Electronic Data Interchange (EDI) Invoicing 810/824 Technical Guide X12 Version 3040 Produced by Accounts Payable Intel Corporation
Rev 6.1 04/22/99
Table of Contents HOW TO USE THIS GUIDE:................................................................................................................................................................................................3 VAN INFORMATION.............................................................................................................................................................................................................3 TRANSACTION MAP ............................................................................................................................................................................................................3 SAMPLE INVOICE ..................................................................................................................................................................................................................4 810 MAPPING.........................................................................................................................................................................................................................7 HEADER INFORMATION: SEGMENT LEVEL ..........................................................................................................................................................................8 DETAIL INFORMATION: SEGMENT LEVEL............................................................................................................................................................................9 SUMMARY INFORMATION: SEGMENT LEVEL......................................................................................................................................................................9 HEADER INFORMATION: ELEMENT LEVEL........................................................................................................................................................................10 DETAIL INFORMATION: ELEMENT LEVEL ..........................................................................................................................................................................14 SUMMARY INFORMATION: ELEMENT LEVEL ...................................................................................................................................................................16 824 MAPPING......................................................................................................................................................................................................................20 HEADER INFORMATION: SEGMENT LEVEL ......................................................................................................................................................................21 DETAIL INFORMATION: SEGMENT LEVEL.........................................................................................................................................................................21 SUMMARY INFORMATION: SEGMENT LEVEL..................................................................................................................................................................21 HEADER INFORMATION: ELEMENT LEVEL........................................................................................................................................................................22 DETAIL INFORMATION: ELEMENT LEVEL ..........................................................................................................................................................................23 DETAIL INFORMATION: ELEMENT LEVEL ..........................................................................................................................................................................23
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How to use this guide: This guide contains technical information and is intended to be used as a resource during the implementation of EDI invoicing. Included are Intel’s 810 and 824 mapping structures. For definitions and Intel contacts refer to the Implementation guide.
VAN Information VAN Name IBM Global Services Version used ANSI X-12, 3040 Alias Name: 047897855MAP (production mail box) 047897855MAT (Test mail box) Qualifier ID 14 IBM GS ID IMAP User ID IMAP001 (prod) IMAP002 (test) Contact Allen Amabisca E:mail
[email protected] Phone 503-696-3421
