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:
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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:
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.
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).
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.
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.
The Allowance/Charge Indicator (SAC01) rather than the sign of the amount field, should be used to identify a charge or an allowance.
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.
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”).
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Examples of Unit of Measure Usage |
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Quantity |
Quantity Unit of Measure |
Price |
Price Unit of Measure |
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Data element 330 |
Data element 355 |
Data element 212 |
Data element 639 |
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100 |
EA (each) |
$5.00 |
PE (per each) |
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500 |
EA (each) |
$6.00 |
HP (per hundred) |
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10 |
BG (bag) |
$7.00 |
UM (per quantity unit of measure) |
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
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
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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.
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Id |
Segment Name |
Req |
Max Use |
Repeat |
Notes |
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010 |
ST |
Transaction Set Header |
M |
1 |
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020 |
BIG |
Beginning Segment for Invoice |
M |
1 |
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040 |
CUR |
Currency |
O |
1 |
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050 |
REF |
Reference Identification |
O |
12 |
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LOOP ID - N1 |
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200 |
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080 |
N1 |
Name |
O |
1 |
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100 |
N3 |
Address Information |
O |
2 |
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