Kubota Service Invoice Upload

The Kubota Service Invoice Upload interface transmits invoiced repair order service history to Kubota on a nightly basis. The interface also supports manual transmission for a selected date range.

This interface is available for Kubota dealers in the United States and Canada. The configuration screen, tabs, and manual transmit workflow are the same for both countries. IntelliDealer routes each location to the appropriate Kubota endpoint based on the location's company country setting.

To open the Kubota Service Invoice Upload configuration screen, navigate to Configuration > Interfaces > Kubota > Service Invoice Upload.

Topics in this section include:

Setup Requirements

  1. The Configuration tab requires these fields:

    1. Transmit Service Invoices Nightly determines whether the interface automatically transmits service invoices on a nightly basis.

    2. PDF Report User ID identifies the user who receives a PDF report when issues occur during file creation or transmission.

    3. Make configuration maps equipment make codes for each Kubota brand. Each make code should only be used once to prevent brand mapping issues on transmit.

  2. The Vendors tab requires at least one vendor configured with the Kubota manufacturer code.

  3. The Dealers tab requires Kubota dealer numbers configured for each location that transmits data.

    1. Dealer numbers are often already configured when this interface is set up. If not, create a dealer number for each transmitting location.

    2. Only locations with Kubota dealer numbers are included in transmission.

  4. For Canadian locations, set Company Location to Canada on the System Settings: Company screen for the location. This setting determines whether the location uses the Kubota United States or Kubota Canada transmission endpoint.

Usage Notes

  • The Kubota Service Invoice Upload interface requires feature 6521 - Kubota Service Invoice Upload to be licensed.

  • When Transmit Service Invoices Nightly is selected, a scheduled job runs once per day at 21:15 local system time and exports newly invoiced repair orders from the previous 24 hours.

  • The nightly job and manual transmit process locations by country. United States locations connect to the Kubota US SFTP endpoint. Canadian locations connect to the Kubota Canada SFTP endpoint at sftp.kubota.ca. SFTP credentials for both countries are managed server-side; dealers do not configure transmission credentials on this screen.

  • In mixed United States and Canada environments, the nightly job and manual transmit include all eligible locations. Each location transmits using the endpoint that matches its Company Location setting.

  • Each transmission creates a JSON file named servicedataextract_[DealerCode]_IntelliDealer_[SubmissionDate].json, where [SubmissionDate] is the transmission date.

  • Invoices already transmitted successfully are not sent again unless they become voided. Voided invoices are re-transmitted with void status. A minimal payload is accepted for voided invoices.

  • Before transmission, the system validates required invoice fields. Invoices that fail validation are excluded from the file. Validation errors are recorded in the transmission log and included in the PDF report when issues are present.

  • Kubota Canada service history upload operates independently from Kubota US service uploads, Kubota Syncron, and other OEM data feeds.

Manual Transmission

As this interface runs as an automated job, there is minimal user interaction during normal operation.

Use the Transmit tab on the configuration screen to run a manual transmission for a date range and an optional location. If no location is selected, data for all eligible locations is transmitted. Manual transmission uses the same filtering, validation, void handling, and logging rules as the nightly job.

Feature: 6521 - Kubota Service Invoice Upload

Security: 999 - Configuration

Revision: 2026.09