Invoice (INVOIC) Message. Implementation Guideline for Hungary. v 1.2.3, Hungary. Hungary

Transcription

1 Hungary Invoice (INVOIC) essage Implementation Guideline for Hungary v 1.2.3, , v All contents copyright GS1 Hungary Ltd Page 1 of 101

2 Document Summary Document Item Current Value Document Title Date Last odified Current Document Version v Status Approved Document Description Contributors Organization GS1 Hungary Nonprofit Ltd. Log of Changes in v Version No. Date of Change Changed By Summary of Change Zsolt Bócsi Zsolt Bócsi Environmental green tax code list changed (appendix 2.) PAC segment: packaging code list added (appendix 3.) QTY segment: measurement unit code list added (appendix 4.) Comparative table for normal and correction/storno invoice Indication of the Hungarian IG version in the BG segment Disclaimer Whilst every effort has been made to ensure that the guidelines to use the GS1 standards contained in the document are correct, GS1 and any other party involved in the creation of the document HEREBY STATE that the document is provided without warranty, either expressed or implied, of accuracy or fitness for purpose, AND HEREBY DISCLAI any liability, direct or indirect, for damages or loss relating to the use of the document. The document may be modified, subject to developments in technology, changes to the standards, or new legal requirements. Several products and company names mentioned herein may be trademarks and/or registered trademarks of their respective companies , v All contents copyright GS1 Hungary Ltd Page 2 of 101

3 Table of Contents 1. Introduction Purpose EDIFACT Standard Interchange layout essage structure Segment Structure Displaying numeric values Rules Regulations Process Invoice types Returnable Items Collective invoice Abbreviations Branching diagram Segment descriptions Heading Section Detail Section Summary Section Segment content descriptions Segments of header section Detail section Summary section Example messages Appendixes Appendix 1. Allowances and charges (Data element 7161) Appendix 2. Environmental product tax (Data element 5289) Appendix 3. Packaging type codes (DE 7065) Appendix 4. easurement unit codes (DE 6411) , v All contents copyright GS1 Hungary Ltd Page 3 of 101

4 1. Introduction 1.1. Purpose The e-invoicing is based on the EDI (Electronic Data Interchange) standard developed by GS1 (former EAN International), an implementation guide of the EDIFACT (Electronic Data Interchange For Administration, Commerce and Transport) standards. Its development was supported by the UN. The basis of its Hungarian introduction was started in 2000 with discussions between the membercompanies of ECR Hungary (Efficient Consumer Response). Creation of this documentation was preceded many years of work done by the staff of GS1 and the workgroup established by them EDIFACT Standard EDIFACT standard system defines how a ready-to-send message should be set from the data that wanted to be published by trade partners. Therefore user data appear in simple or composite data elements and segment or segments groups are forming from data elements. Appropriate structure of segments and segment groups forms one or more user messages, which gives the content of data interchange completed by service segments. DATA SEGENT SEGENT ESSAGE ESSAGE DATA INTERCHANGE , v All contents copyright GS1 Hungary Ltd Page 4 of 101

5 Interchange layout An interchange may have the following structure UNA UNB Interchange Header andatory UNG Functional Group Header Conditional UNH essage Header andatory USER DATA SEGENTS UNT essage Trailer andatory UNH UNT UNE Functional Group Trailer Optional UNG UNE UNZ Interchange Trailer andatory Segments starting with UN are called service segments. They constitute the envelope or the packaging of the EDIFACT messages (having the service information). User data segments contain the information to be conveyed at every message type in the assigned format. EDIFACT syntax version 3 allows the mapping of languages possible beside English in the UNB segment of EDIFACT. The Hungarian language, considering ISO language codes, is a member of Latin-2 language group. Segment number Segment Data element, Component Data element tag Usage and code value Data Element Format UNB S001 INTERCHANGE HEADER SYNTAX IDENTIFIER 0001 Syntax Identifier. a Syntax version number n , v All contents copyright GS1 Hungary Ltd Page 5 of 101

6 Where: 0001 Syntax identifier For the identification of the agency maintaining the syntax and the coded identification of syntax level applied in the interchange Possible values: UNOA UN/ECE, Level A according to the definition of ISO 9735 UNOB UN/ECE, Level A according to the definition of ISO 9735 UNOC UN/ECE, Level C according to the definition of ISO : Information process Part One: Latin abc, No. 1. UNOD UN/ECE Level D according to the definition of ISO : Information process Part Two: Latin abc, No. 2. In case of circulation of Hungarian content the interchange header will go as follows: UNB+UNOD:3+... Some applications expect the presence of UNA service string as the beginning of the interchange in case of any deviation from UNOA (basic syntax level). The construction of service string according to the EDIFACT syntax version 3: the following character values follow the strictly majuscule UNA header tags and give their default values in []. Component data element separator [:] Data element separator [+] Decimal notation [.] Release character [?] <Reserved for future use- filled with [ ] spaces> Segment terminator [ ] Interchange starts as follows: UNA:+.? 'UNB+UNOD: essage structure Each data segment has its own specific place within the sequence of segments in the message. They may occur in any section of the message, as follows: a. Heading section - Segments occurring in this section relates to the entire message. b. Detail section - Segments occurring in this section relates to the detail information only. c. Summary section - Only segments containing totals or control information may occur in the summary section, e.g. invoice total amount, number of lines in a purchase order, etc The same segment may occur in more than one of the message sections and more times in a section. Some segments could be repeated more times. Their status, mandatory or conditional, and the maximum number of repetitions of segments are indicated in segment descriptions , v All contents copyright GS1 Hungary Ltd Page 6 of 101

