Guidelines for sending the invoice file (File 100)
To send data to Segment in File 100 format, the file contains data in 4 record types:
| Record | Content | Occurs | Required |
|---|---|---|---|
| 0 | Invoice details | Once per invoice | Yes |
| 1 | Delivery note details within the invoice | After record 0 — one per delivery note | Yes |
| 2 | Delivery note lines | After record 1 — one per line | Yes |
| 3 | Israel Invoices allocation number | A single summary record per invoice | Per Tax Authority instructions and the customer’s guidelines — mandatory for invoices over ₪5,000 |
Record types explained
| Record | Must be followed by | Totals that must match |
|---|---|---|
| 0 — Invoice | Type 1 record(s) belonging to the same invoice | Total of the delivery note lines (record 1) = invoice total (record 0) |
| 1 — Delivery note | Type 2 record(s) belonging to the same delivery note, in the same invoice | Total of the lines (record 2) = delivery note total (record 1) |
| 3 — Summary | A single record per invoice | The invoice’s summary record |
Record type 0 (invoice details)
| Position | Size | Field name | Description | Required |
|---|---|---|---|---|
| 1-1 | 1 | Record type | Constant “0” | Yes |
| 2-6 | 5 | FILLER | FILLER, constant zeros | Yes |
| 7-16 | 10 | Vendor number | The vendor’s number at the customer | Yes |
| 17-22 | 6 | Invoice date | Format YYMMDD | Yes |
| 23-32 | 10 | Invoice no. | The invoice number the delivery notes are attributed to | Yes |
| 33-44 | 10.2 | Gross amount | Invoice gross total – excluding VAT and discounts. | Yes |
| 45-56 | 10.2 | Regular discount | Invoice total regular discount – excluding VAT | No |
| 57-68 | 10.2 | Promotional discount | Invoice total promotional discount – excluding VAT | No |
| 69-72 | 2.2 | Total rounding (incl. VAT) | Example: 52.19 is written 5219 Example: 1.5 is written 0150 | No |
| 73-80 | 8 | FILLER | FILLER, constant zeros | Yes |
| 81-92 | 10.2 | VAT amount | VAT amount | Yes |
| 93-95 | 3 | Currency | ILS, USD, EUR. Default 000 = ILS | No |
| 96-100 | 4 | FILLER | FILLER, constant zeros | Yes |
| 201-230 | 30 | Long invoice number | If the invoice number is longer than 10 characters | No |
| 231-236 | 2.4 | Exchange rate | Optional. Example: 3.7612 is sent as 037612 | No |
| 237-266 | 30 | Transaction number | Optional | No |
| 267-281 | 12.3 | Index-linkage amount | Optional | No |
Record type 1 (delivery note details)
| Position | Size | Field name | Description | Required |
|---|---|---|---|---|
| 1-1 | 1 | Constant “1” | Record type | Yes |
| 2-11 | 10 | Store number | The customer’s store / branch / project number | Yes |
| 12-21 | 10 | Delivery note number | The number shown on the delivery note sent by the vendor. For return notes, enter the chain’s return note number | Yes |
| 22-22 | 1 | Document type | 0 = return. 1 = regular receipt. | Yes |
| 23-28 | 6 | Document date | The date on the document, format YYMMDD | Yes |
| 29-38 | 10 | Receipt (“Bul”) number | The chain’s receipt (“Bul”) number – the branch’s goods-receipt document number | Yes |
| 39-71 | 33 | FILLER | FILLER, constant zero | Yes |
| 72-86 | 15 | Additional reference | Optional | No |
| 87-97 | 11 | Purchase order number | Pad with leading zeros to the left of the order number if space remains. Example: order 998121 is written 00000998121 | No |
| 98-100 | 3 | FILLER | FILLER, constant zero | Yes |
| 101-115 | 15 | Tax invoice / transaction invoice number | For cases where the settlement document is a tax invoice or transaction invoice. In that case, send zeros in fields 12-21 and 29-38 | No |
Notes
| Field | Note |
|---|---|
| Store number | the branch number in the chain. If you use “branch code conversion”, make sure the conversion is up to date in Segment. You can always check this in the Segment portal under “Update branch details”, manually or from an Excel file. Make sure the branch number matches the branch number on the delivery / receipt note. |
| Delivery note no. | make sure a receipt exists for the delivery note. The receipt must reach Segment and appear in the portal under “Deliveries”. You can omit this value and rely only on the “Receipt (Bul) no.” – fill the field with “0” values instead. In that case a valid receipt number matching the data received from the chain is required. |
| Receipt (Bul) no. | you can omit this value and rely only on the “Delivery note number” – fill the field with “0” values instead. In that case a valid delivery note number is required. |
| If the chain allows an invoice to settle more than one delivery note – define a new type “1” record for each delivery note. | |
(!) Also check each chain’s own conditions – for example, if the chain allows an invoice to contain more than one delivery note but only for the same branch / store number, all delivery notes in the invoice must have the same store number.
