X12 810 Invoice

X12 Release 3010

This standard provides the format and establishes the data contents of an invoice transaction set. The invoice transaction set provides for customary and established business and industry practice relative to the billing for goods and services provided.

Delimiters

• ~ Segment
• * Element
• > Component

GS Functional Group Header

Required · Max use 1

To indicate the beginning of a functional group and to provide control information

GS-01 · 479 · Functional Identifier Code · Required · Identifier (ID)

Code identifying a group of application related Transaction Sets.

• IN: Invoice Information (810,819)

GS-02 · 142 · Application Sender's Code · Required · String (AN) · Min 2 Max 12

Code identifying party sending transmission. Codes agreed to by trading partners.

GS-03 · 124 · Application Receiver's Code · Required · String (AN) · Min 2 Max 12

Code identifying party receiving transmission. Codes agreed to by trading partners.

GS-04 · 29 · Group Date · Required · Date (DT) · YYMMDD format

Date sender generated a functional group of transaction sets.

GS-05 · 30 · Group Time · Required · Time (TM) · HHMM format

Time (HHMM) when the sender generated a functional group of transaction sets (local time at sender's location).

GS-06 · 28 · Group Control Number · Required · Numeric (N0) · Min 1 Max 9

Assigned number originated and maintained by the sender.

GS-07 · 455 · Responsible Agency Code · Required · Identifier (ID) · Min 1 Max 2

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

GS-08 · 480 · Version / Release / Industry Identifier Code · Required · Identifier (ID)

Code indicating the version, release, subrelease and industry identifier of the EDI standard being used. Positions 1-3, version number; positions 4-6, release and subrelease level of version; positions 7-12, industry or trade association identifier (optionally assigned by user).

• 003010: Draft Standards Approved By ASC X12 Through June 1990.

Heading

010 Heading > ST

ST Transaction Set Header

Required · Max use 1

To indicate the start of a transaction set and to assign a control number

ST-01 · 143 · Transaction Set Identifier Code · Required · Identifier (ID)

Code uniquely identifying a Transaction Set.

• The transaction set identifier (ST01) is intended for use by the translation routines of the interchange partners to select the appropriate transaction set definition (e.g., 810 selects the invoice transaction set).

• 810: X12.2 Invoice

ST-02 · 329 · Transaction Set Control Number · Required · Numeric (N) · Min 4 Max 9

Identifying control number assigned by the originator for a transaction set.

020 Heading > BIG

BIG Beginning Segment for Invoice

Required · Max use 1

To indicate the beginning of an invoice transaction set and to transmit identifying numbers and dates.

Usage notes

Vendor INVOICE NUMBER is Shipment Number on ASN for non-dropship.

Examples:
Dropship BIG210215900597478501001301$
Non-dropship BIG21032905Y726053995200103D$

BIG-01 · 245 · Invoice Date · Required · Date (DT) · YYMMDD format

Invoice Issue Date.

BIG-02 · 76 · Invoice Number · Required · String (AN) · Min 1 Max 22

Identifying number assigned by issuer.

• BIG07 is used only to further define the type of invoice when needed.

BIG-03 · 323 · Purchase Order Date · Optional · Date (DT) · YYMMDD format

Date assigned by the purchaser to Purchase Order.

BIG-04 · 324 · Purchase Order Number · Optional · String (AN) · Min 1 Max 22

Identifying number for Purchase Order assigned by the orderer/purchaser.

BIG-05 · 328 · Release Number · Optional · String (AN) · Min 1 Max 30

Number identifying a release against a Purchase Order previously placed by the parties involved in the transaction.

BIG-06 · 327 · Change Order Sequence Number · Optional · String (AN) · Min 1 Max 8

Number assigned by the orderer identifying a specific change or revision to a previously transmitted transaction set.

BIG-07 · 640 · Transaction Type Code · Optional · Identifier (ID)

Code specifying the type of transaction.

Usage notes

CI or blank is invoice.

