Extend File Format (Lite Version)

A practical guide for converting from old SPS to the new extended file format.

This guide outlines the process of transitioning from the old SPS to the new extended file format with the minimal mandatory adjustments (there is also a fuller extended file option which we recommend to assist smoother reconciliation with your trade partners). Please refer to the example files at the end of this page for further clarity.

Instructions

• File name must start with 'TRA' e.g. 'TRA Supplier Name 11 Aug 2023'

• File suffix must be either '.CSV', '.TXT' or '.DAT'

• The first row must only contain the column names.

• There is no trailer record (with total values etc)

• Fields can be delimited with either a comma, semicolon or tab character

• All columns present must be named according to the specification (see example file below)

• All mandatory columns must be present and contain data or the file will error.

• Any/all/none of the optional columns may be present (see fuller extended file for optional columns)

• To avoid complications with comma characters being present in text fields, use of the semicolon or tab delimiter is recommended

• Amounts must be loaded as whole currency values e.g. 1234.55. Can also be loaded without decimal place e.g. 1234 = £1,234.00

• If amount fields use a comma as a decimal place they need to be encapsulated with double speech marks e.g. "1234,55".

• Use of ‘Special’ characters within char fields, including Carriage Returns [CR] and Line feeds [LF], is not permitted

File format details

126KB

Extedned File Format (Lite Version) v1.pdf

pdf

File format example

292B

TRA_Extended_Seller_File_Lite_example_V1.csv

Troubleshooting

File loaded - nothing displayed

Check the data delivery section to see history of files uploaded.

If there is a warning / failed upload then check the notification page for specific details

File upload failure reasons

• Check the file name starts with TRA e.g. "TRA Week 2.CSV"

• Missing Mandatory column names. First row must included all mandatory column names. Check the notifications page for specific details

• Ensure there are no unexpected commas in the data (if you are using this as your delimiter) e.g. if the name field has a first and last name separated by a comma, this will knock the data sequence out

• Ensure there isn't a spare comma at the end of your file header or transaction rows

• Ensure you are using the correct Seller ID associated with your company.