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
The P.O. number in element BIG04 is required. Kmart cannot
process your invoice without the purchase order number.Invoices for non-JIT DC orders and direct-to-store orders must
contain the P.O. number EXACTLY as it was transmitted in BEG03
in the 850.Invoices for JIT purchase orders (REFPSJ1 in 850) must be rolled
up to the DC level. Therefore, the purchase order number sent in
your JIT invoice must contain
- the DC number (last four digits in N1*ST with added preceding
zero) rather than the individual store numbers - the last six digits from the JIT purchase order
Date expressed as CCYYMMDD
- BIG01 is the invoice issue date.
Identifying number for Purchase Order assigned by the orderer/purchaser
Direct to store - 9 characters
DC - 11 characters
Store VMI – 10 characters
Reference Identification
To specify identifying information
REF02 must match the Bill of Lading number from the 856 ship notice.
REF*BM is not required for shipments that do not require a bill of lading (e.g. small package carrier shipments).
Code qualifying the Reference Identification
- BM
- Bill of Lading Number
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
The information in this segment is used to contact the vendor about problems with their 810. The email address information is preferred,
the telephone number is also helpful.
The contact information sent in this segment is not currently stored in any database. It may be used to help in locating a contact at the
vendor, but this is not always available to all levels that address errors; e.g. the application.
The telephone number must contain numeric only; do not include dashes or parentheses.
The PER segment can be used to send both the phone number and email address.
Code identifying the major duty or responsibility of the person or group named
- IC
- Information Contact
Code identifying the type of communication number
- EM
- Electronic Mail
- TE
- Telephone
Complete communications number including country or area code when applicable
1 - 80 Email address (PER Qualifier=EM)
10 - 15 Telephone number with area code and extension, if applicable (PER Qualifier=TE)
Name
To identify a party by type of organization, name, and code
The N1*RE segment MUST be sent on ALL invoices. When N101 contains code RE, N104 will specify the remit to location number for
the seller. This is a Kmart-assigned Accounts Payable number, which is 11 digits long. This remit to location number MUST be present on all invoices.
The remit-to number is sent in the 850 purchase order in an N1*RE
segment. Return this EXACTLY as it was sent in the 850.
The ship-to information sent in the N1 segment must be sent in one of two ways. Either it can be returned EXACTLY as it is sent on the 850 purchase order (9 qualifier in N103 and Duns plus four in N104) or it can be sent with a 92 qualifier in N103 and the four digit unit number with a preceding zero (total five digits) in N104. If the ship to information is not sent in correctly, your payment is going to be delayed.
EXAMPLES – 008965873 is the Kmart Duns number (store) and 1234 is the ship to unit:
N1ST**90089658731234
or
N1ST**9201234
000394726 is the Kmart Duns number (DC) and 8292 is the ship to unit:
N1ST**90003947268292
or
N1ST**9208292
The use of the N102 element is at the option of the seller. As long as the requirements of the N103 and N104 elements are met, the N102 element may be sent if the seller wishes.
Code identifying an organizational entity, a physical location, property or an individual
- RE
- Party to receive commercial invoice remittance
Code designating the system/method of code structure used for Identification Code (67)
- 9
- D-U-N-S+4, D-U-N-S Number with Four Character Suffix
- 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.
Name
To identify a party by type of organization, name, and code
The N1*RE segment MUST be sent on ALL invoices. When N101 contains code RE, N104 will specify the remit to location number for
the seller. This is a Kmart-assigned Accounts Payable number, which is 11 digits long. This remit to location number MUST be present on all invoices.
The remit-to number is sent in the 850 purchase order in an N1*RE
segment. Return this EXACTLY as it was sent in the 850.
The ship-to information sent in the N1 segment must be sent in one of two ways. Either it can be returned EXACTLY as it is sent on the 850 purchase order (9 qualifier in N103 and Duns plus four in N104) or it can be sent with a 92 qualifier in N103 and the four digit unit number with a preceding zero (total five digits) in N104. If the ship to information is not sent in correctly, your payment is going to be delayed.
