Logistics provider invoices are sent to the 7bridges software and the data ingested automatically but what are the necessary fields for these invoices
The invoice and shipment data is a critical building block for Optimise customers of the 7bridges software. These (transport) invoices contain the data necessary to power multiple places in the software:
- The Invoices section
- Network Analysis
- Audit
When invoices are received into the 7bridges software the data is extracted and ingested in the form or Invoices, Shipments and Charges. To create these data elements correctly there is a minimum set of data needed in the data files sent to the 7bridges software by your Logistics Service Providers. In fact, the best way to ensure your data in the software is as complete as possible is to get your providers to supply 1 data file per invoice with all these fields populated in it.
Here are the different invoice and shipment fields, both mandatory and optional:
| Field | Description | Mandatory? |
| Logistics provider name | The provider of the account setup in the 7bridges software | Mandatory |
| Account number | The account number that is setup in the Providers section | Mandatory |
| Invoice currency | Must be three letter currency code (e.g. GBP) | Mandatory |
| Invoice number | Can contain letters and numbers | Mandatory |
| Invoice date | The issue date of the invoice | Mandatory |
| Invoice type | An optional categorisation of the invoice | Optional |
| Tracking code | The shipment tracking code | Mandatory |
| Datetime shipped | Format should be YYYY-MM-DD hh:mm:ss.uuuuuu | Mandatory |
| Datetime received | This is the datetime delivered - i.e. the time when the shipment reached the recipient. Format should be YYYY-MM-DD hh:mm:ss.uuuuuu | Optional |
| POD signature | Proof of delivery signature. Expected to be the name of the person who signed for the shipment | Optional |
| Shipping method | The service used to send the shipment | Mandatory |
|
Shipper company |
The company name of the shipment sender |
Optional |
| Shipper name | The name of the shipment sender | Optional |
|
Shipper country |
Part of the address of the shipment sender | Mandatory |
| Shipper city | Part of the address of the shipment sender | Optional |
| Shipper address 1 | Part of the address of the shipment sender | Optional |
| Shipper address 2 | Part of the address of the shipment sender | Optional |
| Shipper address 3 | Part of the address of the shipment sender | Optional |
| Shipper postal code | Part of the address of the shipment sender | Optional |
|
Recipient company |
The company name of the shipment recipient |
Optional |
| Recipient name | The name of the shipment recipient | Optional |
|
Recipient country |
Part of the address of the shipment recipient | Mandatory |
| Recipient city | Part of the address of the shipment recipient | Optional |
| Recipient address 1 | Part of the address of the shipment recipient | Optional |
| Recipient address 2 | Part of the address of the shipment recipient | Optional |
| Recipient address 3 | Part of the address of the shipment recipient | Optional |
| Recipient postal code | Part of the address of the shipment recipient | Optional |
| Reference 1 | The reference number of the shipped item in the shipper’s system | Optional |
| Reference 2 | The reference number of the shipped item in the shipper’s system | Optional |
| Reference 3 | The reference number of the shipped item in the shipper’s system | Optional |
| Transport mode | Transport mode for the shipment: one of package, air, ocean, rail, road, pipeline, intermodal | Mandatory |
| Incoterms | Optional | |
| Pickup details | Optional | |
| Packages name | Identifying text for packages, for example “PALLETS”, “PARCELS”, “40HC” Note that values like ‘VAN’, ‘FTL’ should be not be here, they should be part of the Service field (e.g. service=’Road Freight - Van’). | Optional |
| Packages count | Number of packages | Optional |
| Packages weight unit | Unit for the weight fields | Optional |
| Packages actual weight | Total weight of packages in the shipment | Optional |
| Packages billed weight | Total billing weight of packages in the shipment | Optional |
| Packages volumetric weight | Total volumetric weight of packages in the shipment | Optional |
| Packages dimension unit | Unit for the dimensions. One of m/cm/ft/in/mm. | Optional |
| Packages dimensions | Semicolon-separated list of dimensions (LxWxH) for each package in the shipment. Example: 20x10x5;20x5x3. | Optional |
| Packages temperature range | Description of temperature range, for example “ambient”, “refrigerated”, “-30 - -10 degrees” | Optional |
| Charge code | Code used by the provider for this type of charge in their system | Optional |
| Charge name | Name of the charge (e.g. Base, Fuel, Handling) | Mandatory |
| Charge net | Net (no taxes) amount charged | Mandatory |
| Charge net currency | Must be 3 letter code for currency (e.g. GBP). |
Mandatory |
| Charge tax rate | Tax rate is the amount (not the rate) of tax on the charge | Mandatory |
| Charge gross | Must be the sum of Charge net and Charge tax rate for the charge. | Mandatory |
| Charge gross currency | Must be 3 letter code for currency (e.g. GBP). | Mandatory |
Freight shipment leg information
If it is a freight invoice and there is information on the shipment legs then this should follow this format:
| Field | Description | Mandatory? |
| Leg 1* mode | Transport mode for this leg: one of package, air, ocean, rail, road, pipeline, intermodal | Optional |
| Leg 1* provider | The provider of the account setup in the 7bridges software | Mandatory |
| Leg 1* origin port | Port name. Each leg must include either port or address fields for origin | Optional |
| Leg 1* origin country | These fields define the leg origin address - at least one of city / state /street1 / street2 / country / postal code must be provided to define an address | Optional |
| Leg 1* origin state | See above | Optional |
| Leg 1* origin city | See above | Optional |
| Leg 1* origin postal code | See above | Optional |
| Leg 1* origin street1 | See above | Optional |
| Leg 1* origin street2 | See above | Optional |
| Leg 1* destination port | Port name. Each leg must include either port or address fields for destination | Optional |
| Leg 1* destination state, city, street1, street2, country, postal code | (As for origin) These fields define the Leg destination address - at least one of city / state /street1 / street2 / country / postal code must be provided if destination port is not provided. | Optional |
| Leg 1* vehicle name | E.g. “ship”, “truck” | Optional |
| Leg 1* vehicle registration | Optional |
* = Duplicate these fields for further legs e.g. Leg 2, Leg 3 etc.