JCPenney
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Invoice (Accounts Payable/Merchandising/Supply Chain)
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X12 810 Invoice (Accounts Payable/Merchandising/Supply Chain)

X12 Release 4030

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.

Delimiters
  • ~ Segment
  • * Element
  • > Component
  • ^ Repetition
EDI samples
  • Basic
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Overview
ISA
-
Interchange Control Header
Max use 1
Required
GS
-
Functional Group Header
Max use 1
Required
heading
ST
0100
Transaction Set Header
Max use 1
Required
BIG
0200
Beginning Segment for Invoice
Max use 1
Required
REF
0500
Authorization for Expense (AFE) Number
Max use 1
Optional
REF
0500
Contract Number
Max use 1
Optional
REF
0500
Department Number
Max use 1
Required
REF
0500
Internal Vendor Number
Max use 1
Required
N1 Loop Bill-To-Party
Remit To
ITD
1300
Terms of Sale/Deferred Terms of Sale
Max use 1
Optional
DTM
1400
Date/Time Reference
Max use 10
Optional
FOB
1500
F.O.B. Related Instructions
Max use 1
Optional
PID
1600
Product/Item Description
Max use 200
Required
GE
-
Functional Group Trailer
Max use 1
Required
IEA
-
Interchange Control Trailer
Max use 1
Required
ISA

Interchange Control Header

RequiredMax use 1

To start and identify an interchange of zero or more functional groups and interchange-related control segments

Example
ISA-01
I01
Authorization Information Qualifier
Required

Code identifying the type of information in the Authorization Information

00
No Authorization Information Present (No Meaningful Information in I02)
ISA-02
I02
Authorization Information
Required
String (AN)
Min 10Max 10

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)

ISA-03
I03
Security Information Qualifier
Required

Code identifying the type of information in the Security Information

00
No Security Information Present (No Meaningful Information in I04)
ISA-04
I04
Security Information
Required
String (AN)
Min 10Max 10

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)

ISA-05
I05
Interchange ID Qualifier
Required
Identifier (ID)
Min 2Max 2

Code indicating the system/method of code structure used to designate the sender or receiver ID element being qualified

Codes
ISA-06
I06
Interchange Sender ID
Required
String (AN)
Min 15Max 15

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

ISA-07
I05
Interchange ID Qualifier
Required
Identifier (ID)
Min 2Max 2

Code indicating the system/method of code structure used to designate the sender or receiver ID element being qualified

Codes
ISA-08
I07
Interchange Receiver ID
Required
String (AN)
Min 15Max 15

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

ISA-09
I08
Interchange Date
Required
YYMMDD format

Date of the interchange

ISA-10
I09
Interchange Time
Required
HHMM format

Time of the interchange

ISA-11
I65
Repetition Separator
Required
String (AN)
Min 1Max 1

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
ISA-12
I11
Interchange Control Version Number
Required

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
ISA-13
I12
Interchange Control Number
Required
Numeric (N0)
Min 9Max 9

A control number assigned by the interchange sender

ISA-14
I13
Acknowledgment Requested
Required
Identifier (ID)
Min 1Max 1

Code indicating sender's request for an interchange acknowledgment

0
No Acknowledgment Requested
1
Interchange Acknowledgment Requested
ISA-15
I14
Usage Indicator
Required
Identifier (ID)
Min 1Max 1

Code indicating whether data enclosed by this interchange envelope is test, production or information

I
Information
P
Production Data
T
Test Data
ISA-16
I15
Component Element Separator
Required
String (AN)
Min 1Max 1

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

RequiredMax use 1

To indicate the beginning of a functional group and to provide control information

Example
GS-01
479
Functional Identifier Code
Required

Code identifying a group of application related transaction sets

IN
Invoice Information (810)
GS-02
142
Application Sender's Code
Required
String (AN)
Min 2Max 15

Code identifying party sending transmission; codes agreed to by trading partners

GS-03
124
Application Receiver's Code
Required
String (AN)
Min 2Max 15

Code identifying party receiving transmission; codes agreed to by trading partners

GS-04
373
Date
Required
CCYYMMDD format

Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year

GS-05
337
Time
Required
HHMM, HHMMSS, HHMMSSD, or HHMMSSDD format

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)