• CI: Consolidated Invoice
• CR: Credit Memo

050 Heading > REF

REF Reference Numbers

Optional · Max use 12

To specify identifying numbers.

Usage notes

Example: REFBM0801165012$

REF-01 · 128 · Reference Number Qualifier · Required · Identifier (ID)

Code qualifying the Reference Number.

• BM: Bill of Lading Number

REF-02 · 127 · Reference Number · Optional · String (AN) · Min 1 Max 30

Reference number or identification number as defined for a particular Transaction Set, or as specified by the Reference Number Qualifier.

• Either REF02 or REF03 is required.

REF-03 · 352 · Description · Optional · String (AN) · Min 1 Max 80

A free-form description to clarify the related data elements and their content.

N1 Loop Optional Max >1

070 Heading > N1 Loop > N1

N1 Name

Required · Max use 1

To identify a party by type of organization, name and code

Usage notes

This segment VN is MANDATORY with MMNA assigned vendor code.

Examples:
N1BTMMNA9299230$
N1STVICTORY MITSUBISHI92035189$
N1STEASTERN PDC OPERATION9299222$
N1VN DENSO PRODS & SVS AMERICAS INC9205V06$

N1-01 · 98 · Entity Identifier Code · Required · Identifier (ID)

Code identifying an organizational entity or a physical location.

• At least one of N102 or N103 must be present.

• BT: Party to be Billed For Other Than Freight(Bill To)
• BY: Buying Party (Purchaser)
• ST: Ship To
• VN: Vendor

N1-02 · 93 · Name · Optional · String (AN) · Min 1 Max 35

Free-form name.

• If either N103 or N104 is present, then the other is required.

N1-03 · 66 · Identification Code Qualifier · Optional · Identifier (ID)

Code designating the system/method of code structure used for Identification Code (67).

• 92: Assigned by Buyer or Buyer's Agent

N1-04 · 67 · Identification Code · Optional · Identifier (ID) · Min 2 Max 17

Code identifying a party.

• 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.

Usage notes

BT use 99230 Account Payable Dept Cd
ST use dealer code or PDC code
PDC codes:
99225 RS
99222 NJ
99223 AT
VN use MMNA assigned vendor code

080 Heading > N1 Loop > N2

N2 Additional Name Information

Optional · Max use 2

To specify additional names or those longer than 35 characters in length

Usage notes

Examples:
N2ACCOUNT PAYABLE DEPT$
N2FOUNTAIN MITSUBISHI$
N2~EASTERN PDC OPERATION$

N2-01 · 93 · Name · Required · String (AN) · Min 1 Max 35

Free-form name.

Usage notes

BT use ACCOUNT PAYABLE DEPT
ST use dealer name or PDC name

N2-02 · 93 · Name · Optional · String (AN) · Min 1 Max 35

Free-form name.

090 Heading > N1 Loop > N3

N3 Address Information

Optional · Max use 2

To specify the location of the named party

N3-01 · 166 · Address Information · Required · String (AN) · Min 1 Max 35

Address information

N3-02 · 166 · Address Information · Optional · String (AN) · Min 1 Max 35

Address information

100 Heading > N1 Loop > N4

N4 Geographic Location

Optional · Max use 1

To specify the geographic place of the named party

Usage notes

Examples:
N4FRANKLINTN37067$
N4SWEDESBORONJ08085$

N4-01 · 19 · City Name · Optional · String (AN) · Min 2 Max 19

Free-form text for city name.

• A combination of either N401 through N404 (or N405 and N406) may be adequate to specify a location.
• At least one of N401 or N405 must be present.

N4-02 · 156 · State or Province Code · Optional · Identifier (ID) · Min 2 Max 2

Code (Standard State/Province) defined by appropriate governmental agencies.

• N402 is required only if city name (N401) is in the USA or Canada.
• If N401 is present, then N402 is required.

N4-03 · 116 · Postal Code · Optional · Identifier (ID) · Min 4 Max 9

Code defining international postal zone code excluding punctuation and blanks (zip code for United States).

