Payment on Receipt EDIFACT INVOIC D97.A

Transcription

1 Payment on Receipt EDIFACT INVOIC D97.A EDI Implementation Guideline Version 2.5 / January 2004 Authors : Ulrich Freimuth Patrick Emminghaus

2 This document provides the specific description of a subset of the EDIFACT UN / INVOIC D97.A message to be used between a General Motors Operating Company and its Trading Partners. This description is specifically destined to cover the requirements for the Payment on Receipt procedure as applied by GME Finance Departments. This manual is subject to International Copyright as shown herein and unauthorized reproduction is not permitted. Contact one of the associations below to discuss reproduction permission. If translated, this manual has been translated and published for guidance only and is intended to help the understanding of the official English version. General Motorss Copyright and Trademark Notice: The contents of all published materials are copyrighted by the General Motors unless otherwise indicated. Copyright is not claimed as to any part of an original work prepared by a U.S. or state government officer or employee as part of the person s official duties. All rights are preserved by General Motors and content may not be altered or disseminated, published, or transferred in part of such content. The information is not to be sold in part or whole to anyone within your organization or to another company. Copyright infringement is a violation of federal law subject to criminal and civil penalties.

3 Document Change Log: Version Date Description Original GM EDIFACT / INVOIC Implementation guidelines Reworked GM EDIFACT / INVOIC implementation guideline including self billed invoices, return shipments and retro active price adjustment st update after October release, including changes of the post implementation phase

4 Content: 1 DETAILED GUIDELINES OF COMMERCIAL INVOICE, INVOIC, FOR DIRECT AND INDIRECT PARTS WITHIN GENERAL MOTORS EUROPE ACKNOWLEDGEMENTS GENERAL MESSAGE DEFINITION PRINCIPLES MESSAGE DESCRIPTION HOW TO READ THIS DOCUMENTATION SEGMENT TABLE DOCUMENTATION REQUIREMENTS IN CONNECTION WITH ELECTRONIC INVOICING CREATION AND ISSUE OF INVOICE DETAILED APPLICATION BRANCHING SECTION BRANCHING DIAGRAM MESSAGE STANDARD DESCRIPTION SEGMENTS REPERTORY SERVICE SEGMENTS DESCRIPTION EXAMPLE OF AN INTERCHANGE STRUCTURE SEGMENT: UNB INTERCHANGE HEADER SEGMENT: UNH MESSAGE HEADER SEGMENT: BGM BEGINNING OF MESSAGE SEGMENT: RFF ACCOUNTING REFERENCE SEGMENT: DTM DATE/TIME/PERIOD; DOCUMENT DATE SEGMENT: NAD : NAME AND ADDRESS (RECEIVING SITE) SEGMENT: RFF CUSTOMER REFERENCE (UST-ID RECEIVING COMPANY) SEGMENT: CTA INVOICE VERIFICATION CONTACT RECEIVING SITE SEGMENT: NAD : NAME AND ADDRESS (PAYMENT RECEIPIENT) SEGMENT: NAD : NAME AND ADDRESS (INVOICE RECEIPIENT) SEGMENT: RFF CUSTOMER REFERENCE (LOCAL TAX REG. NUMBER) SEGMENT: NAD : NAME AND ADDRESS (SHIP FROM ) SEGMENT: RFF CUSTOMER REFERENCE (UID-ST SUPPLIER SELLER) SEGMENT: CUX CURRENCIES SEGMENT: PAT PAYMENT TERMS BASIS SEGMENT: DTM DATE/TIME/PERIOD; PAYMENT DUE DATE SEGMENT: PCD INVOICE REDUCTION (CASH DISCOUNT)... 64