GS-06
28
Group Control Number
Required
Numeric (N0)
Min 1Max 9

Assigned number originated and maintained by the sender

GS-07
455
Responsible Agency Code
Required
Identifier (ID)
Min 1Max 2

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
GS-08
480
Version / Release / Industry Identifier Code
Required

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

ST
0100
Heading > ST

Transaction Set Header

RequiredMax use 1

To indicate the start of a transaction set and to assign a control number

Example
ST-01
143
Transaction Set Identifier Code
Required

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
ST-02
329
Transaction Set Control Number
Required
Numeric (N)
Min 4Max 9

Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set

BIG
0200
Heading > BIG

Beginning Segment for Invoice

RequiredMax use 1

To indicate the beginning of an invoice transaction set and transmit identifying numbers and dates

Example
BIG-01
373
Date
Required
CCYYMMDD format

Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year

  • BIG01 is the invoice issue date.
BIG-02
76
Invoice Number
Required
String (AN)
Min 1Max 22

Identifying number assigned by issuer

BIG-03
373
Date
Required
CCYYMMDD format

Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year

Usage notes

Retailer's original purchase order date.

Required by JCPenney.

BIG-04
324
Purchase Order Number
Required
String (AN)
Min 1Max 22

Identifying number for Purchase Order assigned by the orderer/purchaser

Usage notes

Retailer's Retailer's original purchase order number.

Required by JCPenney.

BIG-07
640
Transaction Type Code
Optional

Code specifying the type of transaction

Usage notes

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 JCPenney of a price correction invoice.

SV
Supplemental Invoice
BIG-10
76
Invoice Number
Optional
String (AN)
Min 1Max 22

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.
Usage notes

When BIG07 [Supplemental Invoice] is sent, this data field is used to identify the original invoice number.

REF
0500
Heading > REF

Authorization for Expense (AFE) Number

OptionalMax use 1

To specify identifying information

Usage notes

Authorization for Expense Number (REF01 = AE): Only required for Purchasing Invoice. The expense number(REF02) will be in the following format: AAAAAABBBB, where AAAAAA = AOR or capital appropriation number and BBBB = account number.

Example
Variants (all may be used)
REFContract NumberREFDepartment NumberREFInternal Vendor Number
REF-01
128
Reference Identification Qualifier
Required

Code qualifying the Reference Identification

AE
Authorization for Expense (AFE) Number
REF-02
127
Reference Identification
Required
String (AN)
Min 1Max 50

Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

Usage notes

If sending Purchasing invoices, the subdivision number will be '000'.

REF
0500
Heading > REF

Contract Number

OptionalMax use 1

To specify identifying information

Usage notes

Contract Number (REF01 = CT): An optional segment, use to specify the JCPenney contract number.

Example
REF-01
128
Reference Identification Qualifier
Required

Code qualifying the Reference Identification

CT
Contract Number
REF-02
127
Reference Identification
Required
String (AN)
Min 1Max 50

Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

Usage notes

If sending Purchasing invoices, the subdivision number will be '000'.

REF
0500
Heading > REF

Department Number

RequiredMax use 1

To specify identifying information

Usage notes

Department number (REF01 = DP): A required segment, specifying the three digit numeric subdivision number. If sending Purchasing Invoices, subdivision number is '000'.

Example
REF-01
128
Reference Identification Qualifier
Required

Code qualifying the Reference Identification

DP
Department Number
REF-02
127
Reference Identification
Required
String (AN)
Min 1Max 50

Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

Usage notes

If sending Purchasing invoices, the subdivision number will be '000'.

REF
0500
Heading > REF

Internal Vendor Number

RequiredMax use 1

To specify identifying information

Usage notes

Internal Vendor Number (REF01 = IA): A required segment, specifying the JCPenney assigned six digit supplier number.

Example
REF-01
128
Reference Identification Qualifier
Required

Code qualifying the Reference Identification

IA
Internal Vendor Number
REF-02
127
Reference Identification
Required
String (AN)
Min 1Max 50

Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

Usage notes

If sending Purchasing invoices, the subdivision number will be '000'.

N1 Loop Bill-To-Party
RequiredMax 1
Usage notes

Two N1 loops can be generated at this position:

The first N1 loop (N101 = BT) is required, identifying the Bill-to Party. Data may be sent in N102 for invoices where the customer is the Ship To location and customer's name is required.

