EDI Implementation Guide 810 Invoice Accounting ANSI X12 Version 3010

Transcription

1 810 Invoice Accounting ANSI X12 Version 3010

2 Transaction: 810 Page: Description: Invoice Release Date: 05/30/97 Transaction Description Page No. 810 Invoice Purpose Contents/Organization Implementation Procedure Transmission Frequency Header Level Segments ST BIG CUR REF N N N N DTM Detail Level Segments IT ITA Summary Level Segments TDS TXI CAD ISS CTT SE s

3 Transaction: 810 Page: Description: Invoice Release Date: 04/29/97 Purpose To request payment for the shipment of material or the rendering of services to a Freightliner facility pursuant to a purchase order or other authorization to ship. This transaction conveys supplier identification, invoice number, date, Freightliner purchase order number and date, ship-to location, corresponding Shipment Identification Number (SID) and shipped material quantities and pricing as well as other defined information. The data transmitted in the 810 is used by Freightliner to facilitate on-line computer matching of invoice information to Freightliner facility material receipts; preferably facilitated by on-line receipt of material from an 856 (Ship Notice/Manifest) transaction. The Shipment Identification Number (SID) is the primary reference used by Freightliner in this process (please reference Shipment Identification Number topic as it relates to the 856 Ship Notice/ Manifest transaction presented on page of this manual, for a complete discussion regarding Freightliner requirements pertaining to this data element.). Suppliers who have implemented the 856 transaction are expected to invoice Freightliner using the 810 transaction set. Freightliner requires that the 810 be generated from an integrated system that echoes back information provided by Freightliner via the EDI 866, 862, 830, or 850 transactions as applicable in addition to providing shipping information from the supplier s system. This requires that data received from Freightliner be stored in the supplier s system and retrieved when the 810 transaction is generated to preclude data entry of this information. An integrated supplier system ensures that the 810 data transmitted is valid and accurate.

4 Transaction: 810 Page: Description: Invoice Release Date: 05/30/97 Contents/ Organization An EDI 810 transmission (ISA through IEA segment) can consist of multiple transaction sets, one transaction set (ST through SE segment) per invoice number. Each transaction set has a specific sequence for the data segments. Transaction sets are divided into the following areas: 1) Heading Area: Segments appearing here refer to the entire transaction set. 2) Detail Area: These segments are for detail information only and override any similar specification in the heading area. 3) Summary Area: Segments in this area contain control totals only, or actions performed on these totals. The Max Usage column refers to the maximum number of times a segment is permitted to appear, in succession, at that specific location within the transaction. Implementation Procedure The EDI 810 transaction is requested by Freightliner s Corporate Accounts Payable Department. The Accounting EDI Coordinator will test and implement the 810 transaction and will ensure that transmitted data is complete and that the reference numbers provided (SID) match to the shipment information (856 transaction if implemented) provided by the supplier. For the transmission of miscellaneous charges or allowances, it is recommended that you contact the Accounting EDI Coordinator to discuss the use of appropriate codes within the ITA segment. Freightliner may require an NTE segment (not shown in this documentation) on direct ship invoicing. The Accounting EDI Coordinator will notify suppliers when this segment is required. Transaction Frequency Suppliers should generate and transmit an 810 transaction to Freightliner as soon as a shipment of material has been placed in transit. Freightliner Accounting receives data from GEIS daily (M-F) at 4:00 A.M. (Pacific Time).

5 Transaction: 810 Page: Description: Invoice Release Date: 02/10/97 SEGMENT: ST Transaction Set Header Header Invoice Transaction Set Tables. PURPOSE: The first segment of each transaction set containing the transaction set identifier and control number. COMMENTS: The transaction set control number (ST02) in this header must match the transaction set control number (SE02) in the transaction set trailer (SE). There is one ST for each BIG segment generated. EXAMPLE: ST*810*0001. ST Segment ID Transaction set header. 810 ST /3 Transaction Set ID Use ST /9 Transaction Set Control Number Unique number assigned to each transaction set within a functional group; starting with 0001 and incrementing by 1 for each subsequent transaction set.

6 Transaction: 810 Page: Description: Invoice Release Date: 04/29/97 SEGMENT: BIG Beginning Segment for Invoice Header None PURPOSE: To indicate the beginning of the invoice transaction set and to transmit identifying numbers and dates. COMMENTS: EXAMPLE: BIG*910313*123456**A BIG Segment ID Beginning segment for invoice BIG /6 Invoice Date Format = YYMMDD BIG /22 Invoice Number BIG /6 Purchase Order Date Not Used. BIG /22 Purchase Order Not Used. Number BIG /30 Release Number Not Used. BIG /08 Change Order Not Used. Sequenced CR BIG /02 Transaction Type Optional. CR = Credit Memo. CI or blank = Invoice.

