invoice line. Bold - required Page 3

4 Appendix A Unit of measure valid codes in PAC as of 2/4/2009 AC BD BG BL BN BO BT BU BX CA CC CD CF CI CL CM CN CP CR CS CT CW CY DL DM DW DZ EA FT GA GI GL GM GR GS GU HG HO HP HR IN Code Description blank for items with no quantity and unit price ACRE BAND - PAPER BAG BARRELS BUNDLE BOARD BOTTLE BUSHEL BOXES CASE (EDI ONLY) CUBIC CMS CYLINDER CUBIC FOOT CUBIC INCHES COIL CENTIMETER CAN CELLO PACKAGE CARD CASE CARTON HUNDRED WEIGHT CUBIC YARD DECILITER DRUM DWT DOZEN EACH FEET GALLON GRAM PER LITRE GALLON GRAM GRAM GROSS GALLON USA HALF GALLON HALFPINT HALFPINT HOURLY RATE INCH Page 4

5 JR KE KG KM KT LB LE LI LT MC MG MI ML MM MO MR MT NA OC OK OP OZ P3 P4 P5 P6 P7 P8 P9 PA PC PD PI PK PL PR PT QT RE RL RM SC SF SH SI SM Code Description JAR KEG KILOGRAM KILOMETER KIT POUND LENGTH LITER LOT CUBIC METER MILLIGRAM MILE MILLILITER MILLIMETER MONTH METER THOUSAND NOT APPLICABLE PER HUNDRED PER THOUSAND TWO PACK (EDI ONLY) OUNCE THREE PACK (EDI ONLY) FOUR PACK (EDI ONLY) FIVE PACK (EDI ONLY) SIX PACK (EDI ONLY) SEVEN PACK (EDI ONLY) EIGHT PACK (EDI ONLY) NINE PACK (EDI ONLY) PACK PER HUNDRED PAD PIECES PER THOUSAND PAIL PAIR PINT QUART REEL ROLL REAM SQUARE CMS SQUARE FOOT SHEET SQUARE INCH SQUARE METER Page 5

6 SP ST SY TB TE TN TP TU VI XX YD YR Code Description SPOOL SET SQUARE YARD TUBE TONNE TON TEN PACK (EDI ONLY) TUBE VIALS EDI DEFAULT UOM (EDI ONLY) YARDS YEAR Page 6

7 Appendix B Delivery charge valid codes as of 6/18/2009 Code Description Taxable FSE Fuel Surcharge, Tax Exempt Tax Exempt FST Fuel Surcharge, Taxable Taxable FT Freight, Tax Exempt Tax Exempt HAN Handling, Taxable Taxable IN Insurance, Tax Exempt Tax Exempt IZE Ice or Dry Ice, Tax Exempt Tax Exempt IZT Ice or Dry Ice, Taxable Taxable PK Packaging, Taxable Taxable RC Recycling of screens, Tax Exempt Tax Exempt RS Recycling of everything (other than screen), Tax Exempt Tax Exempt Page 7

8 Sample Excel Invoice A sample of an Excel Invoice spreadsheet can be downloaded from the UCLA Supplier website. Page 8