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
Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set
Beginning Segment for Invoice
To indicate the beginning of an invoice transaction set and transmit identifying numbers and dates
Each Document sent to us must have a unique invoice number / date combination.
Freight-only invoices must be mailed to:
Fastenal Company
Attn: A/P
P.O. Box 529
Winona, MN 55987
Date expressed as CCYYMMDD
- BIG01 is the invoice issue date.
Invoice Date
Date expressed as CCYYMMDD
- BIG03 is the date assigned by the purchaser to purchase order.
PO Date
Identifying number for Purchase Order assigned by the orderer/purchaser
Must match exactly what was sent on the PO
Number identifying a release against a Purchase Order previously placed by the parties involved in the transaction
Code specifying the type of transaction
- BIG07 is used only to further define the type of invoice when needed.
- CR
- Credit Memo
- DR
- Debit Memo
Code identifying purpose of transaction set
- 00
- Original
Note/Special Instruction
To transmit information in a free-form format, if necessary, for comment or special instruction
Currency
To specify the currency (dollars, pounds, francs, etc.) used in a transaction
If no CUR Segment is sent then a Currency Code of USD is assumed.
Code identifying an organizational entity, a physical location, property or an individual
- BY
- Buying Party (Purchaser)
- SE
- Selling Party
- ZZ
- Mutually Defined
Code (Standard ISO) for country in whose currency the charges are specified
Reference Identification
To specify identifying information
Code qualifying the Reference Identification
- 2I
- Tracking Number
- BM
- Bill of Lading Number
- JB
- Job (Project) Number
- O8
- Original Filing
Original Invoice Number
- OQ
- Order Number
Internal Order #
- PK
- Packing List Number
- VR
- Vendor ID Number
- ZZ
- Mutually Defined
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Note 1 : When REF01 = VR, return Fastenal's 10-digit Vendor ID that was
supplied on the PO. This information will greatly speed processing of your payment.
User Note 2: When BIG07 = DR (Debit Memo) and REF01 = ZZ (Mutually
Defined), include Contract Number from the PO User
Note 3: When BIG07 = CR (Credit Memo) then the following information should be included:
REF01 = O8 REF02 Original Invoice Number
REF01 = OQ REF02 Internal Order
Number / RGA#/RMA#
Including these pieces of information will greatly speed processing of the
transaction.
A free-form description to clarify the related data elements and their content
When REF01 = VR, Vendor Name or Description.
Administrative Communications Contact
To identify a person or office to whom administrative communications should be directed
Code identifying the major duty or responsibility of the person or group named
Only one instance of each code is allowed.
- AP
- Accounts Payable Department
- AR
- Accounts Receivable Department
- IC
- Information Contact
Code identifying the type of communication number
- EM
- Electronic Mail
- FX
- Facsimile
- TE
- Telephone
Complete communications number including country or area code when applicable
Code identifying the type of communication number
- EM
- Electronic Mail
- FX
- Facsimile
- TE
- Telephone
Complete communications number including country or area code when applicable
Code identifying the type of communication number
- EM
- Electronic Mail
- FX
- Facsimile
- TE
- Telephone
Complete communications number including country or area code when applicable
Name
To identify a party by type of organization, name, and code
Note:
Your Vendor Location Number will be supplied to you by Fastenal.
If you have more than one remittance address then a cross-reference table of addresses and location numbers
will be sent to you.
Code BT is Mandatory
Code RE is Mandatory
Code ST is Mandatory
User Note 2:
The BT iteration should look exactly as follows:
N1BTFastenal Company}
N2Attn: A/P}P.O. Box 529} -P.O. Box for Canada is "P.O. Box 30"
N3
N4WinonaMN~55987}
Code identifying an organizational entity, a physical location, property or an individual
- BT
- Bill-to-Party (Fastenal Corporate)
- BY
- Buying Party (Purchaser)
- RE
- Party to receive commercial invoice remittance
- SF
- Ship From
- ST
- Ship To (Fastenal Branch or Hub)
Ship-To is required
Code designating the system/method of code structure used for Identification Code (67)
- 1
- D-U-N-S Number, Dun & Bradstreet
- 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.