Transaction map The transaction map beginning on the next page is included as an example of a typical invoice mapped to the 810 standard for AP/FA. It provides the 810 mapping segment, the ASC X12 Format, and the sample invoice content in numbered detail.
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Sample Invoice
Acme Company We are Your Company!! 123 Main Street Main City, Oregon 97000 503.555.1234 Fax 503.555.9999
±INVOICE NO: 1001
°DATE: February 21, 1996 £ REFERENCE INVOICE: 999
To:
Ship To:
Intel Corporation P.O. Box 1000 Hillsboro, OR 97124-1000
SALESPERSON JPM
QUANTITY
A 10 B 5 C 1
Intel Corporation 5300 N.E. Elam Young Parkway Hillsboro, OR 97124
P.O. NUMBER
DATE SHIPPED
MQE00012345
¤ 1/31/96
UNIT Ea
#X1234 Widgets
Ea Ea
SHIPPED VIA
F ABC Truck
DESCRIPTION
Ship From:
Acme Company 987 Front Ave. Main City, OR 97000
F.O.B. POINT
TERMS
¢ 2% 10, net 30 UNIT PRICE $ 5.00
AMOUNT $ 50.00
#Y9999 Wombats
$ 20.00
$ 100.00
Rush Order Service Charge
$ 25.00
$ 25.00 $ 0.00 $ 0.00
SUBTOTAL
$ 175.00
E SALES TAX
$ 10.00
G SHIPPING & HANDLING D TOTAL DUE
$ 30.00
Make all checks payable to: Acme Company 987 Front Ave. Main City, OR 97000
¡
If you have any questions concerning this invoice, call: Joe Acme, (503) 555-4321 THANK YOU FOR YOUR BUSINESS! Rev 6.1
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$ 215.00
Intel 810 map example Segment HEADER Transaction Set Header, ST Beginning Segment for Invoice, BIG
ASC X12 Format ST*810*0001N/L
Currency, CUR Name, Address, Geography, N1, N2, N3 & N4
CUR*SE*USD N/L N1*BT*Intel Corporation*92*ITL1 N/L N3*PO Box 1000 N/L N4*Hillsboro*OR*97124*USA N/L
Sample Invoice Content
BIG*960221*1001**MQE00012345 N/L
4
N1*ST*Intel Corporation N/L N3*5300 NE Elam Young Parkway N/L N4*Hillsboro*OR*97124*USA N/L N1*SF*Acme Co. N3*987 Front Ave. N/L N4*Main City*OR*97000 N/L Admin. Comm. Contact, PER Terms of Sale, ITD Reference Ship Date
1 2 3
5
5
PER*AD*Joe Acme*TE*5035554321N/L
6
ITD*01*3*2**10**30 N/L REF*OI*999 N/L DTM*O11*960131 N/L
7 8 9
Invoice Date: February 21, 1996 Invoice Number: 1001 Purchase Order Number: MQE00012345 Document Type (not on invoice) DI, CR, DR Currency information (not on invoice) Bill to: Intel Corporation ID Code Qual: 92 (not on invoice) ID Code: ITL1 (not on invoice) Address: PO Box 1000 Hillsboro, OR 97124-1000 Ship to: Intel Corporation Address: 5300 NE Elam Young Parkway Hillsboro, OR 97124 Ship From: Acme Co. Address: 987 Front Ave. Main City, OR 97000 Contact Name: Joe Acme Telephone: 503.555.4321 Terms of Sale: 2% 10, net 30 days Reference Invoice number 999 Date Shipped 1/31/1996 Quantity
Unit of Measure
Unit Price
Product Desc
Part #
EA
5.00
Widgets
X1234
DETAIL (Line Item) Invoice data, IT1 Product Description, PID Reference Number, REF
IT1*1*10*EA*5.00**BP*X1234 N/L
A
10
PID*F *Widgets N/L
A
REF*GL*123456789*AMT5000 N/L
A
Invoice data, IT1 (Line Item Detail) Product Description, PID Reference Number, REF
IT1*1*5*EA*20.00**BP*Y9999 N/L
B
“F” for free form message. Product Description: Widgets Reference Number: General Ledger number (not on invoice) Distribution description: Amount 5 EA 20.00 Wombats Y9999
PID*F^Wombats N/L
B
Product Description: Wombats
REF*GL*123456789*AMT10000 N/L
B
SUMMARY Total Invoice Amount, TDS Tax Info, TXI Carrier Detail, CAD Special Handling/Freight Transaction Totals, CTT Transaction Set Trailer
TDS*19000 N/L
D
Reference Number: General Ledger number (not on invoice) Distribution description: Amount Total Due: 190.00 (Implied 2 place decimal point)
TXI*ST*10 00N/L CAD*M****ABC Truck N/L SAC*C*D240*3000*Freight
E F G
Sales Tax Due: 10.00 Carrier Info: ABC Truck Shipping and Handling $30.00
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CTT*2 N/L SE*27*000001 N/L 5
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N/L = Segment Terminator
Items not normally sent on an invoice, but sent on the 810 invoice transaction: 810 element CUR02 N103
Element Value USD 92
N104
ITL1 - USA
REF02
numeric value
General Ledger number
IT101
numeric value
INTEL PO line number (0001 Format)
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Description Currency code Buyer code, used when N101=BT Intel ID codes, used when N101=BT
6
Data Location EDI code EDI code Intel provides to supplier (only for non-RAPID based PO’s) Intel provides to supplier (On RAPID based purchase orders) Intel provides to supplier (On RAPID based purchase orders)
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810 Mapping
Intel Corporation Corporate EDI Group 810 INVOICE - INBOUND TECHNICAL MAP X12 VERSION 003040
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.
