X12 810 Invoice
This Draft Standard for Trial Use contains the format and establishes the data contents of the Invoice Transaction Set (810) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to provide for customary and established business and industry practice relative to the billing for goods and services provided.
- ~ Segment
- * Element
- > Component
Interchange Control Header
To start and identify an interchange of zero or more functional groups and interchange-related control segments
Code to identify the type of information in the Authorization Information
- 00
- No Authorization Information Present (No Meaningful Information in I02)
Information used for additional identification or authorization of the interchange sender or the data in the interchange; the type of information is set by the Authorization Information Qualifier (I01)
Code to identify the type of information in the Security Information
- 00
- No Security Information Present (No Meaningful Information in I04)
This is used for identifying the security information about the interchange sender or the data in the interchange; the type of information is set by the Security Information Qualifier (I03)
Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified
Identification code published by the sender for other parties to use as the receiver ID to route data to them; the sender always codes this value in the sender ID element
Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified
Identification code published by the receiver of the data; When sending, it is used by the sender as their sending ID, thus other parties sending to them will use this as a receiving ID to route data to them
Code to identify the agency responsible for the control standard used by the message that is enclosed by the interchange header and trailer
- U
- U.S. EDI Community of ASC X12, TDCC, and UCS
This version number covers the interchange control segments
- 00401
- Draft Standards for Trial Use Approved for Publication by ASC X12 Procedures Review Board through October 1997
A control number assigned by the interchange sender
Code sent by the sender to request an interchange acknowledgment (TA1)
- 0
- No Acknowledgment Requested
- 1
- Interchange Acknowledgment Requested
Code to indicate whether data enclosed by this interchange envelope is test, production or information
- I
- Information
- P
- Production Data
- T
- Test Data
Type is not applicable; the component element separator is a delimiter and not a data element; this field provides the delimiter used to separate component data elements within a composite data structure; this value must be different than the data element separator and the segment terminator
- >
- Component Element Separator
Functional Group Header
To indicate the beginning of a functional group and to provide control information
Code identifying a group of application related transaction sets
- IN
- Invoice Information (810,819)
Code identifying party sending transmission; codes agreed to by trading partners
Code identifying party receiving transmission. Codes agreed to by trading partners
Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)
Assigned number originated and maintained by the sender
Code used in conjunction with Data Element 480 to identify the issuer of the standard
- T
- Transportation Data Coordinating Committee (TDCC)
- X
- Accredited Standards Committee X12
Code indicating the version, release, subrelease, and industry identifier of the EDI standard being used, including the GS and GE segments; if code in DE455 in GS segment is X, then in DE 480 positions 1-3 are the version number; positions 4-6 are the release and subrelease, level of the version; and positions 7-12 are the industry or trade association identifiers (optionally assigned by user); if code in DE455 in GS segment is T, then other formats are allowed
- 004010
- Draft Standards Approved for Publication by ASC X12 Procedures Review Board through October 1997
Heading
Transaction Set Header
To indicate the start of a transaction set and to assign a control number
Code uniquely identifying a Transaction Set
- The transaction set identifier (ST01) used by the translation routines of the interchange partners to select the appropriate transaction set definition (e.g., 810 selects the Invoice Transaction Set).
- 810
- Invoice
Beginning Segment for Invoice
To indicate the beginning of an invoice transaction set and transmit identifying numbers and dates
Example: BIG200701290013833622200701294150223D**DI00
Date expressed as CCYYMMDD
- BIG01 is the invoice issue date.
Identifying number assigned by issuer
It is recommended that the invoice number be unique for a period of not less than one (1) year.
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.
This data element is used only when special identification of the invoice is needed, between trading partners, to support business needs.
- DI
- Debit Invoice
Note/Special Instruction
To transmit information in a free-form format, if necessary, for comment or special instruction
Example: NTEGENtext
Currency
To specify the currency (dollars, pounds, francs, etc.) used in a transaction
If the CUR segment is not used, monetary values are assumed to be expressed in the currency of the country of the transaction originator.
Example: CURSEUSD*0.05
Code identifying an organizational entity, a physical location, property or an individual
- SE
- Selling Party
Code (Standard ISO) for country in whose currency the charges are specified
- CAD
- Canadian Dollar
- USD
- US Dollar
Customer Order Number
To specify identifying information
In this Header position of the Invoice X12 EDI document, this segment is used for reference numbers relating to the Invoice. There is one reference number per segment. The REF segment can loop 12 times at this Header level.
Example: REFCO12345
Code qualifying the Reference Identification
("CO") - This is typically used in a fulfillment situation.
("IA") - Identification Number assigned to the supplier, by the buyer for use within the buyer's system.
("IT") - Identification Number assigned to the buyer, by the supplier for use within the supplier's system.