7 Transaction: 810 Page: Description: Invoice Release Date: 05/30/97 SEGMENT: CUR Currency Heading None PURPOSE: COMMENTS: To specify currency (dollars, pounds, francs, etc.) used in a transaction. If an arrangement is made between trading partners to use this segment, refer to the ANSI Data Dictionary. Monetary values are assumed to be expressed in the currency of the country of the transaction originator unless the CUR segment is used to specify a different currency. The segment also permits the transaction originator to indicate a specific exchange rate, foreign exchange location and date/time as the basis for currency conversion. EXAMPLE: CUR*SE*CAD. CUR Segment ID Currency code. SE CUR /2 Organizational Identifier Always = SE. SE = Selling Party. CAD CUR /3 Currency Code Multiple Codes: USD = US Dollars. CAD = Canadian Dollars.

8 Transaction: 810 Page: Description: Invoice Release Date: 05/30/97 SEGMENT: REF Reference Numbers Header None 2 PURPOSE: COMMENTS: EXAMPLE: To transmit identifying numbers associated with the named party. At least one REF02 or REF03 must be present. REF*SI* REF Segment Numbers Reference numbers. SI REF /2 Reference Number Qualifier Multiple Codes: IN = Invoice Number. PK = Packing List Number. BM = Bill of Lading Number. SI = SID Number (Preferred) ON = Dealer Code. ZZ = Dealer PO for Direct Ship REF /30 Reference Number REF /80 Description Not Used

9 Transaction: 810 Page: Description: Invoice Release Date: 02/10/97 SEGMENT: N1 Header N1 PURPOSE: COMMENTS: EXAMPLE: To identify a party by type of organization, name and code. N1*SU*SUPPLIER NAME. N1 Segment ID. SU N /2 Organization Identifier Multiple Codes: SU = Supplier. SE = Seller. SUPPLI... N /35

10 Transaction: 810 Page: Description: Invoice Release Date: 04/29/97 SEGMENT: N3 Address Information Header N1 MAX USAGE: 2 PURPOSE: To specify the location of the named part. COMMENTS: EXAMPLE: N3*6789 PLEASURE WAY DOOR 306. N3 Segment ID Address information PL... N /35 Address Supplier s address. N /35 Address Supplier s address. (Overflow.) Optional.

11 Transaction: 810 Page: Description: Invoice Release Date: 02/10/97 SEGMENT: N4 Geographic Location Header N1 PURPOSE: To specify the geographical place of the named party. COMMENTS: Used in the N1 Loop at both heading or detail level. Required segment if additional information is needed to completely specify the address. Neither N401 or N405 is required. If N401 is used, N402 is required. EXAMPLE: N4*DAYTON*OHIO* N4 Segment ID Address information. Dayton N /19 City OH N /2 State/ Province Code N /9 Postal Code Optional. N /2 Country Code Optional.

12 Transaction: 810 Page: Description: Invoice Release Date: 05/30/97 SEGMENT: N1 - Header N1 PURPOSE: To identify the Freightliner Ship-to location. COMMENTS: EXAMPLE: N1*ST*PORTLAND TRUCK PLANT*92*001. N1 Segment ID. ST N /2 Entity Identifier Code Acceptable Freightliner codes: ST = Ship-to PORTLAND... N /35 Required - Use either Abbreviation or Ship To Location. Reference Appendix C for approved locations. * 92 N /2 ID Code Qualifier Always = = indicating Buyer Assigned. 001 * N /4 ID Code Must contain Ship-to location Code. (3-4 characters.) * * Please see Appendix C (page APX_C-001) in this manual for Freightliner Ship-to location codes.

13 Transaction: 810 Page: Description: Invoice Release Date: 05/30/97 SEGMENT: DTM Date/Time Reference Header None PURPOSE: To specify pertinent dates and times. COMMENTS: Date/Time is local time for sender. It is mandatory that DTM02 or DTM03 be present. EXAMPLE: DTM*011* DTM Segment ID Date/time reference. 011 DTM /3 Date/Time Qualifier 011 = Ship Date DTM /6 Date Format = YYMMDD.

