ECTF EDIPro Standard

Provided for Use by the Truck Parts Aftermarket

 

 

 

EDI 810 Invoice (ASC X12 Version 4 Release 1.2-1)

 

This document contains an outline of common business issues for consideration when implementing the EDI 810 Invoice for ASC X12 Version 4010.  It is the intent of this document to act as an addendum to the ASC X12 EDI Standards documentation.

 

 

810 Invoice

 

Included in this document:

 

                                                                                                  Page

Section 1:  Business Issues......................................................... 2

Section 2:  Segment Notes...................................................... 5

Section 3:  Example Transaction......................................... 40


 

Section 1

810 Invoice

Business Issues

 

This section contains business discussions about the use of the 810 Invoice.  These discussions will assist in determining application changes and business process changes that may be necessary within a company.

 

                                                                                                  Page

Debit and Credit Memos......................................................... 3

Customer Quote/Contract Numbers.................................. 3

Use of Text Fields......................................................................... 3

Identification of Business Location........................................ 3

Service, Promotion, Allowance, or Charge Information 3

Carrier Information.................................................................... 4

Units of Measure......................................................................... 4

Use of Shipping Container Code (SCC-14)........................ 4

Segment Usage.......................................................................... 5

 

 


Business Issues

 

The following business issues should be considered when implementing the 810 Invoice transaction:

 

Debit and Credit Memos

 

ASC X12 has defined two approaches for handling credit and debit memos:

 

810 Invoice transaction set with the appropriate transaction type code (BIG07), or 812 Credit/Debit Adjustment transaction set, designed specifically for debits and credits.  The 812 is not in general use, primarily because the business benefit of generating two separate transaction sets (810 for standard invoices and the 812 for debit and credit invoices) from the invoice process has not yet been demonstrated.  It is recommended that the 810 transaction set be used for both.

 

Customer Quote/Contract Numbers

 

To support special price considerations the EDI partnership may require that special customer quote numbers, specific contract numbers, or numbers associated with particular promotions be communicated on the purchase order document.  It is suggested that the REF segment be used to identify this information

 

It should be noted that the REF segment may be included at the header portion of the transaction (thereby applying to the entire order), or at the line item level of the order (applying to the specified line).

 

Use of Text Fields

 

Both the MAN and the MTX segments promote the inclusion of text data.  When using these segments it is recommended that they be restricted to free form text and that any other use for specific data which could be mapped, be discouraged.

 

It should be noted that the use of text data in EDI transactions should be limited to those specific agreements between trading partners.  Anytime text data is passed within a transaction, the receiving partner may have to queue the transaction into an exception process for review.  In this case, the transaction cannot be automatically processed.

 

Identification of Business Location

 

The DUNS + 4 number is composed of the DUNS number assigned by Dun & Bradstreet, plus (+) a 4 digit suffix number assigned by the buying organization to identify a unique location (store location, plant location, loading dock, department, etc.)

 

The DUNS + 4 should be used as the primary and preferred method of identifying business locations.  Organizations not using the “+ 4” suffix of the DUNS number should insert four zeros in its place.

 

Service, Promotion, Allowance, or Charge Information

 

The Allowance/Charge Indicator (SAC01) rather than the sign of the amount field, should be used to identify a charge or an allowance.

 


Carrier Information

 

The CAD segment is used to identify the specific carrier and level of service used for a shipment.  When specifying a carrier, it is recommended that the Standard Carrier Alpha Code (SCAC) be used.  CAD04 is used to identify the carrier and CAD09 is used to identify the “level of service” of the carrier.

 

Units of Measure

 

As a best practice this standard encourages the use of the data element 355 to describe the quantity unit of measure and the use of data element 639 to describe price unit of measure.  When using the SCC-14 to identify an item, the quantity unit of measure is not required (See “Use of Shipping Container Codes SCC-14”).

