X12 812 Credit/Debit Adjustment
This Draft Standard for Trial Use contains the format and establishes the data contents of the Credit/Debit Adjustment Transaction Set (812) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to notify a trading partner of an adjustment or billback and may be used to request an adjustment or billback. It identifies and contains the details and amounts covering exceptions, adjustments, credits, or debits for goods or services. This transaction set is multi-directional between trading partners.
- ~ Segment
- * Element
- > Component
- None included
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
- CD
- Credit/Debit Adjustment (812)
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).
- 812
- Credit/Debit Adjustment
Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set
Beginning Credit/Debit Adjustment
To transmit identifying dates and numbers for the transaction set and indicate the monetary value to the receiver of the transaction
- BCD05 indicates whether the net of the detail is a credit or a debit.
The amount in BCD04 is always positive (not signed). The Credit/Debit flag in BCD05 determines if money is due the Sender (Sears) or the Receiver (Vendor). Debits are due the Sender; Credits are due the Receiver.
For Debit/Credit Memos, BCD10 will contain the date in YYYYMMDD format if the original purchase order number is not available or applicable.
BCD13 will contain code BT when none of the invoice number (BCD07), the purchase order number (BCD10), store / unit number or the return goods authorization number (BCD13 contains code RZ) are applicable.
BCD13 will contain code ST for training and licensing fees. BCD14 will contain the account number.
Date expressed as CCYYMMDD
- BCD01 is the credit/debit adjustment date.
Number assigned by issuer of a credit or debit memo
Code designating the action to be taken by all parties
- A
- Off Invoice (Deduction from Original Invoice)
- O
- Deduct from Next Remittance
Monetary amount
- BCD04 is the net amount of this complete transaction.
Code indicating whether amount is a credit or debit
The Credit/Debit flag determines if money is due the Sender (Kmart) or the Receiver (Vendor). Debits are due the Sender; Credits are due the Receiver.
- C
- Credit
- D
- Debit
Identifying number assigned by issuer
- If using BCD07 or BCD10, do not use BCD14 to identify invoice number or purchase order number.
Identifying number for Purchase Order assigned by the orderer/purchaser
Retailer's original purchase order number
Code qualifying the Reference Identification
- BT
- Batch Number
- RZ
- Returned Goods Authorization Number
- ST
- Store Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Reference Identification
To transmit identifying information as specified by the Reference Identification Qualifier
If N901 contains code CN, N902 contains carrier’s invoice number.
If N901 contains code L1, N903 contains the text description of the reason for the Debit or Credit.
If N901 contains code RZ, N902 contains the return goods authorization number and N903 contains the name of the person authorizing the return.
If N901 contains code ST, N902 contains the Kmart store / unit number. For returned goods, this is where the merchandise was shipped from.
If the 812 is generated for training or licensing fees, then the store number will be the account number.
Code qualifying the Reference Identification
- CN
- Carrier's Reference Number (PRO/Invoice)
- L1
- Letters or Notes
- RZ
- Returned Goods Authorization Number
- ST
- Store Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Date/Time Reference
To specify pertinent dates and times
This segment is used for RGIs when BCD13 contains code RZ to
indicate the date that the returned goods were shipped to the vendor.
Shipment Detail
To indicate shipment details in terms of quantity, weight, and routing instructions related to credit or debit of returned product
- SHD is used to indicate shipment detail relative to credit or debit of returned product.
This segment is used only when merchandise is being returned to vendor. SHD01 reports the total number of cases (boxes) of merchandise that are returned for the entire 812, (e.g. the sum of all CDD07 quantities in the transaction).
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
- CA
- Case
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
- D240
- Freight
- D500
- Handling
- D750
- Inbound Freight Charges
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.
Name
To identify a party by type of organization, name, and code
If N101 contains code CA, N102 will contain the name of the carrier that picked up the return.
If N101 contains code PR, N102 will contain the value 'KMART', N103 will contain code value 1 and N104 will contain the Kmart Duns number '008965873'.
If N101 contains code SE, N103 will contain code value 92 and N104 will contain the Seller’s (Vendor’s) remit-to (pay) vendor number.
If N101 contains code SF, N103 will contain code value 92 and N104 will contain the Kmart Store ID of the store that is returning the product.
Code identifying an organizational entity, a physical location, property or an individual
- CA
- Carrier
- PR
- Payer
- SE
- Selling Party
- SF
- Ship From
Free-form name
1 – 30 Carrier name (N101=CA)
5 – 5 ‘KMART’ (N101=PR)
Code designating the system/method of code structure used for Identification Code (67)
- 1
- D-U-N-S Number, Dun & Bradstreet
- 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.
