INVOIC Invoice

TBG1 Supply Chain

A message claiming payment for goods or services supplied under conditions agreed between the seller and the buyer.

The United Nations Standard Invoice Message, with correct data qualification, serves also as the specification for Debit Note and Credit Note messages. Throughout this document, the reference to 'Invoice' may be interpreted as conveying the wider meaning of 'Invoice/Credit Note/Debit Note'.

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Header

Position
Segment
Name
Max use

  1. A service segment starting and uniquely identifying a message. The message type code for the Invoice message is INVOIC. Note: Invoice messages conforming to this document must contain the following data in segment UNH, composite S009: Data element 0065 INVOIC 0052 D 0054 19B 0051 UN

    1. Data element S009/0057 is retained for upward compatibility. The use of
    S016 and/or S017 is encouraged in preference.
    2. The combination of the values carried in data elements 0062 and S009 shall
    be used to identify uniquely the message within its group (if used) or if
    not used, within its interchange, for the purpose of acknowledgement.

  2. A segment by which the sender must uniquely identify the invoice by means of its type and number and when necessary its function.

  3. A segment specifying general dates and, when relevant, times related to the whole message. The segment must be specified at least once to identify the invoice date. Examples of the use of this DTM segment is: "shipped on date" or "delivery date". The Date/time/period segment within other Segment groups should be used whenever the date/time/period requires to be logically related to another specified data item e.g. Payment due date is specified within the PYT Segment group.

  4. A segment requesting or confirming conditions of payment, guarantee and method of payment for the whole invoice. An example of the use of this segment is to specify the type of documentary credit used in the transaction.

  5. A segment indicating special conditions related to the total invoice owing to origin, customs preference or other commercial factors.

  6. A segment providing a description common to all line items of the invoice.

  7. A segment with free text information, in coded or clear form, used when additional information is needed but cannot be accommodated within other segments. In computer to computer exchanges such text will normally require the receiver to process this segment manually.

  8. A segment identifying locations for which details of transport are not known such as country of export, place of cargo receipt, and a place of cargo delivery.

  9. A segment to specify processing indicators relating to the invoice.

  10. A segment to specify the detail information about dangerous goods related to the whole invoice.

  11. A segment providing related identification numbers common to all line items.

  12. Segment group 1
    Repeat 99999

    1. A segment identifying the reference by its number and where appropriate a line number within a document.

    2. A segment specifying the date/time related to the reference.

    3. A segment specifying identification numbers related to the reference.

    4. A segment specifying location information related to the reference.

    5. A segment specifying measurement information related to the reference.

    6. A segment specifying quantity information related to the reference.

    7. A segment specifying free text information related to the reference.

    8. A segment specifying monetary amounts related to the reference.

    9. A segment specifying a rate associated with the element being referenced. For example, the resulting coefficient of a referenced formula.

  13. Segment group 2
    Repeat 99

    1. A segment identifying names and addresses of the parties, in coded or clear form, and their functions relevant to the invoice. Identification of the seller and buyer parties is mandatory for the invoice message. It is recommended that where possible only the coded form of the party ID should be specified e.g. The Buyer and Seller are known to each other, thus only the coded ID is required, but the Consignee or Delivery address may vary and would have to be clearly specified, preferably in structured format.

    2. A segment giving more specific location information of the party specified in the NAD segment e.g. internal site/building number.

    3. A segment identifying the financial institution (e.g. bank) and relevant account numbers for the seller, buyer and where necessary other parties.

    4. A segment specifying the monetary amount associated with the party being defined (e.g. the amount to be paid to the party in question).

    5. Segment group 3
      Repeat 9999

      1. A segment identifying the reference by its number and where appropriate a line number within a document.

      2. A segment specifying the date and/or time related to the reference.

    6. Segment group 4
      Repeat 5

      1. A segment identifying and providing information relating to the documents required by the party specified by the NAD segment.