("TC") - Finance Terms between vendor and flooring company. When used, REF02 contains the vendors term code, REF03 may optionally be used to send a textual description.
- CO
- Customer Order Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Taxing Authority Identification Number
To specify identifying information
In this Header position of the Invoice X12 EDI document, this segment is used for reference numbers relating to the Invoice. There is one reference number per segment. The REF segment can loop 12 times at this Header level.
Code qualifying the Reference Identification
("CO") - This is typically used in a fulfillment situation.
("IA") - Identification Number assigned to the supplier, by the buyer for use within the buyer's system.
("IT") - Identification Number assigned to the buyer, by the supplier for use within the supplier's system.
("TC") - Finance Terms between vendor and flooring company. When used, REF02 contains the vendors term code, REF03 may optionally be used to send a textual description.
- 61
- Taxing Authority Identification Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Vendor Order Number
To specify identifying information
In this Header position of the Invoice X12 EDI document, this segment is used for reference numbers relating to the Invoice. There is one reference number per segment. The REF segment can loop 12 times at this Header level.
Code qualifying the Reference Identification
("CO") - This is typically used in a fulfillment situation.
("IA") - Identification Number assigned to the supplier, by the buyer for use within the buyer's system.
("IT") - Identification Number assigned to the buyer, by the supplier for use within the supplier's system.
("TC") - Finance Terms between vendor and flooring company. When used, REF02 contains the vendors term code, REF03 may optionally be used to send a textual description.
- VN
- Vendor Order Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Name
To identify a party by type of organization, name, and code
It is strongly encouraged that the trading partners codify all addresses within their systems through use of N103 and N104. The use of codes would eliminate the need for transmittal of the N2, N3 and N4 segments below.
Example: N1BTCOMPUTER RESELLER911234567891234
Code identifying an organizational entity, a physical location, property or an individual
("BO") - For domestic purchase order, this is the manufacturer's sales office. For an import purchase order, this is the sales office that interacts with the manufacturer's/buyer's agent.
("BY") - Should be used only if "Buying Party" ("BY") is different than "Bill To: ("BT").
("SE") - Used by flooring companies when forwarding copies of invoices to dealer/buyer.
- BT
- Bill-to-Party
- BY
- Buying Party (Purchaser)
- CA
- Carrier
- DU
- Resale Dealer
- EN
- End User
- II
- Issuer of Invoice
- PR
- Payer
- SE
- Selling Party
- SO
- Sold To If Different From Bill To
- ST
- Ship To
Code designating the system/method of code structure used for Identification Code (67)
CompTIA recommends the use of a Dun & Bradstreet (DUNS) Number to identify the trading partners. D & B assigns a nine-digit identifier to each trading partner. The trading partner then assigns a four-digit (DUNS+4) code to uniquely identify the specific location, e.g., 0000 may be corporate offices, 0001 may be a central warehouse, 0002 may be one of the trading partners' sites.
- 91
- Assigned by Seller or Seller'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
Example: N2*BUYER
Address Information
To specify the location of the named party
Example: N3*123 MAIN STREET
Geographic Location
To specify the geographic place of the named party
Example: N4CEDAR RAPIDSIA*524032140
Free-form text for city name
- A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location.
Code (Standard State/Province) as defined by appropriate government agency
- N402 is required only if city name (N401) is in the U.S. or Canada.
Code defining international postal zone code excluding punctuation and blanks (zip code for United States)
Code identifying the country
For US and Canadian locations CompTIA does not recommend the use of N404. For non-US/Canadian locations the two-character country code qualifier established by ISO 3166 (E/F) should be used. ISO 3166 : 1988 (E/F) is available from: American National Standards Institute, 11 West 42nd Street, New York, NY 10036, Telephone: 212 642-4900, FAX: 212 302-1286.
Administrative Communications Contact
To identify a person or office to whom administrative communications should be directed
In this Header position of the Invoice X12 EDI document, this segment identifies the parties responsible for originating the invoice.
Example: PERCNJSMITH
Terms of Sale/Deferred Terms of Sale
To specify terms of sale
In this Header position of the Invoice X12 EDI document, this segment is used to specify terms of the invoice. In the transitional period for the microcomputer industry, from paper to full automated EDI transactions, there may be a perceived need to send text data with the terms. Clearly the goal is to have the entire microcomputer industry participating in EDI. Therefore, if text data is needed to be sent for terms, ITD 12 will contain the free form text. If additional text is needed, additional ITD segments should be used.
Example: ITD14345Up to 03/15/2007 without deduction
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.
- 14
- Previously agreed upon
Code identifying the beginning of the terms period
- 3
- Invoice Date
Number of days until total invoice amount is due (discount not applicable)
Date/Time Reference
To specify pertinent dates and times
In this Header position of the Invoice X12 EDI document, this segment identifies the pertinent shipping date.