7 Within a message, specific groups of functionally related segments may be repeated; these groups are considered as "segment groups". The maximum number of repetitions and marking of segment groups are included in the documentation. A segment group may be nested within other segment groups Segment Structure A segment consists of: Segment tag: identifies the segment type Data element separators Simple data elements and composite data elements and their parts, the component data elements Segment terminator Data elements can be defined as having fixed or variable length. A composite data element contains two or more logically coherent component data elements called component data elements. A data element can be qualified by another data element, the value of which is expressed as a code that gives specific meaning to the data. The data value of a qualifier is a code for which an agreed set of code values has to be used Displaying numeric values Point (.) is the decimal mark. Decimal mark does not count into the maximal character number of data element. If there is a decimal in the message at least one number must be present before and after it. Suggested formats at numeric data fields: Numeric data fields Format Integer Decimal Amount n Checking value n Volume n Rate n Other interval values n Percentage n Percentage interval value n Quantity n Unit measurement n Tax rate n Unit price n Unit price basis n , v All contents copyright GS1 Hungary Ltd Page 7 of 101

8 Weight n Rules Regulations The regulations related to e-invoicing in Hungary (September 2008): évi C. törvény a számvitelről évi XXXV. törvény az elektronikus aláírásról évi CXXVII. törvény az általános forgalmi adóról évi VII. törvény egyes adótörvények módosításáról 13/2005. (X. 27.) IH rendelet a papíralapú dokumentumokról elektronikus úton történő másolat készítésének szabályairól 24/1995. (XI. 22.) P rendelet a számla, egyszerűsített számla és nyugta adóigazgatási azonosításáról, valamint a nyugta adását biztosító pénztárgép és taxaméter alkalmazásáról 46/2007. (XII. 29.) P rendelet az elektronikus számlával kapcsolatos egyes rendelkezésekről 114/2007. (XII. 29.) GK rendelet a digitális archiválás szabályairól Process The process, according to the recommendation of the ECR workgroup: one delivery note one invoice. It means that partial delivery and invoicing are also possible in comparison with ordering. The layout of a partial invoice is identical to the layout of the normal final invoice. Note: It is maybe possible for the partners to refer to different delivery notes at each items (using segment group No 29), therefore a note could include more deliveries, but a bilateral agreement is always needed for this Invoice types Five kinds of invoice could be managed on the basis of current e-invoicing profile for Hungary. Commercial invoice which could be partial or final invoice Proforma invoice Prepayment invoice Storno invoice, in which there must be a reference to the original invoice or to a given line of its Correction invoice, in which there must be a reference to the original invoice or to a given line of its Items on the invoice and the total value of it must reflect the direction to where money moves. If the issuer of an invoice (usually suppliers/manufacturers) owes the invoicee (usually traders) then the total value is a negative number. If the invoicee (usually traders) pays the issuer of an invoice (usually suppliers) then the final value must be a positive number in every case. This rule also refers to the correction invoice , v All contents copyright GS1 Hungary Ltd Page 8 of 101

9 The correction of an invoice can be applied in several ways. The correction of an invoice could be done with an appropriately produced correction invoice whether the sender realizes immediately or later that he started a wrongly filled invoice message. The incorrect invoice could be entirely credited with a storno invoice, then a new flawless invoice could be issued The items of a storno invoice must be identical to the reference original invoice with opposite sign The correction invoice contains the incorrect items with negative sign immediately followed by the correct items without a sign In this case by the repetition of segment groups 25(LIN), the use of proper code values (which must be indicated in the document in every case): the data of the original item must be given once with negative sign the data of the modified item must be given once without a sign (positive) The correction invoice contains only the difference between the correct and incorrect value of an item. Important: The use of negative sign is just allowed in the fields of QTY/6060 and OA/5004. The summing of positive or negative amounts specified with the appropriate code values in the detailing section gives the difference and therefore the final result in the 5004 data elements of the OA segments in the summary section will be positive or negative. E-invoice message is not suitable for refusing incorrect invoices. The difference between normal and correction/storno invoice is summarized in the following table: Segment Data Element Normal invoice Value Correction / Storno 2. BG C002/ = commercial invoice 384 = correction invoice 325 = proforma invoice 386 = prepayment invoice = original (normal) 1 = storno 7. RFF C506/1153 ON = Order Number (buyer) VN = Order Number (supplier) DQ = Delivery Note Number ALO = Receiving Advice Number D = Document Number 13 = request IV = Invoice Number Remark In case of correction invoice (BG 1001 = 384) and storno invoice (BG 1125 = 1) it is mandatory to refer to the original invoice. 8. DT C507 optional mandatory It is mandatory to give the dates of reference when correction or storno invoice , v All contents copyright GS1 Hungary Ltd Page 9 of 101

