X12 810 Invoice (Accounts Payable/Merchandising/Supply Chain)
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
- ^ Repetition
Interchange Control Header
To start and identify an interchange of zero or more functional groups and interchange-related control segments
Code identifying 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 identifying 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)
Code indicating 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
Code indicating 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
Type is not applicable; the repetition separator is a delimiter and not a data element; this field provides the delimiter used to separate repeated occurrences of a simple data element or a composite data structure; this value must be different than the data element separator, component element separator, and the segment terminator
- ^
- Repetition Separator
Code specifying the version number of the interchange control segments
- 00403
- Draft Standards for Trial Use Approved for Publication by ASC X12 Procedures Review Board through October 1999
A control number assigned by the interchange sender
Code indicating sender's request for an interchange acknowledgment
- 0
- No Acknowledgment Requested
- 1
- Interchange Acknowledgment Requested
Code indicating 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)
Code identifying party sending transmission; codes agreed to by trading partners
Code identifying party receiving transmission; codes agreed to by trading partners
Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year
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 identifying the issuer of the standard; this code is used in conjunction with Data Element 480
- 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
- 004030
- Draft Standards Approved for Publication by ASC X12 Procedures Review Board through October 1999
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) is 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 where CC represents the first two digits of the calendar year
- BIG01 is the invoice issue date.
Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year
Retailer's original purchase order date.
Required by JCPenney.
Identifying number for Purchase Order assigned by the orderer/purchaser
Retailer's Retailer's original purchase order number.
Required by JCPenney.
Code specifying the type of transaction
This data element is used only when special identification of the invoice is needed, between trading partners, to support business needs.
This data element is used to advise JCPenney of a price correction invoice.
- SV
- Supplemental Invoice
Identifying number assigned by issuer
- BIG10 is the consolidated invoice number associated with the invoice identified in BIG02. When BIG07 contains code CI (Consolidated Invoice), BIG02 will contain the consolidated invoice number and BIG10 is not used.
When BIG07 [Supplemental Invoice] is sent, this data field is used to identify the original invoice number.
Authorization for Expense (AFE) Number
To specify identifying information
Authorization for Expense Number (REF01 = AE): Only required for Purchasing Invoice. The expense number(REF02) will be in the following format: AAAAAABBBB, where AAAAAA = AOR or capital appropriation number and BBBB = account number.
Code qualifying the Reference Identification
- AE
- Authorization for Expense (AFE) Number
Contract Number
To specify identifying information
Contract Number (REF01 = CT): An optional segment, use to specify the JCPenney contract number.
Code qualifying the Reference Identification
- CT
- Contract Number
Department Number
To specify identifying information
Department number (REF01 = DP): A required segment, specifying the three digit numeric subdivision number. If sending Purchasing Invoices, subdivision number is '000'.
Code qualifying the Reference Identification
- DP
- Department Number
Internal Vendor Number
To specify identifying information
Internal Vendor Number (REF01 = IA): A required segment, specifying the JCPenney assigned six digit supplier number.
Code qualifying the Reference Identification
- IA
- Internal Vendor Number
Two N1 loops can be generated at this position:
The first N1 loop (N101 = BT) is required, identifying the Bill-to Party. Data may be sent in N102 for invoices where the customer is the Ship To location and customer's name is required.
The second N1 loop (N101 = RI) is optional, identifying the Factor's name. This loop is only used if check is to be sent to a factor. Do not send this segment if your remittance is to be sent to a lock box, bank, or an administrative office. If used, the Factor's name must be the same as currently on file with Supplier Control in Salt Lake City.
Do not use this loop to change your Factor; contact Supplier Control.
Name
To identify a party by type of organization, name, and code
N1 loop (N101 = BT) is required, identifying the Bill-to Party. Data may be sent in N102 for invoices where the customer is the Ship To location and customer's name is required.
Code identifying an organizational entity, a physical location, property or an individual
- BT
- Bill-to-Party
Free-form name
Data element may be sent for invoices where the customer is the Ship To location and customer's name is required.
Code designating the system/method of code structure used for Identification Code (67)
- 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.
This is the location code as defined by N103.
The location refers to a store, warehouse, distribution center, plant, etc. Location codes are used to alleviate the need to send complete names and addresses.
It will have the five digit Bill-To unit number as provided in the N1 BT segment of the 850 Purchase Order.
Two N1 loops can be generated at this position:
The first N1 loop (N101 = BT) is required, identifying the Bill-to Party. Data may be sent in N102 for invoices where the customer is the Ship To location and customer's name is required.