5 5.19 SEGMENT: MOA MONETARY AMOUNT (CASH DISCOUNT)ERROR! BOOKMARK NOT DEFINED SEGMENT: AJT RETRO ACTIVE PRICE ADJUSTMENTS SEGMENT: FTX FREE TEXT DESCRIPTION SEGMENT: LIN LINE ITEM SEGMENT: QTY QUANTITY SEGMENT: ALI ADDITIONAL INFORMATION SEGMENT: DTM DATE/TIME/PERIOD SEGMENT: GIN GOODS OR PRODUCT IDENTIFICATION SEGMENT: MOA MONETARY AMOUNT; POSITION NET AMOUNT SEGMENT: PRI PRICE DETAILS SEGMENT: RFF REFERENCE SEGMENT: DTM DATE/TIME/PERIOD SEGMENT: TAX DUTY/TAX/FEE DETAILS SEGMENT: NAD NAME AND ADDRESS SEGMENT: LOC LOCATION OF DISCHARGE (DOCK CODE) SEGMENT: ALC ALLOWANCE OR CHARGE SEGMENT: PCD PERCENTAGE ALLOWANCE OR CHARGE SEGMENT: MOA MONETARY AMOUNT (SURCHARGE) SEGMENT: MOA MONETARY AMOUNT (ALLOWANCE / SURCHARGE) SEGMENT: UNS SECTION CONTROL SEGMENT: CNT CONTROL TOTAL SEGMENT: MOA MONETARY AMOUNT SEGMENT: TAX DUTY/TAX/FEE DETAILS SEGMENT: MOA MONETARY AMOUNT (TOTAL VAT AMOUNT) SEGMENT: MOA MONETARY AMOUNT (TOTAL INVOICE NET AMOUNT) COMPONENT ELEMENT: UNT MESSAGE TRAILER COMPONENT ELEMENT : UNZ INTERCHANGE TRAILER... 77

6 1 Detailed Guidelines of commercial invoice, INVOIC, for direct and indirect parts within General Motors Europe 1.1 Acknowledgements The following people and organizations have contributed to the content of this document Andrea Cipriani, Consultant Prem Kumuran Consultant Ted Hart, General Motors Janet Papke, Electronic Data Systems (EDS) Maria Bierinckx Electronic Data Systems (EDS) Kenneth Banka Electronic Data Systems (EDS) Jody I. Smith Electronic Data Systems (EDS) Reinhard Becker Adam Opel AG 1.2 General This document describes General Motors s application of the ODETTE/EDIFACT subset of the INVOIC message. The specification offers a detailed description of those data elements, which will be used. As the data transmission is intended just to support the Payment on Receipt Process (POR) the message described is focused on the self billed invoices. In addition the financial documents for return shipments and retro active price changes are also covered in this documentation. The basis of this application is the ODETTE message entitled INVOIC D96A, which is not upward compatible. This present General Motors version is based on D97A issued by the UN/EDIFACT secretariat in October and commented by Verband der Automobilindustrie e.v. (VDA) May (VDA recommendation 4932 for electronic data interchange): 1.3 Message Definition This document provides the definition of Payment on Receipt, Return shipment and retro active price adjustment messages, based on the UN/EDIFACT INVOIC D 97.A, to be used in Electronic Data Interchange (EDI) between a GM Europe Operating Companies and its Trading Partners. This documentation is fully comprehensive and allows the implementation of the EDIFACT INVOIC without the necessity for any additional standard related documentation. 1.4 Principles The Payment on Receipt message: provides the Supplier information about goods received by a GM Operating company; indicates the amounts that GM will pay for those articles; may relate to several articles; may relate to articles delivered with different despatch advices; may relate to articles related to different Purchase Orders, may relate to return shipments and associated charges, may relate to retro active price adjustments

7 2 Message Description Following pages contain a full description of the EDIFACT INVOIC 97.A message as implemented by General Motors. Segments not used in the interchange with General s are excluded. The official EDIFACT segment description is complemented with remarks pertaining to the specific requirements for an interchange with General s. Those remarks contain specific code values used, additional information on the values shown in a specific field, etc. The aim of those remarks is to simplify the implementation of the message

8 2.1 How to read this documentation All segments in the subset used by General s are described in the following pages. The segment description is to be read as follows: Example: BGM Segment: Segment: BGM: Segment: BGM Beginning of Message Segment Position: 0020 Segment Group: Level: 0 Usage: Mandatory Max Use: 1 Purpose: A segment by which the sender must uniquely identify the invoice by means of its type and number and if necessary its function BGM AP' Document/message name, coded Document Message Identifier 389 Self-billed invoice 383 Debit note used for material return 402 Credit note retro active price adjustments 403 Debit note retro active price adjustments Document/message number Self billed Invoice document number Invoice number consignment document (first two digits identifies the document type) Document/message number coded 9 Original (we do not use 7 as we will not create duplicates) Code list reference Odette ODDC121 Response type coded AP accepted (we will not use the response type RE for rejected as at least Germany only accepts the stats AP, due to legal regulations) Code list reference Odette code list ODDC Associated Excel sheet Table, referenced in this implementation guidline are documented in the attached Excel spreadsheet. The Excel sheet is part of the implementation guideline.