      2. A segment specifying the date and/or time of the document.

    7. Segment group 5
      Repeat 5

      1. A segment to identify a person or department, and their function, to whom communications should be directed.

      2. A segment to identify a communications type and number for the contact specified in the CTA segment.

  14. Segment group 6
    Repeat 5

    1. A segment specifying a tax type, category and rate or exemption, relating to the whole invoice e.g. Value Added Tax at the standard rate is applicable for all items.

    2. A segment specifying the amount for the identified tax/fee.

    3. A segment indicating the location to which the tax or exemption specified in the TAX segment applies, e.g. city or state or country tax.

  15. Segment group 7
    Repeat 99

    1. A segment identifying the currencies required in the invoice e.g. the invoice currency. A rate of exchange may be given to convert a reference currency into a target currency.

    2. A segment specifying the date/time/period related to the rate of exchange.

  16. Segment group 8
    Repeat 10

    1. A segment identifying the payment terms and date/time basis.

    2. A segment giving the specific date/time/period, if needed, of any payments, discounts, instalments etc.

    3. A segment specifying the discount, interest, penalty as well as instalment percentage.

    4. A segment specifying amounts related to payment discount penalties or instalments.

    5. To specify the instructions for payment.

    6. To identify an account and a related financial institution.

  17. Segment group 9
    Repeat 10

    1. A segment specifying the mode, means and identification of the transport for the goods being invoiced.

      040 D5(040,030) If first, then all

    2. A segment specifying the contract of carriage requirements for the goods being invoiced.

    3. Segment group 10
      Repeat 10

      1. A segment identifying locations relevant to the transport specified in the TDT segment e.g. place of departure or border crossing point.

      2. A segment identifying the date/time details of departure and/or arrival of the transported goods for the specified location.

    4. Segment group 11
      Repeat 9999

      1. A segment giving reference to transport details.

      2. A segment giving date/time/period on the above reference.

  18. Segment group 12
    Repeat 5

    1. A segment identifying the delivery terms used e.g. INCOTERMS, code could be used to specify the delivery terms.

    2. A segment identifying locations relevant to the delivery terms specified in the TOD segment.

  19. Segment group 13
    Repeat 99

    1. A segment used to identify the equipment, including its type and number.

    2. Used to identify the seal numbers associated with the above equipment.

  20. Segment group 14
    Repeat 1000

    1. A segment specifying the number and type of packages for the whole invoice, e.g. number and type of pallets.

    2. A segment specifying physical measurements of packages described in the PAC segment. e.g. package length, weight.

    3. A segment specifying the unit of equipment.

    4. Segment group 15
      Repeat 5

      1. A segment specifying markings and labels used on individual physical units (packages) described in the PAC segment.

      2. A segment identifying the master label number.

      3. A segment specifying the dates relevant to the package markings.

      4. A segment identifying the number or ranges of numbers for use with the package markings.

  21. Segment group 16
    Repeat 9999

    1. A segment identifying the charge or allowance and, where necessary, its calculation sequence.

    2. A segment indicating that allowance or charge specified is subject to special conditions owing to origin, customs preference or commercial factors.