The second N1 loop (N101 = RI) is optional, identifying the Factor's name. This loop is only used if check is to be sent to a factor. Do not send this segment if your remittance is to be sent to a lock box, bank, or an administrative office. If used, the Factor's name must be the same as currently on file with Supplier Control in Salt Lake City.
Do not use this loop to change your Factor; contact Supplier Control.
Name
To identify a party by type of organization, name, and code
N1 loop (N101 = RI) is optional, identifying the Factor's name. This loop is only used if check is to be sent to a factor. Do not send this segment if your remittance is to be sent to a lock box, bank, or an administrative office. If used, the Factor's name must be the same as currently on file with Supplier Control in Salt Lake City.
Do not use this loop to change your Factor; contact Supplier Control.
Code identifying an organizational entity, a physical location, property or an individual
- RI
- Remit To
Terms of Sale/Deferred Terms of Sale
To specify terms of sale
Terms specific to a supplier or subdivision are broken out into the various ITD data elements.
Example - Supplier is invoicing JCPenney with terms previously agreed upon that offer a discount of 2% within 10 days and the Net amount due in 30 days. ITD01 is "14" (Previously Agreed Upon), ITD03 is "2" (2%), ITD05 is "10", and ITD07 is "30".
Example 2 - Supplier has a basic term of sale for everyone, no discounts, Net 60 days. ITD01 can be "01" (Basic), ITD03 is not used, ITD05 is not used, and ITD07 is "60".
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.
- 01
- Basic
- 14
- Previously agreed upon
Terms discount percentage, expressed as a percent, available to the purchaser if an invoice is paid on or before the Terms Discount Due Date
The percent is sent with a decimal point only when needed, e.g., 10.5% is sent as "10.5'', and 2% is sent as "2''.
Maximum decimal places accepted by JCPenney is three.
Number of days in the terms discount period by which payment is due if terms discount is earned
Number of days until total invoice amount is due (discount not applicable)
This element is required by J.C. Penney.
Date/Time Reference
To specify pertinent dates and times
This segment is required for Catalog Factory Ship invoices, only.
F.O.B. Related Instructions
To specify transportation instructions relating to shipment
Product/Item Description
To describe a product or process in coded or free-form format
This segment is MANDATORY by JCPenney. It is used to specify Fair Labor Standards Act compliance for all invoiced goods produced in the United States. The Fair Labor Standards Act Certification requirements can be found in the 810 Business Rules.
This segment is MANDATORY by JCPenney for Suppliers that are shipping finished composite wood products (both for customer sale items, such as furniture, as well as not-for-resale items such as displays, signs and pallets) that are shipped to, sold or offered for sale in the state of California must include one of the following messages, if applicable, in PID05 when PID04 = 'VC' (Volatile Organic Compound Compliant):
PRODUCT IS CARB ATCM PHASE 1 COMPLIANT
or
PRODUCT IS CARB ATCM PHASE 2 COMPLIANT
This segment is MANDATORY by JCPenney for Suppliers that are shipping fine jewelry products. The following message must be included in PID05 to show compliant with JCPenney jewelry standards. PRODUCT MEETS JCP JLRY, KIMB PROC DIA, DISC ANY LAB GRN, IRR GEM LIC REQ
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
- S
- Structured (From Industry Code List)
Code identifying the agency assigning the code values
- Use PID03 to indicate the organization that publishes the code list being referred to.
- VI
- Voluntary Inter-Industry Commerce Standard (VICS) EDI
A code from an industry code list which provides specific data about a product characteristic
- PID04 should be used for industry-specific product description codes.
- FL
- Compliant with Fair Labor Standards Act
- VC
- Volatile Organic Compound (VOC) Compliant
A free-form description to clarify the related data elements and their content
Suppliers that are shipping finished composite wood products (both for customer sale items, such as furniture, as well as not-for-resale items such as displays, signs and pallets) that are shipped to, sold or offered for sale in the state of California must include one of the following messages, if applicable, in PID05 when PID04 = 'VC' (Volatile Organic Compound Compliant)
PRODUCT IS CARB ATCM PHASE 1 COMPLIANT
or
PRODUCT IS CARB ATCM PHASE 2 COMPLIANT
Suppliers shipping fine jewelry products that are shipped to, sold or offered for sale to jcp stores and customers must include the following message in PID05 to show compliant with JCPenney jewelry standards.