EXAMPLES – 008965873 is the Kmart Duns number (store) and 1234 is the ship to unit:
N1ST**90089658731234
or
N1ST**9201234
000394726 is the Kmart Duns number (DC) and 8292 is the ship to unit:
N1ST**90003947268292
or
N1ST**9208292
The use of the N102 element is at the option of the seller. As long as the requirements of the N103 and N104 elements are met, the N102 element may be sent if the seller wishes.
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)
- 9
- D-U-N-S+4, D-U-N-S Number with Four Character Suffix
- 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.
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.
- 01
- Basic
- 02
- End of Month (EOM)
- 03
- Fixed Date
- 05
- Discount Not Applicable
- 12
- 10 Days After End of Month (10 EOM)
- 14
- Previously agreed upon
Code identifying the beginning of the terms period
- 3
- Invoice Date
- 15
- Receipt of Goods
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)
Date deferred payment or percent of invoice payable is due expressed in format CCYYMMDD
The numeric value of the day of the month between 1 and the maximum day of the month being referenced
F.O.B. Related Instructions
To specify transportation instructions relating to shipment
Code identifying payment terms for transportation charges
- FOB01 indicates which party will pay the carrier.
- CC
- Collect
- PP
- Prepaid (by Seller)
Code identifying type of location
- FOB06 is the code specifying the title passage location.
- AC
- City and State
- CA
- Country of Origin
A free-form description to clarify the related data elements and their content
First 20 characters used
Product/Item Description
To describe a product or process in coded or free-form format
One occurrence of this segment is required on every invoice to Sears’ to indicate compliance with the Fair Labor Standards Act.
A second occurrence of this segment is required on every invoice for diamonds to indicate compliance with the Kimberly Process Certification Scheme.
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.
- 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.
- AB
- Assigned by Buyer
- 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
- Fair Labor Standards Act (required for ALL vendors)
- KPCS
- Kimberly Process Certification Scheme (required for diamond vendors only)
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
- CA
- Case
- EA
- Each
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.
- EN
- European Article Number (EAN) (2-5-5-1)
- IN
- Buyer's Item Number
- UK
- U.P.C./EAN Shipping Container Code (1-2-5-5-1)
- UP
- U.P.C. Consumer Package Code (1-5-5-1)
- VN
- Vendor's (Seller's) Item Number
Identifying number for a product or service
13 – 13 European Article Number (PO1 Qualifier=EN)
9 – 9 Sears’ Item Number (PO1 Qualifier=IN)
14 – 14 Shipping GTIN
12 – 12 U.P.C. Number (PO1 Qualifier=UP)
1 – 17 Vendor’s Item Number (PO1 Qualifier=VN)
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- EN
- European Article Number (EAN) (2-5-5-1)
- IN
- Buyer's Item Number
- UK
- U.P.C./EAN Shipping Container Code (1-2-5-5-1)
- UP
- U.P.C. Consumer Package Code (1-5-5-1)
- VN
- Vendor's (Seller's) Item Number
Identifying number for a product or service
13 – 13 European Article Number (PO1 Qualifier=EN)
9 – 9 Sears’ Item Number (PO1 Qualifier=IN)
14 – 14 Shipping GTIN
12 – 12 U.P.C. Number (PO1 Qualifier=UP)
1 – 17 Vendor’s Item Number (PO1 Qualifier=VN)
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- EN
- European Article Number (EAN) (2-5-5-1)
- IN
- Buyer's Item Number
- UK
- U.P.C./EAN Shipping Container Code (1-2-5-5-1)
- UP
- U.P.C. Consumer Package Code (1-5-5-1)
- VN
- Vendor's (Seller's) Item Number
Identifying number for a product or service
13 – 13 European Article Number (PO1 Qualifier=EN)
9 – 9 Sears’ Item Number (PO1 Qualifier=IN)
14 – 14 Shipping GTIN
12 – 12 U.P.C. Number (PO1 Qualifier=UP)
1 – 17 Vendor’s Item Number (PO1 Qualifier=VN)
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- EN
- European Article Number (EAN) (2-5-5-1)
- IN
- Buyer's Item Number
- UK
- U.P.C./EAN Shipping Container Code (1-2-5-5-1)
- UP
- U.P.C. Consumer Package Code (1-5-5-1)
- VN
- Vendor's (Seller's) Item Number
Identifying number for a product or service
13 – 13 European Article Number (PO1 Qualifier=EN)
9 – 9 Sears’ Item Number (PO1 Qualifier=IN)
14 – 14 Shipping GTIN
12 – 12 U.P.C. Number (PO1 Qualifier=UP)
1 – 17 Vendor’s Item Number (PO1 Qualifier=VN)
Product/Item Description
To describe a product or process in coded or free-form format
One iteration of this segment is mandatory to specify the item
description.
