X12 810 Invoice (Procurement)
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
- ^ Repetition
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
- 00403
- Draft Standards for Trial Use Approved for Publication by ASC X12 Procedures Review Board through October 1999
A control number assigned by the interchange sender
Code indicating sender's request for an interchange acknowledgment
- 0
- No Acknowledgment Requested
- 1
- Interchange Acknowledgment Requested
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
- 004030
- Draft Standards Approved for Publication by ASC X12 Procedures Review Board through October 1999
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
Example 1:
BIG201209147654321~~12345678~12345678-001.
Example 2: (Supplemental Invoice, no Release number)
BIG201209148765432~~23456789~~~SV~~~8765431.
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
Original purchase order number. Required by jcp.
Number identifying a release against a Purchase Order previously placed by the parties involved in the transaction
Release against the purchase order.
Code specifying the type of transaction
- BIG07 is used only to further define the type of invoice when needed.
This data element is used only when special identification of the invoice is needed, between trading partners, to support business needs. This data element is used to advise jcp of a price correction invoice.
- SV
- Supplemental Invoice
Identifying number assigned by issuer
- BIG10 is the consolidated invoice number associated with the invoice identified in BIG02. When BIG07 contains code CI (Consolidated Invoice), BIG02 will contain the consolidated invoice number and BIG10 is not used.
When BIG07 [Supplemental Invoice] is sent, this data field is used to identify the original invoice number
Reference Identification
To specify identifying information
The purpose of this segment is to specify the jcp supplier number.
Example
REFIA123456
Code qualifying the Reference Identification
- IA
- Internal Vendor Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Administrative Communications Contact
To identify a person or office to whom administrative communications should be directed
The purpose of this segment is to identify the supplier contact information. If BIG04 is not present, the PERsegment is required. In PER02, the person's name included is the requestor of the service and can validate completion of work. PER04 is the email address of the requestor.
Example
PERICJOHN MATTERSEMJMATTERS@JCP.COM.
Code identifying the major duty or responsibility of the person or group named
- IC
- Information Contact
Code identifying the type of communication number
- EM
- Electronic Mail
Complete communications number including country or area code when applicable
Name
To identify a party by type of organization, name, and code
The purpose of the N1 segment at the Header Level is to identify the Ship From party (supplier site).
Example : (Supplier site)
N1SFDALLAS.
Code identifying an organizational entity, a physical location, property or an individual
- SF
- Ship From
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.
Address Information
To specify the location of the named party
Example:
N3~123 ALPHABET STREET
Geographic Location
To specify the geographic place of the named party
Example:
N4DALLASTX~75228
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.
See External Code Source 22 in Section III for reference document.
Code defining international postal zone code excluding punctuation and blanks (zip code for United States)
See External Code Source 51 in Section III for reference document
Code identifying the country
See External Code Source 5 in Section III for reference document.
Product/Item Description
To describe a product or process in coded or free-form format
This segment is MANDATORY by JCPenney. It is used to specify Fair Labor Standards Act compliance for all invoiced goods produced in the United States. The Fair Labor Standards Act Certification requirements can be found in the 810 Business Rules.
This segment is MANDATORYby JCPenney for Suppliers that are shipping finished composite wood products(both for customer sale items, such as furniture, as well as not-for-resale items such as displays, signs and pallets)that are shipped to, sold or offered for sale in the state of California must include one of the following messages, if applicable, in PID05 when PID04 = 'VC' (Volatile Organic Compound Compliant):
PRODUCT IS CARB ATCM PHASE 1 COMPLIANT
or
PRODUCT IS CARB ATCM PHASE 2 COMPLIANT
This segment is MANDATORY by JCPenney for Suppliers that are shipping fine jewelry products. The following message must be included in PID05 to show compliant with jcp jewelry standards, Kimberly Process Certification for Diamonds, Burma Jadeite and Ruby Certifications, Irradiated Diamonds and Gemstone Certifications. PRODUCT MEETS JCP JEWELRY, KP DIAMOND, BURMA RUBY- JADEITE, IR GEM REQUIREMENTS
Example (Fair Labor)
PIDS~~VIFL.
