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Export definition

Explore the comprehensive XML definition of exported supplier cXML message

Proactis supplier API uses the cXML message standard. We suggest you refer to the cXML User's Guide at cxml.org to learn more. Sample messages including annotation can be found on the sample messages page.

Basic supplier example​

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<cXML payloadID="[email protected]" timestamp="2024-01-11T13:26:41+0100" xml:lang="en">
   <Response>
      <Status code="200" text="OK"/>
      <OrganizationDataResponse>
         <Organization>
            <Name xml:lang="en">Northwest Goods</Name>
            <Credential domain="Number">...</Credential>
            <Credential domain="DUNS">...</Credential>
            <Credential domain="VAT">...</Credential>
            <Credential domain="COC">...</Credential>
            <Credential domain="GLN">...</Credential>
            <OrganizationRole name="supplier"/>
            <Address>...</Address>
            <Person>...</Person>
            <Commodity>...</Commodity>
            <PaymentInformation>...</PaymentInformation>
            <Extrinsic name="ProactisSupplierGroup">ICT</Extrinsic>
            <Extrinsic name="ERPSystem">001</Extrinsic>
         </Organization>
      </OrganizationDataResponse>
   </Response>
</cXML>

Credentials​

The supplier starts with the Credentials which can used to identify the supplier.

Credential elements are used for various supplier identifiers.

Supplier Number​

The Number Credential element contains the supplier number as known in Proactis.

<Credential domain="Number">
   <Identity>SUP001</Identity>
</Credential>

DUNS Number​

The DUNS Credential element contains a DUNS-number.

<Credential domain="DUNS">
   <Identity>Demo_SUP001</Identity>
</Credential>

VAT Identifier​

The VAT Credential element contains the VAT number for the supplier.

<Credential domain="VAT">
   <Identity>NL123456789B01</Identity>
</Credential>

Chamber of Commerce​

The COC Credential element contains the Chamber of Commerce number for the supplier.

<Credential domain="COC">
   <Identity>123456789</Identity>
</Credential>

GLN Number​

The GLN Credential element contains the GLN (Global Location Number) for the supplier.

<Credential domain="GLN">
   <Identity>1234567890123</Identity>
</Credential>

Addresses​

For each supplier two different address types can be stored, the visiting address and postal address.

Postal Address​

This Address element contains PO box and contact information for the supplier

<Address>
   <Name xml:lang="en"/>
   <PostalAddress>
      <Street>PO box 12</Street>
      <City>Amsterdam</City>
      <PostalCode>1111AB</PostalCode>
      <Country isoCountryCode="NL">Netherlands</Country>
   </PostalAddress>
   <Email>[email protected]</Email>
   <Phone>
      <TelephoneNumber>
         <CountryCode isoCountryCode=""/>
         <AreaOrCityCode></AreaOrCityCode>
         <Number>0123456789</Number>
      </TelephoneNumber>
   </Phone>
   <Fax>
      <TelephoneNumber>
         <CountryCode isoCountryCode=""/>
         <AreaOrCityCode></AreaOrCityCode>
         <Number>0123456789</Number>
      </TelephoneNumber>
   </Fax>
   <URL>www.northwestgoods.com</URL>
</Address>

Visiting Address​

The Person element contains the visiting address of the supplier.

<Person>
   <Contact role="visitingAddress">
      <Name xml:lang="en">Visiting Address</Name>
      <PostalAddress>
         <Street>Damrak 1</Street>
         <Street></Street>
         <City>Amsterdam</City>
         <State>NH</State>
         <PostalCode>1111AB</PostalCode>
         <Country isoCountryCode="NL">Netherlands</Country>
      </PostalAddress>
   </Contact>
   <PersonRole name="supplier"/>
</Person>

Commodity Codes​

Spending pools assigned to the supplier will be added as Commodity elements. The domain attribute will contain a default value, the code attribute will contain the value of the spending pool.

<Commodity>
   <Classification domain="SpendingPool" code="3000">ICT Hardware</Classification>
</Commodity>
<Commodity>
   <Classification domain="SpendingPool" code="4000">ICT Software</Classification>
</Commodity>

Payment Information​

Each supplier can have multiple bank accounts. Depending on the bank account type various options are available.

<PaymentMethodRemittanceInformation preferredPaymentMethod="other">
  <Contact role="payee">
    <Name xml:lang="en">Northwest Goods</Name>
    <PostalAddress>
      <City>Amsterdam</City>
    </PostalAddress>
    <IdReference identifier="NL18RABO0123459876" domain="ibanID"/>
    <IdReference identifier="RABONL2U" domain="swiftID"/>
    <Extrinsic name="ProactisDefaultAccount">false</Extrinsic>
  </Contact>
  <PaymentMethod type="other">
    <Description xml:lang="en">
      <ShortName>Bank</ShortName>
    </Description>
  </PaymentMethod>
</PaymentMethodRemittanceInformation>
The Name element contains the account name of the bank account, usually this is the supplier name.

The City element contains the city for this bank account.

Depending on the bank account type there are one or more IdReference elements. The domain attribute tells more about the contents of the identified attribute.

The Extrinsic with the name ProactisDefaultAccount identifies the default bank account for this supplier.

The ShortName element within PaymentMethod tells which bank account is the preferred payment method.

Extrinsics​

Extrinsic elements are added for fields which are Proactis specific or did not have a good alternative within the cXML standard.

Vendor Group​

The Extrinsic with the name ProactisSupplierGroup contains the supplier group to which the supplier is assigned to.

<Extrinsic name="ProactisSupplierGroup">ICT</Extrinsic>

Order Preferences​

The Extrinsic with the name ProactisOrderEmail shows the email address which will be used to send the purchase order to the supplier. Multiple mail address are supported and separated by semicolons.