    3. A segment specifying a textual description of the allowance or charge.

    4. Segment group 17
      Repeat 5

      1. A segment identifying the reference by its number and where appropriate a line number within a document.

      2. A segment specifying the date and/or time related to the reference.

    5. Segment group 18
      Repeat 1

      1. A segment identifying the type of quantity and the quantity related to the allowance or charge.

      2. A segment specifying, if required, the range to which the allowance or charge applies.

    6. Segment group 19
      Repeat 1

      1. A segment identifying the percentage and the percentage basis for the calculation of the allowance or charge.

      2. A segment specifying, if required, a range for the application of the percentage.

    7. Segment group 20
      Repeat 2

      1. A segment identifying the monetary amount for the allowance or charge.

      2. A segment specifying, if required, a range for the application of the allowance/charge amount.

      3. A segment specifying the currency and rate of exchange of the monetary amount identified for an allowance or charge.

      4. A segment specifying the date of application of the currency exchange rate.

    8. Segment group 21
      Repeat 1

      1. A segment specifying the rate per unit and the basis for calculation.

      2. A segment specifying, if required, the range for the application of the allowance/charge rate.

    9. Segment group 22
      Repeat 5

      1. A segment specifying the tax type, category and rate, or exemption, related to the allowance or charge.

      2. A segment specifying the amount for the allowance or charge.

  22. Segment group 23
    Repeat 100

    1. A segment to enable industry or national requirements to be specified.

    2. A segment identifying the referenced document by its number and, where appropriate, a line number.

    3. A segment specifying the date/time related to the reference.

    4. A segment with free text information, in coded or clear form, used when additional information is needed but cannot be accommodated within other segments. In computer to computer exchanges such text will normally require the receiver to process this segment manually.

  23. Segment group 24
    Repeat 1

    1. A segment giving adjustment details.

    2. A segment giving additional information on the adjustment.

  24. Segment group 25
    Repeat 1

    1. A segment giving information on parties to instruction.

    2. A segment giving additional information about parties to instruction.

  25. Segment group 26
    Repeat 99

    1. This segment will identify the external files by indicating the file name, file number and its sequence number in an exchange

    2. To give precise definitions of all necessary elements belonging to the configuration of a computer system, e.g. hardware, firmware, operating system, communication and application software.

    3. To identify a communication number of a department or a person to whom communication should be directed.

    4. A segment giving reference related to the file identified by a previous external file link identification segment.

    5. This segment will convey the date/time details of the external file.

    6. The size/volume of the external file identified in the previous external file link identification segment.

Detail

Position
Segment
Name
Max use
  1. Segment group 27
    Repeat 9999999

    1. A segment identifying the line item by the line number and configuration level, and additionally, identifying the product or service invoiced. Other product identification numbers, e.g. Buyer product number etc., can be specified within the following PIA segment.

    2. A segment providing either additional identification to the product specified in the LIN segment (e.g. Harmonized System number), or provides any substitute product identification.

    3. A segment identifying the product or price group.

    4. A segment for describing the product or service being invoiced as well as product characteristic. This segment should be used for products or services that cannot be fully identified by a product code or article number.

    5. A segment enabling the physical measurements of the invoiced item to be specified where this is required for full identification of the product. Any measurements must refer to the product in its unpacked form e.g. thickness of plastic film, length, weight, etc.

    6. A segment identifying the product quantities e.g. invoiced quantity.

    7. A segment specifying the strength or yield of a product as a percentage e.g. 80% to indicate the strength of an Acid.

    8. A segment indicating that the line item is subject to special conditions owing to origin, customs preference, embargo regulations or commercial factors.

    9. A segment specifying date/time/period details relating to the line item only.

    10. A segment providing identity numbers to be applied to the goods being invoiced, e.g. serial numbers for assembled equipment.

    11. A segment providing sets of related identification numbers for a line item, e.g. engine numbers, chassis number and transmission number for a vehicle.

    12. A segment identifying quantity variances, between, e.g. quantity delivered/invoiced and quantity ordered.

    13. A segment to specify the type and size of equipment being billed.

    14. A segment with free text information, in coded or clear form, used when additional information is needed but cannot be accommodated within other segments. In computer to computer exchanges such text will normally require the receiver to process this segment manually.

    15. A segment specifying dangerous goods details relating to the line item only.

    16. Segment group 28
      Repeat 99

      1. A segment specifying any monetary amounts relating to the product, e.g. item amount, insurance value, customs value.

      2. A segment identifying the currencies required in the line item, when is different from the heading currencies. A rate of exchange may given to convert a reference currency into a target currency.

    17. Segment group 29
      Repeat 10

      1. A segment identifying the payment terms and date/time basis.

      2. A segment giving the specific date/time/period, if needed, of any payments, discounts, instalments etc.

      3. A segment specifying discount, interest, penalty as well as instalment percentage.

      4. A segment specifying amounts related to payment discount penalties or instalments.

    18. Segment group 30
      Repeat 25

      1. A segment to specify the price type and amount. The price used in the calculation of the line amount will be identified as 'Price'. Indication of "net price" or "gross price" can be given in 5387 "Price specification code".