Record type 2 (delivery note lines)
| Position | Size | Field name | Description | Required |
|---|---|---|---|---|
| 1-1 | 1 | Constant “2” | Record type | Yes |
| 2-14 | 13 | Customer item no. | The item number in the customer’s catalog. | Yes |
| 15-27 | 13 | Vendor item no. | The item number at the vendor | Yes |
| 28-28 | 1 | Sales unit type | 0 = units 1 = packages | Yes |
| 29-35 | 5.2 | Unit quantity | If this field contains data, it overrides the value in field 201-211 | Yes |
| 36-38 | 3 | Quantity per package | Required when the sales unit type = 1 | Yes |
| 39-41 | 3 | Number of packages | Required when the sales unit type = 1 | Yes |
| 42-52 | 7.4 | Unit price | Unit price excluding VAT | Yes |
| 53-61 | 5.4 | Item discount | Item discount amount | No |
| 62-79 | 18 | Long customer catalog item no. | For long item codes. In that case, send zeros in field 2-14 | No |
| 80-84 | 5 | Order line number | Constant zeros if none. Pad with leading zeros to the left of the number. Example: 00005 | No |
| 85-89 | 5 | Delivery note line number | Constant zeros if none. Pad with leading zeros to the left of the number. Example: 00005 | No |
| 90-100 | 11 | Purchase order number | Pad with leading zeros to the left of the order number if space remains. Example: order 998121 is written 00000998121 | No |
| 201-211 | 7.4 | Long unit quantity | For quantities with 4 digits after the decimal point. In that case, send zeros in field 29-35 | No |
| 212-221 | 10 | Order sub-line number | Optional | No |
| 222-236 | 12.3 | Index-linkage amount | Optional | No |
Notes
| Field | Note |
|---|---|
| Customer item number | the chain’s item code as it appears in its catalog. If you use the “Vendor item code” instead, make sure the “Customer item code” is filled with “0” values. |
| Vendor item number | the vendor item code as defined by the vendor in “Vendor item conversion”. Make sure the data is up to date – you can always check this in the Segment portal under Catalog -> “Update item details”, manually or from an Excel file. If you don’t use this field, fill it with “0” values. |
| Make sure the customer item code and vendor item code fields are in the correct positions. Mixing up or swapping their positions will cause an error. | |
| The comparison is made against the chain’s receipt document -> so if there is an error, compare your data with the chain’s receipt data. | |
Make sure the items, prices and quantities in the receipt documents match the data in File 100 – otherwise an error will be returned.
Record type 3 (Israel Invoices allocation number)
| Position | Size | Field name | Description | Required |
|---|---|---|---|---|
| 1-1 | 1 | Constant “3” | Record type | Yes |
| 2-26 | 25 | Sender licensed dealer no. | The vendor’s licensed dealer (VAT) number – the invoice sender | No |
| 27-51 | 25 | Recipient licensed dealer no. | The customer’s licensed dealer (VAT) number – the invoice recipient | No |
| 52-86 | 35 | Invoice allocation number | The allocation number received from the Tax Authority for this invoice | Yes |
| 87-100 | 14 | FILLER | FILLER, constant zeros | Yes |
Notes
This record type is mandatory for invoices over ₪5,000, in line with Tax Authority requirements. Invoices above this amount that do not contain this record type will fail validation.
Handling negative values
Below is the translation table for the minus sign “-” in negative values. Replace the last digit in the field with the corresponding letter:
| Digit to replace | 0 | 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 |
|---|---|---|---|---|---|---|---|---|---|---|
| Replace with letter | { | J | K | L | M | N | O | P | Q | R |
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