Intel Corporation Contact E-mail Phone
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EC/EDI Coordinator
[email protected] 503-264-7851
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HEADER INFORMATION: Segment Level
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ST
Transaction Set Header
MANDATORY
BIG
Beginning Segment for Invoice
MANDATORY
CUR
Currency
MANDATORY
REF
Other Invoice Reference
OPTIONAL
PER
Admin. Communications Contact
OPTIONAL
N1
Name Information
MANDATORY N1 LOOP
N3
Address Information
MANDATORY N1 LOOP
N4
Geographic Location Information
MANDATORY N1 LOOP
ITD
Terms of Sale
OPTIONAL
DTM
Ship Date
MANDATORY
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DETAIL INFORMATION: Segment Level
IT1
Invoice Baseline Item Data
MANDATORY IT1 LOOP
PID
Product/Item Description
MANDATORY IT1 LOOP
REF
Reference Numbers
OPTIONAL
SUMMARY INFORMATION: Segment Level
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TDS
Total Monetary Value Summary
MANDATORY
TXI
Tax Information
OPTIONAL
CAD
Carrier Detail
SAC
Freight Information
OPTIONAL
CTT
Transaction Totals
MANDATORY
SE
Transaction Set Trailer
MANDATORY
OPTIONAL
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IT1 LOOP
HEADER INFORMATION: Element Level ST
Transaction Set Header
MANDATORY
Purpose: Max Use:
To indicate start of a transaction set and to assign a control number. 1
ST01 ST02
Transaction Set ID Code Trans Set Ctrl Number
BIG
Beginning Segment For Invoice
Purpose: Max Use:
To indicate beginning of an invoice transaction and transmit identifying invoice number and purchase order number and date. 1
BIG01
Invoice Date
DT
BIG02 BIG04 Number BIG05 BIG07
Invoice Number Purchase Order Number
AN
PO Release Number Transaction Type Code
AN AA
1/30 O 1/2 M
BIG10
Invoice Number Credited
AN
1/22 O
ID AN
3/3 4/9
M M
MANDATORY
6/6
M
Issue Date (RAPID date) YYMMDD 1/22 M Sender’s Invoice # AN 1/22 M Purchase #/Contract
number Note:
PO Release Number DI - Debit Invoice CR - Credit Memo ** CI - Credit Invoice ** DR - Debit Memo If BIG07 is CR or CI, then BIG10 provides invoice to be credited
Intel will reject any invoices without an invoice number and a purchase order or contract number. ** For credit line Processing see IT102 or IT104 and TDS01
CUR
Currency
Purpose: Max Use:
To identify the Currency of the transaction. 1
CUR01 CUR02
Entity Identifier Code Currency Code
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‘810’ Assigned by translator
MANDATORY
AN AN 10
2/2 3/3
M M
‘SE’ for Seller ‘USD’ For US Dollars 7/28/2006
Note:
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Intel will accept any valid CUR02 003040 standard code values.
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HEADER INFORMATION: Element Level(contd.) REF
Reference
Purpose: Max Use:
To identify another invoice for cross reference. 1
REF01 REF02
Reference Num. Qual Invoice Number
Note:
This is used to reference a different Intel invoice only.
PER
Admin. Comm. Contact
Purpose: Max Use:
To identify a person or office to whom admin. communications should be directed. 1
PER01
Contact Func code
AN 2/2
PER02 PER03 PER04
Contact Name Comm# Qual Communication Number
AN 1/35 O AN 2/2 C AN 1/80 C
Note:
Input the contact name here if any questions arise regarding this transaction.
N1
Name
Purpose: Max Use:
To identify a party by type of organization, name or code. 1
N101
Entity Identifier Code
ID
2/2
N102 N103 N104
Name Text Identification Code Qual Identification Code
AN ID AN
1/35 M 2/2 O 2/4 M
Note:
Intel expects two occurrences of the N1 loop in the order specified. N1 loop is used for Bill-To and Ship-To Information N103 & N104 elements are used only for Bill-To Information.