• If either N405 or N406 is present, then the other is required.

N4-04 · 26 · Country Code · Optional · Identifier (ID) · Min 2 Max 2

Code identifying the country.

120 Heading > N1 Loop > PER

PER Administrative Communications Contact

Optional · Max use 3

To identify a person or office to whom administrative communications should be directed

PER-01 · 366 · Contact Function Code · Required · Identifier (ID) · Min 2 Max 2

Code identifying the major duty or responsibility of the person or group named.

• If PER03 is present, then PER04 is required.

130 Heading > ITD

ITD Terms of Sale/Deferred Terms of Sale

Optional · Max use 5

To specify terms of sale.

Usage notes

Example: ITD~05~~~~~~30$

ITD-01 · 336 · Terms Type Code · Optional · Identifier (ID) · Min 2 Max 2

Code identifying type of payment terms.

• If the code in ITD01 is 04, then ITD09 is required and either ITD11 or ITD12 is required. If the code in ITD01 equals 05, then ITD06 or ITD07 is required.
• If ITD03 is present, then at least one of ITD04, ITD05, ITD13 is required.

Usage notes

‘05’ Sales Term Code

ITD-04 · 370 · Terms Discount Due Date · Optional · Date (DT) · YYMMDD format

Date payment is due if discount is to be earned.

ITD-07 · 386 · Terms Net Days · Optional · Numeric (N0) · Min 1 Max 3

Number of days until total invoice amount is due (discount not applicable).

Usage notes

‘30’ Terms Net

140 Heading > DTM

DTM Date/Time Reference

Optional · Max use 10

To specify pertinent dates and times

DTM-01 · 374 · Date/Time Qualifier · Required · Identifier (ID)

Code specifying type of date or time, or both date and time.

• At least one of DTM02 or DTM03 must be present.

• 011: Shipped

DTM-02 · 373 · Date · Optional · Date (DT) · YYMMDD format

Date (YYMMDD).

150 Heading > FOB

FOB F.O.B. Related Instructions

Optional · Max use 1

To specify transportation instructions relating to shipment

Usage notes

Example: FOBPPZZ~TRUCK$

FOB-01 · 146 · Shipment Method of Payment · Required · Identifier (ID)

Code identifying payment terms for transportation charges.

• FOB01 indicates which party will pay the carrier.
• If FOB03 is present, then FOB02 is required.

• CC: Collect
• NC: Service Freight, No Charge
• PP: Prepaid (by Seller)

FOB-02 · 309 · Location Qualifier · Optional · Identifier (ID) · Min 1 Max 2

Code identifying type of location.

• FOB02 is the code specifying transportation responsibility location.
• If FOB04 is present, then FOB05 is required.

FOB-03 · 352 · Description · Optional · String (AN) · Min 1 Max 80

A free-form description to clarify the related data elements and their content.

• If FOB07 is present, then FOB06 is required.

FOB-05 · 335 · Transportation Terms Code · Optional · Identifier (ID) · Min 3 Max 3

Code identifying the trade terms which apply to the shipment transportation responsibility.

Detail

IT1 Loop Optional Max >1

010 Detail > IT1 Loop > IT1

IT1 Baseline Item Data (Invoice)

Required · Max use 1

To specify the basic and most frequently used line item data for the invoice and related transactions.

Usage notes

Examples:
IT115100EA1.62PEBPMZ690072ON5201259D$
IT1112EA2.42PEBPZAA736TON6212S$

IT1-01 · 350 · Assigned Identification · Optional · String (AN) · Min 1 Max 6

Alphanumeric characters assigned for differentiation within a transaction set.

• IT101 is the purchase order line item identification.
• If IT106 is present, then IT107 is required.

IT1-02 · 358 · Quantity Invoiced · Required · Decimal number (R) · Min 1 Max 10

Number of units invoiced (supplier units).

• If IT108 is present, then IT109 is required.

IT1-03 · 355 · Unit of Measurement Code · Required · Identifier (ID) · Min 2 Max 2

Code identifying the basic unit of measurement.