Example: DTM01120070129
Detail
Baseline Item Data (Invoice)
To specify the basic and most frequently used line item data for the invoice and related transactions
At the Item Level, this segment can be used to identify either the basic unit (SKU) or at a bundle/kit/product configuration level which is further broken down into components. The components would be listed in the SLN loop following this segment.
For example, a computer (item level) may have individual components which may be separately identified (CPU, hard disk, monitor, keyboard, etc.). Another example could be a group of software products which have been grouped together for sale as one unit, e.g., a spreadsheet program and a report writer or a virus program with a utility program.
In this Detail position of the Invoice X12 EDI document, this segment identifies the quantity, unit price, and product codes of the items being invoiced. CompTIA recommends the use of UPC code in UCC/EAN formats. Product descriptions would appear in a corresponding and subsequent PID segment.
Partners P.O. Line Item Number will be sent in the IT101 in the invoice when applicable. If Partner P.O. Line Item Number does not exist in Adobe’s Ordering System, then Adobe’s Invoice Line Item Number will be sent.
For Adobe's AVL 5.0 Licensing Program (October 2009), the Adobe SKU in the IT107 will extend to 15 digits.
Examples:
IT10000102773EA41CPVP09972555BP1234567UP*5029766636242 (Adobe Shrink Wrap SKU)
IT10000102773EA41CPVP09972555A4BP1234567UP*5029766636242 (Adobe AVL 4.5 Licensing ProgramSKU)
IT10000102773EA41CPVP65008841AB02A00BP1234567UP*5029766636242 (Adobe AVL 5.0 LicensingProgram SKU - Post October 2009)
Alphanumeric characters assigned for differentiation within a transaction set
- IT101 is the purchase order line item identification.
Original Line Number from PO.
Number of units invoiced (supplier units)
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
Unit of Measure listed should be the same unit of measure listed in the Purchase Order.
- EA
- Each
Price per unit of product, service, commodity, etc.
Rate charged per unit of measure less discount percent, but not to include order level discounts or allowances. The price is expressed in dollars. The decimal point is required if the price is not in whole dollars. The price would be 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 free goods, use a single zero (0) with code NC as the value in IT105.
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.
- CP
- Current Price (Subject to Change)
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.
CompTIA recommends the use of supplier part numbers in either UPC, EAN, or Code 39 with FACT Data Identifier formats. Transitional use of the customer's part numbers may facilitate the cross-referencing of supplier part numbers to the customer's part numbers. The customer's part numbers should be phased out and replaced with supplier part numbers. All suppliers will need either a manufacturer's identification assigned by the Uniform Code Council or the appropriate EAN authority or a publisher identification assigned by the appropriate ISBN agency. Contact CompTIA for information on these coding structures.
Use VX when using a "bundle" or "kit" number to indicate that SLN segments will follow with related component numbers.
The vendor's Mfr. ID# is used conditionally when IT106 reflects "MG".
- VP
- Vendor's (Seller's) Part Number
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- BP
- Buyer's Part Number
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- UP
- U.P.C. Consumer Package Code (1-5-5-1)
Product/Item Description
To describe a product or process in coded or free-form format
In the Detail position of the Invoice X12 EDI document, this segment identifies free-format product descriptions.
Example: PIDF***ACRO,8.0,WIN,AOO,UE,1PK,N/A
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.
Semi-structured data may be both codes and text. If "X" is used, the structure may be mutually defined between the trading partners.
- F
- Free-form
Summary
Total Monetary Value Summary
To specify the total invoice discounts and amounts
Example: TDS*16000
Tax Information
To specify tax information
Example: TXIST00****novalCustomer VAT Number
Monetary amount
- TXI02 is the monetary amount of the tax.
Percentage expressed as a decimal
- TXI03 is the tax percent expressed as a decimal.
Code identifying the source of the data used in tax jurisdiction code
Code identifying the taxing jurisdiction
Code identifying exemption status from sales and use tax
- 0
- Exempt (For Export)
- 1
- Yes (Tax Exempt)
- 2
- No (Not Tax Exempt)
- 3
- Exempt (For Resale)
- 4
- Not Exempt/For Resale
- 5
- Exempt (Not For Resale)
- 6
- Not Exempt, Not For Resale
- 7
- Direct Pay ID
- 8
- Exempt (Sale to U.S. Government)
- 9
- Exempt (Per State Law)
- A
- Labor Taxable, Material Exempt
- B
- Material Taxable, Labor Exempt
- C
- Not Taxable
- V
- Exempt from State Property Tax
- W
- Other Property Tax Exemption
- X
- Exempt - Letter on file
Code indicating the relationship between entities
- TXI07 is a code indicating the relationship of the price or amount to the associated segment.
