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
- 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
- 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
Date expressed as CCYYMMDD
- BIG01 is the invoice issue date.
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.
AAP uses this transaction type code while validating invoice total amount. All credit invoices will be assumed to be a negative total. All debit invoices will be assumed to be a positive total.
No single 810 invoice document should contain a mix of credit and debit IT1 product lines or the invoice will be rejected with a request to issue one credit and one debit.
- CR
- Credit Memo
- DR
- Debit Memo
Currency
To specify the currency (dollars, pounds, francs, etc.) used in a transaction
Code identifying an organizational entity, a physical location, property or an individual
- BY
- Buying Party (Purchaser)
Reference Identification
To specify identifying information
Code qualifying the Reference Identification
- 2I
- Tracking Number
BM or 2I Required
- BM
- Bill of Lading Number
BM or 2I Required
- CN
- Carrier's Reference Number (PRO/Invoice)
Recommended
- PK
- Packing List Number
Optional
Name
To identify a party by type of organization, name, and code
Code identifying an organizational entity, a physical location, property or an individual
- BT
- Bill-to-Party
Optional
Only N101 and N102 Required
- SF
- Ship From
Required if sent on PO or POC.
Only N101, N103, and N104 Required
- ST
- Ship To
Required
All Elements Required
- VN
- Vendor
Required
All Elements Required
- Z7
- Mark-for Party
The party for whom the needed material is intended.
Required if sent on PO or POC.
Only N101, N103, and N104 Required
Code designating the system/method of code structure used for Identification Code (67)
- 91
- Assigned by Seller or Seller's Agent
- 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.
F.O.B. Related Instructions
To specify transportation instructions relating to shipment
If FOB segment is present on the Purchase Order or Purchase Order Change if one exists, it is required on the Invoice.
Code identifying payment terms for transportation charges
- FOB01 indicates which party will pay the carrier.
- CC
- Collect
- DF
- Defined by Buyer and Seller
- PP
- Prepaid (by Seller)
Detail
Baseline Item Data (Invoice)
To specify the basic and most frequently used line item data for the invoice and related transactions
This segment is only optional when the invoice is a "Header only" credit memo or adjustment. When the IT1 segment is absent the Summary level SAC segment is required. Only Product/Service ID Qualifiers listed in the spec document are accepted by AAP.
Alphanumeric characters assigned for differentiation within a transaction set
- IT101 is the purchase order line item identification.
Number of units invoiced (supplier units)
AAP requires an integer value in this quantity element, unless a decimal value was present on the Purchase Order or Purchase Order Change line item quantity.
For debit invoices with an IT1 line, the IT102 Quantity invoiced must be positive.
For credit invoices with an IT1 line, the IT102 Quantity invoiced must be negative.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
While any valid X12 code may be sent on a purchase order, AAP typically purchases in "EA" Each UOM. AAP requires the unit of measure on the inbound 810 to match exactly to what was sent on the Purchase Order or Purchase Order Change if one exists.
Price per unit of product, service, commodity, etc.
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.
- 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)
- 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)
- PL
- Purchaser's Order Line Number
Product/Item Description
To describe a product or process in coded or free-form format
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
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
If Core charges or ECO fees exist, they must be provided in the detail/line level SAC segment and cannot be sent at the summary level. All other Allowances and Charges must be sent in the summary level SAC.
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.
If a line SAC segment is sent, this element is required, and must correlate to the SAC table and AAP classification code provided. See approved AAP SAC code usage chart in the summary SAC segment section of this spec for additional detail.
- A
- Allowance
- C
- Charge
Code identifying the service, promotion, allowance, or charge
- B750
- Core Charge
- C680
- Environmental Protection Service
For future use. This SAC code will be used for ECO Fee.
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.
SAC05 at the line level is treated as a unit price and will be extended by the associated IT102 Quantity Invoiced value.
The SAC05 Amount element is defined as an implied decimal format (N2). This is an X12 standard. Values transmitted in whole dollar must include all zeros in order for the translator to interpret the amount correctly.
Examples:
100 transmitted in this element will be calculated as $1.00
10000 transmitted in this element will be calculated as $100.00
100000 transmitted in this element will be calculated as $1,000.00
Do not send negative amounts in the SAC05 element.
Code indicating method of handling for an allowance or charge
- 02
- Off Invoice
- 06
- Charge to be Paid by Customer
Summary
Total Monetary Value Summary
To specify the total invoice discounts and amounts
Monetary amount
- TDS01 is the total amount of invoice (including charges, less allowances) before terms discount (if discount is applicable).
The TDS01 Amount element is defined as an implied decimal format (N2). This is an X12 standard. Values transmitted in whole dollar must include all zeros in order for the translator to interpret the amount correctly.
Examples:
100 transmitted in this element is calculated as $1.00
10000 transmitted in this element is calculated as $100.00
100000 transmitted in this element is calculated as $1,000.00
TDS01 is derived using the BIG07 Transaction Type code in conjunction with the AAP SAC classification code as listed in the SAC Summary section. Below is the calculation:
TDS01 Amount = Sum of all IT1 Line Item Extensions [ IT102 * IT104] rounded to two decimal positions
- sum of all extended line SAC charges
- sum of all summary level SAC charges
- sum of all summary level SAC allowances
- any TXI tax amounts
For example, a SAC01= "D240" Freight charge is classified as "C" for charge. AAP will calculate this as additional monies being billed on a debit invoice (BIG07 = "DR") OR as monies being returned on a credit invoice (BIG07 = "CR").
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.
TDS02= TDS01 – any charges that must not be considered when calculating payment terms discount. For example, Tax amounts are not usually included in the amount considered for discount therefore TDS02 would be TDS01 – (Tax amount). Other exclusions from payment terms discount amount may apply.