10 Segment Data Element Normal invoice 34. PIA C212/7143 EN = EAN GN = National Product Group Code (BTO) HS = Harmonised system SA = Supplier's article number IN = Buyer's item number ACU = Identification of contained item 37. QTY C186/ = Invoiced quantity 59 = Number of consumer units in the traded unit 46 = Delivered quantity Value Correction / Storno LI = original item number 47 = Invoiced (modified) quantity 58 = Withdrawn (original) quantity 59 = Number of consumer units in the traded unit 42. OA C516/ according to QTY/6063/58 and the original quantity with negative sign it must occur with negative sign - according to QTY/6063/47 and the original quantity without any sign (positive) it must occur without a sign (positive) 48. RFF C506/1153 ON = Order number (buyer) VN = Order number (supplier) DQ = Delivery note number ALO = Receiving advice number D = Document number IV = Invoice number Remark Normal invoice: 47 is mandatory; 59 is mandatory, if the invoiced quantity is related to the traded unit. Correction invoice: 58 and 47 is mandatory OR the correction invoice contains only the difference between the correct and incorrect value of an item (47 = invoiced quantity). The number of consumer units in the traded unit (59) is mandatory if the invoiced quantity is related to the traded unit. Storno invoice: 47 is mandatory; 59 is mandatory if the invoiced quantity is related to the traded unit. In case of correction invoice (BG 1001 = 384) and the storno invoice (BG 1225 = 1) it is mandatory to refer to the original invoice , v All contents copyright GS1 Hungary Ltd Page 10 of 101

11 Segment Data Element Normal invoice Value Correction / Storno Remark 49. DT C507 optional mandatory In case of correction invoice and the storno invoice it is mandatory to give the date of the original invoice. 58. OA C516/5004 If values in QTY/6063/58 and 6060 have negative signs then these values are going to have negative signs. 72. OA C516/5004 The summing up of appropriate negative and positive amounts in detail section gives the difference and the total sum in data element 5004 of OA segments. Negative sign could be displayed just in data element OA/5004. Difference could be displayed in summary section Returnable Items Returnable items behave, following their identification, like products in the invoice. Identification of returnable items in invoice is done by the GTIN number included in Hungarian RTI (Returnable Trade Item) catalogue operated by GS1 Hungary. The catalogue is available at > Services > RTI catalogue > Public Catalogue. If the requested returnable item is not available in the catalogue you need to get in contact with GS1 Hungary via address, gongyoleg@gs1hu.org. It doesn't mean that the users have to keep returnable items in their in-house, or more frequently global or regional systems by GTINs contained in the catalogue. However, for the identification of returnable items must be generated from the official RTI-catalogue of Hungary when issuing an e- invoice for Hungary Collective invoice According to the current message definition (EANCO D.96A) only 99 delivery note numbers could be put on the same invoice. In case of additional delivery notes invoice shall be sent in more messages Abbreviations GLN = Global Location Number. Compulsory part of EANCO message standard for the identification of locations, partners and organizations in the message. GTIN = Global Trade Item Number. Compulsory part of EANCO message standard for the identification of products and services (items) in the message , v All contents copyright GS1 Hungary Ltd Page 11 of 101

12 EAN = International Article Numbering Association. GS1 since 1 Jan (further information: Further information in connection with GS1 system: , v All contents copyright GS1 Hungary Ltd Page 12 of 101

13 2. Branching diagram UNH BG PAI SG1 SG2 SG7 SG8 D C 5 C 10 DT FTX RFF NAD CUX PAT 35 C SG3 SG C 5 DT FII RFF CTA DT PCD D 1 D 5 1 C 1 C 5 C CO C , v All contents copyright GS1 Hungary Ltd Page 13 of 101

14 SG15 SG25 C 9999 C ALC LIN SG17 SG18 SG19 SG26 SG28 SG29 SG30 C 1 C 1 C 2 C 5 C 25 C 10 C 10 QTY PCD OA PIA ID QTY OA PRI RFF PAC DT C , v All contents copyright GS1 Hungary Ltd Page 14 of 101

15 UNS UNT SG48 SG50 SG C 15 CNT OA TAX ALC C SG32 SG33 SG38 C C 15 LOC TAX ALC OA OA C SG40 SG41 C 1 C 2 QTY DT OA PCD OA C 100 C 5 C , v All contents copyright GS1 Hungary Ltd Page 15 of 101

16 3. Segment descriptions Legend Serial number: The serial number of segment in accordance with EANCO standard Segment tag: 3 character identification code of segment Usage in industry: Indicates whether the segment is mandatory or conditional = andatory, C = Conditional, D = it depends on another data element or fact whether the application is mandatory or conditional aximum number of repetitions: Shows how many times the segment can be repeated Function: Describes what function the segment has within the message Heading Section Segment Serial Segment Name Application aximum Function number tag number of repetitions 1. UNH essage Header 1 Used to head, identify and specify a message; a service segment containing technical information. 2. BG Beginning of message 1 Indicates the type, function and identifier of a message. 3. DT Date/time/period 35 Specifies the date and/or period of the invoice. It may also be used to specify the date on which the invoice was issued or the date of delivery. 4. PAI Payment instructions 1 This segment specifies the payment instructions and the method of payment 6. FTX Free text C 10 This segment is used to provide free form or coded text information and its type. Indication of text information ruled by product fee and excise regulations SG1 RFF-DT D 99 A group of segments for specifying references and where necessary, their dates, relating to the whole message, e.g. contract number, import/export license number, delivery note number. 7. RFF Reference 1 This segment is used to specify a reference which is related to Purchase Order Numbers (customer or supplier), Delivery Numbers or the original invoice number in case of correction invoice or storno invoice and other documents. 8. DT Date/time/period D 1 This segment is used to specify the date and/or time or period. Specifies the , v All contents copyright GS1 Hungary Ltd Page 16 of 101

