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
- ZZ
- Mutually Defined
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
A. Use BIG07 with ‘CR’ to indicate a credit memo. BIG02 can be a new credit memo number.
The original invoice number, to which the credit memo refers, is indicated in a REF
segment element.
B. Invoice number has a maximum length of 8 characters for CIT usage. If length is greater
than 8 positions, truncation from the left will occur to retain uniqueness.
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.
- CR
- Credit Memo
Reference Identification REF01 14 23
To specify identifying information
A. REF segments are used to identify each of the following: Master Client Number, Client Number, Trade Style, Department Number, Internal Vendor Number, and Credit Memo Original Invoice Number.
C. Both a REF01 ‘14’ with Master Client Number and REF01 ‘23’ with specific Client Number are required. Even though you may have a single client number setup with CIT, you still need two REF segments, even if they are both the same.
D. If item is a credit memo include REF ‘OI’ with the original invoice number to which the credit memo refers. Enter “CREDIT” if unknown.
E. The other REF01 types are conditional depending on the data or setup with CIT.
Code qualifying the Reference Identification
- 14
- Master Account Number
- 23
- Client Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Reference Identification Rest All
To specify identifying information
A. REF segments are used to identify each of the following: Master Client Number, Client Number, Trade Style, Department Number, Internal Vendor Number, and Credit Memo Original Invoice Number.
C. Both a REF01 ‘14’ with Master Client Number and REF01 ‘23’ with specific Client Number are required. Even though you may have a single client number setup with CIT, you still need two REF segments, even if they are both the same.
D. If item is a credit memo include REF ‘OI’ with the original invoice number to which the credit memo refers. Enter “CREDIT” if unknown.
E. The other REF01 types are conditional depending on the data or setup with CIT.
Code qualifying the Reference Identification
- 3J
- Office Number
- DP
- Department Number
- IA
- Internal Vendor Number
- OI
- Original Invoice Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Yes/No Question
To identify and answer yes and no questions, including the date, time, and comments further qualifying the condition
A. Conditionally used to indicate special Factoring Fee Code or Client Risk Code. Use this segment only when CIT ECS representative requests you to do so. Otherwise, omit the segment if neither item is used.
B. If YNQ08 = ‘54’ a value of 1,2,3 or 4 is used to indicate different factoring fees for assignments. Use only when CIT ECS representative requests you to use this field. Items with different factoring fees must be separated into to different assignments (see N9 segment for assignment number information).
C. If YNQ08 = ‘G’ then one of the following risk codes must be used: 1 – indicates Client Risk, S - indicates Split Risk, 2 - indicates Bill & Hold Approved, 3 – indicates Bill & Hold Client Risk
Code indicating a Yes or No condition or response
- YNQ02 confirms or denies the statement made in YNQ01, YNQ09 or YNQ10. A "Y" indicates the statement is confirmed; an "N" indicates the statement is denied.
- Y
- Yes
Code identifying a specific industry code list
- 54
- Type of Bill Code
- G
- Risk Class
Code indicating a code from a specific industry code list
A. N1 segments are required for each: Buying Party (customer) information and Ship To location information.
B. Buying Party Identification Code, or Customer Number, is the client’s customer identifier. We maintain a cross-reference table that identifies your customers in our system. With the customer information provided in these N1, N2, N3, N4 and PER segments we are able to maintain an up to date cross-reference from your customer number to our customer number.
C. The Ship To location should contain the Retailer’s Store number if known – mandatory for chain stores.
D. This is the start of the loop of 2 sets of N1, N2, N3, N4 and PER segments.
Name
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)
Code designating the system/method of code structure used for Identification Code (67)
- 92
- Assigned by Buyer or Buyer's Agent
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)
Administrative Communications Contact
To identify a person or office to whom administrative communications should be directed
Used to identify customer phone number. Required only with the N1 loop for Buyer (N101=BY). Missing phone number may delay setup of new customer accounts. Note field length – please remove dashes, slashes, parentheses, etc. and provide number only.
Code identifying the major duty or responsibility of the person or group named
- CR
- Customer Relations
Code identifying the type of communication number
- TE
- Telephone
Complete communications number including country or area code when applicable
A. N1 segments are required for each: Buying Party (customer) information and Ship To location information.
B. Buying Party Identification Code, or Customer Number, is the client’s customer identifier. We maintain a cross-reference table that identifies your customers in our system. With the customer information provided in these N1, N2, N3, N4 and PER segments we are able to maintain an up to date cross-reference from your customer number to our customer number.
C. The Ship To location should contain the Retailer’s Store number if known – mandatory for chain stores.
D. This is the start of the loop of 2 sets of N1, N2, N3, N4 and PER segments.
Name
To identify a party by type of organization, name, and code
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)
- 92
- Assigned by Buyer or Buyer's Agent
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)
Administrative Communications Contact
To identify a person or office to whom administrative communications should be directed
Used to identify customer phone number. Required only with the N1 loop for Buyer (N101=BY). Missing phone number may delay setup of new customer accounts. Note field length – please remove dashes, slashes, parentheses, etc. and provide number only.
Code identifying the major duty or responsibility of the person or group named
- CR
- Customer Relations
Code identifying the type of communication number
- TE
- Telephone
Complete communications number including country or area code when applicable
Terms of Sale/Deferred Terms of Sale
To specify terms of sale
A. We maintain a 3 digit terms code cross-reference for each client. This term code must appear in the first 3 characters of the ITD12 element. If terms code is fewer than 3 characters use spaces to fill the 3 positions. The remaining positions of this element (4-40) are for a free form terms description.
