Asset Based Finance Manager

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Asset Based Finance Manager

File Layout Description

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Table of Content

1 General

3 1.1 Introduction 3 1.2 Currencies 3 1.3 File Naming 3 1.4 Field Types 3 1.5 Amounts 3 1.6 Mandatory fields 4

2 Debtor file

4 2.1 Header record 4 2.2 Record description 4 2.3 Footer record 5 2.4 Item description 5

3 Invoice file

6 3.1 Header record 6 3.2 Record description 6 3.3 Footer record 6 3.4 Item description 7

4 Sales Ledger file

8

4.1 Header record 8

4.2 Record description 8

4.3 Footer record 9

4.4 Item description 9

5 Appendix A Currency ISO Code

10

6 Appendix B Country Codes

11

7 Appendix C Language ISO Code

12

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1. General

1.1 Introduction

This document describes the standard file formats for the client file contents to be uploaded into Asset Based Finance Manager. There are 3 file formats described in this document:

— Debtor file — New Turnover file — Sales Ledger file

Depending on the debtor finance product the client will only have to observe these combinations:

Receivable Financing with DB debtor management Receivable Financing

Debtor File Debtor File New Turnover file Sales Ledger File

1.2 Currencies

The new turnover and sales ledger file need to be provided and specified per currency, as the system maintains positions on a currency by currency basis.

1.3 File Naming

For debtors and/or new turnover and/or sales ledgers, separate files need to be created. Each filename is defined by its client number, agreement number and file type. The file extension for debtors, new turnover and sales ledgers are respectively “DEB”, “INV”, “SLF”.

Example:

Debtor, invoice and sales ledger files for client number 1200412 and agreement number 002 are: 1200412002.DEB , 1200412002.INV and 1200412002.SLF

1.4 Field Types

In the file descriptions you will find the following notation: N = Numeric field. Right aligned, with leading zeros

A = Alphanumeric field. Left aligned, with spaces after the data

1.5 Amounts

Monetary amounts are to be stated without a decimal point or comma, but must include the decimal amounts in the last two positions.

Example:

£2,572,624.21 should be entered as 00000000257262421 EUR -/- 90.00 should be entered as -0000000000009000

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1.6 Mandatory fields

Mandatory fields must be filled and are marked as Y in the column “required”. Non-mandatory fields must be included and filled with blank spaces.

2 Debtor file

2.1 Header record

Item Item description Start

position Endposition Length Format* Required* Value Comments

1 Record type 1 2 2 N(02) Y 01 2 Client number 3 9 7 N(07) Y

3 Agreement

number 10 12 3 N(03) Y 4 Client name 13 62 50 A(50) Y

Format*: N= Numeric, A= Alphanumeric Required*: Y = Yes, N= No

2.2 Record description

Each debtor record contains information about one debtor.

Item Item description Start

position Endposition Length Format* Required* Value Comments

1 Record Type 1 2 2 N(02) Y 02

2 Debtor number 3 32 30 A(30) Y Client’s debtor reference 3 Debtor name 33 82 50 A(50) Y

4 Addressline1 83 122 40 A(40) Y 5 Addressline2 123 162 40 A(40) N 6 Addressline3 163 202 40 A(40) N 7 Postal code 203 212 10 A(10) Y 8 City 213 252 40 A(40) Y

9 State 253 292 40 A(40) N Fill-out for US debtors 10 Country code

(ISO) 293 294 2 A(02) Y 11 Telephone number 295 314 20 A(20) N 12 Fax number 315 334 20 A(20) N 13 E-mail 335 384 50 A(50) N 14 Contact first name 385 414 30 A(30) N 15 Contact last name 415 444 30 A(30) N 16 Language code

(ISO) 445 449 5 A(05) Y 17 Country ID 450 479 30 A(30) N 18 VAT Number 480 503 24 A(24) N 19 Currency code

(ISO) 504 506 3 A(03) Y 20 IBAN/bank

account 507 537 31 A(31) N 21 BIC/SWIFT code 538 552 15 A(15) N 22 Client number 553 559 7 N(7) Y 23 Agreement

number 560 562 3 N(3) Y

Every item of a debtor record must be filled according to the layout as mentioned above. Numeric fields are right aligned, with leading characters “0”; alphanumeric fields are left aligned, with spaces filled.

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2.3 Footer record

Item Item description Start position

End position

Length Format* Required* Value

1 Record type 1 2 2 N(02) Y 99

2 Record count 3 8 6 N(06) Y Number of debtor records

Every item of a debtor record must be filled according to the layout as mentioned above. Numeric fields are right aligned, with leading characters “0”; alphanumeric fields are left aligned, with spaces filled.