Example (CARB)
PIDF~~VIVC~PRODUCT IS CARB ATCM PHASE 1 COMPLIANT
Example (Jewelry)
PID~F~~~~PRODUCT MEETS JCP JEWELRY, KP DIAMOND, BURMA RUBY-JADEITE, IR GEM REQUIREMENTS
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
- S
- Structured (From Industry Code List)
Code identifying the agency assigning the code values
- Use PID03 to indicate the organization that publishes the code list being referred to.
- VI
- Voluntary Inter-Industry Commerce Standard (VICS) EDI
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.
- FL
- Compliant with Fair Labor Standards Act
- VC
- Volatile Organic Compound (VOC) Compliant
A free-form description to clarify the related data elements and their content
Suppliers that are shipping finished composite wood products (both for customer sale items, such as furniture, as well as not-for-resale items such as displays, signs and pallets) that are shipped to, sold or offered for sale in the state of California must include one of the following messages, if applicable, in PID05 when PID04 = 'VC' (Volatile Organic Compound Compliant)
PRODUCT IS CARB ATCM PHASE 1 COMPLIANT
or
PRODUCT IS CARB ATCM PHASE 2 COMPLIANT
Suppliers shipping fine jewelry products that are shipped to, sold or offered for sale to jcp stores and customers must include the following message in PID05 to show compliance with jcp jewelry standards, Kimberly Process Certification for Diamonds, Burma Jadeite and Ruby Certifications, Irradiated Diamonds and Gemstone Certifications.
PRODUCT MEETS JCP JEWELRY, KP DIAMOND, BURMA RUBY-JADEITE, IR GEM REQUIREMENTS
Detail
Baseline Item Data (Invoice)
To specify the basic and most frequently used line item data for the invoice and related transactions
Example 1:
IT114BX15.75~~IN~1234567890.
Example 2:
IT151CA22.95~~UP~222333444555.
Example 3:
IT172EA0NCIN~RDH-4G-092112
Alphanumeric characters assigned for differentiation within a transaction set
- IT101 is the line item identification.
Purchase order line number.
Number of units invoiced (supplier units)
JCP accepts up to 3 (three) decimal positions.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- AS
- Assortment
- BX
- Box
- CA
- Case
- CT
- Carton
- DO
- Dollars, U.S.
- DZ
- Dozen
- EA
- Each
- FT
- Foot
- GA
- Gallon
- GS
- Gross
- HU
- Hundred
- KG
- Kilogram
- KT
- Kit
- LB
- Pound
- LO
- Lot
- LY
- Linear Yard
- MO
- Months
- MP
- Metric Ton
- NS
- Short Ton
- OA
- Panel
- PC
- Piece
- PD
- Pad
- PK
- Package
- PR
- Pair
- RL
- Roll
- SF
- Square Foot
- ST
- Set
- SY
- Square Yard
- TH
- Thousand
- TN
- Net Ton (2,000 LB).
- UM
- Million Units
- YD
- Yard
Price per unit of product, service, commodity, etc.
The price is sent with a decimal point only when needed, e.g., $15.95 would be sent as "15.95'', and $29.00 would be sent as "29''.
To indicate a no charge item or free goods, IT104 will contain a single zero (0) and IT105 will contain code NC. This data element will contain the cost price. The cost price is per unit of measure. Price contains up to 4 (four) decimal positions.
Code identifying the type of unit price for an item
This data element is used to clarify or alter the basis of unit price. The unit price expressed in IT104 is always in the same terms as the unit of measure in IT103, unless otherwise specified in IT105.
- NC
- No Charge
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.
- IN
- Buyer's Item Number
- UP
- UCC - 12
Identifying number for a product or service
Product/Item Description
To describe a product or process in coded or free-form format
The PID segment is used to provide product/item descriptions in text and or coded formats. This is a required segment for Procurement.
Example
PIDF08~~~BLUE FINE BALLPOINT PEN
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
A free-form description to clarify the related data elements and their content
Name
To identify a party by type of organization, name, and code
The purpose of the N1 segment at the Detail Level is to identify the Ship To party.
Example 1: (non-jcp location)
N1STABC PRINTERS.
Example 2: (jcp location)
N1STJCPENNEY COMPANY9209900.
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.
Address Information
To specify the location of the named party
This is the physical address of the identifier in the N1 segment.