PRODUCT MEETS JCP JLRY, KIMB PROC DIA, DISC ANYLAB GRN, IRR GEM LIC REQ
Detail
Baseline Item Data (Invoice)
To specify the basic and most frequently used line item data for the invoice and related transactions
The min/max length of JCPenney item numbers by business entity:
Retail and Liquidation (Outlet Stores) - 9/13
Catalog - 11/11
Catalog Factory Ship - 11/11
Purchasing - 1/20
The JCPenney item number is required to be entered in IT107 (IT106 = IN) as shown on the 850 purchase order.
If the 850 Purchase Order included the UPC number for the item, the Trading Partner has the option to send both the JCPenney item number (IT106 = IN) in IT107 and the UPC number (IT108 = UP) in IT109.
If the 850 Purchase Order included the EAN number (Retail only), IT111 can be used to send the EAN number (IT110 = EN). Do not send the EAN and UPC numbers. It's one or the other.
Alphanumeric characters assigned for differentiation within a transaction set
- IT101 is the line item identification.
Purchase order line number. This data element is only sent for Catalog Factory Ship invoices.
Maximum length accepted by JCPenney is six characters.
Number of units invoiced (supplier units)
Maximum decimal places accepted by JCPenney is three.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
Price per unit of product, service, commodity, etc.
The price is 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 a no charge item or free goods, IT104 will contain a single zero (0) and IT105 will contain code NC.
This data element will contain the SKU cost price. The cost price is per unit of measure. Price contains a maximum of four decimal positions.
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.
- NC
- No Charge
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.
- EN
- EAN/UCC - 13
- IN
- Buyer's Item Number
- UP
- UCC - 12
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- EN
- EAN/UCC - 13
- IN
- Buyer's Item Number
- UP
- UCC - 12
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- EN
- EAN/UCC - 13
- IN
- Buyer's Item Number
- UP
- UCC - 12
Additional Item Data
To specify additional item details relating to variations between ordered and shipped quantities, or to specify alternate units of measures and quantities
Code indicating the status of an order or shipment or the disposition of any difference between the quantity ordered and the quantity shipped for a line item or transaction
- BK
- Back Ordered from Previous Order
- BP
- Shipment Partial, Back Order to Ship on (Date)
- CM
- Shipment Complete with Additional Quantity
- CP
- Partial Shipment on (Date), Considered No Backorder
- IC
- Item Canceled
- IS
- Item Represents Substitution from Original Order
Product/Item Description
To describe a product or process in coded or free-form format
The PID segment is used to provide product/item descriptions in text and or coded formats.
This segment may be used to transmit semi-custom product descriptions, such as made-to-order window coverings, jewelry, furniture, apparel, automotive parts, and other customer specific products. When used for this purpose, PID04 will contain the multi-part VICS EDI Semi-Custom Product Description Code. The complete code list is contained in Section III of the VICS manual. In addition to the VICS EDI Semi-Custom Product DescriptionCode, PID05 may be used for text descriptions.
This segment is required for Purchasing and Custom Decorating.
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
- S
- Structured (From Industry Code List)
- X
- Semi-structured (Code and Text)
Code identifying the general class of a product or process characteristic
- 08
- Product
- 73
- Vendor color description
- 74
- Vendor size description
Code identifying the agency assigning the code values
- Use PID03 to indicate the organization that publishes the code list being referred to.
- VI
- Voluntary Inter-Industry Commerce Standard (VICS) EDI
A code from an industry code list which provides specific data about a product characteristic
- PID04 should be used for industry-specific product description codes.
Used for semi-custom requirements.
Reference Identification
To specify identifying information
Code qualifying the Reference Identification
- SE
- Serial 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
There is one segment for each Allowance, Charge, Service, or Promotion being specified. If this segment appears in the summary area of the transaction set, the data applies to the entire transaction set. If this segment appears in the detail area of the transaction set, the data applies only to that line item. The data specified in the summary area is exclusive of the data specified in the detail area; it is not the sum of the data in the detail area, i.e., allowances or charges.
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
Code identifying the service, promotion, allowance, or charge
- A170
- Adjustments
- C310
- Discount
- F800
- Promotional Allowance
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.
When SAC01 contains code A or code C, then this data element is required. This will resolve any differences between the sender's and receiver's system calculations of amounts, i.e., rounding errors when allowances or charges are expressed in percentages or rates.
Summary
Total Monetary Value Summary
To specify the total invoice discounts and amounts
The total invoice amount is calculated by extending the cost of each IT1(quantity(IT102)multiplied by SKU cost(IT104)), rounding to two(2)decimal positions, then accumulating the rounded/extended costs.
Monetary amount
- TDS01 is the total amount of invoice (including charges, less allowances) before terms discount (if discount is applicable).
