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.
- The invoice number may contain a maximum of 12 characters.
- The invoice number must not repeat within a 36-month period.
- The invoice must include a literal description of each item being invoiced (materials, supplies, parts, equipment, labor – installation, fabrication or services). Technical descriptions and/or model or part numbers are not sufficient descriptions.
- All costs including baseline items should not exceed 2 decimal places.
- Any discounts/allowances/charges may be sent in a SAC segment in the summary section of the invoice. Only once SAC segment per SAC code is allowed.
- Not all purchase orders will be sent EDI. Only those orders sent EDI should be invoiced through EDI. If you have any questions concerning this, you should contact our Expense Department at 908-688-4223.
- Rollout orders are defined as orders placed under one purchase order for multiple “Ship To” locations. Invoicing for rollout orders must be in the form of a consolidated invoice.
- Invoices for orders not sent EDI should be mailed according to the Vendor Invoicing Guide for Non-Merchandise Vendors.
- Invoices should not be sent for zero cost POs.
- ~ 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
Date expressed as CCYYMMDD
- BIG01 is the invoice issue date.
Identifying number assigned by issuer
The invoice number may contain a maximum of 12 characters.
The invoice number must not repeat within a 36-month period.
Date expressed as CCYYMMDD
- BIG03 is the date assigned by the purchaser to purchase order.
Original PO Date
Reference Identification
To specify identifying information
Code qualifying the Reference Identification
Assigned by BBB.
- IA
- Internal Vendor Number
Name
To identify a party by type of organization, name, and code
Code identifying an organizational entity, a physical location, property or an individual
- BY
- Buying Party (Purchaser)
Free-form name
Bed Bath & Beyond (BBB)
Christmas Tree Shops (CTS)
Harmon Stores
buybuy BABY
BBB Canada
Code designating the system/method of code structure used for Identification Code (67)
Assigned by BBB.
- 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.
- 0010
- Bed Bath & Beyond (BBB)
- 0020
- Christmas Tree Shops (CTS)
- 0030
- Harmon Stores
- 0040
- buybuy BABY
- 0060
- Cost Plus
- 5050
- BBB Canada
Name
To identify a party by type of organization, name, and code
Rollout orders are defined as orders placed under one purchase order for multiple “Ship To” locations. Invoicing for rollout orders must be in the form of a consolidated invoice.
Code identifying an organizational entity, a physical location, property or an individual
- ST
- Ship To
Code designating the system/method of code structure used for Identification Code (67)
Assigned by BBB.
- 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.
Store Number
Date/Time Reference
To specify pertinent dates and times
F.O.B. Related Instructions
To specify transportation instructions relating to shipment
Detail
Baseline Item Data (Invoice)
To specify the basic and most frequently used line item data for the invoice and related transactions
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
Same as UOM Ordered.
Price per unit of product, service, commodity, etc.
All costs including baseline items should not exceed 2 decimal places.
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.
- VN
- Vendor's (Seller's) Item Number
Product/Item Description
To describe a product or process in coded or free-form format
The invoice must include a literal description of each item being invoiced (materials, supplies, parts, equipment, labor – installation, fabrication or services). Technical descriptions and/or model or part numbers are not sufficient descriptions.
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
Summary
Total Monetary Value Summary
To specify the total invoice discounts and amounts
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
Any discounts/allowances/charges may be sent in a SAC segment in the summary section of the invoice. Only once SAC segment per SAC code is allowed.
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
- H850
- Tax
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.
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
Sample
GS*IN*SENDERGS*RECEIVERGS*20231030*020222*000000001*X*004010
ST*810*000000001
BIG*20070616*0361045*20070605*5790313-07
REF*IA*000201937
N1*BY*Bed Bath & Beyond*92*0010
N1*ST*EDGEWATER*92*115
DTM*011*20070616
FOB*PP
IT1**24*EA*10.85**VN*001-5376
PID*F****S-10 SHELF
IT1**12*EA*49.67**VN*001-5052
PID*F****SWDV-IWE S/W SIDE SILVER METAL WHITE EDGE BAND
IT1**6*EA*33.11**VN*001-5425
PID*F****MC-SWEC-15IP SIDE FOR ENDCAP METAL INSTER 15” SILVER EDGE
TDS*111840
SAC*C*H850***6330**********TAX
CTT*3
SE*17*000000001
GE*1*000000001
IEA*1*000000001
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