X12 810 Invoice
This X12 Transaction Set 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.
- ~ Segment
- * Element
- > Component
- ^ Repetition
- None included
Interchange Control Header
To start and identify an interchange of zero or more functional groups and interchange-related control segments
Code identifying the type of information in the Authorization Information
- 00
- No Authorization Information Present (No Meaningful Information in I02)
Information used for additional identification or authorization of the interchange sender or the data in the interchange; the type of information is set by the Authorization Information Qualifier (I01)
Code identifying the type of information in the Security Information
- 00
- No Security Information Present (No Meaningful Information in I04)
This is used for identifying the security information about the interchange sender or the data in the interchange; the type of information is set by the Security Information Qualifier (I03)
Code indicating the system/method of code structure used to designate the sender or receiver ID element being qualified
Identification code published by the sender for other parties to use as the receiver ID to route data to them; the sender always codes this value in the sender ID element
Code indicating the system/method of code structure used to designate the sender or receiver ID element being qualified
Identification code published by the receiver of the data; When sending, it is used by the sender as their sending ID, thus other parties sending to them will use this as a receiving ID to route data to them
Type is not applicable; the repetition separator is a delimiter and not a data element; this field provides the delimiter used to separate repeated occurrences of a simple data element or a composite data structure; this value must be different than the data element separator, component element separator, and the segment terminator
- ^
- Repetition Separator
Code specifying the version number of the interchange control segments
- 00501
- Standards Approved for Publication by ASC X12 Procedures Review Board through October 2003
A control number assigned by the interchange sender
Code indicating sender's request for an interchange acknowledgment
- 0
- No Interchange Acknowledgment Requested
- 1
- Interchange Acknowledgment Requested (TA1)
Code indicating whether data enclosed by this interchange envelope is test, production or information
- I
- Information
- P
- Production Data
- T
- Test Data
Type is not applicable; the component element separator is a delimiter and not a data element; this field provides the delimiter used to separate component data elements within a composite data structure; this value must be different than the data element separator and the segment terminator
- >
- Component Element Separator
Functional Group Header
To indicate the beginning of a functional group and to provide control information
Code identifying a group of application related transaction sets
- IN
- Invoice Information (810)
Code identifying party sending transmission; codes agreed to by trading partners
Code identifying party receiving transmission; codes agreed to by trading partners
Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year
Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)
Assigned number originated and maintained by the sender
Code identifying the issuer of the standard; this code is used in conjunction with Data Element 480
- T
- Transportation Data Coordinating Committee (TDCC)
- X
- Accredited Standards Committee X12
Code indicating the version, release, subrelease, and industry identifier of the EDI standard being used, including the GS and GE segments; if code in DE455 in GS segment is X, then in DE 480 positions 1-3 are the version number; positions 4-6 are the release and subrelease, level of the version; and positions 7-12 are the industry or trade association identifiers (optionally assigned by user); if code in DE455 in GS segment is T, then other formats are allowed
- 005010
- Standards Approved for Publication by ASC X12 Procedures Review Board through October 2003
Heading
Transaction Set Header
To indicate the start of a transaction set and to assign a control number
Code uniquely identifying a Transaction Set
- The transaction set identifier (ST01) is used by the translation routines of the interchange partners to select the appropriate transaction set definition (e.g., 810 selects the Invoice Transaction Set).
- 810
- Invoice
Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set
Beginning Segment for Invoice
To indicate the beginning of an invoice transaction set and transmit identifying numbers and dates
Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year
- BIG01 is the invoice issue date.
Identifying number for Purchase Order assigned by the orderer/purchaser
The AAFES 10-digit Purchase Order Number, Vendor Order Number (VON) or Delivery Order Number must be present.
Currency
To specify the currency (dollars, pounds, francs, etc.) used in a transaction
This segment is required if the payment is in currency other than US dollars. If the payment is in US dollars, the segment is not used.
Code identifying an organizational entity, a physical location, property or an individual
- SE
- Selling Party
Code (Standard ISO) for country in whose currency the charges are specified
Three digit currency code of desired payment.
Reference Information
To specify identifying information
- This segment is used to identify the Internal Vendor Number, Bill or Lading Number, Contract Number, Internal Delivery Ticket Number and/or Special Order Number.
- The REF*IA is an eight digits internal vendor number that is transmitted on your PO – EDI 850.
Code qualifying the Reference Identification
- BM
- Bill of Lading Number
- CT
- Contract Number
- DJ
- Delivery Ticket Number
- IA
- Internal Vendor Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Please let us know if there are any changes in the N104 (remit to nine digit company DUNS). Our AP system, validates the number sent matches what we have our tables.
- Use the N1, N3, & N4 segments to convey customer name and address information for orders delivered directly to customers. This includes Exchange Catalog Orders & home delivery items.