The second N1 loop (N101 = RI) is optional, identifying the Factor's name. This loop is only used if check is to be sent to a factor. Do not send this segment if your remittance is to be sent to a lock box, bank, or an administrative office. If used, the Factor's name must be the same as currently on file with Supplier Control in Salt Lake City.
Do not use this loop to change your Factor; contact Supplier Control.

Variants (all may be used)
Remit To
N1
0700
Heading > N1 Loop Bill-To-Party > N1

Name

RequiredMax use 1

To identify a party by type of organization, name, and code

Usage notes

N1 loop (N101 = BT) is required, identifying the Bill-to Party. Data may be sent in N102 for invoices where the customer is the Ship To location and customer's name is required.

Example
At least one of Name (N1-02) or Identification Code Qualifier (N1-03) is required
If either Identification Code Qualifier (N1-03) or Identification Code (N1-04) is present, then the other is required
N1-01
98
Entity Identifier Code
Required

Code identifying an organizational entity, a physical location, property or an individual

BT
Bill-to-Party
N1-02
93
Name
Optional
String (AN)
Min 1Max 60

Free-form name

Usage notes

Data element may be sent for invoices where the customer is the Ship To location and customer's name is required.

N1-03
66
Identification Code Qualifier
Optional

Code designating the system/method of code structure used for Identification Code (67)

92
Assigned by Buyer or Buyer's Agent
N1-04
67
Identification Code
Optional
String (AN)
Min 2Max 80

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.
Usage notes

This is the location code as defined by N103.
The location refers to a store, warehouse, distribution center, plant, etc. Location codes are used to alleviate the need to send complete names and addresses.

It will have the five digit Bill-To unit number as provided in the N1 BT segment of the 850 Purchase Order.

N1 Loop Bill-To-Party end
N1 Remit To
OptionalMax 1
Usage notes

Two N1 loops can be generated at this position:

The first N1 loop (N101 = BT) is required, identifying the Bill-to Party. Data may be sent in N102 for invoices where the customer is the Ship To location and customer's name is required.

The second N1 loop (N101 = RI) is optional, identifying the Factor's name. This loop is only used if check is to be sent to a factor. Do not send this segment if your remittance is to be sent to a lock box, bank, or an administrative office. If used, the Factor's name must be the same as currently on file with Supplier Control in Salt Lake City.
Do not use this loop to change your Factor; contact Supplier Control.

Variants (all may be used)
N1 Loop Bill-To-Party
N1
0700
Heading > Remit To > N1

Name

RequiredMax use 1

To identify a party by type of organization, name, and code

Usage notes

N1 loop (N101 = RI) is optional, identifying the Factor's name. This loop is only used if check is to be sent to a factor. Do not send this segment if your remittance is to be sent to a lock box, bank, or an administrative office. If used, the Factor's name must be the same as currently on file with Supplier Control in Salt Lake City.
Do not use this loop to change your Factor; contact Supplier Control.

Example
N1-01
98
Entity Identifier Code
Required

Code identifying an organizational entity, a physical location, property or an individual

RI
Remit To
N1-02
93
Name
Optional
String (AN)
Min 1Max 60

Free-form name

Usage notes

Data element may be sent for invoices where the customer is the Ship To location and customer's name is required.

N1 Remit To end
ITD
1300
Heading > ITD

Terms of Sale/Deferred Terms of Sale

OptionalMax use >1

To specify terms of sale

Usage notes

Terms specific to a supplier or subdivision are broken out into the various ITD data elements.

Example - Supplier is invoicing JCPenney with terms previously agreed upon that offer a discount of 2% within 10 days and the Net amount due in 30 days. ITD01 is "14" (Previously Agreed Upon), ITD03 is "2" (2%), ITD05 is "10", and ITD07 is "30".

Example 2 - Supplier has a basic term of sale for everyone, no discounts, Net 60 days. ITD01 can be "01" (Basic), ITD03 is not used, ITD05 is not used, and ITD07 is "60".

Example
ITD-01
336
Terms Type Code
Optional

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.
01
Basic
14
Previously agreed upon
ITD-03
338
Terms Discount Percent
Optional
Decimal number (R)
Min 1Max 6

Terms discount percentage, expressed as a percent, available to the purchaser if an invoice is paid on or before the Terms Discount Due Date

Usage notes

The percent is sent with a decimal point only when needed, e.g., 10.5% is sent as "10.5'', and 2% is sent as "2''.

Maximum decimal places accepted by JCPenney is three.

