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Eclaim Processes
This section of help will explain how to load an eclaim using the eclaim template, and the checks the system performs to prevent duplicate eclaim loads.
Eclaim Template Procedures
Purpose of the Eclaim Template
This template gives any user the ability to take data from an invoice and turn it into an eclaim. This can be used by copying/pasting data from the original submission into this template or even manually typing the data into this spreadsheet.
One to many invoices can go into one template document. NOTE: If you use this template for more than 1 invoice that is what will appear on the claim as the claim attachment backup.
Worksheets
There are 3 worksheets within this template that have fields that need to be filled out.
- Invoice_header – this one contains fields required to fill out the invoice header, like the first entry screen when you create a new invoice.
- Invoice_product – this one is used for the sku level detail
- Invoice_lumpsum – this one is used if there are flat fee lump sum lines that are required for a claim
Fields Defined
Required fields are in bold, italicized and underlined.
**Fields where one or the other are required are in bold. **
Use a 4-digit year for all dates.
Invoice_header:
- File_name – this is the exact name of the file that came in that you are going to input into the template, include the file type extension.
- Example: Invoice148816.tab
- Claimant_invoice_number – The invoice number that should be used to load the claim, if none if given use the Dot Foods DE number or the month/year.
- Example: JAN2016
- Claimant_company_name – Who is the invoice for, this is the claimant company name
- Invoice_creation_date – The invoice date, if none is given the end date will be used in this field
- Invoice_received_date – The date the invoice was received. THIS DATE MUST BE ON OR AFTER THE END DATE OF THE INVOICE.
- Invoice_start_date – the oldest delivery date for the claim, if this is for an event this date is often the same as the end date. If this one is not filled out it will take the oldest date from the product tab from the distributor invoice date filed. So either this one is required or that one is.
- Invoice_end date – the newest delivery date for the claim. If this one is not filled out it will take the oldest date from the product tab from the distributor invoice date filed. So either this one is required or that one is.
- Invoice_type – billback (for invoiced to distributors) or operator billback (for invoices paid to operators)
Invoice_product: (the below required fields are only if the invoice is sku based)
claimant_company_name – this should be the same as the first worksheet, who is the invoice for, this is the claimant company name (i.e USF CORPORATE)
claimant_invoice_number - this should be the same as the first worksheet, the invoice number that should be used to load the claim, if none if given use the Dot Foods DE number or the month/year.
distributor_invoice_number – The purchase invoice number, the PO #
distributor_invoice_date – The distributor’s delivery date for that line item. If this one is not filled out the invoice end date will be used
claimant_distributor_number – An ID # provided on the invoice for that line item distributor. This is required if the distributor_name below is present. You can use the distributor_name in this field as well if the id is not provided.
distributor_name – The line item distributor name
distributor_product_sku – The sku the distributor is using for the manufacturers sku. If not provided use the manufacturer sku for this field as well. Required for sku based invoices.
distributor_product_description – The words used to describe the product for that line item
operator_product_sku – this is the id provided for an operator HQ claim for a given sku, this is not very common as most operator claims provide the distributor product sku.
manufacturer_product_sku – this is the manufacturer sku provided. Required for sku based claims.
product_gtin – product GTIN number, rarely provided
product_upc – product UPC code
delivery_date – Line item delivery date, copy the data from the distributor invoice date field here
rebate_uom – Cases or Pounds
quantity_sold – quantity of cases for that line item
rebate_requested_rate – rate per case being requested, only required if the amount is not provided
rebate_rate_type - RATE or PERCENT (must be in all CAPS)
rebate_requested_amount – total amount being requested for that line item (qty x rate), only required if the rate is not provided
package_quantity – pack size if provided for the sku
package_unit_of_measure – pack UOM if provided for the sku
unit_price – price paid per case
extended_price – price paid times the qty
claimant_contract_name – this will appear in the claim tag
distributor_customer_number – unit level operator company number
location_name – unit level operator company name
location_address1 – unit level operator address1
location_address2 – unit level operator address2
location_city – unit level operator city
location_state – unit level operator state
location_zip – unit level operator zip
location_country_code – unit level country CA or US
invoice_lumpsum: (the below required fields are only if the invoice is lumpsum)
claimant_company_name – this should be the same as the first worksheet, who is the invoice for, this is the claimant company name
claimant_invoice_number - this should be the same as the first worksheet, the invoice number that should be used to load the claim, if none if given use the Dot Foods DE number or the month/year.
lumpsum_description – the words used to describe the event being claimed, this will get mapped to an event bucket
amount_requested – amount being requested for that lump sum event
claimant_contract_name – this will appear in the claim tag