B. Use ‘000’ for Credit Memo terms.
A free-form description to clarify the related data elements and their content
Date/Time Reference
To specify pertinent dates and times
A. Indicates date goods were shipped and/or as-of date, if applicable.
B. As-of Date is only used to override Invoice Date for terms and aging calculations.
C. Contact ECS representative for information on how to specify an invoice due date under
special terms circumstances.
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.
- CC
- Collect
- CF
- Collect, Freight Credited Back to Customer
- DF
- Defined by Buyer and Seller
- PA
- Advance Prepaid
- PB
- Customer Pick-up/Backhaul
- PC
- Prepaid but Charged to Customer
- PO
- Prepaid Only
- PP
- Prepaid (by Seller)
Reference Identification
To transmit identifying information as specified by the Reference Identification Qualifier
A. Used to indicate batch Assignment Number and Assignment Date. Assignment Number must not repeat for transmissions within the same day.
B. This is a required segment. Some EDI translators require an MSG segment if this N9 segment is used. If so, include MSG with generic comment like “CIT Invoices”.
Example: MSG*CIT Invoices~
C. Assignment Number should be exactly 4 characters and cannot be all zeroes (0000).
Code qualifying the Reference Identification
- A3
- Assignment Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Message Text
To provide a free-form format that allows the transmission of text information
Detail
A. Element 235/234 combinations should be interpreted to include products and/or services.
B. IT101 is the purchase order line item identification.
Baseline Item Data (Invoice)
To specify the basic and most frequently used line item data for the invoice and related transactions
A. Element 235/234 combinations should be interpreted to include products and/or services.
B. IT101 is the purchase order line item identification.
Alphanumeric characters assigned for differentiation within a transaction set
- IT101 is the purchase order line item identification.
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 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.
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
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
Used to confirm if shipment was made in full.
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
- BK
- Back Ordered from Previous Order
- BP
- Shipment Partial, Back Order to Ship on (Date)
- CL
- Complete
- CM
- Shipment Complete with Additional Quantity
- CP
- Partial Shipment on (Date), Considered No Backorder
- CS
- Shipment Complete with Substitution
- IC
- Item Canceled
- IS
- Item Represents Substitution from Original Order
Product/Item Description
To describe a product or process in coded or free-form format
Used to indicate details about the item sold. Possible information available are color, size, and any free-form description. May provide up to 3 PID segments.
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
Code identifying the general class of a product or process characteristic
- 08
- Product
- 73
- Vendor color description
- 74
- Vendor size description
A free-form description to clarify the related data elements and their content
Summary
Total Monetary Value Summary
To specify the total invoice discounts and amounts
A. TDS01 is the total amount of the invoice, including charges (freight, for example) less allowances, before any discounts. Implied decimal point; send $4554.20 as 455420
B. If invoice has terms discount, TDS02 is the amount discounted if different than invoice amount. TDS02 is not needed if there is no payment terms discount.
C. Use TDS04 to indicate any special, non-terms discount. TDS04 will override any other terms discount, if present. TDS04 is rarely used.
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
- TDS04 indicates the total amount of terms discount.
Carrier Detail
To specify transportation details for the transaction
At least the CAD05 is required.
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
A. Used to indicate freight charges and other special charges or allowances covering the invoice.
B. If the SAC segment is used, then SAC01, SAC02, and SAC05 are required.
C. When indicating a miscellaneous value use SAC15 to describe it.
D. We can accommodate up to 3 SAC segments.
E. Do not use the SAC segment if no additional charges or allowances exist.
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
- D240
- Freight
- H740
- Tax - Sales and Use
- ZZZZ
- Mutually Defined
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
- 05
- Charge to be Paid by Vendor
- 06
- Charge to be Paid by Customer
- PP
- Prepaid
A free-form description to clarify the related data elements and their content
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
- CT
- Carton
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.
This segment is intended to provide hash totals to validate transaction completeness and correctness.
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
CIT 810 Invoice
GS*IN*SENDER*CITICCPROD*20230912*2317*000000001*X*004010~
ST*810*0001~
BIG*20230912*24243234*20230910*234234~
REF*14*423~
REF*23*6143248M~
REF*IA*4234~
N1*BY*2342 INC*92*234~
N3*PO BOX 34234~
N4*ORANFG*OH*12344-039*US~
N1*ST*David K~
N3*232 PENN Road~
N4*ORANGE*NJ*06122-104*US~
ITD************ NET 60~
DTM*011*20230912~
N9*A3*0753**20230912~
MSG*CIT Invoices~
IT1*1*1*PR*58.80*WE*UP*124234*****VN*324134~
PID*F*74***7.5~
PID*F*08***4234~
PID*F*73***200~
TDS*5880~
CAD*****RF5~
ISS*1*CT~
CTT*1~
SE*24*0001~
GE*1*000000001~
IEA*1*000000001~
Stedi is a registered trademark of Stedi, Inc. All names, logos, and brands of third parties listed on this page are trademarks of their respective owners (including “X12”, which is a trademark of X12 Incorporated). Stedi, Inc. and its products and services are not endorsed by, sponsored by, or affiliated with these third parties. Use of these names, logos, and brands is for identification purposes only, and does not imply any such endorsement, sponsorship, or affiliation.