ITD-05
351
Terms Discount Days Due
Optional
Numeric (N0)
Min 1Max 3

Number of days in the terms discount period by which payment is due if terms discount is earned

ITD-07
386
Terms Net Days
Required
Numeric (N0)
Min 1Max 3

Number of days until total invoice amount is due (discount not applicable)

Usage notes

This element is required by J.C. Penney.

ITD-12
352
Description
Optional
String (AN)
Min 1Max 80

A free-form description to clarify the related data elements and their content

DTM
1400
Heading > DTM

Date/Time Reference

OptionalMax use 10

To specify pertinent dates and times

Usage notes

This segment is required for Catalog Factory Ship invoices, only.

Example
DTM-01
374
Date/Time Qualifier
Required

Code specifying type of date or time, or both date and time

011
Shipped
DTM-02
373
Date
Optional
CCYYMMDD format

Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year

FOB
1500
Heading > FOB

F.O.B. Related Instructions

OptionalMax use 1

To specify transportation instructions relating to shipment

Example
FOB-01
146
Shipment Method of Payment
Required

Code identifying payment terms for transportation charges

  • FOB01 indicates which party will pay the carrier.
CC
Collect
CF
Collect, Freight Credited Back to Customer
PC
Prepaid but Charged to Customer
PO
Prepaid Only
PP
Prepaid (by Seller)
PID
1600
Heading > PID

Product/Item Description

RequiredMax use 200

To describe a product or process in coded or free-form format

Usage notes

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 MANDATORY by 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 JCPenney jewelry standards. PRODUCT MEETS JCP JLRY, KIMB PROC DIA, DISC ANY LAB GRN, IRR GEM LIC REQ

Example
If Product Description Code (PID-04) is present, then Agency Qualifier Code (PID-03) is required
At least one of Product Description Code (PID-04) or Description (PID-05) is required
PID-01
349
Item Description Type
Required

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)
PID-03
559
Agency Qualifier Code
Optional

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
PID-04
751
Product Description Code
Optional

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
PID-05
352
Description
Optional
String (AN)
Min 1Max 80

A free-form description to clarify the related data elements and their content

Usage notes

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 compliant with JCPenney jewelry standards.
PRODUCT MEETS JCP JLRY, KIMB PROC DIA, DISC ANYLAB GRN, IRR GEM LIC REQ

Heading end

Detail

IT1 Loop
OptionalMax >1
IT1
0100
Detail > IT1 Loop > IT1

Baseline Item Data (Invoice)

RequiredMax use 1

To specify the basic and most frequently used line item data for the invoice and related transactions

Usage notes

The min/max length of JCPenney item numbers by business entity:

Retail and Liquidation (Outlet Stores) - 9/13
Catalog - 11/11
Catalog Factory Ship - 11/11
Purchasing - 1/20

The JCPenney item number is required to be entered in IT107 (IT106 = IN) as shown on the 850 purchase order.

If the 850 Purchase Order included the UPC number for the item, the Trading Partner has the option to send both the JCPenney item number (IT106 = IN) in IT107 and the UPC number (IT108 = UP) in IT109.

If the 850 Purchase Order included the EAN number (Retail only), IT111 can be used to send the EAN number (IT110 = EN). Do not send the EAN and UPC numbers. It's one or the other.

Example
If either Quantity Invoiced (IT1-02), Unit or Basis for Measurement Code (IT1-03) or Unit Price (IT1-04) are present, then the others are required
If either Product/Service ID Qualifier (IT1-06) or Product/Service ID (IT1-07) is present, then the other is required
If either Product/Service ID Qualifier (IT1-08) or Product/Service ID (IT1-09) is present, then the other is required
If either Product/Service ID Qualifier (IT1-10) or Product/Service ID (IT1-11) is present, then the other is required
IT1-01
350
Assigned Identification
Optional
String (AN)
Min 1Max 20

Alphanumeric characters assigned for differentiation within a transaction set

  • IT101 is the line item identification.
Usage notes

Purchase order line number. This data element is only sent for Catalog Factory Ship invoices.

Maximum length accepted by JCPenney is six characters.

IT1-02
358
Quantity Invoiced
Optional
Decimal number (R)
Min 1Max 10

Number of units invoiced (supplier units)

Usage notes

Maximum decimal places accepted by JCPenney is three.