The Extrinsic elements with the name ProactisOrderEmailDoNotAttachPDF or ProactisOrderEmailDoNotAttachXML are used when sending the purchase order to the supplier. In case the value is set to true, these documents will not be attached to the email.

The Extrinsic element with the name ProactisOrderLocale contains the locale used by the supplier.

<Extrinsic name="ProactisOrderEmail">[email protected]</Extrinsic>
<Extrinsic name="ProactisOrderEmailDoNotAttachPDF">false</Extrinsic>
<Extrinsic name="ProactisOrderEmailDoNotAttachXML">false</Extrinsic>
<Extrinsic name="ProactisOrderLocale">en_US</Extrinsic>

Payment Discount and Term​

In case a payment discount and payment terms are set for the supplier, the Extrinsics with the name ProactisPaymentDiscount and ProactisPaymentTerm are used.

<Extrinsic name="ProactisPaymentDiscount">5.00</Extrinsic>
<Extrinsic name="ProactisPaymentTerm">30</Extrinsic>

Terms and Conditions​

Payment or delivery terms and conditions use the Extrinsics with the name ProactisPaymentTerms or ProactisDeliveryTerms.

<Extrinsic name="ProactisPaymentTerms">Invoice has to be paid within 30 days</Extrinsic>
<Extrinsic name="ProactisDeliveryTerms">Delivery will be done in 7 days</Extrinsic>

Base Currency​

The Extrinsic with the name ProactisBaseCurrency show the default currency for this supplier. The currency has to be configured within Proactis.

<Extrinsic name="ProactisBaseCurrency">EUR</Extrinsic>

Default VAT Code​

The Extrinsic with the name ProactisDefaultVat is used to specify the default tax code for the supplier. Available codes are configured on organisation level in Proactis.

<Extrinsic name="ProactisDefaultVat">03</Extrinsic>

Matching Type​

The Extrinsic with the name ProactisInvoiceMatchingMethod contains the matching type of the supplier. If nothing has been set, it will default to 3-way matching.

<Extrinsic name="ProactisInvoiceMatchingMethod">3Way</Extrinsic>

Apply Value Added Tax​

The Extrinsic with the name ProactisApplyValueAddedTax is used to specify whether value added tax is applied for the supplier. It will use organisation defaults when this has not been set.

<Extrinsic name="ProactisApplyValueAddedTax">true</Extrinsic>

Online Flag​

The Extrinsic with the name ProactisOnlineFlag is used to specify whether the supplier is active or not.

<Extrinsic name="ProactisOnlineFlag">true</Extrinsic>

Status of Vendor​

The Extrinsic with the name ProactisStatusOfVendor specifies the vendor status. Possible values are empty, Preferred, Alternative, Strategic, Excellent, Prospect, No Preference, Not-Accepted and Not-Creditable.

<Extrinsic name="ProactisStatusOfVendor">Preferred</Extrinsic>

Company Legality​

The Extrinsic with the name ProactisCompanyLegality contains the present legality of the supplier.

<Extrinsic name="ProactisCompanyLegality">Inc</Extrinsic>

Registered Chamber of Commerce​

The Extrinsic with the name ProactisRegisteredChamberOfCommerce contains the location of the Chamber of Commerce where the supplier is registered.

<Extrinsic name="ProactisRegisteredChamberOfCommerce">Amsterdam</Extrinsic>

Preferred Payment Method​

The Extrinsic with the name ProactisPaymentMethod specifies the preferred payment method. Possible values are Cash, Bank, Giro, Incasso and Acceptgiro.

<Extrinsic name="ProactisPaymentMethod">Bank</Extrinsic>

Default Order Cost Account​

The Extrinsic with the name ProactisDefaultCostAccount specifies the default order cost account used for this specific supplier.

<Extrinsic name="ProactisDefaultCostAccount">CA123456</Extrinsic>

Managed by Source-to-Contract​

This Extrinsic with the name ProactisS2CSupplier specifies whether details for this supplier are managed by the Source-to-Contract module.

<Extrinsic name="ProactisS2CSupplier">true</Extrinsic>Extrinsic>

Extra Info​

When Extra Info has been added to the supplier, this is added as Extrinsic elements. The name attribute contains the name of the Extra Info value.

<Extrinsic name="ERPSystem">001</Extrinsic>

Common cXML Elements​

The tables show some examples on where to find common fields used.

DetailPathExample
Supplier NamecXML/Response/OrganizationDataResponse/Organization/NameNorthwest Goods
Supplier NumbercXML/Response/OrganizationDataResponse/Organization/Credential[domain="Number"]/IdentitySUP001
DUNS NumbercXML/Response/OrganizationDataResponse/Organization/Credential[domain="DUNS"]/IdentityDemo_SUP001
VAT NumbercXML/Response/OrganizationDataResponse/Organization/Credential[domain="VAT"]/IdentityNL123456789B01
Chamber of Commerce NumbercXML/Response/OrganizationDataResponse/Organization/Credential[domain="COC"]/Identity123456789
GLN NumbercXML/Response/OrganizationDataResponse/Organization/Credential[domain="GLN"]/Identity1234567890123
Postal AddresscXML/Response/OrganizationDataResponse/Organization/Address
Visiting AddresscXML/Response/OrganizationDataResponse/Organization/Person/Contact[role="visitingAddress"]
Bank AccountcXML/Response/OrganizationDataResponse/Organization/PaymentInformation/PaymentMethodRemittanceInformation[*]
Order Mail AddresscXML/Response/OrganizationDataResponse/Organization/Extrinsic[name="ProactisOrderEmail"][email protected]
Online FlagcXML/Response/OrganizationDataResponse/Organization/Extrinsic[name="ProactisOnlineFlag"]true

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