Note 1: If N101 = RE Then N104 will contain the Vendor Location Number (provided by Fastenal A/P) and the N104is Mandatory. ex. ###-###
Note 2: If Fastenal supplied a Bill-To Location Code in the PO (header level N101 = BT, N104 is the Bill-To Location Code)
That value should be returned here, with N101 = BT and N103 = 92.
Additional Name Information
To specify additional names or those longer than 35 characters in length
If N101 = BT Then N201 is Recommended
If N101 = RE Then N201 is Recommended
If N101 = ST Then N201 is Recommended
Address Information
To specify the location of the named party
If N101 = BT Then N301 is Mandatory
If N101 = RE Then N301 is Mandatory
If N101 = ST Then N301 is Mandatory
Geographic Location
To specify the geographic place of the named party
If N101 = BT Then N401-N403 are Mandatory
If N101 = RE Then N401-N403 are Mandatory
If N101 = ST Then N401-N403 are Mandatory
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
If no N404 is sent then a Country Code of USA is assumed.
Reference Identification
To specify identifying information
Code qualifying the Reference Identification
- 11
- Account Number
- 12
- Billing Account
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Administrative Communications Contact
To identify a person or office to whom administrative communications should be directed
Code identifying the major duty or responsibility of the person or group named
- IC
- Information Contact
- SR
- Sales Representative or Department
Free-form name
If N101 = BY or ST Then PER02 will contain the Name of the Sales Representative
Code identifying the type of communication number
- EM
- Electronic Mail
- FX
- Facsimile
- TE
- Telephone
Complete communications number including country or area code when applicable
If N101 = RE Then PER04 will contain the contact information of the association that payment is remitted to.
Code identifying the type of communication number
- EM
- Electronic Mail
- FX
- Facsimile
- TE
- Telephone
Complete communications number including country or area code when applicable
Code identifying the type of communication number
- EM
- Electronic Mail
- FX
- Facsimile
- TE
- Telephone
Complete communications number including country or area code when applicable
Terms of Sale/Deferred Terms of Sale
To specify terms of sale
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.
- 05
- Discount Not Applicable
- 08
- Basic Discount Offered
- 14
- Previously agreed upon
- 22
- Cash Discount Terms Apply
- 23
- Payment Due Upon Receipt of Invoice
- NC
- No Charge
Code identifying the beginning of the terms period
- 3
- Invoice Date
Terms discount percentage, expressed as a percent, available to the purchaser if an invoice is paid on or before the Terms Discount Due Date
Date payment is due if discount is to be earned expressed in format CCYYMMDD
Number of days in the terms discount period by which payment is due if terms discount is earned
Date when total invoice amount becomes due expressed in format CCYYMMDD
Number of days until total invoice amount is due (discount not applicable)
A free-form description to clarify the related data elements and their content
Date/Time Reference
To specify pertinent dates and times
DTM01 with a value of 011 is Mandatory
Measurements
To specify physical measurements or counts, including dimensions, tolerances, variances, and weights
(See Figures Appendix for example of use of C001)
Code identifying a specific product or process characteristic to which a measurement applies
- G
- Gross Weight
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- 26
- Actual Tons
- GR
- Gram
- KG
- Kilogram
- LB
- Pound
- ME
- Milligram
Detail
Baseline Item Data (Invoice)
To specify the basic and most frequently used line item data for the invoice and related transactions
Alphanumeric characters assigned for differentiation within a transaction set
- IT101 is the purchase order line item identification.
Line Item Number as it appears on the Purchase Order
Number of units invoiced (supplier units)
The quantity should be passed as a negative value if the BIG07 is equal to
"CR".
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
Should match what was sent on the PO.
Price per unit of product, service, commodity, etc.
Note 1: Unit price may have 5 decimal places. Unit Price should match PO Unit Price.