17 date/time/period related to the reference. SG2 NAD-FII-SG3-SG5 99 Identifies the involved parties and provides their information given in the invoice. 9. NAD Name and address 1 This segment is used to specify the name/address and the function of the party with C082 or unstructured C058 or C FII Financial institution information C 5 This segment is used to identify the invoice and the relating financial institution. SG3 RFF 9999 Reference related to the party. 11. RFF Reference 1 This segment is used to specify the tax number, excise number, reference number or additional identifier of the party identified in the 9 th NAD segment. SG5 CTA-CO C 5 For the identification of contact details of the specific person or department within the party identified in the 9 th NAD segment. 12. CTA Contact information C 1 Identifies the contact/administrating department or person. 13. CO Communication contact C 5 Provides the communications number of the contact/administrating department or person. SG7 CUX C 5 A group of segments specifying the currencies used in transaction and the relating rate information. 16. CUX Currencies 1 A group of segments specifying the currencies used in transaction and the relating rate information. SG8 PAT-DT-PCD C 10 Terms of payment applicable for the whole invoice. 18. PAT Payment term basis 1 Specifies the payment terms basis. 19. DT Day/time/period D 5 Fixed payment deadline. 20. PCD Percentage details D 1 Provide information on percentage. Obtainable discount in percentage in case of payment prior to the fixed date. SG15 ALC-SG17-SG18-SG19 C 9999 A group of segments specifying allowances and charges for the whole invoice. Allowances and charges in the heading section of a message are independent from those in the detail section, e.g. ALC at detail level does not override ALC at heading level. 26. ALC Allowance or charge 1 This segment is used to indicate any Allowances or Charges applicable to the total invoice, e.g. packaging costs. SG17 QTY C 1 A group of segments specifying the quantity of the allowance or charge with its measure unit specifier. 27. QTY Quantity 1 This segment is used to specify any quantity discounts or charges for the current ALC segment group , v All contents copyright GS1 Hungary Ltd Page 17 of 101

18 SG18 PCD C 1 A group of segments specifying the percentage for the allowance or charge. 28. PCD Percentage details 1 This segment is used to specify any percentage discounts or charges for the current ALC segment group. SG19 OA C 2 A group of segments specifying a monetary amount for an allowance or charge. 29. OA onetary amount 1 This segment is used to specify any monetary discounts or charges for the current ALC segment group Detail Section Segment Number Identifier Name Application aximum number of repetitions Function SG25 LIN-PIA-ID-QTY-SG26-SG28- SG29-SG30-SG32-SG33-SG38 C Data of invoiced items. It must occur at least once within the invoice message. 33. LIN Line item 1 Specifies a line item and its relationship to the others. The number of item, GTIN number of the product and the GTIN included in GS1 Hungary returnable item catalogue in case of returnable item. 34. PIA Additional product id 25 Provides additional or substitutional item identification codes such as the custom tariff number, the GTIN of the contained product, the BTO or a buyer's or supplier's item number. 35. ID Item descriptions 10 Provides a description for the item in free or industry format. Name of the item or indication of the returnable item. 37. QTY Quantity 5 Specifies quantities related to the current line item. Invoiced and delivered quantity and the number of consumer units in trade unit. SG26 OA C 5 Specifies a monetary amount. 42. OA onetary amount 1 Specifies a monetary amount. Gross and net amounts related to the current item. SG28 PRI C 25 Specifies price information. 47. PRI Price details 1 Specifies price information. Net, gross and list price. SG29 RFF-DT C 10 A group giving references and where necessary, their dates, relating to the item of the invoice. Example: contract number, import/export reference number, delivery note number. 48. RFF Reference 1 This segment is used to specify a reference which is related to Purchase Order Numbers (customer or supplier), , v All contents copyright GS1 Hungary Ltd Page 18 of 101

19 Delivery Numbers or the original invoice number in case of correction invoice or storno invoice and other documents. 49. DT Date/time/period 5 Specifies dates and times pertinent to the reference. SG30 PAC C 10 Specifies the number and type of packages/physical units 50. PAC Package 1 Specifies the number and type of packages/physical units SG32 LOC-QTY-DT C 9999 A group of segments specifying destination and quantity details for consignments involving multi-destination deliveries for a specified line item. 54. LOC Place/location identification 1 This segment is used to identify multiple delivery locations for the current line item. 55. QTY Quantity C 100 This segment is used to specify the quantities related to the location identified in the preceding LOC segment. 56. DT Date/time/period C 5 This segment is used to specify the date/time on which the delivery took (will take) place to the location identified in preceding LOC segment. SG33 TAX-OA 99 Specifies duty/tax/fee related information for the item. 57. TAX Duty/tax/fee 1 Specifies duty/tax/fee related information for the item. Provides VAT and product fee information. 58. OA onetary amount C 1 Specifies a monetary amount. VAT and product fee amounts. SG38 ALC-SG40-SG41 C 15 Specifies allowances or charges for the item. 61. ALC Allowance or charge 1 Identifies the details of amount of allowances or charges. SG40 PCD C 1 Provides information on percentage 64. PCD Percentage details 1 Specifies percentage allowances or charges. SG41 OA C 2 onetary amount. Fixed amount, the net or gross amount of allowances/charges. 65. OA onetary amount 1 Specifies monetary allowances/charges Summary Section Segment Number Identifier Name Application aximum Function number of repetitions 70. UNS Section control 1 Separation of detail section and summary section. 71. CNT Control total C 10 Provides the control total of the message , v All contents copyright GS1 Hungary Ltd Page 19 of 101