Additional iterations of this segment are required for vendors that supply composite wood products (hardwood plywood, particle board,
medium density fiberboard, thin medium density fiberboard, and finished goods containing these materials). The PID segment is used to indicate compliance with emission limits given in title 17, California Code of Regulations section 93120.2. A REF segment is also required to identify the ARB assigned number of the approved third party certifier.
The PID segment may be formatted using the VICS code values that will be implemented in v6010. Since these are VICS (retail standard) code values, the X-12 standards allows the anticipation of the code value implementation by VICS.
PIDX**VIGM04COMPFE*compliance code value
4. The code values specified in PID05 are defined as follows:
0 - Non-Compliant
1 - Phase 1 Compliant
2 - Phase 2 Compliant
3 - No Added Formaldehyde
4 - Ultra Low Emission Formaldehyde Use (ULEF)
PID05 may contain only one code value. The PID loop may be repeated to specify multiple conditions (e.g. Phase 2 compliant and No Added Formaldehyde)
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
- X
- Semi-structured (Code and Text)
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.
GM04COMPFE (four part Semi-Custom Product Description Code)
GM General Merchandise
04 Format Option Code
COMP Regulatory Compliance
FE California Air Resources Board (CARB) - Formaldehyde Act
VI VICS
A free-form description to clarify the related data elements and their content
Line Item description - first 20 characters used
0 - Non-Compliant
1 - Phase 1 Compliant
2 - Phase 2 Compliant
3 - No Added Formaldehyde
4 - Ultra Low Emission Formaldehyde Use (ULEF)
Item Physical Details
To specify the physical qualities, packaging, weights, and dimensions relating to the item
The number of inner containers, or number of eaches if there are no inner containers, per outer container
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- PO403 - The "Unit or Basis for Measure Code" in this segment position is for purposes of defining the pack (PO401) /size (PO402) measure which indicates the quantity in the inner pack unit. For example: If the carton contains 24 12-Ounce packages, it would be described as follows: Data element 356 = "24"; Data element 357 = "12"; Data element 355 = "OZ".
- CA
- Case
- EA
- Each
Numeric value of gross volume per pack
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- CT
- Carton
Reference Identification
To specify identifying information
Code qualifying the Reference Identification
- GK
- Third Party Reference Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
1 - 30 ARB number assigned to Third Party Certifier
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
Code identifying the service, promotion, allowance, or charge
- C310
- Discount
Code indicating on what basis allowance or charge percent is calculated
- 5
- Base Price per Unit
Rate expressed in the standard monetary denomination for the currency specified
- SAC08 is the allowance or charge rate per unit.
Code indicating method of handling for an allowance or charge
- 02
- Off Invoice
- 04
- Credit Customer Account
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).
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
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
- D240
- Freight
- F050
- Other (See related description)
- 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.
Code indicating on what basis allowance or charge percent is calculated
D.C. invoices only; used with Freight (D240) only
7 Base Price Amount Less Previous Discount
Percent expressed as a percent
D.C. invoices only
Code indicating method of handling for an allowance or charge
- 02
- Off Invoice
- 06
- Charge to be Paid by Customer
A free-form description to clarify the related data elements and their content
Required when SAC02 contains code F050.
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
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- CA
- Case
- 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.
Total number of line items in the transaction set
This is the total number of IT1 segments.
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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