14 Transaction: 810 Page: Description: Invoice Release Date: 05/30/97 SEGMENT: IT1 Baseline Item Data Detail IT1 (Loop may occur times.) PURPOSE: COMMENTS: EXAMPLE: To specify the basic and most frequently used line item data for the invoice and related transactions. IT106 through IT125 provides for 10 different product/service ID s for each item. If additional information is to be shown, see AIAG Data Dictionary for format requirements. IT1*002*100*EA*100.00**BP* *PO*A00454*PL*002*ZZ*WIDGET. IT1 Segment ID Baseline item data. 002 IT /6 Assigned Identification Optional. Invoice line number. 100 IT /10 Quantity Invoiced EA IT /2 Unit of Measure Code IT /14 Unit Price IT /2 Base Unit Price Code Not Used BP IT /2 Product/Service ID Qualifier Multiple Codes: BP = Buyer s Part No. RC = Returnable Container. IT /30 Product/Service ID Part number. PO IT /2 Product/Service ID Qualifier PO = PO Number. A00454 IT /30 Product/Service ID Purchase order no. If Warranty Credit use WARRAN. PL IT /2 Product/Service ID Qualifier PL = Purchase Order Line Number. 002 IT /30 Product/Service ID Purchase order line no. ZZ IT /2 Product/Service ID Qualifier ZZ = Mutually Defined. Optional. WIDGET IT /30 Product/Service ID Line Item Description.

15 Optional.

16 Transaction: 810 Page: Description: Invoice Release Date: 04/29/97 SEGMENT: ITA Allowance, Charge or Service Detail/Summary ITA PURPOSE: To specify allowances or charges. COMMENTS: If ITA02 is present, then at least one of ITA03 or ITA13 is required. If ITA01 = A (Allowance) or C (Charge) then at least one of ITA06, ITA07 or ITA08 must be present. If ITA08 is present, then ITA09 is required. If ITA10 is present, then ITA11 is required. EXAMPLE: ITA*C*AI*N0020*06***10000***2*EA. ITA Segment ID Other allowance indicator. C ITA /1 Allowance/Charge Identifier Multiple Codes: A = Allowance. C = Charge. AI ITA /2 Agency Qualifier Code AI = Automotive Industry Action Group. N0020 ITA /10 Special Services Code Multiple Codes: PL = Palletizing. HC = Restocking. N0020 = Non-Returnable Containers. DL = Delivery. ZZ = Mutually Defined. EG = Branding Charges. 06 ITA /2 Method of Handling Code 06 = Charge to be paid by customer ITA /9 Allowance/Charge Total Amount Optional. 2 ITA /10 Allowance/Charge Quantity Optional. EA ITA /2 Unit of Measure Code Multiple Codes Our Purchasing Unit of Measure (Conditional). Reference Appendix E

17 Transaction: 810 Page: Description: Invoice Release Date: 02/10/97 SEGMENT: TDS Total Monetary Summary Summary None PURPOSE: To specify the total invoice discounts and amounts. COMMENTS: TDS02 is required if the dollar value subject to discount is not equal to the dollar value of TDS01. EXAMPLE: TDS* TDS Segment ID Monetary value summary TDS /10 Total Invoice Amount

18 Transaction: 810 Page: Description: Invoice Release Date: 04/29/97 SEGMENT: TXI Tax Information Summary None 0 PURPOSE: COMMENTS: EXAMPLE: To specify tax information. OPTIONAL. If present, at least one of TXI02 or TXI03 is required. TXI*ZZ* TXI Segment ID Tax information. ZZ TXI /2 Tax Type Code Multiple Codes: FT = Federal Excise Tax. ST = State Sales Tax. ZZ = Canadian GST TXI /15 Monetary Amount TXI /10 Percent

19 Transaction: 810 Page: Description: Invoice Release Date: 02/10/97 SEGMENT: CAD Carrier Detail Summary None PURPOSE: COMMENTS: To specify transportation details for the transaction. At least one of CAD04 or CAD05 must be present. If CAD07 is present, then CAD08 is required. The carrier detail segment is required if freight charges are billed. EXAMPLE: CAD*S***CFAF***BM* CAD Segment ID Carrier detail. S CAD /2 Transportation Method/Type Code CFAF CAD /4 Standard Carrier Alpha Code BM CAD /2 Reference Number Qualifier CAD /30 Reference Number Multiple Codes: S = Ocean. A = Air. R = Rail. M = Truck. BM = Bill of Lading Number.

