It is possible to upload invoices to an FTPS server and have them picked up from there automatically. It provides file system upload. Tradeshift provides a free account to a server where you can upload your invoices in a variety of formats.
FTPS stands for ‘File Transfer Protocol Secure’, it is a standard network protocols used to transfer files from one host to another over a TCP-based network, such as the Internet. If you are not familiar with FTPS it is recommended to find out more about it before continuing reading this page. There is plenty of information about FTPS available on the web.
In order to use this integration method you have to have an accounting or ERP software which is able to send documents over FTPS or an FTPS client (there are plenty of free FTPS clients available). You have also to activate the ‘
FTPS Uploader‘ app from the Tradeshift apps.
(S)FTP(S) usernames became Base64 encoded in order to reduce their length from 32 to 22 characters. For example, if your previous username looked like this: 877308069fd74fed822f3c8afd5e3579, it will become similar to h3MIBp/XT+2CLzyK/V41eQ. All characters like ‘/’, ‘+’ are valid. We still support 32 characters long usernames, so there is no need of changing your existing configuration.
To integrate your ERP, accounting system or FTPS client with Tradeshift, please, follow the following steps:
Insert a password which you will be later using to connect to the FTPS server
Press ‘Save’ button to save the password and create an account at the FTPS server
Copy the FTPS hostname (si.tradeshift.com), port (990) and username shown in the bottom of the app
After the FTPS account was created by the ‘FTPS Uploader’ app, it would be a good idea to test the connection to FTPS server. For the test purposes you can use FileZilla – a free and simple FTPS client. You can download it from the FileZilla website. Install FileZilla and follow the following steps:
In the ‘General’ tab fill in ‘Host’, ‘Port’ and ‘User’ fields with the values provided in ‘FTPS Uploader’ app. Select ‘FTP – File Transfer Protocol’ from the ‘Protocol’ dropdown box, for FTPS connection select ‘Require implicit FTP over TLS’ from the ‘Encryption’, and ‘Normal’ from the ‘Logon Type’ dropdown boxes. Insert the password you saved in the
‘FTPS Uploader’ for FTPS connection into the ‘Password’ field
In the ‘Transfer Settings’ tab set transfer mode to ‘Passive’
Click the ‘Connect’ button and confirm the server certificate
If login was successful you will see a commander-style window with list of FTPS server’s directories on one of the sides
Double click on the ‘outbox’ directory to open it
Create a test invoice. Remember that all your invoices must have unique Invoice Numbers (Invoice ID). Let’s assume, you created an invoice in UBL format with the Invoice Number ‘12709’ and file name 12709.xml.
Put the invoice into the ‘outbox’ directory of the FTPS server. You can do this by just dragging the file to the ‘outbox’ and drop it there
The file is uploaded to the FTPS server, but it’s not processed yet. To initiate file processing you must use one of the semaphore mechanisms described in Tradeshift’s (S)FTP(S) server directory structure (see ‘outbox’ dir). In this example I will use .ok file: put an empty file with the name which match exactly to the name of the invoice file appended by ‘.ok’: ‘12709.xml.ok’. This will trigger Tradeshift to pick up the file and process it Please be advised that if the files are not uploaded in the right order (1. invoice, 2. semaphore mechanism file with “.ok”) the dispatch engine will not be triggered.
The ‘12709.xml.ok’ file is deleted. The invoice file ‘12709.xml’ is moved to one of the following directories, depending on the validation and dispatch results:
Go to the ‘Documents’ tab of the Tradeshift web platform. If the invoices passed the validation it will appear under the ‘Sales’ subtab
|outbox||Directory used to put files to be processed by Tradeshift. Read more about supported document formats. Files MUST have unique file names.
NOTE: This server implements different semaphore mechanisms to allow you to signal that an upload is completed. You MUST employ one of these methods – if you do not, the server will wait indefinitely for the upload to complete.First semaphore mechanism: Using .ok notation
After successfully uploading a file <filename> (e.g. invoice-1.xml), either: Upload a second possibly empty file named <filename>.ok (e.g. invoice-1.xml.ok), or: Rename from <filename> to <filename>.okSecond semaphore mechanism: Using .tmp notation
Upload the file as <filename>.tmp (e.g. invoice-1.xml.tmp), and after successfull completion, rename the file to <filename> (e.g. invoice-1.xml).
Third semaphore mechanism: Using .filename notation
Only one document (e.g. invoice, credit note) per one file is supported.
This server supports attachments to documents. Attachments are files which are attached to the target document. Attachments can be send only together with the original document. It is not possible to add attachments to already uploaded document.
Attachments file names MUST be unique for the target document.
Attachments are attached to the target document with their original file names (e.g. receipt.pdf). Attachments are REMOVED from the server after the document is processed, no matter successfully or not.
|sent||Stores successfully dispatched files. Besides, there will be dispatch results file available for each sent document. The dispatch results file has the same name as the original file, but has ‘.dispatch.xml’ appended.|
|failed||Stores files which didn’t pass the validation. Besides, there will be validation results file available for each failed validation file. It has the same name as the original file but ‘.failed.xml’ appended.|
|dispatchfailed||Stores files which pass the validation, but couldn’t be dispatched. Besides, there will be dispatch results file available for each failed validation file. It has the same name as the original file but ‘.dispatchfailed.xml’ appended. Dispatch might fail because of invalid e-mail address in the document.|
|dynamicvalidations||Optional directory. You have to activate Dynamic Validations App to have it enabled. The directory stores definitions of dynamic validation. The dynamic validation definitions are XML files defining fields of documents which should be validated against list of possible values that are dynamically uploaded to the dynamicvalidationchanges directory. The validations may define the sender and the receiver of the document for which the field must be validated. It is particularly valuable for an enterprise which has branches (see Branch Management App): the different validations can be be defined for each branch by setting the branch as the receiver. All files must have the following mandatory fields:
Optionally, the SenderId could be defined. In this case the validation is applied only to documents sent by this particular sender.
NOTE: the file name must exactly match to the Id of the validation definition appended by “.xml” string.
Only one validation definition per file is allowed.
The directory follows the same (S)FTP(S)’s server semaphore mechanics described for ‘outbox’ directory.
|dynamicvalidationchanges||Optional directory. You have to activate Dynamic Validations App to have it enabled. Directory to upload list of valid values of fields defined by the dynamic validation definitions (see dynamicvalidation directory description). They are uploaded as XML files containing reference (dynamicValidationId) to the correspondent dynamic validation definition uploaded earlier. If the referenced dynamic validation definition does not exist, the uploaded file will be skipped.NOTE: the file name must exactly match to the dynamicValidationId of the validation definition appended by “.xml” string. File will be uploaded only after one of the semaphore strategies was fulfilled (see description of the ‘outbox’ directory for details). The uploaded files are not viewable and the directory is always empty.|