• If IT110 is present, then IT111 is required.

IT1-04 · 212 · Unit Price · Required · Decimal number (R) · Min 1 Max 14

Price per unit of product, service, commodity, etc.

• If IT112 is present, then IT113 is required.

IT1-05 · 639 · Basis of Unit Price Code · Optional · Identifier (ID)

Code identifying the type of unit price for an item.

• If IT114 is present, then IT115 is required.

• PE: Price per Each

IT1-06 · 235 · Product/Service ID Qualifier · Optional · Identifier (ID)

Code identifying the type/source of the descriptive number used in Product/Service ID (234).

• IT106 through IT125 provides for ten (10) different product/service ID's for each item. For example: Case, Color, Drawing No., UPC No., ISBN No., Model No., SKU.
• If IT116 is present, then IT117 is required.

• BP: Buyer's Part Number

IT1-07 · 234 · Product/Service ID · Optional · String (AN) · Min 1 Max 30

Identifying number for a product or service.

• If IT118 is present, then IT119 is required.

IT1-08 · 235 · Product/Service ID Qualifier · Optional · Identifier (ID)

Code identifying the type/source of the descriptive number used in Product/Service ID (234).

• If IT120 is present, then IT121 is required.

• ON: Customer Order Number

IT1-09 · 234 · Product/Service ID · Optional · String (AN) · Min 1 Max 30

Identifying number for a product or service.

• If IT122 is present, then IT123 is required.

030 Detail > IT1 Loop > IT3

IT3 Additional Item Data

Optional · Max use 5

To specify additional item details relating to variations between ordered and shipped quantities, or to specify alternate units of measures and quantities.

Usage notes

Examples:
IT35100EACC0$
IT312EACC0$

IT3-01 · 382 · Number of Units Shipped · Optional · Decimal number (R) · Min 1 Max 10

Numeric value of units shipped in manufacturer's shipping units for a line item or transaction set.

• If IT301 is present, then IT302 is required.

IT3-02 · 355 · Unit of Measurement Code · Optional · Identifier (ID) · Min 2 Max 2

Code identifying the basic unit of measurement.

• At least one of IT301, IT303, IT304, or IT305 must be present.

IT3-03 · 368 · Shipment/Order Status Code · Optional · Identifier (ID) · Min 2 Max 2

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.

IT3-04 · 383 · Quantity Difference · Optional · Decimal number (R) · Min 1 Max 9

Numeric value of variance between ordered and shipped quantities.

PID Loop Optional Max >1

060 Detail > IT1 Loop > PID Loop > PID

PID Product/Item Description

Required · Max use 1

To describe a product or process in coded or free-form format

Usage notes

Example: PID~F~~~~RADIATOR ASSY $

PID-01 · 349 · Item Description Type · Required · Identifier (ID)

Code indicating the format of a description.

• When PID01 is ``F'', PID04 is not used.

• F: Free-form

PID-05 · 352 · Description · Optional · String (AN) · Min 1 Max 80

A free-form description to clarify the related data elements and their content.

Summary

010 Summary > TDS

TDS Total Monetary Value Summary

Required · Max use 1

To specify the total invoice discounts and amounts

TDS-01 · 361 · Total Invoice Amount · Required · Numeric (N2) · Min 1 Max 10

Amount of invoice (including charges, less allowances) before terms discount (if discount is applicable).

ITA Loop Optional Max >1

040 Summary > ITA Loop > ITA

ITA Allowance, Charge or Service

Required · Max use 1

To specify allowances, charges or services

ITA-01 · 248 · Allowance or Charge Indicator · Required · Identifier (ID) · Min 1 Max 1

Code which indicates an allowance or charge for the service specified.

• If ITA01 = A-Allowance or C-Charge, then at least one of ITA06, ITA07, or ITA08 must be present.

ITA-02 · 559 · Association Qualifier Code · Optional · Identifier (ID) · Min 2 Max 2

Code identifying the association assigning the code values.