9 – 9 Kmart Duns number (N101=PR)
11 – 11 Remit-to (pay) vendor number (N101=SE)
4 – 5 Kmart store number
Detail
Credit/Debit Adjustment Detail
To provide information relative to a line item adjustment
The code values that may be specified in CDD01 include all values from the VICS / UCS 426 data element list.
If the code value in CDD01 is L4, the debits are related to training classes, set-up fees or other administrative fees.
The amounts in CDD04, CDD09, CDD11, and CDD13 are always positive (not signed). The Credit/Debit flag in CDD02 determines if money is due the Sender (Sears) or the Receiver (Vendor). Debits are due the Sender; Credits are due the Receiver.
The amount in CDD04 is formatted with an implied decimal with 2 decimal places ($100.00 will be formatted as 10000). The amounts in CDD09, CDD11, and CDD13 are formatted with a decimal, and any trailing 0s are not sent ($100.00 will be formatted as 100.)
The CDD loop repeats once for each item or reason code included in the transaction. Additional CDD loops may be present to specify any miscellaneous amounts, such as freight, that apply to the entire transaction set.
The sequence number in CDD03 will always match the sequence number in the following LIN01. This will enable your system to keep the Line Item Reference with the appropriate adjustment detail.
The CDD segment may be used to specify credits or debits that apply to the entire transaction set. In this case, the LIN segment is not used.
If CDD05 contains code Y, then merchandise is being shipped back to the supplier.
Code indicating reason for debit or credit memo or adjustment to invoice, debit or credit memo, or payment
- 01
- Pricing Error
- 19
- Duplicate Billing
- 49
- Processing Charge
- 55
- Tax Deducted
- 59
- Item not received
- 72
- Authorized Return
- 74
- Cancel or Adjust Prior Credit/Debit Adjustment
- 81
- Credit as Agreed
- A3
- New Store Allowance
- GB
- Coupon Related
- L4
- Administrative Fees
- M1
- Advertising - Unidentified
- RG
- Difference on Returns
Code indicating whether amount is a credit or debit
- C
- Credit
- D
- Debit
Alphanumeric characters assigned for differentiation within a transaction set
Code indicating a Yes or No condition or response
- CDD05 is the code indicating whether adjustment is for returned goods. A "Y" confirms that the adjustment is for returned goods.
- Y
- Yes
Number of supplier units credited or debited
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- CA
- Case
- EA
- Each
Per unit (case) price or allowance/charge difference between original billing and corrected amount (may be unit full list price or allowance/charge where item was not on original billing or where full credit/debit amount is being transacted, i.e., returns or contested quantities)
Code identifying pricing specification
- UCP
- Unit cost price
Price per unit of product, service, commodity, etc.
Code identifying pricing specification
- If comparison pricing is used, then CDD12 and CDD13 are required.
- OPP
- Original Purchase Order Price
Price per unit of product, service, commodity, etc.
Item Identification
To specify basic item identification data
This segment will specify the Kmart product associated with the preceding CDD segment.
The sequence number in LIN01 will always match the sequence
number in the preceding CDD03. This will enable your system to keep the Line Item Reference with the appropriate adjustment detail.
The LIN segment will not be present for miscellaneous charges that do not apply to a specific item. This includes 812s that are transmitted for training or licensing fees (CDD01 contains L4).
Alphanumeric characters assigned for differentiation within a transaction set
- LIN01 is the line item identification
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- LIN02 through LIN31 provide for fifteen different product/service IDs for each item. For example: Case, Color, Drawing No., U.P.C. No., ISBN No., Model No., or SKU.
- EN
- European Article Number (EAN) (2-5-5-1)
- IN
- Buyer's Item Number
- UP
- U.P.C. Consumer Package Code (1-5-5-1)
Identifying number for a product or service
13 - 13 EAN number (LIN Qualifier=EN)
9 - 9 Kmart KSN item number (LIN Qualifier=IN)
12 - 12 U.P.C. number (LIN Qualifier=UP)
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- EN
- European Article Number (EAN) (2-5-5-1)
- IN
- Buyer's Item Number
- UP
- U.P.C. Consumer Package Code (1-5-5-1)
Identifying number for a product or service
13 - 13 EAN number (LIN Qualifier=EN)
9 - 9 Kmart KSN item number (LIN Qualifier=IN)
12 - 12 U.P.C. number (LIN Qualifier=UP)
Transaction Set Trailer
To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments)
Total number of segments included in a transaction set including ST and SE segments
Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set
Functional Group Trailer
To indicate the end of a functional group and to provide control information
Total number of transaction sets included in the functional group or interchange (transmission) group terminated by the trailer containing this data element
Assigned number originated and maintained by the sender
Interchange Control Trailer
To define the end of an interchange of zero or more functional groups and interchange-related control segments
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