20 Transaction: 810 Page: Description: Invoice Release Date: 04/29/97 SEGMENT: ISS Invoice Shipment Summary Summary None MAX USAGE: 5 PURPOSE: To specify details of total items shipped in terms of quantity, weight, and volume. COMMENTS: OPTIONAL. Segment is used only when freight charges are being billed and the CTT03 and CTT 04 cannot be provided. If segment is present at least one of ISS01, ISS03, or ISA05 must be present: If ISS01 is present, then ISS02 is required. If ISS03 is present, then ISS04 is required. If ISS05 is present, then ISS06 is required. EXAMPLE: ISS*10*EA. ISS Segment ID Shipment summary. 10 ISS /10 Number of Units Shipped Optional. EA ISS /2 Unit of Measure Code Conditional. ISS /8 Weight Optional. ISS /2 Unit of Measure Code Conditional. ISS /8 Volume Optional. ISS /2 Unit of Measure Code Conditional.

21 Transaction: 810 Page: Description: Invoice Release Date: 04/29/97 SEGMENT: CTT Transaction Totals Summary None PURPOSE: To transmit a hash total for a specific element in the transaction set. COMMENTS: If CTT03 is present, then CTT04 is required. If CTT05 is present, then CTT06 is required. EXAMPLE: CTT*10. CTT Segment ID Transaction totals. 10 CTT /6 Number of Line Items CTT /10 Hash Total Code CTT /8 Weight * Required for Freight Charges. CTT /2 Unit of Measure Code Conditional. CTT /8 Volume Not Used. CTT /2 Unit of Measure Code Not Used. CTT /80 Description Not Used. * Weight is required if freight charges are billed.

22 Transaction: 810 Page: Description: Invoice Release Date: 02/10/97 SEGMENT: SE- Transaction Set Trailer Trailer None PURPOSE: The last segment of each transaction set containing the number of included segments and the transaction set control number. COMMENTS: The number of included segments is the total of all segments used in the transaction set including the ST and SE segments. The transaction set control number value in the trailer must match the same element value in the transaction set header ST02. EXAMPLE: SE*91*0001. SE Segment ID Transaction set trailer. 91 SE /6 Number of Included Segments 0001 SE /9 Transaction Set Control Number This number must equal the total number of segments between ST and SE segments, including the ST and SE segments. This number must match the transaction set control number in ST02.

23 Transaction: 810 Page: Description: Invoice Release Date: 02/10/97 EXAMPLE 810 DOCUMENT WITH DATA INTERPRETATION AIAG EDI Format Interpretation ST*810* BIG*950719* **BW 1 S CUR*SE*USD. REF*SI* REF*PK* N1*SU*YOUR COMPANY NAME. Transaction start record. Invoice number, P.O. number and date. Currency in U.S. dollars. SID #. (Must Match SID number on the corresponding 856 Advance Ship Notice.) Packing slip number. Supplier. N3*1234 NE YOUR STREET. Supplier Address. N4*YOUR TOWN*OR* N1*ST*PORTLAND TRUCK PLANT*92*001. DTM*011* IT1*001*20*EA*30.89**BP*279351*PO*BW 1 S21402*PL*123. ITA*C*AI*DL*06***4978. TDS* Supplier s City, State/Province, zip code. Ship-to Address/Receiving location code. Ship Date. Quantity, unit price, buyer part number, P.O. number. Delivery charge to be paid by customer. Total invoice amount. CAD*A***UPSE*UNITED PARCEL SERVICE**BM* Ship UPS air. Bill of lading number = CTT*1**159*LB. SE*16* Transaction totals, 1 line item. Transaction end record.

24 Transaction: 810 Page: Description: Invoice Release Date: 05/30/97 EXAMPLE 810 DOCUMENT WITH DATA INTERPRETATION AIAG EDI Format Interpretation ST*810* BIG*950719* **BW 1 S CUR*SE*USD. REF*SI* REF*PK* NTE*GEN*SHIP UPS N1*SU*YOUR COMPANY NAME. Transaction start record. Invoice number, P.O. number and date. Currency in U.S. dollars. SID #. (Must Match SID number on the corresponding 856 Advance Ship Notice.) Packing slip number. General Note, any NTE01 value accepted Supplier. N3*1234 NE YOUR STREET. Supplier Address. N4*YOUR TOWN*OR* N1*ST*PORTLAND TRUCK PLANT*92*001. DTM*011* IT1*001*20*EA*30.89**BP*279351*PO*BW 1 S21402*PL*123. NTE*GEN*SHIP UPS ITA*C*AI*DL*06***4978. TDS* Supplier s City, State/Province, zip code. Ship-to Address/Receiving location code. Ship Date. Quantity, unit price, buyer part number, P.O. number. Line Note, any NTE01 value accepted Delivery charge to be paid by customer. Total invoice amount. CAD*A***UPSE*UNITED PARCEL SERVICE**BM* Ship UPS air. Bill of lading number = CTT*1**159*LB. SE*16* Transaction totals, 1 line item. Transaction end record.