2.4 Item description

1. Record type:

This item contains value 01.

2. Debtor number:

This is the debtor number which is used in the client’s administration. The debtor number is necessary to attach the debtor data (name, address, city, etc) to the invoice.

3. Debtor name:

In this item, the legal name must be mentioned, if possible including the legal basis of the company

4. Address line 1:

In this item the first address line of the residence of the debtor must be mentioned.

5. Address line 2:

In this item the second address line of the residence of the debtor must be mentioned.

6. Address line 3:

In this item the third address line of the residence of the debtor must be mentioned.

7. Postal code:

This item contains the postal code of residence of the debtor.

8. City:

This item contains the city of residence of the debtor.

9. State:

This item contains the state of residence of the debtor.

10. Country code (ISO):

This item contains the ISO-code of the country of residence of the debtor. See appendix B.

11. Telephone number:

This item contains the telephone number of the debtor.

12. Fax number:

This item contains the fax number of the debtor.

13. E-mail:

This item contains the email address of the debtor.

14. Contact first name:

This item contains the first name of the contact of the debtor.

15. Contact last name:

This item contains the last name of the contact of the debtor.

16. Language code (ISO):

This item indicates the language which is to be used while corresponding with the debtor. See appendix C.

17. Country ID:

This item contains the number of registration in the debtor’s country of residence. For The Netherlands this is the ’Kamer van Koophandel” code

18. VAT number:

This item contains the European VAT number of the debtor. See for more information appendix D.

19. Currency code (ISO):

The default currency of the debtor will be inserted in this item. See appendix A.

20. IBAN bank account number:

This item contains the IBAN (International Bank Account Number). See for more information appendix D.

21. BIC / SWIFT Code:

This item contains the Bank Identifier Code of the bank of the debtor (also called SWIFT code).

22. Client number:

This field is used to indicate the client number that the client has obtained from Deutsche Bank A.G, Asset Based Finance. If the client has several client numbers, this field contains the client number where the

invoices and credit notes must be registered to.

(Example: 0010049)

23. Agreement number:

This field is used to indicate the agreement number that the client has obtained from Deutsche Bank A.G. Asset Based Finance. This field contains the agreement number of the client where the invoices and credit notes must be registered to. (Example: 001)

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3 New Turnover file

3.1 Header record

End position

3 Agreement number 10 12 3 N(03) Y

4 Date 13 20 8 N(08) Y Format yyyyMMdd 5 Client name 21 70 50 A(50) Y

3.2 Record description

End position

1 Record Type 1 2 2 N(02) Y 02 2 Debtor number 3 32 30 A(30) Y

3 Invoice number 33 47 15 A(50) Y

4 Invoice date 48 55 8 N(08) Y yyyyMMdd 5 Invoice amount 56 72 17 N(17) Y

6 Currency (ISO) 73 75 3 A(03) Y

7 Due date 76 83 8 N(08) Y yyyyMMdd 8 VAT Amount 84 100 17 N(17) N

9 Discount Amount 1 101 117 17 N(17) N

10 Discount date 1 118 125 8 N(08) N yyyyMMdd 11 Discount percentage 1 126 130 5 N(5) N

18 Client number 191 197 7 N(07) Y 19 Agreement number 198 200 3 N(03) Y

Every item of an invoice record must be filled according to the layout as mentioned above. Numeric fields are right aligned, with leading characters “0”; alphanumeric fields are left aligned, with spaces filled.

3.3 Footer record

End position

2 Record count 3 8 6 N(06) Y Number of invoice records 3 Total amount 9 25 17 N(17) Y <total amount>

= add all invoice and credit note amounts

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3.4 Item description

1. Record type:

2. Debtor number:

3. Invoice number:

The invoice or credit note number as it is used in the client’s administration.

4. Invoice date:

The invoice date is mandatory and consists of 8 positions: year, month, day. (Example: 20141015)

5. Invoice amount:

This item must be used for the gross invoice amount (including VAT). The invoice amount will contain two decimal numbers. There are neither delimiters nor decimal point indicators. (Example: € 1.000.000,23 must be represented as 00000000100000023)

6. Currency Code:

The ISO currency of the invoice will be inserted in this item. See appendix A

7. Due date:

The due date consists of 8 positions: year, month, day. The due date must be ≥ invoice date.

(Example: 20141015)

8. VAT amount:

This item must be used for the VAT amount of the invoice. The VAT amount will contain two decimal numbers. There are neither delimiters nor decimal point indicators.

(Example: € 1.000.000,23 must be represented as 00000000100000023)

9. Discount amount 1:

Possible discount which can be deducted under obligation of its payment.