• If ITA02 is present, then at least one of ITA03, or ITA13 is required.

ITA-03 · 560 · Special Services Code · Optional · Identifier (ID)

Code identifying the special service.

• DL: Delivery
• TX: Sales Tax

ITA-04 · 331 · Allowance or Charge Method of Handling Code · Required · Identifier (ID) · Min 2 Max 2

Code indicating method of handling for an allowance or charge.

ITA-05 · 341 · Allowance or Charge Number · Optional · String (AN) · Min 1 Max 16

The number assigned by a vendor referencing an allowance, promotion, deal or charge.

ITA-06 · 359 · Allowance or Charge Rate · Optional · Decimal number (R) · Min 1 Max 9

Allowance or Charge Rate per Unit.

ITA-07 · 360 · Allowance or Charge Total Amount · Optional · Numeric (N2) · Min 1 Max 9

Total dollar amount for the allowance or charge.

• If ITA07 is present with either ITA06 or ITA08, then ITA07 takes precedence.

ITA-08 · 378 · Allowance/ Charge Percent Qualifier · Optional · Identifier (ID) · Min 1 Max 1

Code indicating on what basis allowance or charge percent is calculated.

• If ITA08 is present, then ITA09 is required.

ITA-09 · 332 · Allowance or Charge Percent · Optional · Decimal number (R) · Min 1 Max 6

Allowance or charge expressed as a percent.

ITA-10 · 339 · Allowance or Charge Quantity · Optional · Decimal number (R) · Min 1 Max 10

Quantity basis when allowance or charge quantity is different from the purchase order or invoice quantity.

• If ITA10 is present, then ITA11 is required.

ITA-11 · 355 · Unit of Measurement Code · Optional · Identifier (ID) · Min 2 Max 2

Code identifying the basic unit of measurement.

ITA-12 · 380 · Quantity · Optional · Decimal number (R) · Min 1 Max 10

Numeric value of quantity.

• ITA12 is the quantity of free goods.

ITA-13 · 352 · Description · Optional · String (AN) · Min 1 Max 80

A free-form description to clarify the related data elements and their content.

ITA-14 · 150 · Special Charge Code · Optional · Identifier (ID) · Min 3 Max 3

Code identifying type of special charge.

060 Summary > ISS

ISS Invoice Shipment Summary

Optional · Max use 5

To specify summary details of total items shipped in terms of quantity, weight, and volume.

ISS-01 · 382 · Number of Units Shipped · Optional · Decimal number (R) · Min 1 Max 10

Numeric value of units shipped in manufacturer's shipping units for a line item or transaction set.

• At least one of ISS01, ISS03, or ISS05 must be present.

ISS-02 · 355 · Unit of Measurement Code · Optional · Identifier (ID) · Min 2 Max 2

Code identifying the basic unit of measurement.

• If ISS01 is present, then ISS02 is required.

070 Summary > CTT

CTT Transaction Totals

Required · Max use 1

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.

CTT-01 · 354 · Number of Line Items · Required · Numeric (N0) · Min 1 Max 6

Total number of line items in the transaction set.

• If CTT03 is present, then CTT04 is required.

CTT-02 · 347 · Hash Total · Optional · Decimal number (R) · Min 1 Max 10

Sum of values of the specified data element. All values in the data element will be summed without regard to decimal points (explicit or implicit) or signs. Truncation will occur on the left most digits if the sum is greater than the maximum size of the hash total of the data element.

## Example:
-.0018 First occurrence of value being hashed.
.18 Second occurrence of value being hashed.
1.8 Third occurrence of value being hashed.
18.01 Fourth occurrence of value being hashed.

1855 Hash total prior to truncation.
855 Hash total after truncation to three-digit field.

• If CTT05 is present, then CTT06 is required.

080 Summary > SE

SE Transaction Set Trailer

Required · Max use 1

To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments).

SE-01 · 96 · Number of Included Segments · Required · Numeric (N0) · Min 1 Max 6

Total number of segments included in a transaction set including ST and SE segments.