9 2.3 Segment Table The table shows the segments defined for the EDIFACT UN/INVOIC 97.A Invoice message. This table, which should be read in conjunction with the branching diagram indicates the maximum number of occurrences for each segment. The segment table is provided in the attached Excel sheet. 2.4 Documentation requirements in connection with electronic invoicing Paper invoices and electronic invoices will not be issued in parallel, the electronically transmitted invoice is the legal document. In addition all documents are also available on as Web enabled documents. General Motors is using the electronic format for self billed invoices, credit- or debit notes for retro active price adjustments and for the debit notes for return shipments Due to legal/tax requirements German General Europe units are creating a summarization report of the produced documents monthly. It s the same summarization report for the WEB as well as for EDIFACT documents. 2.5 Creation and issue of invoice An invoice is based on an information accomplished delivery/despatch. The invoice shall contain the same information as a regular invoice document, i.e. both information for payment and complete specification over the invoiced items. The details of requirements are shown below. General Motors` application contains a high degree of dependencies. 2.6 Detailed application The following section includes only those segments required by General Motors. The supplier may of course include any other additional information he considers necessary by General Motors.

10 3 Branching Section 3.1 Branching Diagram The branching diagram shows the structure of the message. It is a combination of various segments that are organized in a certain hierarchical order. A segment is a pre-defined set of functionally related values (e.g., segment NAD groups all values that relate to a Party: name - address - etc.). Each segment within the branching diagram is broken down into one or multiple data elements. Within a segment, only those data elements that contain data must appear. Only the segments shown in bold are used in the interchange with GM.

11 Level 1 0 UNH M 1 SG1 See C BGM DTM PAI ALI IMD FTX LOC GIS DGS RFF M 1 M 35 C 1 C 5 C 1 C 10 C 10 C 10 C 1 M 1 2 DTM GIR LOC See C 5 C 5 C Level 2 0 See SG2 SG6 SG7 See 1 C 99 C 5 C NAD TAX CUX M 1 M 1 M 1 SG3 SG4 SG5 C 9999 C 5 C 5 2 See MEA QTY FTX MOA LOC FII RFF DOC CTA MOA LOC DTM 1 C 5 C 2 C 5 C 2 C 25 C 5 M 1 M 1 M 1 C 1 C 5 C 5 3 DTM DTM COM C 5 C 5 C 5 4

12 Level 3 0 See SG8 SG9 SG12 SG13 See 2 C 10 C 10 C 5 C PAT TDT TOD PAC M 1 M 1 M 1 M 1 SG10 SG11 C 10 C DTM PCD MOA PAI FII TSR LOC RFF LOC MEA EQD See C 5 C 1 C 1 C 1 C 1 C 1 M 1 M 1 C 2 C 5 C DTM DTM C 5 C 5 4 Level 4 0 See SG15 See 3 C ALC M 1 See SG14 SG16 SG17 SG18 SG19 SG20 SG21 3 C 5 C 5 C 1 C 1 C 2 C 1 C 5 2 PCI ALI FTX RFF QTY PCD MOA RTE TAX M 1 C 5 C 1 M 1 M 1 M 1 M 1 M 1 M 1 3 RFF DTM GIN DTM RNG RNG RNG CUX DTM RNG MOA C 1 C 5 C 5 C 5 C 1 C 1 C 1 C 1 C 1 C 1 C 1 4

13 Level 5 0 See SG22 SG23 SG24 SG25 See 4 C 100 C 1 C 1 C n 6 1 RCS AJT INP LIN M 1 M 1 M 1 M 1 2 RFF DTM FTX FTX FTX PIA IMD MEA QTY PCD ALI DTM See C 5 C 5 C 5 C 5 C 5 C 25 C 10 C 5 C 5 C 1 C 5 C n = Level See See 5 7 See SG26 SG27 SG28 See 5 C 10 C 10 C GIN GIR QVR EQD FTX DGS MOA PAT PRI C 1000 C 1000 C 1 C 1 C 5 C 1 M 1 M 1 M 1 3 CUX DTM PCD MOA CUX APR See C 1 C 5 C 1 C 1 C 1 C 1 7 4

14 Level See See 6 8 See SG29 SG30 SG32 SG33 See 6 C 10 C 10 C 9999 C RFF PAC LOC TAX M 1 M 1 M 1 M 1 SG31 C 10 3 See RNG DTM DTM MEA EQD PCI QTY DTM MOA LOC 6 C 1 C 5 C 5 C 10 C 1 M 1 C 100 C 5 C 1 C 5 4 RFF DTM GIN C 1 C 5 C 10 Level See See 7 9 See SG34 SG38 See 7 C 99 C NAD ALC M 1 M 1 SG35 SG36 SG37 SG39 SG40 SG41 See C 5 C 5 C 5 C 1 C 1 C LOC RFF DOC CTA ALI DTM FTX QTY PCD MOA C 5 M 1 M 1 M 1 C 5 C 5 C 1 M 1 M 1 M 1 4 DTM DTM COM RNG RNG RNG CUX DTM C 5 C 5 C 10 C 1 C 1 C 1 C 1 C 1 Level 9 0