IT1-03
355
Unit or Basis for Measurement Code
Optional
Identifier (ID)
Min 2Max 2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

IT1-04
212
Unit Price
Optional
Decimal number (R)
Min 1Max 15

Price per unit of product, service, commodity, etc.

Usage notes

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 SKU cost price. The cost price is per unit of measure. Price contains a maximum of four decimal positions.

IT1-05
639
Basis of Unit Price Code
Optional

Code identifying the type of unit price for an item

Usage notes

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
IT1-06
235
Product/Service ID Qualifier
Optional

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
IN
Buyer's Item Number
UP
UCC - 12
IT1-07
234
Product/Service ID
Optional
String (AN)
Min 1Max 48

Identifying number for a product or service

IT1-08
235
Product/Service ID Qualifier
Optional

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

EN
EAN/UCC - 13
IN
Buyer's Item Number
UP
UCC - 12
IT1-09
234
Product/Service ID
Optional
String (AN)
Min 1Max 48

Identifying number for a product or service

IT1-10
235
Product/Service ID Qualifier
Optional

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

EN
EAN/UCC - 13
IN
Buyer's Item Number
UP
UCC - 12
IT1-11
234
Product/Service ID
Optional
String (AN)
Min 1Max 48

Identifying number for a product or service

IT3
0300
Detail > IT1 Loop > IT3

Additional Item Data

OptionalMax use 5

To specify additional item details relating to variations between ordered and shipped quantities, or to specify alternate units of measures and quantities

Example
IT3-03
368
Shipment/Order Status Code
Optional

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)
CM
Shipment Complete with Additional Quantity
CP
Partial Shipment on (Date), Considered No Backorder
IC
Item Canceled
IS
Item Represents Substitution from Original Order
PID Loop
OptionalMax >1
PID
0600
Detail > IT1 Loop > PID Loop > PID

Product/Item Description

RequiredMax use 1

To describe a product or process in coded or free-form format

Usage notes

The PID segment is used to provide product/item descriptions in text and or coded formats.

This segment may be used to transmit semi-custom product descriptions, such as made-to-order window coverings, jewelry, furniture, apparel, automotive parts, and other customer specific products. When used for this purpose, PID04 will contain the multi-part VICS EDI Semi-Custom Product Description Code. The complete code list is contained in Section III of the VICS manual. In addition to the VICS EDI Semi-Custom Product DescriptionCode, PID05 may be used for text descriptions.

This segment is required for Purchasing and Custom Decorating.

Example
If Product Description Code (PID-04) is present, then Agency Qualifier Code (PID-03) is required
At least one of Product Description Code (PID-04) or Description (PID-05) is required
PID-01
349
Item Description Type
Required

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)
X
Semi-structured (Code and Text)
PID-02
750
Product/Process Characteristic Code
Optional

Code identifying the general class of a product or process characteristic

08
Product
73
Vendor color description
74
Vendor size description
PID-03
559
Agency Qualifier Code
Optional

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
PID-04
751
Product Description Code
Optional
String (AN)
Min 1Max 12

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.
Usage notes

Used for semi-custom requirements.

PID-05
352
Description
Optional
String (AN)
Min 1Max 80

A free-form description to clarify the related data elements and their content

Usage notes

Min/max length of description by business entity:
Retail - 1/20
Catalog - 1/21
Custom Decorating - 1/40
Purchasing and DFW - 1/80

PID Loop end
REF
1200
Detail > IT1 Loop > REF

Reference Identification

OptionalMax use >1

To specify identifying information

Example
REF-01
128
Reference Identification Qualifier
Required

Code qualifying the Reference Identification

SE
Serial Number
REF-02
127
Reference Identification
Optional
String (AN)
Min 1Max 50

Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

SAC Loop
OptionalMax >1
SAC
1800
Detail > IT1 Loop > SAC Loop > SAC

Service, Promotion, Allowance, or Charge Information

RequiredMax use 1

To request or identify a service, promotion, allowance, or charge; to specify the amount or percentage for the service, promotion, allowance, or charge

Usage notes

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
SAC-01
248
Allowance or Charge Indicator
Required

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
SAC-02
1300
Service, Promotion, Allowance, or Charge Code
Optional

Code identifying the service, promotion, allowance, or charge

A170
Adjustments
C310
Discount
F800
Promotional Allowance
SAC-05
610
Amount
Optional
Numeric (N2)
Min 1Max 15

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.
Usage notes

When SAC01 contains code A or 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.

