# Extended File Format (Full Version)

We now have an extended file format for Sellers committing transactions to their Buyers that supports significantly richer data to facilitate easier reconciliation, loading future dated statement and filing in multi currencies.

The extended file format gives Sellers the opportunity to submit additional data to their Buyers, such as:

<table><thead><tr><th width="253.33333333333331"></th><th></th><th></th></tr></thead><tbody><tr><td>Sell Amount</td><td>Nett amount</td><td>Commission</td></tr><tr><td>Tax / VAT</td><td>Due Date</td><td>Currency</td></tr><tr><td>Deposit/Balance Indicator</td><td>Voucher/Ticket number</td><td>Notes fields</td></tr></tbody></table>

### **File Requirements**

Below is a summary of the general conditions needed:

* 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 must 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&#x20;
* To avoid complications with comma characters being present in text fields, use of the semicolon or tab delimiter is recommended &#x20;
* 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". &#x20;
* Use of ‘Special’ characters within char fields, including Carriage Returns \[CR] and Line feeds \[LF], is not permitted&#x20;

### File/**F**ield Definitions

Attached below is a PDF containing all of the fields available in the Buyer Upload:

{% file src="<https://3714949765-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MacUE666EkqnejMK9CH%2Fuploads%2FbHbybbPmRZSK3nNdex5W%2FExtended%20File%20(Full%20Version)%20v13.pdf?alt=media&token=ff1f2290-7b19-45ec-9351-44ceab178ac2>" %}

### Examples Files

#### 1. All Fields CSV Example:

{% file src="<https://3714949765-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MacUE666EkqnejMK9CH%2Fuploads%2Fzv4cd3iA2UIq0a8vhJuE%2FExtended%20Seller%20TRA%20file%20example%20V12%20-%20CSV%20-%20COMMA%20delimited_No%20ecapsulation%20.csv?alt=media&token=134fff51-3c5d-483c-8ced-5b7e1e0343bd>" %}

#### 2. All Fields with Encapsulated Example:

{% file src="<https://3714949765-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MacUE666EkqnejMK9CH%2Fuploads%2FBOwqLZEdLrbebf4LdqdB%2FExtended%20Seller%20TRA%20file%20example%20V12%20-%20TXT%20-%20SEMI%20COLON%20delimited_Full%20ecapsulation%20.txt?alt=media&token=4d60150e-0c42-463e-a18f-c4978ab65cdc>" %}

### <mark style="color:red;">Troubleshooting</mark>

<details>

<summary>File loaded - nothing displayed</summary>

Check the data delivery section to see history of files uploaded.&#x20;

![](https://3714949765-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MacUE666EkqnejMK9CH%2Fuploads%2FtlQqtvRMYUxkdoR7zBjh%2Fimage.png?alt=media\&token=623751e5-2269-44f0-a819-23fd747c84d8)

&#x20;If there is a warning / failed upload then check notifications for specific details

![](https://3714949765-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MacUE666EkqnejMK9CH%2Fuploads%2FSuoM9uPPukHaVhV3dUjD%2Fimage.png?alt=media\&token=fca35643-01fe-4544-b946-345829439d6b)

</details>

<details>

<summary>File upload failure reasons</summary>

* 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](https://app.travelledger.org/notifications) page for specific details&#x20;
* 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.

</details>