- N104 must contain the AAFES facility number for direct charge program invoices.
Party Identification
To identify a party by type of organization, name, and code
Code identifying an organizational entity, a physical location, property or an individual
- BY
- Buying Party (Purchaser)
- ST
- Ship To
Free-form name
If the entity identifier code = "ST" and/or "BY", the N102 is not required unless the AAFES facility number is not available for transmission in the N104.
Code designating the system/method of code structure used for Identification Code (67)
- 1
- D-U-N-S Number, Dun & Bradstreet
- 9
- D-U-N-S+4, D-U-N-S Number with Four Character Suffix
- 92
- Assigned by Buyer or Buyer's Agent
- UL
- Global Location Number (GLN)
When N101 = RI (Remit To) UL (Global Location Number) cannot be used.
Code identifying a party or other code
- This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the "ID Code" (N104) must provide a key to the table maintained by the transaction processing party.
This identification code will either be a 9-digit Duns number or 13- digit Duns number with suffix or 4-digit Alpha/Numeric AAFES facility number or 7-digit AAFES facility number or 13-digit Global Location Number (GLN) or eight digit vendor payment code or 10 digit facility number.
Each number must be valid numbers.
Additional Name Information
To specify additional names
Not required if N104 is transmitted
Party Location
To specify the location of the named party
The N3 segment is used for the "ST" and /or "BY" loops only. The N3 segment is not needed if the AAFES facility number is transmitted in the N104 segment.
AAFES only uses the first instance of the N3 segment
Geographic Location
To specify the geographic place of the named party
Not required if the "N104" is transmitted.
Free-form text for city name
- A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location.
Code (Standard State/Province) as defined by appropriate government agency
- N402 is required only if city name (N401) is in the U.S. or Canada.
Code defining international postal zone code excluding punctuation and blanks (zip code for United States)
Please let us know if there are any changes in the N104 (remit to nine digit company DUNS). Our AP system, validates the number sent matches what we have our tables.
- Use the N1, N3, & N4 segments to convey customer name and address information for orders delivered directly to customers. This includes Exchange Catalog Orders & home delivery items.
- N104 must contain the AAFES facility number for direct charge program invoices.
Party Identification
To identify a party by type of organization, name, and code
Code identifying an organizational entity, a physical location, property or an individual
- RI
- Remit To
Code designating the system/method of code structure used for Identification Code (67)
- 1
- D-U-N-S Number, Dun & Bradstreet
- 9
- D-U-N-S+4, D-U-N-S Number with Four Character Suffix
- 92
- Assigned by Buyer or Buyer's Agent
- UL
- Global Location Number (GLN)
When N101 = RI (Remit To) UL (Global Location Number) cannot be used.
Code identifying a party or other code
- This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the "ID Code" (N104) must provide a key to the table maintained by the transaction processing party.
This identification code will either be a 9-digit Duns number or 13- digit Duns number with suffix or 4-digit Alpha/Numeric AAFES facility number or 7-digit AAFES facility number or 13-digit Global Location Number (GLN) or eight digit vendor payment code or 10 digit facility number.
Each number must be valid numbers.
Additional Name Information
To specify additional names
Not required if N104 is transmitted
Geographic Location
To specify the geographic place of the named party
Not required if the "N104" is transmitted.
Free-form text for city name
- A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location.
Code (Standard State/Province) as defined by appropriate government agency
- N402 is required only if city name (N401) is in the U.S. or Canada.
Code defining international postal zone code excluding punctuation and blanks (zip code for United States)
Terms of Sale/Deferred Terms of Sale
To specify terms of sale
AAFES will process only one set of terms which are applied to the entire invoice.
Code identifying type of payment terms
- If the code in ITD01 is "04", then ITD07 or ITD09 is required and either ITD10 or ITD11 is required; if the code in ITD01 is "05", then ITD06 or ITD07 is required.
Required by AAFES.
- 01
- Basic
- 02
- End of Month (EOM)
- 03
- Fixed Date
- 05
- Discount Not Applicable
- 06
- Mixed
- 07
- Extended
- 08
- Basic Discount Offered
- 09
- Proximo
- 11
- Elective
- 12
- 10 Days After End of Month (10 EOM)
- 14
- Previously agreed upon
Terms discount percentage, expressed as a percent, available to the purchaser if an invoice is paid on or before the Terms Discount Due Date
Date payment is due if discount is to be earned expressed in format CCYYMMDD where CC represents the first two digits of the calendar year
Number of days in the terms discount period by which payment is due if terms discount is earned
Date when total invoice amount becomes due expressed in format CCYYMMDD where CC represents the first two digits of the calendar year
Number of days until total invoice amount is due (discount not applicable)
A free-form description to clarify the related data elements and their content
Date/Time Reference
To specify pertinent dates and times
Ship date is required.