20 SG48 OA 100 onetary amount. Gives the total amount of the invoice. 72. OA onetary amount 1 Total net/gross/vat of the invoice. SG50 TAX-OA 10 Gives duty/tax/fee information for the whole invoice. 75. TAX Duty/tax/fee details 1 Gives relevant duty/tax/fee details. Total tax base/tax/gross for the whole invoice. 76. OA onetary amount 2 Gives a monetary amount. Tax/tax base/gross amounts for the whole invoice. SG51 ALC-OA C 15 Gives allowances and charges summary totals for the whole invoice. 77. ALC Allowance or charge 1 Specifies the details of allowance or charge fro the whole invoice. 79. OA onetary amount C 2 This segment is used to specify the total monetary value per allowance or charge for the whole invoice. 80. UNT essage trailer 1 Service segments containing technical information , v All contents copyright GS1 Hungary Ltd Page 20 of 101

21 4. Segment content descriptions Legends in the header of detailed description of the segment Data element tag: Tag of the data element in the standard Name: Name of the data element Usage: Indicates whether the data element is mandatory/conditional/dependent: = mandatory C = conditional D = dependent it becomes mandatory depending on other data element; relevant explanatory notes could be found in Notes/dependency descriptions field. N = not used Format: Indicates the format of the data element can be displayed in the message, possible formats: a n an a3 n3 an3 a..3 n..3 an..3 alphabetic characters numeric characters alpha-numeric characters 3 alphabetic characters, fixed length 3 numeric characters, fixed length 3 alpha-numeric characters, fixed length up to 3 alphabetic characters up to 3 numeric characters up to 3 alpha-numeric characters Example: Example for the application of data element Description/code value: Description of the data element or the applicable code value Notes/dependency descriptions: Notes relating to the segment and the descriptions of the relation between data elements. Example: Example for the total application of the segment , v All contents copyright GS1 Hungary Ltd Page 21 of 101

22 4.1. Segments of header section Number Segment tag Usage aximum number of repetitions 1. UNH essage header 1 Function: To head, identify and specify a message. Data Usage Format Example Description/Code value element Name tag 0062 essage reference number an Sender's unique message reference. Sequence number of messages in the interchange. Data element 0062 in UNT will have the same value. Generated by the sender S009 ESSAGE IDENTIFIER 0065 essage type an..6 INVOIC INVOIC = Invoice message identifier 0052 essage type an..3 D D = Draft version/un/edifact version number Directory 0054 essage type an..3 96A 96A = Release A release number 0051 Controlling agency an..2 UN UN = UN/CEFACT 0057 Association assigned code an..6 EAN008 EAN008 = EAN version control number (EAN Code) Indicates that the message is the EANCO version 008 of the UNS Invoice.. Notes/Dependency descriptions: Data elements 0065, 0052, 0054, and 0051: Indicates that the message is a UNS invoice based on D.96A directory under the control of United Nations. Example: UNH INVOIC:D:96A:UN:EAN008' , v All contents copyright GS1 Hungary Ltd Page 22 of 101

23 Number Segment tag Usage aximum number of repetitions 2. BG Beginning of message 1 Function: To specify the function, type and identifying number of the message Data Usage Format Example Description/Code value element Name tag C002 DOCUENT/ESSAGE NAE 1001 Document/message name code an Normal invoice Correction invoice 380 = commercial invoice 325 = proforma invoice 386 = prepayment invoice 384 = correction invoice 1131 Code list identification N code 3055 Code list responsible N agency code 1000 Document name C an..35 ECRHU1.2.3 Version number of the Hungarian ÍG 1004 Document/message number an Invoice number/identifier 1225 essage function code an = Original 1 = Storno 9 = Original 13 = Request Notes/dependency descriptions: Process in accordance with the recommendation of ECR workgroup: one delivery note - one invoice. Deviation is possible and details of delivery note (or details of other reference documents) could be given as invoice item in case of necessity by filling out the data elements of segment group SG29. Correction of wrong invoice: repetition of the original invoice with storno code (DE 1225:1) and issuing a brand new invoice with the appropriate details or issuing a correction invoice with reference to the original invoice. Recommendation: maximum length of the invoice number is 17 characters. In case of correction invoice code value 384 is applicable. Request for correction invoice: 1001 = 384; 1225 = 13 In case of correction invoice/storno invoice the original invoice number and its date must be given by filling out the data elements of segment group SG1. Example: BG ' Original commercial invoice, its number: BG ' Storno invoice number: BG ' Correction invoice number: , v All contents copyright GS1 Hungary Ltd Page 23 of 101

