X12 861 Receiving/Invoice Variance Notification (Combined Guide) for Direct Store Delivery (DSD)
This Draft Standard for Trial Use contains the format and establishes the data contents of the Receiving Advice/Acceptance Certificate Transaction Set (861) 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 notification of receipt or formal acceptance of goods and services.
- ~ 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
- RC
- Receiving Advice/Acceptance Certificate (861)
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).
- 861
- Receiving Advice/Acceptance Certificate
Beginning Segment for Receiving Advice or Acceptance Certificate
To indicate the beginning of a Receiving Advice or Acceptance Certificate Transaction Set and transmit an identifying number, date, and time
- This transaction set is a Receiving Advice unless BRA04 contains a value of "8". When BRA04 contains a value of "8", the transaction set is an Acceptance Certificate and the units received is the units accepted.
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
BRA01 contains the Variance Notification number generated by the store process. When sent from the Legacy Walgreens system (SIMS), this value is a concatenation of the ROD and Store Number. When generated by the future SAP system, this will be the SAP GR (Goods Received) number.
Date expressed as CCYYMMDD
- BRA02 is the date that the receiving advice transaction set is created.
This is the 861-RV Processing Date, not the Receiving Date.
Code identifying purpose of transaction set
The SN1 segment will be mandatory when the BRA03 = “00,” which indicates that the 861 is a Receiving Variance.
- 00
- Original
This code is used to indicate that the 861 Transaction is a Receiving Variance.
- 01
- Cancellation
- 5C
- Chargeable Resubmission
This code is used to indicate that the 861 Transaction is an Invoice Variance
Reference Identification Internal Vendor Number
To specify identifying information
Code qualifying the Reference Identification
- IA
- Internal Vendor Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
This will be your Legacy 6-digit Walgreens Marketing Vendor Number or 10-digit SAP Vendor Number, as communicated to you on the original
Purchase Order.
Reference Identification Invoice Number
To specify identifying information
The invoice number should always be present on the Invoice Variance. For the Receiving Variance, though, the Invoice Number will only be sent if it was sent on the ASN, or if it was keyed in during the receiving process at the store
Code qualifying the Reference Identification
- IK
- Invoice Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
When the EDI-861 information is generated from an SAP activated location, the invoice number value presented in this field will be appended with one of the codes below:
K1 = Quantity Debit Note
K2 = Price Debit Note
R1 = Quantity Debit Note Reversal
R2 = Price Debit Note Reversal
Date/Time Reference Invoice date
To specify pertinent dates and times
Date/Time Reference Posted Date
To specify pertinent dates and times
Current Walgreens implementation of the EDI-861 will only provide the Posted Date. In the future, Walgreens may also provide Receipt Date.
Code specifying type of date or time, or both date and time
- 809
- Posted
Purchase Order Reference
To provide reference to a specific purchase order
Identifying number for Purchase Order assigned by the orderer/purchaser
This will be either the Walgreens Legacy 6-digit store-level PO Number or the 10-digit SAP Purchase Order number, as communicated to you on the Purchase Order.
Name
To identify a party by type of organization, name, and code
Code identifying an organizational entity, a physical location, property or an individual
- SN
- Store
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 will be either the Walgreens Legacy 5-character store number or 4-character SAP Site number, as communicated to you on the Purchase Order
Detail
Receiving Conditions
To report receiving conditions and specify contested quantities
Please refer to the addendum, which details examples for populating the data elements in the RCD (and associated SN1 segment for Receiving Variances and SAC segment for Invoice Variances.)
Number of Units Received or Accepted
Received quantity based on posted receipt at the store
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- EA
- Each
This UOM measure (EA) is the Mandatory qualifier to be used for vendors on the Three-Way Match Program/Invoice Reconciliation in the Legacy Walgreens environment. Other values, such as "CA," may become available after Walgreens has finished its SAP deployment across all internal systems
Number of units contested because of physical condition or status of units
- RCD06 through RCD20 provide for five different quantities whose condition upon receipt is under question.
The exception quantity will be one of the following scenarios:
- Overage
- Shortage
- Quantity Processed without timely matching Advance Ship Notice.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- EA
- Each
This UOM measure (EA) is the Mandatory qualifier to be used for vendors on the Three-Way Match Program/Invoice Reconciliation in the Legacy Walgreens environment. Other values, such as "CA," may become available after Walgreens has finished its SAP deployment across all internal systems.