AAFES will process only one occurrence of the DTM segment to determine the ship date of the merchandise. Invoice payment is based on the later of scheduled ship date or invoice receipt date.
Detail
Baseline Item Data (Invoice)
To specify the basic and most frequently used line item data for the invoice and related transactions
This segment is not required, when sending freight charges separately.
Number of units invoiced (supplier units)
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
Price per unit of product, service, commodity, etc.
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- IT106 through IT125 provide for ten different product/service IDs for each item. For example: Case, Color, Drawing No., U.P.C. No., ISBN No., Model No., or SKU.
- EN
- EAN/UCC - 13
- EO
- EAN/UCC - 8
- IB
- International Standard Book Number (ISBN)
- UA
- U.P.C./EAN Case Code (2-5-5)
- UI
- U.P.C. Consumer Package Code (1-5-5)
- UK
- GTIN 14-digit Data Structure
- UP
- UCC - 12
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- PI
- Purchaser's Item Code
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- VA
- Vendor's Style Number
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- CB
- Buyer's Catalog Number
Identifying number for a product or service
Pricing Information
To specify pricing information
Two occurrences of the CTP segment can be sent on the invoice.
- First occurrence will indicate if a partner is on the "direct charge program", this segment will be identified before testing.
- Second occurrence is for 'promotional price reduction' which is passe on the purchase order
Code identifying pricing specification
AAFES sell price.
- PRP
- Promotional price
Voluntary Price Reduction (VPR)
- RTL
- Retail
AAFES Sell Price for Direct Charge Program Only
Price per unit of product, service, commodity, etc.
- See Figures Appendix for an example detailing the use of CTP03 and CTP04.
- See Figures Appendix for an example detailing the use of CTP03, CTP04 and CTP07.
AAFES will accept a maximum of three PID segments. The PID segment will be used to convey item description and/or if applicable the California Air Resources Board (CARB) statement of compliance in a partially codified structure.
Product/Item Description
To describe a product or process in coded or free-form format
Code indicating the format of a description
- If PID01 equals "F", then PID05 is used. If PID01 equals "S", then PID04 is used. If PID01 equals "X", then both PID04 and PID05 are used.
- F
- Free-form
Use this code when sending item description.
- X
- Semi-structured (Code and Text)
This code must be used when sending CARB
information in PID03, 04 and 05
Code identifying the agency assigning the code values
- Use PID03 to indicate the organization that publishes the code list being referred to.
This element must be sent if PID01 = X
- AX
- ANSI Accredited Standards Committee, X12
A code from an industry code list which provides specific data about a product characteristic
- PID04 should be used for industry-specific product description codes.
This element must be sent if PID01 = X. The following code values will be used for PART 1, 2, 3, and 4 to convey CARB compliance.
GM = General Merchandise (Part 1)
04 = Format/Option Code (Part 2)
COMP = Regulatory Compliance (Part 3)
FE = California Air Resources Board (CARB) – Formaldehyde Act (Part 4)
A free-form description to clarify the related data elements and their content
This element will be used to convey item description and/or if applicable CARB Compliant Codes.
One of the following codes must be sent if CARB information is required:
0 = Non-Compliant
1 = Phase 1 Compliant
2 = Phase 2 Compliant
3 = No Added Formaldehyde
4 = Ultra Low Emission Formaldehyde Use (ULEF)
Item Physical Details
To specify the physical qualities, packaging, weights, and dimensions relating to the item
Case pack information is required if billing units is case.
The number of inner containers, or number of eaches if there are no inner containers, per outer container
Reference Information
To specify identifying information
This segment can be sent to identify the ARB assigned number of the approved third party certifier related to the California Air Resources Board (CARB).
Code qualifying the Reference Identification
- GK
- Third Party Reference Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
This element will contain the ARB assigned number.
Service, Promotion, Allowance, or Charge Information
To request or identify a service, promotion, allowance, or charge; to specify the amount or percentage for the service, promotion, allowance, or charge
If the SAC segment is transmitted, the SAC02 and SAC05 are required by AAFES. AAFES only accepts the SAC codes listed below in this document.
- Freight charge of $150.00 or more require a copy of the paid freight bill mailed to AAFES Account Payable before payment is made for freight charges.
- AAFES will process up to (15) SAC segments per line. Allowances and charges are added or deducted and will be calculated in the total invoice amount.
- If SAC01 = ‘C’, then SAC05 must be added to the TDS01 total. Charges are already setup in our system as a positive value.
- If SAC01 = ‘A’, then SAC05 must be subtracted from the TDS01 total.
Allowances are already setup in our system as a negative value; do not transmit a negative value.
Code which indicates an allowance or charge for the service specified
- If SAC01 is "A" or "C", then at least one of SAC05, SAC07, or SAC08 is required.