24 Number Segment tag Usage aximum number of repetitions 3. DT Date/Time/Period 35 Function: To specify date, and/or time, or period Data Usage Format Example Description/Code value element Name tag C507 DATE/TIE/PERIOD Date/time/period function code qualifier an = invoice date 35 = delivery date 11 = despatch date and/or time 2380 Date/time/period an Date/time/period format code an = YYYYDD 718 = YYYYDD-YYYYDD Notes/Dependency descriptions: It is mandatory to specify the time of issue of invoice with code value 137 and delivery with code value 35. In case of correction/storno invoice the time of date (2005 = 35) must be identical to the delivery date of the original invoice. Example: DT+137: :102 Issue of the invoice: 30 th Dec 2006 DT+35: :102 Delivery date: 15 Jan , v All contents copyright GS1 Hungary Ltd Page 24 of 101

25 Number Segment tag Usage aximum number of repetitions 4. PAI Payment instructions 1 Function: To specify the instructions for payment. Data Usage Format Example Description/Code value element Name tag C534 PAYENT INSTRUCTION DETAILS Payment conditions N code 4431 Payment guarantee N code 4461 Payment means code an = Payment to bank account 10 = Payment in cash 31 = Debit transfer Notes/Dependency descriptions Example: PAI+::42 ethod of payment: Payment to bank account , v All contents copyright GS1 Hungary Ltd Page 25 of 101

26 Number Segment tag Usage aximum number of repetitions 6. FTX Free text D 10 Function: To provide free form or coded text information and its type. Data Usage Format Example Description/Code value element Name tag 4451 Text subject qualifier an..3 PUR AAI = General information PUR = Purchasing information TIN = Test information 4453 Free text function code D an = providing agreed text information andatory to provide it if texts ruled by product fee regulation occur in C108. C107 TEXT REFERENCE N 4441 Free text value code N 1131 Code list N identification code 3055 Code list responsible N agency code C108 TEXT LITERAL C Free text value an..70 Place to provide mandatory texts ruled by product fee regulations. Place to provide mandatory texts ruled by product fee regulations Free text value, continued C an..70 Place to provide mandatory texts ruled by product fee regulations Free text value, continued 4440 Free text value, continued 4440 Free text value, continued C C C an..70 an..70 an Language name code D an..3 HU = Hungary (ISO 639) andatory to provide if 4451 = PUR and C108 contains text information. Notes/Dependency descriptions: This segment is used to provide free form or coded text information that applies to the complete invoice message. Partners must agree on free text information. Texts ruled by product fee organization must , v All contents copyright GS1 Hungary Ltd Page 26 of 101

27 occur in data element C108. In this case 4451 = AAI; 4453 = 1; C108:4440 = the text itself; 3453=HU. In case of invoicing products affected by product fee regulations text ruled by regulations must be indicated. Text message must be indicated in the text phase by the repetition of the segment as follows: FTX+TIN' Example: FTX+AAI+1++Place to provide mandatory texts ordered by product fee: Place to provide mandatory texts ruled by product fee regulations+hu , v All contents copyright GS1 Hungary Ltd Page 27 of 101

28 Number Segment tag Usage aximum number of repetitions SG1 7. RFF-DT RFF Reference D 99 1 Function: To specify a reference. Data Usage Format Example Description/Code value element Name tag C506 REFERENCE Reference qualifier an..3 ON Storno /correction Normal invoice invoice ON = Order Number (buyer) VN = Order Number (supplier) DQ = Delivery Note Number ALO = Receiving Advice Number D = Document Number IV = Invoice Number 1154 Reference number an..35 ORD9523 Notes/Dependency descriptions: This segment is used to specify reference related to the whole invoice. (If the items of invoice have different reference documents then references must be given by items in segment group SG29.) In case of correction invoice (BG 1001 = 384) and storno invoice (BG 1125 = 1) it is mandatory to refer to the original invoice. At specification of the number of the referred: 1153 = IV, 1154 = number of referred document. Specification of the date of referred document in the following DT segment is mandatory. Example: RFF+ON:ORD9523 Referred Order Number (buyer): ORD , v All contents copyright GS1 Hungary Ltd Page 28 of 101

29 Number Segment tag Usage aximum number of repetitions SG1 8. RFF-DT DT Date/time/period D D 99 1 Function: To specify date, and/or time, or period related to the reference. Data Usage Format Example Description/Code value element Name tag C507 DATE/TIE/PERIOD Date or time or period an = Reference date/time function code qualifier 2380 Date or time or period an value 2379 Date or time or period format code an = YYYYDD 203 = YYYYDDHH Notes/Dependency descriptions: This segment is used to specify any dates related to the references given in the previous RFF segment. It is mandatory to give the dates of reference when correction or storno invoice. Example: DT+171: : , v All contents copyright GS1 Hungary Ltd Page 29 of 101

30 Number Segment tag Usage aximum number of repetitions SG2 9. NAD-FII-SG3-SG5 NAD Name and Address 99 1 Function: To specify the name/address and the function of the party, either by C082 only and/or unstructured by C058 or structured by C080 through Data Usage Format Example Description/Code value element Name tag 3035 Party qualifier an..3 BY BY = Buyer SU = Supplier II = Issuer of invoice OB = Ordered By. Party who issued an order. DP = Delivery party. (If it is not identical to the buyer.) IV = Invoicee SF = Ship From Place/address from where goods are shipped C082 PARTY IDENTIFICATION DETAILS Party identifier N Partner's GLN (Global Location Number) 1131 Code list N identification code 3055 Code list responsible agency code an = EAN (International Article Numbering Association) C058 NAE AND ADDRESS N 3124 Name and address N description 3124 Name and address N description 3124 Name and address N description 3124 Name and address N description 3124 Name and address N description C080 PARTY NAE Party name an..35 GS1Hungary Party Name in clear text Party name C an..35 Party Name in clear text, continued if necessary 3036 Party name C an..35 Party Name in clear text, continued if necessary 3036 Party name C an..35 Party Name, continued if necessary 3036 Party name C an..35 Party Name, continued if necessary C059 Address details Name of public area an..35 Fáy 3042 Kind of public area C an..35 utca , v All contents copyright GS1 Hungary Ltd Page 30 of 101