This item must be used for the discount amount of the invoice. The discount amount will contain two decimal numbers. There are neither delimiters nor decimal point indicators.

(Example: € 1.000,45 must be represented as 00000000100045)

If discount amount 1 is filled in, discount percentage 1 must be empty!

10. Discount date 1 :

Up to this date the discount is deductible. The discount due date consists of 8 positions: year, month, day. The discount due date must be later than the invoice date.

(Example: 20141015)

11. Discount percentage 1:

This item must be used for the discount percentage of the invoice. The discount percentage will contain two decimal numbers. There are neither delimiters nor decimal point indicators.

(Example: 12.25% must be represented as 01225) If discount percentage 1 is filled in, discount amount 1 must be empty!

13. Discount date 2 :

Up to this date discount amount 2 is deductible. The discount date 2 consists of 8 positions: year, month, day. The discount date 2 must be later than discount date 1.

(Example: 20141015)

(Example: 12.25% must be represented as 01225)

If discount percentage 2 is filled in, discount amount 2 must be empty!

16. Discount date 3:

Up to this date discount amount 3 is deductible. The discount date 3 consists of 8 positions: year, month, day.. The discount date 3 must be later than discount date 2. (Example: 20141015)

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4 Sales Ledger file

4.1 Header record

End position

3 Agreement number 10 12 3 N(03) Y

4 Date 13 20 8 N(08) Y Format yyyyMMdd 5 Client name 21 70 50 A(50) Y

4.2 Record description

Every record contains information about one invoice or credit note.

End position

1 Record Type 1 2 2 N(02) Y 02 2 Debtor number 3 32 30 A(30) Y

3 Invoice number 33 47 15 A(15) Y

4 Invoice date 48 55 8 N(08) Y Format yyyyMMdd 5 Invoice amount 56 72 17 N(17) Y

6 Invoice Balance 73 89 17 N(17) Y 7 Currency (ISO) 90 92 3 A(03) Y

8 Due date 93 100 8 N(08) Y Format yyyyMMdd 9 VAT Amount 101 117 17 N(17) N

10 Client number 118 124 7 N(07) Y 11 Agreement number 125 127 3 N(03) Y

Every item of an invoice record must be filled according to the layout as mentioned above. Numeric fields are right aligned, with leading characters “0”; alphanumeric fields are left aligned, with spaces filled.

(Example: 12.25% must be represented as 01225)

If discount percentage 3 is filled in, discount amount 3 must be empty!

18. Client number:

This field is used to indicate the client number that the client has obtained from Deutsche Bank A.G. Asset Based Finance. If the client has several client numbers, this field contains the client number where the invoices and credit notes must be registered to. (Example: 0010049)

If the client has several client numbers, this field contains the client number where the invoices and credit notes must be registered to. (Example: 001)

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4.3 Footer record

End position

2 Record count 3 8 6 N(06) Y Number of invoice records 3 Total amount 9 25 17 N(17) Y <total amount>

= add all invoice and credit note amounts

4.4 Item description

1. Record type:

2. Debtor number:

3. Invoice number:

The invoice or credit note number as it is used in the client’s administration.

4. Invoice date:

The invoice date is mandatory and consists of 8 positions: year, month, day. (Example: 20141015)

5. Invoice amount:

This item must be used for the gross invoice amount (including VAT). The invoice amount will contain two decimal numbers. There are neither delimiters nor decimal point indicators. (Example: € 1.000.000,23 must be represented as 00000000100000023)

6. Invoice Balance:

This item must be used for the net invoice amount (including VAT). The net amount must be observed as the remaining balance to be paid by a debtor. The amount will contain two decimal numbers. There are neither delimiters nor decimal point indicators. (Example: € 1.000.000,23 must be represented as 00000000100000023)

7. Currency Code:

The ISO currency of the invoice will be inserted in this item. See appendix A

8. Due date:

The due date consists of 8 positions: year, month, day. The due date must be ≥ invoice date. (Example: 20141015)

9. VAT amount:

This item must be used for the VAT amount of the invoice. The VAT amount will contain two decimal numbers. There are neither delimiters nor decimal point indicators.

(Example: € 1.000.000,23 must be represented as 00000000100000023)

10. Client number:

This field is used to indicate the client number that the client has obtained from Deutsche Bank A.G. Asset Based Finance. If the client has several client numbers, this field contains the client number where the invoices and credit notes must be registered to.