SE-02 · 329 · Transaction Set Control Number · Required · Numeric (N) · Min 4 Max 9

Identifying control number assigned by the originator for a transaction set.

GE Functional Group Trailer

Required · Max use 1

To indicate the end of a functional group and to provide control information

GE-01 · 97 · Number of Transaction Sets Included · Required · Numeric (N0) · Min 1 Max 6

Total number of transaction sets included in the functional group or interchange (transmission) group terminated by the trailer containing this data element.

GE-02 · 28 · Group Control Number · Required · Numeric (N0) · Min 1 Max 9

Assigned number originated and maintained by the sender.

EDI Samples

Sample 1

ISA~00~          ~00~          ~ZZ~SENDER         ~ZZ~RECEIVER       ~240113~1921~U~00301~000000001~0~T~>
GS~IN~SENDERGS~RECEIVERGS~240113~192150~000000001~X~003010
ST~810~0001
BIG~210125~9005912761~~02402902
REF~BM~0801112433
N1~BT~Mitsubishi Motors~92~99230
N2~ACCOUNTS PAYABLE
N3~4031 ASPEN GROVE DRIVE SUITE 7
N4~FRANKLIN~TN~37067
N1~ST~WHITE BEAR LAKE MITSUBISHI~92~24029
N3~3400 HIGHWAY 61 N
N4~White Bear Lake~MN~551105236
N1~VN~Amrep, Inc.~92~10W01
ITD~05~~~~~~30
DTM~011~210125
FOB~PP~ZZ~TRUCK
IT1~1~12~EA~2.72~PE~BP~ZAA376~ON~5088S
IT3~12~EA~CC~0
PID~F~~~~A00376 ZEP AUTO ENGINE DEGR ZAA376 20N15
TDS~3264
ISS~12~EA
CTT~1
SE~21~0001
ST~810~0002
BIG~210125~9005912762~~02100607
REF~BM~0801114918
N1~BT~Mitsubishi Motors~92~99230
N2~ACCOUNTS PAYABLE
N3~4031 ASPEN GROVE DRIVE SUITE 7
N4~FRANKLIN~TN~37067
N1~ST~OURISMAN MITSUBISHI~92~21006
N3~4404 BRANCH AVENUE
N4~Temple Hills~MD~207481802
N1~VN~Amrep, Inc.~92~10W01
ITD~05~~~~~~30
DTM~011~210125
FOB~PP~ZZ~TRUCK
IT1~1~12~EA~2.47~PE~BP~ZAA736C~ON~2001S
IT3~12~EA~CC~0
PID~F~~~~A00736 ZEP AUTO CARB SPRAY ZAA736C 16N12
TDS~2964
ISS~12~EA
CTT~1
SE~21~0002
GE~2~000000001
IEA~1~000000001

Sample 2

ISA*00*          *00*          *ZZ*SENDER         *ZZ*RECEIVER       *240113*1931*U*00301*000000001*0*T*>~
GS*IN*SENDERGS*RECEIVERGS*240113*193100*000000001*X*003010~
ST*810*0434~
BIG*231211*1872175**540F865~
REF*BM*0328712000~
N1*VN*BUSHWACKER INC*92*38VAF~
N1*ST*MITSUBISHI MOTORS - SEPDC- AT*92*99223~
N3*801 INTERSTATE W. PRKWY*801 INTERSTATE WEST PKWY~
N4*LITHIA SPRINGS*GA*30122~
N1*BY*MMNA*92*99230~
N2*ACCOUNT PAYABLE DEPT~
N4*FRANKLIN*TN*37067~
ITD*05******30~
DTM*011*231211~
FOB*PP~
IT1**200*EA*11.8*PE*BP*MZ315111*ON*540F865~
PID*F****OUTLANDER SPT BUMPER PROTECTOR~
TDS*236000~
ISS*200*EA~
CTT*1~
SE*19*0434~
GE*1*000000001~
IEA*1*000000001~