31 3042 Number C an..35 1b 3042 Building C an..35 BigBen 3164 City/Town name an..35 Budapest 3229 Country sub-entity N name code 3251 Postal identification an code 3207 Country name code C an..3 HU ISO 3166 two alpha code Notes/Dependency descriptions: It is mandatory to identify the buyer, data element 3035/code value BY, and the supplier, data element 3035/, code value SU in the invoice. ust specify the issuer of the invoice and the addressee of the invoice if it differs from the supplier and the buyer. ust specify the addressee of delivery if it differs from the buyer. The data Place/address from where goods are shipped is optional. Example: NAD+BY ::9++GS1agyarországKht+Fáy:utca:1b:BigBen+Budapest HU , v All contents copyright GS1 Hungary Ltd Page 31 of 101

32 Number Segment tag Usage aximum number of repetitions SG2 10. NAD-FII-SG3-SG5 FII Financial institution D 99 5 Function: To identify an account and a related financial institution. Data Usage Format Example Description/Code value element Name tag 3035 Party qualifier an..3 PB PB = Paying financial institution RB = Receiving financial institution C078 ACCOUNT HOLDER IDENTIFICATION Account holder number an Hungarian account number must be given in n8-n8-n8 format Account holder's name C an..35 GS1agyaror szágkht Account holder's name in free text format 3192 Account holder's N name 6345 Currency, coded C an..3 HUF ISO 4217 three alpha code C088 INSTITUTION IDENTIFICATION C Institution name code N 1131 Code list N identification code 3055 Code list responsible N agency code 3434 Institution N branch/sub-office identifier 1131 Code list N identification code 3055 Code list responsible N agency code 3432 Institution name C an..70 XYZBankZrt Institution name 3207 Country name code C an..3 HU ISO 3166 two alpha code Notes/Dependency descriptions: This segment is used to identify financial institution information related to the party identified in the previous NAD segment. It is mandatory to specify details related to account number issuing the invoice if a money transaction happens on the basis of this invoice. Code value applied at specification of financial institution details of the partner required to pay (buyer): 3035 = PB, code value applied at the specification of financial institution details of the the transferee in money transaction (supplier): 3035 = RB. Example: FII+PB :HUF+::::::XYZBankZrt+HU , v All contents copyright GS1 Hungary Ltd Page 32 of 101

33 Number Segment tag Usage aximum number of repetitions SG2 SG3 11. NAD-FII-SG3-SG5 RFF RFF Reference Function: To specify a reference. Data Usage Format Example Description/Code value element Name tag C506 REFERENCE 1153 Reference qualifier an..3 VA VA = VAT registration number API = additional party identification FC = Fiscal number XA = Company/place registration number 1154 Reference number an Notes/Dependency descriptions: This segment is used to specify reference numbers related to the party identified in the previous NAD segment. It is mandatory to give the VAT registration number of the supplier/issuer of the invoice, 1153 = VA, and the fiscal number of both parties, 1153 = FC (if invoice items contain products affected by excise regulations). It is optional to specify the VAT registration number and registration number of the buyer, 1153 = XA, and the inner partner identifier, 1153 = API, partners have to agree on their application. Example: RFF+VA: , v All contents copyright GS1 Hungary Ltd Page 33 of 101

34 Number Segment tag Usage aximum number of repetitions SG2 SG5 12. NAD-FII-SG3-SG5 CTA-CO CTA Contact information C Function: To identify a person or a department to whom communication should be directed. Data Usage Format Example Description/Code value element Name tag 3139 Contact function, an..3 AD AD = Accounting contact coded C056 DEPARTENT OR EPLOYEE DETAILS C Department or N employee name code 3412 Department or employee name C an..35 KISSCSABA Notes/Dependency descriptions: This segment is used to identify the department and/or person within the party specified in the NAD. Example: CTA+AD+:KISSCSABA , v All contents copyright GS1 Hungary Ltd Page 34 of 101

35 Number Segment tag Usage aximum number of repetitions SG2 SG5 13. NAD-FII-SG3-SG5 CTA-CO CO Communication contact C C Function: To identify a communication number of a department or a person to whom communication should be directed. Data element tag Name Usage Format Example Description/Code value C076 COUNICATION CONTACT Communication an number 3155 Communication channel qualifier an..3 TE TE = telephone FX = fax Notes/Dependency descriptions: This segment is used to identify the communications number and the type of communications used for the department person identified in the CTA segment. Example: CO :TE , v All contents copyright GS1 Hungary Ltd Page 35 of 101