      2. A segment specifying the currency for a price.

      3. A segment to identify pricing information such as a price multiplier, the class or type of trade and additionally identifying the reason for any changes.

      4. A segment to identify the ranges (quantity, amount, etc.) to which the additional price information applies.

      5. A segment to identify the date/time/period information related to the price change. e.g. period of validity.

    19. Segment group 31
      Repeat 10

      1. A segment identifying the reference by its number and where appropriate a line number within a document.

      2. A segment specifying the date/time related to the reference.

    20. Segment group 32
      Repeat 999

      1. A segment specifying the number and type of packages for the line item, e.g. number and type of pallets.

      2. A segment specifying physical measurements of packages described in the PAC segment e.g. package length, weight.

      3. A segment specifying the unit of equipment.

      4. Segment group 33
        Repeat 10

        1. A segment specifying markings and labels used on individual physical units (packages) described in the PAC segment.

        2. A segment identifying the master label number.

        3. A segment specifying the dates relevant to the package markings.

        4. A segment identifying the number or ranges of numbers for use with the package markings.

    21. Segment group 34
      Repeat 9999

      1. A segment indicating the location to which part of the consignment has been delivered.

      2. A segment specifying the quantity delivered to the identified location.

      3. A segment specifying the dates and/or times that the delivery has been made.

    22. Segment group 35
      Repeat 99

      1. A segment specifying a tax type, category and rate, or exemption, relating to the line item.

      2. A segment specifying the amount for the identified tax/fee.

      3. A segment indicating the location to which the tax or exemption specified in the TAX segment applies, e.g. city or state or country tax.

    23. Segment group 36
      Repeat 99

      1. A segment identifying names and addresses of the parties, in coded or clear form, and their functions relevant to the line item. It is recommended that where possible only the coded form of the party ID should be specified e.g. The Buyer and Seller are known to each other, thus only the coded ID is required, but the Consignee or Delivery address may vary and would have to be clearly specified, preferably in structured format.

      2. A segment giving more specific location information of the party specified in the NAD segment e.g. internal site/building number.

      3. A segment identifying the financial institution (e.g. bank) and relevant account numbers for the seller, buyer and where necessary other parties.

      4. Segment group 37
        Repeat 5

        1. A segment identifying the reference by its number and where appropriate a line number within a document.

        2. A segment specifying the date and/or time related to the reference.

      5. Segment group 38
        Repeat 5

        1. A segment identifying and providing information relating to the documents required by the party specified by the NAD segment.

        2. A segment specifying the date and/or time of the document.

      6. Segment group 39
        Repeat 5

        1. A segment to identify a person or department, and their function, to whom communications should be directed.

        2. A segment to identify a communications type and number for the contact specified in the CTA segment.

    24. Segment group 40
      Repeat 30

      1. A segment identifying the charge or allowance and, where necessary its calculation sequence.

      2. A segment indicating that allowance or charge specified is subject to special conditions owing to origin, customs preference or commercial factors.