See business rules for usage instructions.
Carrier Detail
To specify transportation details for the transaction
Standard Carrier Alpha Code
To obtain the code list for all Carriers contact:
National Motor Freight Trucking Association
2200 Mill Road
Alexandria, VA 22314
CAD04 may be used to identify a specific private parcel service provider.
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
There is one segment for each Allowance, Charge, Service, or Promotion being specified. If this segment appears in the summary area of the transaction set, the data applies to the entire transaction set. If this segment appears in the detail area of the transaction set, the data applies only to that line item. The data specified in the summary area is exclusive of the data specified in the detail area; it is not the sum of the data in the detail area, i.e., allowances or charges.
For information regarding Factory Ship freight charges, refer to the 810 Business Rules document.
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
All charges other than code "H740" will be summed into a single miscellaneous charge and charged back to the supplier, if necessary.
- A170
- Adjustments
- C310
- Discount
- F800
- Promotional Allowance
- H740
- Tax - Sales and Use
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.
When SAC01 contains code A or code C, then this data element is required. This will resolve any differences between the sender's and receiver's system calculations of amounts, i.e., rounding errors when allowances or charges are expressed in percentages or rates.
Code indicating method of handling for an allowance or charge
JCPenney Co. is the customer in all cases.
When SAC01 contains code C, this data element is required.
- 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
Number of cartons shipped.
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 CTT02 is the hash total of the 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
Basic
GS*IN*SENDERGS*RECEIVERGS*20231102*034005*000000001*X*004030
ST*810*123456789
BIG*20020612*987654321*20020601*12345678
REF*DP*531
REF*IA*234567
N1*BT**92*94417
ITD*14**2**10**30*****2%10, NET 30
PID*S**VI*FL
IT1**5*EA*15.25**IN*12345678S*UP*678901111111
IT1**15*EA*15.25**IN*12345678M*UP*678901222222
IT1**10*EA*15.25**IN*12345678L*UP*678901333333
IT1**8*EA*15.25**IN*12346789M*UP*678901444444
IT1**6*EA*15.25**IN*12346789L*UP*678901555555
TDS*67100*67100
CAD****TINA*TINA TRUCKING
ISS*5*CA
CTT*5
SE*17*123456789
GE*1*000000001
IEA*1*000000001
Catalog Procurement, Basic Invoice w/ Tax – Sales and Use
GS*IN*SENDERGS*RECEIVERGS*20231102*034017*000000001*X*004030
ST*810*123456789
BIG*20020601*987654321*20020427*76543210
REF*DP*000
REF*AE*0099751028
REF*IA*234567
N1*BT**92*91298
ITD*01******30
PID*S**VI*FL
IT1**4*RL*4.89**IN*345621
PID*F*08***CLEAR SEALING TAPE
IT1**1*PK*25.79**IN*456722
PID*F*08***WHITE WRITING PADS
IT1**5*BX*1.15**IN*567823
PID*F*08***BLK PERMANENT MARKERS
TDS*5417*5417
CAD****ACDS*ACME DELIVERY SERVICE
SAC*C*H740***307*******06
ISS*1*CA
CTT*3
SE*20*123456789
GE*1*000000001
IEA*1*000000001
Factory Ship, Basic Invoice w/ Payment Terms of Net 30
GS*IN*SENDERGS*RECEIVERGS*20231102*034025*000000001*X*004030
ST*810*456789123
BIG*20061002*9876543*20060928*123456789
REF*DP*123
REF*IA*234567
N1*BT**92*91322
ITD*01******30
DTM*011*20060929
FOB*PP
PID*S**VI*FL
IT1*000123*1*EA*85.50**IN*12345670000
TDS*9405*9405
CAD****TINA*TINA MOTOR
SAC*C*A170***855*******06
ISS*1*CA
CTT*1
SE*16*456789123
GE*1*000000001
IEA*1*000000001
Pre-Pack
GS*IN*SENDERGS*RECEIVERGS*20231102*034035*000000001*X*004030
ST*810*234567890
BIG*20020612*89012345*20020601*87035295
REF*DP*531
REF*IA*234567
N1*BT**92*94417
ITD*14**2**10**30*****2%10, NET 30
PID*S**VI*FL
IT1**3*AS*180**IN*12341019LOW
IT1**2*AS*180**IN*12341019HIGH
TDS*90000*90000
CAD****TINA*TINA MOTOR
ISS*5*CA
CTT*2
SE*14*234567890
GE*1*000000001
IEA*1*000000001
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