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OPTIONAL
AN 2/2 M AN 1/30 M
‘OI’ Sender’s other Invoice #
OPTIONAL
C
‘AD’ for Acctg Dept. ‘AF’ for Approval Contact Literal for Contact Name and M/S # ‘TE’ for Telephone Telephone #
MANDATORY
12
M
‘BT’ for Bill-To Info ‘ST’ for Ship-To Info ‘SF’ for Ship-From Info. Literal for company name ‘92’ for Assigned By Buyer ‘ITL1’ - for USA Only
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N2 segment is no longer requested by Intel.
HEADER INFORMATION: Element Level(contd.) N3
Address Information
Purpose: Max Use:
To specify the location of the Bill-to, Ship-to, and Ship From addresses. 1
N301 N302
Address Info Line1 Address Info Line2
Note:
N3 segment is used for ‘BT’, and ‘ST’.
N4
Geographic Location
Purpose: Max Use:
To specify the geographic location of the Bill-to, Ship-to, and Ship From addresses. 1
N401 N402 N403 N404
City Name State or Province Code Postal Code Country Code
Note:
N4 segment is used for ‘BT’ and ‘ST’. N404 segment description for the US is ‘USA’
ITD
Terms Of Sale
Purpose: Max Use:
To specify terms of sale. 1
ITD01
Terms Type Code
AN 2/2
M
ITD02 ITD03 ITD05 ITD07
Basis Date Code Terms Discount % Terms Disc Days Due Terms Net Days
AN R N0 N0
C C C C
Note: Note:
If “01” is not present in ITD01, this entire element is skipped. Defaults to N30 If “08” is present in ITD01, then ITD03, ITD05, and ITD07 are mandatory fields
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MANDATORY
AN 1/35 M AN 1/35 M
Address Line1 Address Line2
MANDATORY
AN AN AN AN
2/30 2/2 2/9 2/3
M M M M
City Name State Name Postal Code for Zip Code Country Code
OPTIONAL
13
1/2 1/6 1/3 1/3
‘01’ for Basic ‘08’ for Basic Discount Offered ‘3’ for Invoice Date Discount % Discount earned Net number of days
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HEADER INFORMATION: Element Level(contd.) DTM
Invoice Date
Purpose: Max Use:
To specify invoice date. 1
DTM01
Number Qualifier
AN 3/3
M
DTM02 DTM05
Invoice Date Century
DT N0
M O
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OPTIONAL
14
6/6 2/2
‘003” Invoice Date ‘011’ Shipped Date ‘173’ Week Ending Date ‘YYMMDD’ “CC”
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DETAIL INFORMATION: Element Level IT1
Invoice Baseline Item Data
MANDATORY
Purpose: Max Use:
To specify basic and most frequently used line item data for the invoice. 200,000
IT101 IT102 IT103 IT104 IT106 IT107 IT108 IT109 IT110 IT111 IT112 IT113 IT114 IT115 IT116 IT117 IT118 IT119
Assigned Identification Quantity Invoiced Unit of Measurement Unit Price Product Id Qualifier Product Id Vendor Part Qualifier Vendor Product ID Vendor Part Number Vendor Part Number Product ID Qualifier Product ID PO Line Qualifier PO Line # PO Line Release Info Qual. PO Line Release # Services Rendered Employee Name
N R AN R ID AN ID AN ID AN AN AN ID N ID N ID AN
1/4 1/10 2/2 1/14 2/2 1/30 2/2 1/30 2/2 1/30 2/2 1/30 2/2 1/4 2/2 1/3 2/2 1/30
M M M M M M M M M M O O M M M M O O
Intel PO Line # (0001 Format) * Number Of Units Invoiced, Quantity ** Unit Of Measure Price/Unit Of Product ** ‘BP or IN’ for Buyer’s Part Inventory Intel Inventory # ‘VN or MG’ for Vendor Item # Vendor Inventory # ‘VP or VA’ for Vendor Part Number Vendor Part Number ‘PI’ for Product ID Product ID# ‘PL’ for PO Line # * 4 Digit PO Line # (0001) * ‘RN’ for Release Info. Release Number from PO ‘SV’ for Services Rendered Contract Employee Name
*
Intel PO line number is required on either IT101 or IT114 and IT115. For NON PO 810 invoice input invoice line number on IT101 or IT114 and IT115. ** For credit line processing either IT102 or IT104 must be a credit. ** For Credit Memo processing both IT102 and IT104 must be a debit. Either the IT106 and IT107, or IT108 and IT109, or IT110 and IT111 are required. IT114 through IT117 are for AMAP PO invoicing only. PID
Product/Item Description
Purpose: Max Use:
To describe a part in free format. 1
PID01 PID02 PID05
Item description type Product/Process Char. Code Product description
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MANDATORY
AN 1/1 M AN 2/3 M AN 1/80 M 15
‘F’ for free form message Product/Process Characteristic Code Description Provided (Supplier part or Service Provided) 7/28/2006
* Example of PID05: MMDDYY, XXXX, AAAAAAAAAA……etc.