15 1 See See 8 10 See SG44 SG46 SG47 SG48 8 C 10 C 5 C 100 C 10 2 TDT TOD RCS GIS M 1 M 1 M 1 M 1 See SG42 SG43 SG45 8 C 1 C 5 C 10 3 RTE TAX LOC LOC RFF DTM FTX RFF DTM GIR LOC MEA See M 1 M 1 M 1 C 2 C 5 C 5 C 5 C 1 C 5 C 5 C 2 C RNG MOA DTM C 1 C 1 C 5 Level 10 0 See UNS UNT 9 M 1 M 1 SG49 SG51 SG52 C 100 C 10 C 15 1 CNT MOA TAX ALC C 10 M 1 M 1 M 1 SG50 C 1 2 RFF MOA ALI MOA FTX M 1 C 2 C 1 C 2 C 1 3 See QTY FTX MOA DTM 9 C 2 C 2 C 2 C 5 NAD Name of the segment M 1 Number of occurrences (R = more than one occurrence) 4 Status (M = Mandatory - C = Conditional)

16 3.2 Message Standard Description Further explanation in section Header section Information to be provided in the Header section: 0010 UNH, Message header A service segment starting and uniquely identifying a message. The message type code for the Invoice message is INVOIC BGM, Beginning of message A segment by which the sender must uniquely identify the invoice by means of its type and number and when necessary its function DTM, Date/time/period 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" PAI, Payment instructions 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 ALI, Additional information A segment indicating special conditions related to the total invoice owing to origin, customs preference or other commercial factors IMD, Item description A segment providing a description common to all line items of the invoice FTX, Free text A segment with free text information, in coded or clear form, used when additional information is needed but cannot be accommodated within other segments LOC, Place/location identification 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 GIS, General indicator A segment to specify processing indicators relating to the invoice DGS, Dangerous goods A segment to specify the detail information about dangerous goods related to the whole invoice Segment group 1: RFF-DTM-GIR-LOC-MEA-QTY-FTX-MOA A group of segments for giving references and where necessary, their dates, related identification numbers, locations, measurements, quantities, free text and monetary amounts, relating to the whole message, e.g. contract information, import or export license information, despatch advice information RFF, Reference A segment identifying the reference by its number and where appropriate a line number within a document.

17 0130 DTM, Date/time/period A segment specifying the date/time related to the reference GIR, Related identification numbers A segment specifying identification numbers related to the reference LOC, Place/location identification A segment specifying location information related to the reference MEA, Measurements A segment specifying measurement information related to the reference QTY, Quantity A segment specifying quantity information related to the reference FTX, Free text A segment specifying free text information related to the reference MOA, Monetary amount A segment specifying monetary amounts related to the reference Segment group 2: NAD-LOC-FII-SG3-SG4-SG5 A group of segments identifying the parties with associated information NAD, Name and address 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 LOC, Place/location identification A segment giving more specific location information of the party specified in the NAD segment e.g. internal site/building number FII, Financial institution information A segment identifying the financial institution (e.g. bank) and relevant account numbers for the seller, buyer and where necessary other parties Segment group 3: RFF-DTM A group of segment for giving references only relevant to the specified party rather than the whole invoice RFF, Reference A segment identifying the reference by its number and where appropriate a line number within a document DTM, Date/time/period A segment specifying the date and/or time related to the reference Segment group 4: DOC-DTM A group of segments identifying the documentary requirements of the specified party DOC, Document/message details A segment identifying and providing information relating to the documents required by the party specified by the NAD segment DTM, Date/time/period A segment specifying the date and/or time of the document.

18 0300 Segment group 5: CTA-COM A group of segments giving contact details of the specific person or department within the party identified in the NAD segment CTA, Contact information A segment to identify a person or department, and their function, to whom communications should be directed COM, Communication contact A segment to identify a communications type and number for the contact specified in the CTA segment Segment group 6: TAX-MOA-LOC A group of segments specifying tax related information, and when necessary, the location(s) to which that tax information relates TAX, Duty/tax/fee details 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 MOA, Monetary amount A segment specifying the amount for the identified tax/fee LOC, Place/location identification 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 Segment group 7: CUX-DTM A group of segments specifying the currencies and related dates/periods valid for the whole invoice. Currency data maybe omitted in national applications but will be required for international transactions CUX, Currencies 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 DTM, Date/time/period A segment specifying the date/time/period related to the rate of exchange 0400 Segment group 8: PAT-DTM-PCD-MOA-PAI-FII A group of segments specifying the terms of payment applicable for the whole invoice PAT, Payment terms basis A segment identifying the payment terms and date/time basis DTM, Date/time/period A segment giving the specific date/time/period, if needed, of any payments, discounts, installments etc PCD, Percentage details A segment specifying the discount, interest, penalty as well as installment percentage MOA, Monetary amount A segment specifying amounts related to payment discount penalties or instalments PAI, Payment instructions