Tax Information
To specify tax information
This segment MUST be used to send Canadian taxes only where applicable. Any USA Taxes MUST be sent in the SAC segment at the summary level.
Code specifying the type of tax
- BE
- Harmonized Sales Tax (HST)
- CG
- Federal Value-added Tax (GST) on Goods
- PG
- State/Provincial Tax (QST)
- SP
- Provincial Sales Tax (PST)
Monetary amount
- TXI02 is the monetary amount of the tax.
Alphanumeric characters assigned for differentiation within a transaction set
This element can be used to identify the type of tax present in the TXI01.
- GST
- Goods and Services Sales Tax
- HST
- Harmonized Sales Tax
- PST
- Provincial Sales Tax
- QST
- Quebec Sales Tax
Carrier Detail
To specify transportation details for the transaction
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
When the IT1 segment is absent the Summary level SAC segment is 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.
If a summary SAC segment is sent, this element is required, and must correlate to the SAC table and AAP classification code provided. See approved AAP SAC code usage chart in the summary SAC segment section of this spec for additional detail.
- A
- Allowance
- C
- Charge
Code identifying the service, promotion, allowance, or charge
- A122
- Additional Tariff Classifications
GL Account: 550150
AAP A/C Classification When BIG07= "DR": C
AAP A/C Classification When BIG07= "CR": A - A260
- Advertising Allowance
Electronic Media/Promotional/Advertising Allowance
GL Account: 114100
AAP A/C Classification When BIG07= "DR": A
AAP A/C Classification When BIG07= "CR": C - B750
- Core Charge
Line Level Only
GL Account: 503100
AAP A/C Classification When BIG07= "DR": C
AAP A/C Classification When BIG07= "CR": A - B872
- Customs Duty
Duties and Fees
GL Account: 550150
AAP A/C Classification When BIG07= "DR": C
AAP A/C Classification When BIG07= "CR": A - C000
- Defective Allowance
GL Account: 114100
AAP A/C Classification When BIG07= "DR": A
AAP A/C Classification When BIG07= "CR": C - C260
- Discount - Incentive
AR Vendor Incentives
GL Account: 114100
AAP A/C Classification When BIG07= "DR": A
AAP A/C Classification When BIG07= "CR": C - C680
- Environmental Protection Service
Line Level Only
GL Account: 258000
AAP A/C Classification When BIG07= "DR": C
AAP A/C Classification When BIG07= "CR": A - D240
- Freight
DS Freight Charge
GL Account: 550000
AAP A/C Classification When BIG07= "DR": C
AAP A/C Classification When BIG07= "CR": A - D270
- Fuel Surcharge
GL Account: 550000
AAP A/C Classification When BIG07= "DR": C
AAP A/C Classification When BIG07= "CR": A - D530
- Hazardous Cargo Charge
Pollutants Charge
GL Account: 564000
AAP A/C Classification When BIG07= "DR": C
AAP A/C Classification When BIG07= "CR": A - D880
- Installation and Warranty
Warranty Allowance
GL Account: 114100
AAP A/C Classification When BIG07= "DR": A
AAP A/C Classification When BIG07= "CR": C - E180
- Labor (Repair and Return Orders)
Labor Repair and Settlements
GL Account: 505020
AAP A/C Classification When BIG07= "DR": C
AAP A/C Classification When BIG07= "CR": A - E740
- New Store Allowance
GL Account: 114060
AAP A/C Classification When BIG07= "DR": A
AAP A/C Classification When BIG07= "CR": C - G070
- Recouping (at Owner's or Shipper's Expense)
Freight Allowance
GL Account: 550400
AAP A/C Classification When BIG07= "DR": A
AAP A/C Classification When BIG07= "CR": C - G830
- Shipping and Handling
GL Account: 550000
AAP A/C Classification When BIG07= "DR": C
AAP A/C Classification When BIG07= "CR": A - H090
- Special Handling
Fixture Handling
GL Account: 806322
AAP A/C Classification When BIG07= "DR": C
AAP A/C Classification When BIG07= "CR": A - H200
- Special Use
Second Source Special Charge
GL Account: 505020
AAP A/C Classification When BIG07= "DR": C
AAP A/C Classification When BIG07= "CR": A - H670
- Tax - Federal Excise Tax FET on Tires
Federal Excise Tax-Tires
GL Account: 564000
AAP A/C Classification When BIG07= "DR": C
AAP A/C Classification When BIG07= "CR": A - H760
- Tax - State Hazardous Substance
Pollutants Tax
GL Account: 564000
AAP A/C Classification When BIG07= "DR": C
AAP A/C Classification When BIG07= "CR": A - H850
- Tax
GL Account: 564000
AAP A/C Classification When BIG07= "DR": C
AAP A/C Classification When BIG07= "CR": A - I170
- Trade Discount
GL Account: 114100
AAP A/C Classification When BIG07= "DR": A
AAP A/C Classification When BIG07= "CR": C - I530
- Volume Discount
Volume Discount/Purchase-Based Incentive Allowance
GL Account: 114100
AAP A/C Classification When BIG07= "DR": A
AAP A/C Classification When BIG07= "CR": C
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.
Do not send negative amounts in the SAC05 element.
Code indicating method of handling for an allowance or charge
- 02
- Off Invoice
- 06
- Charge to be Paid by Customer
Invoice Shipment Summary
To specify summary details of total items shipped in terms of quantity, weight, and volume
Numeric value of units shipped in manufacturer's shipping units for a line item or transaction set
The number of units shipped may be zero.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- EA
- Each
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.
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
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