 

Examples of Unit of Measure Usage

Quantity

Quantity Unit of Measure

Price

Price Unit of Measure

Data element 330

Data element 355

Data element 212

Data element 639

100

EA (each)

$5.00

PE (per each)

500

EA (each)

$6.00

HP (per hundred)

10

BG (bag)

$7.00

UM (per quantity unit of measure)

 

 Use of Shipping Container Code (SCC-14)

 

As partnerships enter into the use of SCC-14 codes, considerations need to be outlined.  This SCC-14 format includes the designation of the specific package size in the first position of the code.  Depending on the item requested, a conflict could exist in the interpretation of the quantity designated in the SCC-14 code and the quantity unit of measure passed in the IT103 element.

 

Example:  

 

IT102        IT103              IT106                                      IT107

Qty                       Qty U/M        Product ID Qualifier                      Product ID (SCC-14)                     Comments

12              EA                   UK                                           30122222222228                             Quantity ordered not

                                                                                                                                          resolved

 

Is the invoice 1 carton of 12,  or 12 cartons of 12?

 

 

Product ID (SCC-14)                                                               Quantity (Per SCC-14)                             Description                         

00122222222227                                                                       1                                              Each

30122222222228                                                                       12                                            Inner Pack

50122222222222                                                                       96                                            Case

 

To avoid confusion, it is suggested that when using SCC-14 with pack identifier codes, do not include the IT103 element.  Therefore, it is clear that the carton size from the SCC-14 pack identifier code is applied against the quantity invoiced as specified in the IT102 element.

 

IT102        IT103              IT106                                      IT107

Qty                       Qty U/M        Product ID Qualifier                      Product ID (SCC-14)                     Comments

12              Not Used       UK                                           00122222222227                             Indicates 12 eaches

 

12              Not Used       UK                                           30122222222228                             Indicates 12 inner

                                                                                                                                          packs of 12 each

 


Segment Usage

 

If a specific segment appears in the “header” area of the transaction, then the information applies to the whole transaction.  If the segment appears in the “detail” portion of the transaction, then the information applies to the detail line only.  If both a “header” and a “detail” segment appear, then the “detail” will supersede on the specific line only.

 

 


 

Section 2

810 Invoice

Segment Notes

 

This section contains business discussions about the use of the segments within the 810 Invoice.  These discussions will assist in determining application changes and business process changes that may be necessary within a company.

 

                                                                                                  Page

810.................................................................................................. 7

ST..................................................................................................... 9

BIG............................................................................................... 10

CUR.............................................................................................. 11

REF................................................................................................ 12

N1................................................................................................. 13

N3................................................................................................. 14

N4................................................................................................. 15

ITD................................................................................................ 16

DTM.............................................................................................. 17

FOB............................................................................................... 18

IT1................................................................................................. 19

CTP............................................................................................... 23

PID................................................................................................ 24

REF................................................................................................ 25

SAC.............................................................................................. 26

SLN................................................................................................ 28

PID................................................................................................ 32

TDS............................................................................................... 33

TXI................................................................................................. 34

CAD............................................................................................. 35

SAC.............................................................................................. 37

CTT............................................................................................... 38

SE.................................................................................................. 39

 


 

810

Invoice

 

Functional Group=IN

 

This Draft Standard for Trial Use contains the format and establishes the data contents of the Invoice Transaction Set (810) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to provide for customary and established business and industry practice relative to the billing for goods and services provided.

Heading: 

 

Pos

Id

Segment Name

Req

Max Use

Repeat

Notes

 

 

 

 

 

 

 

 

 

 

 

 

010

ST

Transaction Set Header

M

1

 

 

 

 

 

 

 

 

 

 

 

 

 

 

020

BIG

Beginning Segment for Invoice

M

1

 

 

 

 

 

 

 

 

 

 

 

 

 

 

040

CUR

Currency

O

1

 

 

 

 

 

 

 

 

 

 

 

 

 

 

050

REF

Reference Identification

O

12

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 LOOP ID - N1

 

 

200

 

 

 

 

 

 

 

 

 

 

 

 

 

080

N1

Name

O

1

 

 

 

 

 

 

 

 

 

 

 

 

 

 

100

N3

Address Information

O

2