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DETAIL INFORMATION: Element Level, (cont.) REF
Reference Numbers
Purpose: Max Use:
To identify general ledger account number & payment distribution (%, $, Qty). 3
REF01 REF02
Reference Num. Qual Reference Number
AN 2/2 C NN 1/30 C
REF03
Description
AN 1/80 C
Note:
You are required to have the GL number if you receive it from Intel. This segment may be present up to 10 times depending on the user’s need. Split type = QTY, AMT or PCT Split value is numeric: QTY is 15 characters w/ 4 decimal places AMT is 15 characters w/ 2 decimal places PCT is 11 characters w/ 8 decimal places
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OPTIONAL
17
‘11’ for Account Number Account Number 100XXXXXXXXX Capital Account Number 100XXXXXXXXXXXX %, $, Qty distribution description
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SUMMARY INFORMATION: Element Level TDS
Total Monetary Value Summary
Purpose: Max Use:
To specify the total invoice amount. 1
TDS01
Total Invoice Amount
Note:
N2 = is an implied 2 decimals
TXI
Tax Information
Purpose: Max Use:
To specify tax information. 1
TXI01 TXI02 TXI03 TXI04 TXI05
Tax Type Code Monetary Amount Tax Percentage Tax Code Qualifier Tax Jurisdiction Code CAD
MANDATORY
N2
1/10 M
Monetary Amount
OPTIONAL
ID R R AN AN
2/2 1/15 1/10 1/2 1/80
Carrier Detail
M M C C C
‘ST’ for Sales Tax Monetary Amount Tax Percentage ‘VD” Vendor Defined Taxing Jurisdiction
OPTIONAL
Purpose: Max Use:
To specify transportation details of the transaction. 1
CAD01 Rail CAD03 CAD04 CAD05
Transportation Method
Note:
If CAD01=‘R’, CAD03 is needed. CADO4 and CAD05 ARE Conditional upon CAD01
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Equipment # Std Carr Alpha Code Routing
AN
1/2
AN 1/10 O AN 2/4 C AN 1/35 C
18
O
‘A’ for Air, ‘M’ for Motor; ‘R’ for
Equipment # Carrier code Carrier name
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SUMMARY INFORMATION: Element Level (cont.) SAC
Special Handling Charges & Freight
Purpose: Max Use:
To provide freight charges at the total invoice level. 2
SAC01 SAC02
Allowance/chg Indicator Serv/Promo chg code
AN 1/1 AN 4/4
SAC05 SAC15
Amount Description
AN 1/15 C AN 1/80 C
Note:
This segment is utilized for freight only. Trading partners are requested to discuss this matter with Intel users. The code to be used is D240 for Freight. In the SAC15 please input the description “Freight”, if SAC02 code is D240.
