X12 810 Invoice
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.
- ~ Segment
- * Element
- > Component
Interchange Control Header
To start and identify an interchange of zero or more functional groups and interchange-related control segments
Code to identify 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 to identify 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)
Qualifier to designate 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
Qualifier to designate 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
Code to identify the agency responsible for the control standard used by the message that is enclosed by the interchange header and trailer
- U
- U.S. EDI Community of ASC X12, TDCC, and UCS
This version number covers the interchange control segments
- 00401
- Draft Standards for Trial Use Approved for Publication by ASC X12 Procedures Review Board through October 1997
A control number assigned by the interchange sender
Code sent by the sender to request an interchange acknowledgment (TA1)
- 0
- No Acknowledgment Requested
- 1
- Interchange Acknowledgment Requested
Code to indicate 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 (810,819)
Code identifying party sending transmission; codes agreed to by trading partners
Code identifying party receiving transmission. Codes agreed to by trading partners
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 used in conjunction with Data Element 480 to identify the issuer of the standard
- 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
- 004010
- Draft Standards Approved for Publication by ASC X12 Procedures Review Board through October 1997
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) 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
- BIG01 is the invoice issue date.
Date expressed as CCYYMMDD
- BIG03 is the date assigned by the purchaser to purchase order.
Identifying number for Purchase Order assigned by the orderer/purchaser
Code specifying the type of transaction
- BIG07 is used only to further define the type of invoice when needed.
For debits, the CDW Purchase Order Number should be sent in BIG04. For credits, the CDW Form Number should be sent in BIG04. For transactions not relating to a purchase order or return, such as price protection, work with the CDW EDI implementer to determine the data that should go in the BIG04
- CN
- Credit Invoice
- CR
- Credit Memo
- DI
- Debit Invoice
- DR
- Debit Memo
Note/Special Instruction
To transmit information in a free-form format, if necessary, for comment or special instruction
Currency
To specify the currency (dollars, pounds, francs, etc.) used in a transaction
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
- CAD
- Canadian Dollar
- USD
- US Dollar
Reference Identification
To specify identifying information
Code qualifying the Reference Identification
For debits or credits for a drop ship purchase order, include the end user’s purchase order number with REF01 qualifier “EU”
For return credits, either the vendor’s return merchandise authorization number or CDW’s VRMA form number should be sent in the REF segment with REF01 qualifier of “RZ” or “QJ”.
For other types of credits work with the CDW EDI implementer to determine the reference numbers that should be included.
- EU
- End User's Purchase Order Number
- QJ
- Return Material Authorization Number
- RZ
- Returned Goods Authorization Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
For return credits, either the vendor’s return merchandise authorization number or CDW’s VRMA form number should be sent in the REF segment with REF01 qualifier of “RZ” or “QJ”.
Administrative Communications Contact
To identify a person or office to whom administrative communications should be directed
Code identifying the major duty or responsibility of the person or group named
- BD
- Buyer Name or Department
- IC
- Information Contact
Free-form name
If ship to is CDW, will be purchasing agent. If ship to is CDW customer, will be customer contact
Code identifying the type of communication number
- TE
- Telephone
Complete communications number including country or area code when applicable
Name
To identify a party by type of organization, name, and code
If the invoice is for a drop ship purchase order, include the end user’s full address in the ship to name loop.
Code identifying an organizational entity, a physical location, property or an individual
- BT
- Bill-to-Party
- EU
- Old Secured Party
- RE
- Party to receive commercial invoice remittance
- RI
- Remit To
Code designating the system/method of code structure used for Identification Code (67)
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.
Additional Name Information
To specify additional names or those longer than 35 characters in length
Address Information
To specify the location of the named party
Geographic Location
To specify the geographic place of the named party
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)
Name
To identify a party by type of organization, name, and code
If the invoice is for a drop ship purchase order, include the end user’s full address in the ship to name loop.
Code identifying an organizational entity, a physical location, property or an individual
- ST
- Ship To
Code designating the system/method of code structure used for Identification Code (67)
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.
Additional Name Information
To specify additional names or those longer than 35 characters in length
Address Information
To specify the location of the named party
Geographic Location
To specify the geographic place of the named party
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)
Code identifying type of location
- DE
- Destination (Shipping)
Destination (Shipping) (applies only to “ST” loop for non drop ship orders)
Code which identifies a specific location
- 01
- Vernon Hills, IL
- 07
- North Las Vegas, NV
Terms of Sale/Deferred Terms of Sale
To specify terms of sale
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.