SAC Loop end
IT1 Loop end
Detail end

Summary

TDS
0100
Summary > TDS

Total Monetary Value Summary

RequiredMax use 1

To specify the total invoice discounts and amounts

Usage notes

The total invoice amount is calculated by extending the cost of each IT1(quantity(IT102)multiplied by SKU cost(IT104)), rounding to two(2)decimal positions, then accumulating the rounded/extended costs.

Example
TDS-01
610
Amount
Required
Numeric (N2)
Min 1Max 15

Monetary amount

  • TDS01 is the total amount of invoice (including charges, less allowances) before terms discount (if discount is applicable).
Usage notes

See business rules for usage instructions.

TDS-02
610
Amount
Optional
Numeric (N2)
Min 1Max 15

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.
Usage notes

See business rules for usage instructions.

CAD
0300
Summary > CAD

Carrier Detail

OptionalMax use 1

To specify transportation details for the transaction

Example
At least one of Standard Carrier Alpha Code (CAD-04) or Routing (CAD-05) is required
CAD-04
140
Standard Carrier Alpha Code
Optional
Identifier (ID)
Min 2Max 4

Standard Carrier Alpha Code

Usage notes

To obtain the code list for all Carriers contact:
National Motor Freight Trucking Association
2200 Mill Road
Alexandria, VA 22314

CAD04 may be used to identify a specific private parcel service provider.

CAD-05
387
Routing
Optional
String (AN)
Min 1Max 35

Free-form description of the routing or requested routing for shipment, or the originating carrier's identity

Usage notes

Carrier's name.

SAC Loop
OptionalMax >1
SAC
0400
Summary > SAC Loop > SAC

Service, Promotion, Allowance, or Charge Information

RequiredMax use 1

To request or identify a service, promotion, allowance, or charge; to specify the amount or percentage for the service, promotion, allowance, or charge

Usage notes

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.

For information regarding Factory Ship freight charges, refer to the 810 Business Rules document.

Example
SAC-01
248
Allowance or Charge Indicator
Required

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
SAC-02
1300
Service, Promotion, Allowance, or Charge Code
Optional

Code identifying the service, promotion, allowance, or charge

Usage notes

All charges other than code "H740" will be summed into a single miscellaneous charge and charged back to the supplier, if necessary.

A170
Adjustments
C310
Discount
F800
Promotional Allowance
H740
Tax - Sales and Use
SAC-05
610
Amount
Optional
Numeric (N2)
Min 1Max 15

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.
Usage notes

When SAC01 contains code A or 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.

SAC-12
331
Allowance or Charge Method of Handling Code
Optional

Code indicating method of handling for an allowance or charge

Usage notes

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
SAC-15
352
Description
Optional
String (AN)
Min 1Max 80

A free-form description to clarify the related data elements and their content

SAC Loop end
ISS Loop
OptionalMax >1
ISS
0600
Summary > ISS Loop > ISS

Invoice Shipment Summary

RequiredMax use 1

To specify summary details of total items shipped in terms of quantity, weight, and volume

Example
If either Number of Units Shipped (ISS-01) or Unit or Basis for Measurement Code (ISS-02) is present, then the other is required
ISS-01
382
Number of Units Shipped
Optional
Decimal number (R)
Min 1Max 10

Numeric value of units shipped in manufacturer's shipping units for a line item or transaction set

Usage notes

Number of cartons shipped.

ISS-02
355
Unit or Basis for Measurement Code
Optional

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

CA
Case
ISS Loop end
CTT
0700
Summary > CTT

Transaction Totals

OptionalMax use 1

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.
Example
CTT-01
354
Number of Line Items
Required
Numeric (N0)
Min 1Max 6

Total number of line items in the transaction set

Usage notes

The number of IT1 segments present in the transaction set

SE
0800
Summary > SE

Transaction Set Trailer

RequiredMax use 1

To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments)

Example
SE-01
96
Number of Included Segments
Required
Numeric (N0)
Min 1Max 10

Total number of segments included in a transaction set including ST and SE segments

SE-02
329
Transaction Set Control Number
Required
Numeric (N)
Min 4Max 9

Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set

Summary end

Functional Group Trailer

RequiredMax use 1

To indicate the end of a functional group and to provide control information

Example
GE-01
97
Number of Transaction Sets Included
Required
Numeric (N0)
Min 1Max 6