CTT
Transaction Totals
Purpose: Max Use:
To transmit a total of number of items in the invoice transaction. 1
CTT01
Number of Line Items
SE
Transaction Set Trailer
Purpose: Max Use:
To indicate end of a transaction set and to provide a count of transmitted segments. 1
SE01 SE02
Number of segments Trans set control num.
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OPTIONAL
M C
‘C’ for charges Service Charge code ‘D240’ for Freight Charge Amount Charge Description ‘Freight’ for actual description
MANDATORY
N0
1/6
M
Total number of items
MANDATORY
N0
19
1/10 M AN 4/9
Computed by translator M Assigned by translator
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824 Mapping
Intel Corporation Corporate EDI Group 824 Application Advice - OUTBOUND X12 VERSION 003040
This standard provides the format and establishes the data contents of an Application Advice transaction set. This transaction set provides for customary and established business and industry practice relative to the response against invoice transactions.
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HEADER INFORMATION: Segment Level ST
Transaction Set Header
MANDATORY
BGN
Beginning Segment
MANDATORY
DTM
Date/Time Reference
MANDATORY
DETAIL INFORMATION: Segment Level OTI
Original Trans Identification
TED
Tech Error Description
MANDATORY OTI LOOP MANDATORY TED LOOP
SUMMARY INFORMATION: Segment Level SE
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Transaction Set Trailer
21
MANDATORY
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HEADER INFORMATION: Element Level ST
Transaction Set Header
MANDATORY
Purpose: Max Use:
To indicate start of a transaction set and to assign a control number. 1
ST01 ST02
Transaction Set ID Code Trans Set Ctrl Number
BGN
Beginning Segment
Purpose: Max Use:
To indicate beginning of an Application Advice transaction set. 1
BGN01
Purpose Code
AN
2/2
BGN02
Reference Number
AN
1/30 M
BGN03 BGN04
Advice Date Advice Time
YY AN
6/6 4/4
ID AN
3/3 4/9
M M
‘824’ Assigned by translator
MANDATORY
M
M M
‘11’ to respond; ‘15’ to resubmit Interchange ctrl# from transaction Date processed Time processed
Note: BGN01 indicates the type of error. ‘11’ means system reject. The incoming file could not be recognized. ‘15’ means A/P processor created 824 to record invoice error. DTM
Date/Time Reference
MANDATORY
Purpose: Max Use:
To indicate the century. 1
DTM01 created DTM02 DTM05
Date/Time Qualifier
NN
3/3
M
‘097’ transaction
Invoice Date Century
DT N0
6/6 2/2
M M
‘YYMMDD’ ‘CC’
Note: DTM01 indicates the date the transaction processed. See BGN03 segment.
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DETAIL INFORMATION: Element Level OTI
Original Trans Identification
MANDATORY
Purpose: Max Use:
To identify the edited transaction set. 200,000
OTI01 OTI02 OTI03 OTI08 OTI09 OTI10
Appl Ack Code Ref Num. Qual Reference Number Group Ctrl Number Trans Ctrl Number Trans Identifier Code
AN AN AN N0 AN AN
1/2 2/2 1/30 1/9 4/9 3/3
M M M C C M
‘TR’ for Trans Rejection ‘IK’ for Invoice number Invoice# from BIG02 GS06 from transaction ST02 from transaction ‘810’
Note: OTI08 must be present if OTI09 is present.
TED
Tech Error Description
MANDATORY
Purpose: etc. Max Use:
To identify the error and, if feasible, the erroneous segment, element,
TED01 TED02 TED03 TED05
Appl error code Free form message Segment Id Code Element position
200,000 AN AN AN N0
1/3 1/60 2/3 1/2
M M O O
Application error code Free form message Segment Id Code Element Position In Segment
DETAIL INFORMATION: Element Level
Rev 6.1
SE
Transaction Set Trailer
MANDATORY
Purpose: Max Use:
To indicate end of a transaction set and to provide a count of transmitted segments. 1
SE01
Number of segments
N0 23
1/10 M
Computed by translator 7/28/2006
SE02 translator
Rev 6.1
Trans set control num.
AN
24
4/9
M
Assigned by
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