Item Detail (Shipment)
To specify line-item detail relative to shipment
The SN1 segment will only be sent when the BRA03 = 00 (Receiving Variance Only).
Numeric value of units shipped in manufacturer's shipping units for a line item or transaction set
When an Advance Ship Notice is processed, this will equal the quantity listed in your Advance Ship Notice. When an Advance Ship Notice is not received on time (or not at all), this quantity will always be zero.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- SN103 defines the unit of measurement for both SN102 and SN104.
- EA
- Each
This UOM measure (EA) is the Mandatory qualifier to be used for vendors on the Three-Way Match Program/Invoice Reconciliation in the Legacy Walgreens environment. Other values, such as "CA," may become available after Walgreens has finished its SAP deployment across all internal systems.
Quantity ordered
When a Walgreens Purchase Order is generated, the Quantity Ordered will reflect the original Purchase Order quantity.
When the Purchase Order is vendor generated, the Quantity Ordered will reflect the value derived from the Purchase Order Acknowledgment or Advance Ship Notice.
When the Purchase Order is vendor generated, and neither Purchase Order Acknowledgment nor Advance Ship Notice is received, this value will be zero.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- EA
- Each
This UOM measure (EA) is the Mandatory qualifier to be used for vendors on the Three-Way Match Program/Invoice Reconciliation in the Legacy Walgreens environment. Other values, such as "CA," may become available after Walgreens has finished its SAP deployment across all internal systems.
Item Identification
To specify basic item identification data
Alphanumeric characters assigned for differentiation within a transaction set
- LIN01 is the line item identification
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- LIN02 through LIN31 provide for fifteen different product/service IDs for each item. For example: Case, Color, Drawing No., U.P.C. No., ISBN No., Model No., or SKU.
Ordering Number Qualifier.
- EN
- European Article Number (EAN) (2-5-5-1)
- ND
- National Drug Code (NDC)
- UI
- U.P.C. Consumer Package Code (1-5-5)
- 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
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
Invoice Variance - When the BRA03 = 5C, the corresponding SAC01 will be Q.
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.
The value N in the SAC01 indicates a price discrepancy
- C
- Charge
- N
- No Allowance or Charge
- Q
- Charge Request
Code identifying the service, promotion, allowance, or charge
- E065
- Invoice Adjustment
- F680
- Price Deviation
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.
Rate expressed in the standard monetary denomination for the currency specified
- SAC08 is the allowance or charge rate per unit.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- EA
- Each
This UOM measure (EA) is the Mandatory qualifier to be used for vendors on the Three-Way Match Program/Invoice Reconciliation in the Legacy Walgreens environment. Other values, such as "CA," may become available after Walgreens has finished its SAP deployment across all internal systems
Numeric value of quantity
- SAC10 and SAC11 is the quantity basis when the allowance or charge quantity is different from the purchase order or invoice quantity.
- SAC10 and SAC11 used together indicate a quantity range, which could be a dollar amount, that is applicable to service, promotion, allowance, or charge.
- In some business applications, it is necessary to advise the trading partner of the actual dollar amount that a particular allowance, charge, or promotion was based on to reduce ambiguity. This amount is commonly referred to as "Dollar Basis Amount". It is represented in the SAC segment in SAC10 using the qualifier "DO" - Dollars in SAC09.
Marks and Numbers
To indicate identifying marks and numbers for shipping containers
The values conveyed in this segment will be what was originally sent to Walgreens via the Advanced Shipment Notice (EDI-856).
Code specifying the application or source of Marks and Numbers (87)
- MAN01/MAN02 and MAN04/MAN05 may be used to identify two different marks and numbers assigned to the same physical container.
- When MAN01 contains code "UC" (U.P.C. Shipping Container Code) and MAN05/MAN06 contain a range of ID numbers, MAN03 is not used. The reason for this is that the U.P.C. Shipping Container code is the same on every carton that is represented in the range in MAN05/MAN06.
- GM
- SSCC-18 and Application Identifier
Summary
Transaction Totals
To transmit a hash total for a specific element in the transaction set
- The number of line items (CTT01) is the accumulation of the number of RCD segments. If used, hash total (CTT02) is the sum of the value of quantities received (RCD02) for each RCD segment.
Total number of line items in the transaction set
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.
-.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.
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
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