Note 2: Unit Price should not be truncated or rounded prior to multiplying by Quantity to calculate Extended Amount for the Line/Item.
Code identifying the type of unit price for an item
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.
- VP
- Vendor's (Seller's) Part Number
Identifying number for a product or service
Note: Vendor Part Number.
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
Fastenal Part Number, must match what was sent on the PO.
Quantity
To specify quantity information
- The QTY segment is used to specify a quantity of units which are expected as payments, e.g., trade-ins or returns.
Pricing Information
To specify pricing information
This segment is used as a check when the UOP (IT105) is passed in the IT1 segment.
This segment is mandatory regardless of the UOP being used.
Code identifying pricing specification
Note 1: IT102 x IT104 = CTP03, rounded to two decimal precision
Note 2: IT04 must not be rounded or truncated prior to use in this
calculation
- NET
- Net Item Price
Price per unit of product, service, commodity, etc.
- See Figures Appendix for an example detailing the use of CTP03 and CTP04.
- See Figures Appendix for an example detailing the use of CTP03, CTP04 and CTP07.
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
Code identifying the general class of a product or process characteristic
- 08
- Product
A free-form description to clarify the related data elements and their content
Note: Item description is mandatory for
Fastenal A/P. They use this field to
match when part numbers do not match.
Reference Identification
To specify identifying information
Code qualifying the Reference Identification
- 2I
- Tracking Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
A free-form description to clarify the related data elements and their content
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).
Note: Total Invoice Amount If TDS01 does not equal the sum of the
extended price of all lines (including charges, less allowances), the invoice will be rejected as "Out of Balance". The amount should be passed as a
negative value if the BIG07 is equal to "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.
Note: Amount Discount Is Applied To
Monetary amount
- TDS03 is the amount of invoice due if paid by terms discount due date (total invoice or installment amount less cash discount).
Total Amount Due
(Total Invoice Amount - Cash Discount)
Monetary amount
- TDS04 indicates the total amount of terms discount.
Note: Discount Amount
Code specifying the type of tax
- CS
- City Sales Tax
- CT
- County Tax
- GS
- Goods and Services Tax
- LS
- State and Local Sales Tax
- OH
- Other Taxes
- PG
- State or Provincial Tax on Goods
Monetary amount
- TXI02 is the monetary amount of the tax.
Code identifying exemption status from sales and use tax
Note: If TXI06 = 1 Then TXI09 will contain the Tax Exemption Number and is Mandatory.
- 1
- Yes (Tax Exempt)
- 2
- No (Not Tax Exempt)
- C
- Not Taxable
Number assigned to a purchaser (buyer, orderer) by a taxing jurisdiction (state, county, etc.); often called a tax exemption number or certificate number
Carrier Detail
To specify transportation details for the transaction
Code specifying the method or type of transportation for the shipment
- 6
- Military Official Mail
- A
- Air
- AE
- Air Express
- AF
- Air Freight
- B
- Barge
- D
- Parcel Post
- H
- Customer Pickup
- M
- Motor (Common Carrier)
- P
- Private Carrier
- R
- Rail
- SR
- Supplier Truck
- T
- Best Way (Shippers Option)
- VE
- Vessel, Ocean
Free-form description of the routing or requested routing for shipment, or the originating carrier's identity
Note: Tracking/Routing 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
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
- P
- Promotion
Code identifying the service, promotion, allowance, or charge
- D240
- Freight
- F050
- Other (See related description)
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 method of handling for an allowance or charge
- 05
- Charge to be Paid by Vendor
- 06
- Charge to be Paid by Customer
- PP
- Prepaid
A free-form description to clarify the related data elements and their content
: If SAC02 = F050 (Other), the description will contain the name of the Special Charge and the description is Mandatory.
See Appendix A for a list of Special
Charges
The value of this field must exactly match one of the values in Appendix A (case insensitive).
Please advise if there are special charges typically sent from your company that do not exist in Appendix A.
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.
Total number of line items in the transaction set
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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