Code identifying the beginning of the terms period
- 3
- Invoice Date
If the discount is 2% this field should contain '2'.
If CDW receives a Terms discount, the Terms Discount Due Date (ITD04) or Terms Discount Days (ITD05) must be used. Do not use both.
CDW’s accounts payable due date will be calculated based on the terms in the CDW data base not on the ITD elements received.
If CDW receives a Terms discount, use the number of days from invoice date to discount due date. Terms Discount Due Date (ITD04) can be used instead. Do not use both.
Use Terms Net Due Date (ITD06) or Terms Net Days Due (ITD07), Do not use both. One of these elements MUST be present on ALL invoices.
Number of days until total invoice amount is due (discount not applicable)
Total amount of terms discount. If you offer CDW a terms discount, the amount of the discount must be present.
A free-form description to clarify the related data elements and their content
Date/Time Reference
To specify pertinent dates and times
F.O.B. Related Instructions
To specify transportation instructions relating to shipment
Code identifying payment terms for transportation charges
- FOB01 indicates which party will pay the carrier.
- BP
- Paid by Buyer
- CA
- Advance Collect
- CC
- Collect
- MX
- Mixed
- PA
- Advance Prepaid
- PC
- Prepaid but Charged to Customer
- PP
- Prepaid (by Seller)
- PS
- Paid by Seller
- TP
- Third Party Pay
Code identifying type of location
- FOB02 is the code specifying transportation responsibility location.
- DE
- Destination (Shipping)
- OR
- Origin (Shipping Point)
A free-form description to clarify the related data elements and their content
Code identifying type of location
- FOB06 is the code specifying the title passage location.
- DE
- Destination (Shipping)
- OR
- Origin (Shipping Point)
A free-form description to clarify the related data elements and their content
Measurements
To specify physical measurements or counts, including dimensions, tolerances, variances, and weights
(See Figures Appendix for example of use of C001)
Code identifying the broad category to which a measurement applies
- PD
- Physical Dimensions
Code identifying a specific product or process characteristic to which a measurement applies
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
Detail
Baseline Item Data (Invoice)
To specify the basic and most frequently used line item data for the invoice and related transactions
CDW part number is required.
Manufacturer’s part number is recommended but not required
Vendor’s part number is recommended but not required
Alphanumeric characters assigned for differentiation within a transaction set
- IT101 is the purchase order line item identification.
Original Line Number from PO
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
- EA
- Each
Price per unit of product, service, commodity, etc.
Code identifying the type of unit price for an item
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.
- BP
- CDW’s Part Number
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- MG
- Manufacturer's Part Number
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- VP
- Vendor's (Seller's) Part Number
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- OE
- OEM Part Number
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- UP
- U.P.C. Consumer Package Code (1-5-5-1)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- UR
- UCC/EAN-128 Coupon Extended Code
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- AC
- Aggregation Code (Used to Consolidate Part Families)
Identifying number for a product or service
Additional Item Data
To specify additional item details relating to variations between ordered and shipped quantities, or to specify alternate units of measures and quantities
Numeric value of units shipped in manufacturer's shipping units for a line item or transaction set
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
Code indicating the status of an order or shipment or the disposition of any difference between the quantity ordered and the quantity shipped for a line item or transaction
Difference between original CDW Purchase Order and items shipped.
Monetary amount
- TXI02 is the monetary amount of the tax.
Code identifying exemption status from sales and use tax
Pricing Information
To specify pricing information
Code identifying pricing specification
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.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
Measurements
To specify physical measurements or counts, including dimensions, tolerances, variances, and weights
(See Figures Appendix for example of use of C001)
Code identifying the broad category to which a measurement applies
- PD
- Physical Dimensions
Code identifying a specific product or process characteristic to which a measurement applies
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
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.
A free-form description to clarify the related data elements and their content
Terms of Sale/Deferred Terms of Sale
To specify terms of sale
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.
Code identifying the beginning of the terms period
- 3
- Invoice Date
If the discount is 2% this field should contain '2'.
If CDW receives a Terms discount, the Terms Discount Due Date (ITD04) or Terms Discount Days (ITD05) must be used. Do not use both
If CDW receives a Terms discount, use the number of days from invoice date to discount due date. Terms Discount Due Date (ITD04) can be used instead. Do not use both.