Dollar basis to be used in the percent calculation of the allowance, charge or tax
Number assigned to a purchaser (buyer, orderer) by a taxing jurisdiction (state, county, etc.); often called a tax exemption number or certificate number
Customer VAT Number.
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
At this Summary level within the Invoice X12 EDI document, this segment will indicate in ITA01 if it is allowances or charges. One segment per allowance or charge. This segment applies to the entire transaction. The allowances/charges specified at the summary level are exclusive of the allowances/charges specified in any other areas; they are not the sum of the allowances/charges specified in the detail areas. ITA07 is required when using the ITA segment in the microcomputer industry. This will resolve any differences between the sender's and receiver's system calculations of amounts, e.g., rounding errors when allowances/charges are expressed in percentages or rates.
Example: SACCD240***888
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
Code identifying the agency assigning the code values
Agency maintained code identifying the service, promotion, allowance, or charge
- SAC04 may be used to uniquely identify the service, promotion, allowance, or charge. In addition, it may be used in conjunction to further the code in SAC02.
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 on what basis allowance or charge percent is calculated
Rate expressed in the standard monetary denomination for the currency specified
- SAC08 is the allowance or charge rate per unit.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
Numeric value of quantity
- SAC10 and SAC11 is the quantity basis when the allowance or charge quantity is different from the purchase order or invoice quantity.
- SAC10 and SAC11 used together indicate a quantity range, which could be a dollar amount, that is applicable to service, promotion, allowance, or charge.
- In some business applications, it is necessary to advise the trading partner of the actual dollar amount that a particular allowance, charge, or promotion was based on to reduce ambiguity. This amount is commonly referred to as "Dollar Basis Amount". It is represented in the SAC segment in SAC10 using the qualifier "DO" - Dollars in SAC09.
Code indicating method of handling for an allowance or charge
"01" Used when customer is invoicing supplier for miscellaneous services provided.
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
- SAC13 is used in conjunction with SAC02 or SAC04 to provide a specific reference number as identified by the code used.
A unique number identifying available promotion or allowance options when more than one is offered
- SAC14 is used in conjunction with SAC13 to identify an option when there is more than one option of the promotion.
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.
In this Summary position of the Invoice X12 EDI document, this segment identifies the number of line items reported.
Example: CTT*1
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
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
Interchange Control Trailer
To define the end of an interchange of zero or more functional groups and interchange-related control segments
Sample
GS*IN*SENDERGS*RECEIVERGS*20231030*023049*000000001*X*004010
ST*810*166061414
BIG*20070129*0013833070*20070129*V8748745***DI*00
NTE*GEN*If 0% VAT is charged and your VAT ID number is displayed above, this
NTE*GEN*is either an exempt or a reverse charge transaction.
NTE*GEN*This supply is exempt from VAT according to the section 64 of the Czec
NTE*GEN*h VAT Act.
CUR*SE*USD
REF*61*noval*Adobe VAT Number
REF*CO*121212
REF*VN*0070861270
N1*II*ADOBE SYSTEMS INCORPORATED*91*0000012137
N2*ADOBE SYSTEMS INCORPORATED
N3*345 PARK AVENUE
N4*SAN JOSE*CA*95110*US
N1*BY*SOFTWARE.*91*0000012137
N2*SOFTWARE
N3*111 MAIN DR
N4*PLANO*TX*75075*US
N1*BT*SOFTWARE.*91*0000012137
N2*SOFTWARE
N3*111 MAIN DR
N4*PLANO*TX*75075*US
N1*PR*SOFTWARE*91*0000012137
N2*SOFTWARE
N3*111 MAIN DR
N4*PLANO*TX*75075*US
N1*ST*SHIP TO PARTNER*91*0050480425
N2*SHIP TO
N3*122 MAIN AVE
N4*SANTA CLARA*CA*95050*US
PER*CN*JOHN DOE
N1*SE*ADOBE SYSTEMS INCORPORATED*91*ADUS
N2*ADOBE SYSTEMS INCORPORATED
N3*345 Park Avenue
N4*SAN JOSE*CA*95110*US
N1*EN**91*0020064630
N1*DU**91*0010013997
ITD*14*3*****35*****Up to 03/05/2007 without deduction
DTM*011*20070129
IT1*000010*1*EA*160*CP*VP*65008841AB02A00*BP*7167946*UP*883919019161
PID*F****ACRO,8.0,WIN,AOO,UE,1PK,N/A
TDS*16000
TXI*ST*0*0******noval*Customer VAT Number
CTT*1
SE*45*166061414
GE*1*000000001
IEA*1*000000001
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