Import File Format
  1. The file to be imported must be in the variable format separated by commas (csv).

  2. Fields must not contain punctuation and/or leading zeros.

  3. Each invoice must have a header line (H) as the first line followed by at least one detail line (D).

  4. Allowances and expenses must be added on line "C" (after the summary line) and on line "S" (after the detail line).

  5. Several invoices (more than 100) can be imported from an import file, but do not leave blank lines between invoices.

  6. Fields without data must always be present.

  7. Once the invoices have been imported, send them to Faxinating Solutions.
Follow the order of the fields below.
Field Type Max. Length Format & Additional Info Presence
Summary/Header Line
Type Alpha 1 For the header line, enter H Mandatory
Vendor Number Numeric 5   Mandatory
PO Number Alphanumeric 1-22 Uppercase. Mandatory if you receive POs or if you ship to SAP stores otherwise Loblaws will reject the invoice. Conditional
PO Date Date 8 YYYYMMDD Conditional
Invoice Number Alphanumeric 1-10 Uppercase Mandatory
Invoice Date Date 8 YYYYMMDD Mandatory
Department Number Numeric 2 Example: 01, 23. If you do not have this number, click here. Mandatory
Store Number Alphanumeric 5 If less than 5 digits, prefix with zero(s). Mandatory
Delivery Date Date 8 YYYYMMDD Mandatory
Total Weight Numeric 1-10 Must always be a positive amount. Can contain a decimal. Mandatory if there is variable weight on the invoice. Conditional
UOM for Weight Alpha 2 Choose from the list:
KG = Kilo		 Conditional
Total Units Numeric 1-10 The total amount of units/cases. Must always be a positive amount. For variable weight, enter the total amount of items on the invoice. Mandatory
UOM Alpha 2 Choose from the list:
CA = Case
EA = Unit
MX = Mixed		 Mandatory
Total Amount Money Amount 1-8 Must be positive. Example: 0.50, 5.00. Cannot be 0.00. Mandatory
* Tax Conditions:
  • Taxes must be entered on each taxable item as well as at the summary level.
  • Do not combine GST/PST with HST.
Total GST Money Amount 1-16 Must be positive. Example: 0.50, 5.00. No taxes = leave blank. Cannot be 0.00. * Conditional
Total PST (QST) Money Amount 1-16 Must be positive. Example: 0.50, 5.00. No taxes = leave blank. Cannot be 0.00. * Conditional
Total HST Money Amount 1-16 Must be positive. Example: 0.50, 5.00. No taxes = leave blank. Cannot be 0.00. * Conditional
* Terms Conditions: Net days can be populated by itself, but if you populate percent or days due then all three fields must be populated.
Terms of sale: Percent Positive Integer 1-6 Can have a decimal. * Optional/Conditional
Terms: No. of Days Positive Integer 1-3   * Optional/Conditional
Terms: Net Days Positive Integer 1-3   * Optional/Conditional
Confirmation Request Alpha 2 Choose from the list:
Y = Yes
N = No		 Mandatory
Header Allowance/Charge Line
If you do not have any allowances or charges on the invoice, omit this line from your import file.
Type Alpha 1 For the header Allowance/Charge line, enter C Mandatory
Amount Monetary Value 1-8 Must be positive. Cannot be 0.00. Mandatory
Indicator Alpha 1 Choose from the list:
A = Allowance
C = Charge
N = No Allowance/Charge		 Mandatory
Type Alphanumeric 4 Choose from the list:
C000 = Defective Allowance/Co-op
C310 = Discount
F000 = Temptale (Temperature Monitor) Charges
H090 = Produce Extra Charges
H490 = Tobacco Tax		 Mandatory
Detail Line
Type Alpha 1 For the detail line, enter D Mandatory
Product Code Numeric 14 Must always be 14 digits. Mandatory
Description Alphanumeric 1-35 Uppercase. Space and dash allowed. Mandatory
Quantity Numeric 1-8 Can contain a decimal only for variable weight. For variable weight products, enter the amount of kilos. Mandatory
UOM Alpha 2 Choose from the list:
CA = Case
EA = Each/Unit
KG = Kilo		 Mandatory
Price Money Amount 1-8 Must be positive. Example: 0.50, 5.00. Cannot be 0.00. Mandatory
* Tax Conditions:
  • Taxes must be entered on each taxable item as well as at the summary level.
  • Do not combine GST/PST with HST.
GST Money Amount 1-16 Must be positive. Example: 5.00. Cannot be 0.00. * Conditional
PST (QST) Money Amount 1-16 Must be positive. Example: 5.00. Cannot be 0.00. * Conditional
HST Money Amount 1-16 Must be positive. Example: 5.00. Cannot be 0.00. * Conditional
Pack Quantity Numeric 1-16 Must be positive. No decimals. For variable weight products, enter the amount of cases shipped. Mandatory
Pack Size Numeric 1-16 Must be positive. Can contain a decimal. For variable weight products, this field must contain the same amount of kilos as the quantity field. Conditional
UOM Alpha 2 Choose from the list:
KG = Kilos
GR = Grams
ML = Millilitres		 Conditional
Detail Allowance/Charge Line
If you do not have any allowances or charges on the item, omit this line from your import file.
Type Alpha 1 For the detail Allowance/Charge line, enter S Mandatory
Amount Monetary Value 1-8 Must be positive. Cannot be 0.00. Mandatory
Indicator Alpha 1 Choose from the list:
A = Allowance
C = Charge		 Mandatory
Type Alphanumeric 4 Choose from the list:
C090 - Deposit Charges (Quebec) Or Ecology Tax West
C110 - Deposit Charges (West)		 Mandatory
Examples
Invoice with no PO, 2 detail lines (one cases and one units), taxes on an item, with terms, no weight and no allowances/charges.
H,32444,,,998741,20150410,54,08782,20150407,,,25,MX,66.49,1.75,3.49,,3,10,30,Y
D,22200000888974,ITEM1,10,CA,3.50,1.75,3.49,,5,,
D,44400000888975,ITEM2,15,EA,1.75,,,,1,,

Invoice with a PO, 2 detail lines (one cases and one with variable weight), taxes on an item, no terms, with an allowance on an item and a charge on the invoice.
H,32444,60000078,20150402,998741,20150410,54,08782,20150407,11.58,KG,25,MX,230.01,4.95,9.88,,,,,N
C,20.00,C,F000
D,22200000888974,COCA COLA,3,CA,33.00,4.95,9.88,,15,,
S,2.25,A,C090
D,22200000888974,BEEF,11.58,KG,8.50,,,,2,11.58,KG

Invoice with variable weight, taxes, terms, no allowances/charges.
H,32444,60000078,20150402,998741,20150410,54,08782,20150407,11.58,KG,25,MX,130.05,1.38,2.74,,2,10,30,N
D,22200000888974,BEEF,11.58,KG,8.50,,,,2,11.58,KG
D,47200000888891,CHOCOLATE,10,CA,2.75,1.38,2.74,,5,,

Invoice with HST.
H,32444,,,998741,20150410,11,08782,20150407,,,30,CA,107.35,,,12.35,,,,Y
D,22200000888974,ITEM1,10,CA,3.50,,,4.55,8,,
D,44400000888975,ITEM2,20,CA,3.00,,,7.80,15,,