Extended File Format (Full Version)

Guide to formatting the extended format booking file.

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:

Sell Amount	Nett amount	Commission
Tax / VAT	Due Date	Currency
Deposit/Balance Indicator	Voucher/Ticket number	Notes fields

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

• 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/Field Definitions

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

156KB

Extended File (Full Version) v13.pdf

pdf

Examples Files

1. All Fields CSV Example:

949B

Extended Seller TRA file example V12 - CSV - COMMA delimited_No ecapsulation .csv

2. All Fields with Encapsulated Example:

1KB

Extended Seller TRA file example V12 - TXT - SEMI COLON delimited_Full ecapsulation .txt

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 notifications 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.