- A
- Allowance
- C
- Charge
Code identifying the service, promotion, allowance, or charge
- A080
- Activation of Carnet
- A260
- Advertising Allowance
- A400
- Allowance Non-performance
- A630
- Blocking and Bracing Charge
- B190
- Closing & Sealing
- B290
- Combination
- B320
- Competitive Allowance
- B570
- Container Deposits
- B660
- Contract Allowance
- B720
- Cooperative Advertising/Merchandising Allowance (Performance)
- B750
- Core Charge
- B950
- Damaged Merchandise
- C000
- Defective Allowance
- C090
- Deposit Charges
- C260
- Discount - Incentive
- C300
- Discount - Special
- C310
- Discount
- C350
- Distributor Discount/Allowance
- C540
- Early Buy Allowance
- C560
- Early Ship Allowance
- C680
- Environmental Protection Service
- C940
- Export/Import Charge
- C970
- Extra Length
- D170
- Free Goods
- D240
- Freight
- D250
- Freshness/Leaker Allowance
- D270
- Fuel Surcharge
- D530
- Hazardous Cargo Charge
- D920
- Insurance Fee
- E380
- Lift Gate (Truck) or Forklift Service at Pickup/Delivery
- E550
- Market Development Funds
- E730
- New Item Allowance
- E800
- No Return Credit Allowance
- F170
- Pallet Exchange Charge
- F180
- Pallet
- F190
- Palletizing
- F340
- Pick/Up
- F670
- Price and Marketing Allowance
- F730
- Priority Service
- F750
- Processing Charge
- F800
- Promotional Allowance
- F910
- Quantity Discount
- F920
- Quantity Surcharge
- F970
- Rebate
- G170
- Redistribution Allowance
- G290
- Regulatory Fee
- G360
- Repack Charge
- G450
- Residential Delivery
- G470
- Restocking Charge
- G740
- Service Charge
- G830
- Shipping and Handling
- G870
- Shrink-Wrap Charge
- H000
- Special Allowance
- H090
- Special Handling
- H630
- Tax - City Sales Tax (Only)
- H640
- Tax - Excise Tax - Destination
- H650
- Tax - Excise Tax - Origin
- H660
- Tax - Federal Excise Tax, FET
- H670
- Tax - Federal Excise Tax, FET, on Tires
- H680
- Tax - Governmental
- H700
- Tax - Local Tax
- H720
- Tax - Regulatory Tax
- H730
- Tax - Local Sales Tax
- H740
- Tax - Sales and Use
- H750
- Tax - Sales Tax (State and Local)
- H760
- Tax - State Hazardous Substance
- H770
- Tax - State Tax
- H780
- Tax - Super Fund Excise Tax
- H790
- Tax - Use Tax
- H806
- Tax Credit
- H850
- Tax
- H920
- Temporary Allowance
- H970
- Terms Allowance
- I170
- Trade Discount
- I310
- Truckload Discount
- I410
- Unsaleable Merchandise Allowance
- I530
- Volume Discount
Monetary amount
- SAC05 is the total amount for the service, promotion, allowance, or charge.
- If SAC05 is present with SAC07 or SAC08, then SAC05 takes precedence.
Summary
Total Monetary Value Summary
To specify the total invoice discounts and amounts
- The TDS01 must reflect the total extended amount of the IT segments including any SAC segments.
- The IT1 lines (price X quantity) should always total TDS01 (total invoice), plus or minus SAC segments.
Monetary amount
- TDS01 is the total amount of invoice (including charges, less allowances) before terms discount (if discount is applicable).
Total Invoice Amount
Monetary amount
- TDS02 indicates the amount upon which the terms discount amount is calculated.
- TDS02 is required if the dollar value subject to discount is not equal to the dollar value of TDS01.
Amount subject to terms discount.
Monetary amount
- TDS03 is the amount of invoice due if paid by terms discount due date (total invoice or installment amount less cash discount).
Discounted amount due
Monetary amount
- TDS04 indicates the total amount of terms discount.
Required only if a cash discount applies.
Transaction Totals
To transmit a hash total for a specific element in the transaction set
- Number of line items (CTT01) is the accumulation of the number of IT1 segments.
If used CTT02 is the hash total of the quantities invoiced (IT102) for each IT1 segment.
Required by AAFES.
Total number of line items in the transaction set
Transaction Set Trailer
To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments)
Total number of segments included in a transaction set including ST and SE segments
Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set
Functional Group Trailer
To indicate the end of a functional group and to provide control information
Total number of transaction sets included in the functional group or interchange (transmission) group terminated by the trailer containing this data element
Assigned number originated and maintained by the sender
Interchange Control Trailer
To define the end of an interchange of zero or more functional groups and interchange-related control segments
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