Example 1 (N101 =ST, N102 = non-jcp location)
N3345 HAPPY LANESUITE 535
Example 2 (N101 = ST, N104 = 09900 (jcp Home Office))
N3~6501 LEGACY DRIVE
Geographic Location
To specify the geographic place of the named party
The purpose of this segment is to provide the city, state and postal code of the party in the N1 segment.
Example 1 (N101 = ST, N102 = non-jcp location)
N4HAMLEROH~43524
Example 2 (N101 = ST, N104 = 09900 (jcp location (Home Office)) N4PLANOTX~75024
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)
Summary
Total Monetary Value Summary
To specify the total invoice discounts and amounts
The total invoice amount is calculated by extending the cost of each IT1(quantity(IT102)multiplied by SKUcost(IT104)), rounding to two(2)decimal positions, then accumulating the rounded/extended costs. In this element[TDS01] the Trading Partner will specify the 'net' amount of total invoice dollar amount [extended cost ofIT1 segments], less any allowances/discounts [from the Detail or Summary Level SAC segment] and including all merchandise charges, Sales Tax or miscellaneous charges, if applicable. The TDS02 is the'gross' invoice dollar amount, before allowances/discounts have been applied or deducted. The total invoice amount is calculated by extending the cost of each IT1 line (quantity (IT102) multiplied by the cost (IT104)), rounding to 2 decimal positions, and then accumulating the rounded/extended costs.
Example
TDS1355013550.
Monetary amount
- TDS01 is the total amount of invoice (including charges, less allowances) before terms discount (if discount is applicable).
See business rules for usage instructions.
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.
See business rules for usage instructions.
Carrier Detail
To specify transportation details for the transaction
Example
CAD~~~~AVRT~AVERITT EXPRESS
Standard Carrier Alpha Code
To obtain the code list for all Carriers contact:
National Motor Freight Trucking Association
2200 Mill Road
Alexandria, VA 22314
Free-form description of the routing or requested routing for shipment, or the originating carrier's identity
Carrier's name.
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
There is one segment for each Allowance, Charge, Service, or Promotion being specified. If this segment appears in the summary area of the transaction set, the data applies to the entire transaction set. If this segment appears in the detail area of the transaction set, the data applies only to that line item. The data specified in the summary area is exclusive of the data specified in the detail area; it is not the sum of the data in the detail area, i.e., allowances or charges.
Example 1: (Freight charge)
SACCD240~~~3285~~~~~~~06~~~FREIGHT CHARGE.
Example 2: (Miscellaneous charge)
SACCF050~~~1235~~~~~~~06~~~ADVERTISEMENT.
Example 3: (Tax, Sales and Use)
SACCH740~~~7327~~~~~~~06~~~SALES TAX
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.
- C
- Charge
Code identifying the service, promotion, allowance, or charge
- D240
- Freight
- F050
- Other (See related description)
- H740
- Tax - Sales and Use
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.
When SAC01 contains code C, then this data element is required. This will resolve any differences between the sender's and receiver's system calculations of amounts, i.e., rounding errors when allowances or charges are expressed in percentages or rates.
Code indicating method of handling for an allowance or charge
JCPenney Co. is the customer in all cases. When SAC01 contains code C, this data element is required.
- 06
- Charge to be Paid by Customer
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
Example
ISS3CA.
Numeric value of units shipped in manufacturer's shipping units for a line item or transaction set
Number of cartons shipped.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- CA
- Case
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.
Total number of line items in the transaction set
The number of IT1 segments present 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
Business sample
GS*IN*SENDERGS*RECEIVERGS*20231102*034050*000000001*X*004030
ST*810*000000001
BIG*20120914*7654321**12345678*12345678-001
REF*IA*123456
PER*IC*JOHN MATTERS*EM*JMATTERS@JCP.COM
N1*SF*DALLAS
N3*123 ALPHABET STREET
N4*DALLAS*TX*75228
PID*S**VI*FL
IT1*1*4*BX*15.75**IN*1234567890
PID*F*08***BLUE FINE BALLPOINT PEN
N1*ST*ABC PRINTERS
N3*345 HAPPY LANE*SUITE 535
N4*HAMLER*OH*43524
TDS*13550*13550
CAD****AVRT*AVERITT EXPRESS
SAC*C*D240***3285*******06***FREIGHT CHARGE
ISS*3*CA
CTT*1
SE*19*000000001
GE*1*000000001
IEA*1*000000001
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