(Example: 0010049)

If the client has several client numbers, this field contains the client number where the invoices and credit notes must be registered to. (Example: 001)

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5 Appendix A Currency ISO Code

ISOCurrencyCode ISOCurrencyDescription2

AUD Australian Dollar CAD Canadian Dollar CHF Swiss Franc CLP Chilean Peso CNY Yuan Renminbi CZK Czech Koruna DKK Danish Krone EGP Egyptian Pound EUR European Union Euro GBP Great British Pound HKD Hong Kong Dollar

ISOCurrencyCode ISOCurrencyDescription2

IDR Indonesian Rupiah JPY Japanese Yen MAD Moroccan Dirham NOK Norwegian Krone NZD New Zealand Dollar PLN Polish Zloty SEK Swedish Krona SGD Singapore Dollar THB Thai Baht

USD United States Dollar ZAR South African Rand

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6 Appendix B Country Codes

Country Code Argentina AR Australia AU Austria AT Belgium BE Brazil BR Bulgaria BG Canada CA Chile CL China CN Colombia CO Croatia HR Cyprus CY Czech Republic CZ Denmark DK Egypt EG Estonia EE Finland FI France FR Germany DE Greece GR Hong Kong HK Country Code Hungary HU Iceland IS India IN Ireland IE Israel IL Italy IT Japan JP Latvia LV Lebanon LB Lithuania LT Luxembourg LU Malaysia MY Malta MT Mexico MX Morocco MA Netherlands NL Netherlands Antilles AN New Zealand NZ Norway NO Peru PE Poland PL Country Code Portugal PT Romania RO Russia RU Serbia RS Singapore SG Slovakia SK Slovenia SI South Africa ZA Spain ES Sweden SE Switzerland CH Taiwan TW Thailand TH Tunisia TN Turkey TR Ukraine UA United Arabic Emirates AE United Kingdom GB USA US Vietnam VN

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7 Appendix C Language

Language ISOLanguageDescription2 Language code (ISO)

DE German de_DE EN English American en_US EN English British en_GB ES Spanish es_ES FR French fr_FR NL Dutch nl_NL

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8 Appendix D European VAT numbers

EU country VAT-ID in the respective

language

Abbreviation Countrysign Further numbers

Austria Umsatzsteuer-identifikationsnummer

UID-Nr. /MwSt. AT nine (the first character has to be the letter "U".) Belgium Le numéro d’identification à

la taxe sur la valeur ajoutée BTW - Identificatienummer

No.TVA BTW-Nr.

BE nine (only numbers)

Cyprus VAT VAT CY nine, the last character must be a letter. Czech republic danove identifikacni cislo DIC CZ eight, nine or ten (only numbers) Denmark Momsregistreringsnummer SE-Nr./Moms DK eight (only numbers)

Estonia Käibemaksukohustuslase registreeri-misnumber

KMKR-number EE nine (only numbers) Finland Arvonlisâvero-nummer ALV-NRO FI eight (only numbers) France Le numéro d’identification à

la taxe sur la valeur ajoutée

TVA FR eleven (only numbers, the first and/or second character can be a letter.)

Germany Umsatzsteuer-Identifikationsnummer

USt-IdNr./MwSt. DE nine (only numbers) Greece Arithmos Forologikou

Mitroou FPA

A.f.M. /VAT EL nine (only numbers; old eight-character IDs are completed by prepositioning the number 0.) Hungary közösségi adószám /

Általános Forgalmi Adó

AFA HU eight (only numbers) Ireland Value added tax

identification number

VAT No IE eight (the second caracter can and the last character has to be a letter.)

Italy Il numero di registrazione IVA

Partita IVA IT eleven (only numbers) Latvia PVN registracijas numurs PVN-numurs LV eleven (only numbers) Lithuania Pridetines vertes mo-kescio

moketojo kodas

PVM moketojo kodas

LT nine (only numbers) or twelve (only numbers) Luxembourg Le numéro d’identification à

la taxe sur la valeur ajoutée

TVA LU eight (only numbers) Malta - - MT eight (only numbers) Netherlands BTW-identificatienummer BTW-Nr./

OB-Nummer

NL twelve (the third-last character has to be the letter "B".)

Poland Numer identyfikacji podatko-wej

NIP PL ten (only numbers) Portugal O número de identificacao

para efeitos do imposto sobre o valor acrescentado

NIPC PT nine (only numbers) Slovakia Dan z pridanej hodnoty DPH SK ten (only numbers) Slovenia Davčna številka SI SI/B> eight (only numbers) Spain El número de identificación

a efectos del Impuesto sobre el Valor Anadido

N.I.F. ES nine (the first and/or the last character can be a letter.)

Sweden Registrerungsnummer för mervärdesskatt (Momsnummer)

MomsNr. SE twelve (only numbers, the two lase characters are always the numbers "01")

United Kingdom Value added tax identification number