36 Number Segment tag Usage aximum number of repetitions SG7 16. CUX CUX - Currencies 5 1 Function: To specify currencies used in the transaction and relevant details for the rate of exchange. Data Usage Format Example Description/Code value element Name tag C504 CURRENCY DETAILS Currency details an = Reference currency qualifier 6345 Currency, coded an..3 HUF ISO 4217 three alpha 6343 Currency qualifier an = invoicing currency Notes/Dependency descriptions: This segment is used to specify currency information for the complete invoice. It is mandatory to specify the currency of the invoice. This document just contains format suitable for invoicing expressed in one currency. Example: CUX+2:HUF: , v All contents copyright GS1 Hungary Ltd Page 36 of 101

37 Number Segment tag Usage aximum number of repetitions SG8 18. PAT-DT-PCD PAT Payment deadline 10 1 Function: To specify the payment terms basis.. Data Usage Format Example Description/Code value element Name tag 4279 Payment terms type qualifier an = Basic payment deadline (according to the contract) 3 = Fixed date 22 = payment deadline for discount C110 PAYENT TERS N 4277 Payment terms N description identifier 1131 Code list N identification code 3055 Code list responsible N agency code 4276 Payment terms N description 4276 Payment terms N description C112 TERS/TIE C -- INFORATION 2475 Payment time reference, coded 2009 Terms time relation code an = date of invoice 9 = date of acceptance of invoice 29 = date of receiving commodity C an = after reference date 2 = prior to reference date 1 = on reference date 2151 Period type code C an..3 D D = Day = onth WD = Working days Y = Year 2152 Number of periods C n Notes/Dependency descriptions: This segment is used by the issuer of invoice to specify the payment terms for the complete invoice. It is mandatory to give a payment date. Payment date could be a fixed date or any period related to another date (invoice or receiving date). Example: PAT+3 The payment date is a fixed date. In this case the use of 19. DT segment is mandatory. PAT+1++5:3:D:30 Payment date in the example is the basic payment date set in the invoice, the 30 th day after the date of invoice. The use of 19. DT segment is optional in this case , v All contents copyright GS1 Hungary Ltd Page 37 of 101

38 Number Segment tag Usage aximum number of repetitions SG8 19. PAT-DT-PCD DT Date/time/period D 10 5 Function: To specify date, and/or time, or period. Data Usage Format Example Description/Code value element Name tag C507 DATE/TIE/PERIOD Date or time or period qualifier an = Terms discount due date/time 13 = Terms net due date 2380 Date or time or period an value 2379 Date or time or period format qualifier an = YYYYDD Notes/Dependency descriptions: This segment is used to specify any dates associated with the payment terms for the invoice. It is mandatory to specify the proper date in this segment if the specification of date recorded in the previous segment was indicated. Example: DT+13: : , v All contents copyright GS1 Hungary Ltd Page 38 of 101

39 Number Segment tag Usage aximum number of repetitions SG8 20. PAT-DT-PCD PCD Percentage details D 10 1 Function: To specify percentage information. Data Usage Format Example Description/Code value element Name tag C501 PERCENTAGE DETAILS Percentage qualifier an = Discount 5482 Percentage n Percentage basis identification code an = Invoice value Notes/Dependency descriptions: This segment is used to specify degree of discount which will be allowed if the invoicee pays prior to terms in line with the information given in PAT segment. Example: PCD+12:25: , v All contents copyright GS1 Hungary Ltd Page 39 of 101

40 Number Segment tag Usage aximum number of repetitions SG ALC-SG17-SG18-SG19 ALC Allowance or charge C Function: To identify allowance or charge details. Data Usage Format Example Description/Code value element Name tag 5463 Allowance or charge code qualifier an..3 A A = allowance C = charge C552 Allowance/charge information N 1230 Allowance or charge N identifier 5189 Allowance or charge N identification code 4471 Settlement means N code 1227 Calculation sequence code C an = First step of calculation 2 = Second step of calculation... 9 = Ninth step of calculation C214 Special services identification Special service an..3 DI Codelist in Appendix 1. description code 1131 Code list N identification code 3055 Code list responsible agency code C an = EAN Notes/Dependency descriptions: This segment is used to indicate any Allowances or Charges applicable to the total invoice, e.g. packaging costs. Allowances or charges specified in the detail section do not override or replace allowances or charges specified at header level but compliment them. Example: ALC+A+++1+DI:: , v All contents copyright GS1 Hungary Ltd Page 40 of 101

41 Number Segment tag Usage aximum number of repetitions SG15 SG ALC-SG17-SG18-SG19 QTY QTY - Quantity C C Function: To specify a pertinent quantity. Data Usage Format Example Description/Code value element Name tag C186 Quantity details Quantity type code qualifier an = discrete quantity 6060 Quantity n easurement unit code D an..3 KG = Kilogram LTR = Litre PCE = Piece (See appendix 4.) Notes/Dependency descriptions: This segment is used to specify any quantity discounts or charges for the current ALC segment group. Example: QTY+1: , v All contents copyright GS1 Hungary Ltd Page 41 of 101

42 Number Segment tag Usage aximum number of repetitions SG15 SG ALC-SG17-SG18-SG19 PCD PCD Percentage details C C Function: To specify percentage information. Data Usage Format Example Description/Code value element Name tag C501 Percentage details Percentage type an = allowance or charge code qualifier 5482 Percentage n Percentage basis identification code an = per unit 13 = invoice value Notes/Dependency descriptions: This segment is used to specify any percentage discounts or charges for the current ALC segment group. Example: PCD+3:5: , v All contents copyright GS1 Hungary Ltd Page 42 of 101