Use Terms Net Due Date (ITD06) or Terms Net Days Due (ITD07), Do not use both. One of these elements MUST be present on ALL invoices.
Number of days until total invoice amount is due (discount not applicable)
Total amount of terms discount. If you offer CDW a terms discount, the amount of the discount must be present.
A free-form description to clarify the related data elements and their content
Reference Identification (Serial Number)
To specify identifying information
If the product has a serial number the REF or the SLN segment must be used to send serial number
Date/Time Reference
To specify pertinent dates and times
Carrier Detail
To specify transportation details for the transaction
Code specifying the method or type of transportation for the shipment
Free-form description of the routing or requested routing for shipment, or the originating carrier's identity
Code qualifying the Reference Identification
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
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
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
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.
Code indicating method of handling for an allowance or charge
Subline Item Detail
To specify product subline detail item data
If the product has a serial number the REF or the SLN segment must be used to send serial number
Code indicating the relationship between entities
- SLN03 is the configuration code indicating the relationship of the subline item to the baseline item.
- I
- Included
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- EA
- Each
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- SN
- Serial Number
Name
To identify a party by type of organization, name, and code
Code identifying an organizational entity, a physical location, property or an individual
Code designating the system/method of code structure used for Identification Code (67)
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.
Reference Identification
To specify identifying information
Code qualifying the Reference Identification
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Summary
Total Monetary Value Summary
To specify the total invoice discounts and amounts
Monetary amount
- TDS01 is the total amount of invoice (including charges, less allowances) before terms discount (if discount is applicable).
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.
Monetary amount
- TDS03 is the amount of invoice due if paid by terms discount due date (total invoice or installment amount less cash discount).
Monetary amount
- TDS04 indicates the total amount of terms discount.
Tax Information
To specify tax information
Monetary amount
- TXI02 is the monetary amount of the tax.
Percentage expressed as a decimal
- TXI03 is the tax percent expressed as a decimal.
Code identifying the source of the data used in tax jurisdiction code
Code identifying the taxing jurisdiction
Code identifying exemption status from sales and use tax
Carrier Detail
To specify transportation details for the transaction
Code specifying the method or type of transportation for the shipment
Free-form description of the routing or requested routing for shipment, or the originating carrier's identity
Code qualifying the Reference Identification
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
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
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
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.
Code indicating method of handling for an allowance or charge
Tax Information
To specify tax information
Monetary amount
- TXI02 is the monetary amount of the tax.
Percentage expressed as a decimal
- TXI03 is the tax percent expressed as a decimal.
Code identifying the source of the data used in tax jurisdiction code
Code identifying the taxing jurisdiction
Code identifying exemption status from sales and use tax
Invoice Shipment Summary
To specify summary details of total items shipped in terms of quantity, weight, and volume
Numeric value of units shipped in manufacturer's shipping units for a line item or transaction set
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
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, hash total (CTT02) is the sum of the value of quantities invoiced (IT102) for each IT1 segment.
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
CDW 810 Invoice
GS~IN~SENDERGS~RECEIVERGS~20231101~013902~000000001~X~004010
ST~810~0004
BIG~20000310~12345678~20000309~113294~~~DI
REF~EU~03001035208150
N1~BT~CDW COMPUTER CENTERS INC~91~99998
N1~ST~CDW COMPUTER CENTERS INC~91~99998
N1~RE~XYZ COMPUTERS~91~00001
N2~ACCOUNTS PAYABLE
N3~P.O. BOX 1424
N4~ANYTOWN~CA~99999
ITD~05~3~~~~19950409~30
DTM~011~20000310
IT1~2~5~EA~90~~BP~123456~MG~20002
PID~F~~~~SECOND ITEM DESCRIPTION
SLN~X~~I~2~EA~~~~SN~A260004
SLN~X~~I~2~EA~~~~SN~A260005
SLN~X~~I~2~EA~~~~SN~A260006
SLN~X~~I~2~EA~~~~SN~A260007
SLN~X~~I~2~EA~~~~SN~A260008
TDS~65510
CAD~T~~~ABFS~1234~~ABF~123
SAC~C~D240~~~10000~~~~~~~06
CTT~1
SE~23~0004
GE~1~000000001
IEA~1~000000001
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