Total number of transaction sets included in the functional group or interchange (transmission) group terminated by the trailer containing this data element

GE-02
28
Group Control Number
Required
Numeric (N0)
Min 1Max 9

Assigned number originated and maintained by the sender

Interchange Control Trailer

RequiredMax use 1

To define the end of an interchange of zero or more functional groups and interchange-related control segments

Example
IEA-01
I16
Number of Included Functional Groups
Required
Numeric (N0)
Min 1Max 5

A count of the number of functional groups included in an interchange

IEA-02
I12
Interchange Control Number
Required
Numeric (N0)
Min 9Max 9

A control number assigned by the interchange sender

EDI Samples

Basic

ISA*00* *00* *ZZ*SENDER *ZZ*RECEIVER *231102*0340*^*00403*000000001*0*T*>
GS*IN*SENDERGS*RECEIVERGS*20231102*034005*000000001*X*004030
ST*810*123456789
BIG*20020612*987654321*20020601*12345678
REF*DP*531
REF*IA*234567
N1*BT**92*94417
ITD*14**2**10**30*****2%10, NET 30
PID*S**VI*FL
IT1**5*EA*15.25**IN*12345678S*UP*678901111111
IT1**15*EA*15.25**IN*12345678M*UP*678901222222
IT1**10*EA*15.25**IN*12345678L*UP*678901333333
IT1**8*EA*15.25**IN*12346789M*UP*678901444444
IT1**6*EA*15.25**IN*12346789L*UP*678901555555
TDS*67100*67100
CAD****TINA*TINA TRUCKING
ISS*5*CA
CTT*5
SE*17*123456789
GE*1*000000001
IEA*1*000000001

Catalog Procurement, Basic Invoice w/ Tax – Sales and Use

ISA*00* *00* *ZZ*SENDER *ZZ*RECEIVER *231102*0340*^*00403*000000001*0*T*>
GS*IN*SENDERGS*RECEIVERGS*20231102*034017*000000001*X*004030
ST*810*123456789
BIG*20020601*987654321*20020427*76543210
REF*DP*000
REF*AE*0099751028
REF*IA*234567
N1*BT**92*91298
ITD*01******30
PID*S**VI*FL
IT1**4*RL*4.89**IN*345621
PID*F*08***CLEAR SEALING TAPE
IT1**1*PK*25.79**IN*456722
PID*F*08***WHITE WRITING PADS
IT1**5*BX*1.15**IN*567823
PID*F*08***BLK PERMANENT MARKERS
TDS*5417*5417
CAD****ACDS*ACME DELIVERY SERVICE
SAC*C*H740***307*******06
ISS*1*CA
CTT*3
SE*20*123456789
GE*1*000000001
IEA*1*000000001

Factory Ship, Basic Invoice w/ Payment Terms of Net 30

ISA*00* *00* *ZZ*SENDER *ZZ*RECEIVER *231102*0340*^*00403*000000001*0*T*>
GS*IN*SENDERGS*RECEIVERGS*20231102*034025*000000001*X*004030
ST*810*456789123
BIG*20061002*9876543*20060928*123456789
REF*DP*123
REF*IA*234567
N1*BT**92*91322
ITD*01******30
DTM*011*20060929
FOB*PP
PID*S**VI*FL
IT1*000123*1*EA*85.50**IN*12345670000
TDS*9405*9405
CAD****TINA*TINA MOTOR
SAC*C*A170***855*******06
ISS*1*CA
CTT*1
SE*16*456789123
GE*1*000000001
IEA*1*000000001

Pre-Pack

ISA*00* *00* *ZZ*SENDER *ZZ*RECEIVER *231102*0340*^*00403*000000001*0*T*>
GS*IN*SENDERGS*RECEIVERGS*20231102*034035*000000001*X*004030
ST*810*234567890
BIG*20020612*89012345*20020601*87035295
REF*DP*531
REF*IA*234567
N1*BT**92*94417
ITD*14**2**10**30*****2%10, NET 30
PID*S**VI*FL
IT1**3*AS*180**IN*12341019LOW
IT1**2*AS*180**IN*12341019HIGH
TDS*90000*90000
CAD****TINA*TINA MOTOR
ISS*5*CA
CTT*2
SE*14*234567890
GE*1*000000001
IEA*1*000000001

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