      3. To specify date, and/or time, or period.

      4. A segment specifying a textual description of the allowance or charge.

      5. Segment group 41
        Repeat 1

        1. A segment identifying the type of quantity and the quantity related to the allowance or charge.

        2. A segment specifying, if required, the range to which the allowance or charge applies.

      6. Segment group 42
        Repeat 1

        1. A segment identifying the percentage and the percentage basis for the calculation of the allowance or charge.

        2. A segment specifying, if required, a range for the application of the percentage.

      7. Segment group 43
        Repeat 2

        1. A segment identifying the monetary amount for the allowance or charge.

        2. A segment specifying, if required, a range for the application of the allowance/charge amount.

        3. A segment specifying the currency and rate of exchange of the monetary amount identified for an allowance or charge.

        4. A segment specifying the date of application of the currency exchange rate.

      8. Segment group 44
        Repeat 1

        1. A segment specifying the rate per unit and the basis for calculation.

        2. A segment specifying, if required, the range for the application of the allowance/charge rate.

      9. Segment group 45
        Repeat 5

        1. A segment specifying the tax type, category, and rate, or exemption, related to the allowance or charge.

        2. A segment specifying the amount for the allowance or charge.

    25. Segment group 46
      Repeat 10

      1. A segment specifying the mode, means and identification of the transport for the goods in the line item.

        040 D5(040,030) If first, then all
      2. Segment group 47
        Repeat 10

        1. A segment identifying locations relevant to the transport specified in the TDT segment e.g. place of departure or border crossing point.

        2. A segment identifying the date/time details of departure and/or arrival of the transported goods for the specified location.

    26. Segment group 48
      Repeat 5

      1. A segment identifying the delivery terms used. e.g. INCOTERMS, code could be used to specify the delivery terms.

      2. A segment identifying locations relevant to the delivery terms specified in the TOD segment.

    27. Segment group 49
      Repeat 100

      1. A segment to enable industry or national requirements to be specified.

      2. A segment identifying the referenced document by its number and, where appropriate, a line number.

      3. A segment specifying the date/time related to the reference.

      4. A segment with free text information, in coded or clear form, used when additional information is needed but cannot be accommodated within other segments. In computer to computer exchanges such text will normally require the receiver to process this segment manually.

    28. Segment group 50
      Repeat 999

      1. A segment specifying processing indicators related to the line item.

      2. A segment identifying the reference by its number and where appropriate a line number within a document.

      3. A segment for describing product item descriptions related to the reference.

      4. A segment specifying the date and/or time related to the reference.

      5. A segment specifying identification numbers related to the reference.

      6. A segment specifying location information related to the reference.

      7. A segment specifying measurement information related to the reference.

      8. A segment specifying quantity information related to the reference.

      9. A segment specifying free text information related to the reference.

      10. A segment specifying monetary amounts related to the reference.

    29. Segment group 51
      Repeat 99

      1. This segment will identify the external files by indicating the file name, file number and its sequence number in an exchange

      2. To give precise definitions of all necessary elements belonging to the configuration of a computer system, e.g. hardware, firmware, operating system, communication and application software

      3. To identify a communication number of a department or a person to whom communication should be directed

      4. A segment giving reference related to the file identified by a previous external file link identification segment

      5. This segment will convey the date/time details of the external file

      6. The size/volume of the external file identified in the previous external file link identification segment

Summary

Position
Segment
Name
Max use

  1. A mandatory service segment placed before the first user segment in the summary section to avoid segment collision.

  2. A segment by which control totals may be provided by the sender for checking by the receiver.

  3. Segment group 52
    Repeat 100

    1. A segment giving the total amounts for the whole invoice message such as message monetary amount, message line item total amount, amount subject to payment discount, amount subject to tax, alternative currency total amount, total additional amount, sub- total amounts prepaid, total amount prepaid.

    2. Segment group 53
      Repeat 1

      1. A segment identifying the reference by its number and where appropriate a line number within a document.

      2. A segment specifying the date/time related to the reference.

  4. Segment group 54
    Repeat 10

    1. A segment specifying the tax type to be summarized.

    2. A segment specifying the summary amount for the tax specified.

  5. Segment group 55
    Repeat 15

    1. A segment identifying the charge or allowance type to be summarised.

    2. A segment indicating that allowance or charge specified is subject to special conditions owing to origin, customs preference or commercial factors.

    3. A segment specifying the summary amount for the allowance or charge.

    4. A segment specifying a textual description of the allowance or charge.

  6. A service segment ending a message, giving the total number of segments in the message (including the UNH & UNT) and the control reference number of the message.

    1. 0062, the value shall be identical to the value in 0062 in the
    corresponding UNH segment.
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