19 To specify the instructions for payment FII, Financial institution information To identify an account and a related financial institution Segment group 9: TDT-TSR-SG10-SG11 A group of segments identifying the mode and means of transport, contract of carriage, location and relevant dates and times for transportation, relating to the whole invoice TDT, Details of transport A segment specifying the mode, means and identification of the transport for the goods being invoiced TSR, Transport service requirements A segment specifying the contract of carriage requirements for the goods being invoiced Segment group 10: LOC-DTM A group of segments giving the location and date/time information relative to the transportation LOC, Place/location identification A segment identifying locations relevant to the transport specified in the TDT segment e.g. place of departure or border crossing point DTM, Date/time/period A segment identifying the date/time details of departure and/or arrival of the transported goods for the specified location Segment group 11: RFF-DTM A group of segments to allow reference to transport details RFF, Reference A segment giving reference to transport details DTM, Date/time/period A segment giving date/time/period on the above reference Segment group 12: TOD-LOC A group of segments indicating the terms of delivery for the whole invoice TOD, Terms of delivery or transport A segment identifying the delivery terms used e.g. INCOTERMS, code could be used to specify the delivery terms LOC, Place/location identification A segment identifying locations relevant to the delivery terms specified in the TOD segment Segment group 13: PAC-MEA-EQD-SG14 A group of segments identifying the packaging, physical dimensions and marks and numbers for goods referenced by the whole invoice PAC, Package A segment specifying the number and type of packages for the whole invoice, e.g. number and type of pallets MEA, Measurements A segment specifying physical measurements of packages described in the PAC segment. e.g. package length, weight EQD, Equipment details

20 A segment specifying the unit of equipment Segment group 14: PCI-RFF-DTM-GIN A group of segments specifying the markings and labels on individual physical units PCI, Package identification A segment specifying markings and labels used on individual physical units (packages) described in the PAC segment RFF, Reference A segment identifying the master label number DTM, Date/time/period A segment specifying the dates relevant to the package markings GIN, Goods identity number A segment identifying the number or ranges of numbers for use with the package markings Segment group 15: ALC-ALI-FTX-SG16-SG17-SG18-SG19-SG20-SG21 A group of segments specifying allowances and charges for the whole invoice. The allowance or charge specified within this Segment group may either relate to the total invoice in which case it cannot be overridden at detail level, or it can relate to the line items as a default allowance/charge and can be overridden by the ALC Segment group within the detail section. Where relevant, additional information, tax and alternate currency details are to be indicated in the TAX and MOA segments. The basis for the calculation of the allowance/charge may be a quantity, a percentage, an amount or a rate and one of the Segment group should be used accordingly ALC, Allowance or charge A segment identifying the charge or allowance and, where necessary, its calculation sequence ALI, Additional information A segment indicating that allowance or charge specified is subject to special conditions owing to origin, customs preference or commercial factors FTX, Free text A segment specifying a textual description of the allowance or charge Segment group 16: RFF-DTM A group of segment for giving references and where necessary, their dates relating to the allowances or charges RFF, Reference A segment identifying the reference by its number and where appropriate a line number within a document DTM, Date/time/period A segment specifying the date and/or time related to the reference Segment group 17: QTY-RNG A group of segments specifying the quantity of the allowance or charge with its measure unit specifier. A range to which the allowance or charge applies may be specified e.g. An allowance of a free quantity of 20 pieces may be specified if the goods quantity ordered is greater than 1000 pieces QTY, Quantity

21 A segment identifying the type of quantity and the quantity related to the allowance or charge RNG, Range details A segment specifying, if required, the range to which the allowance or charge applies Segment group 18: PCD-RNG A group of segments specifying the percentage for the allowance or charge, e.g. The allowance/charge amount is calculated as 5% of the goods value or a price reduction of 5% may be specified if the goods quantity ordered is within the range 5 tons to 10 tons PCD, Percentage details A segment identifying the percentage and the percentage basis for the calculation of the allowance or charge RNG, Range details A segment specifying, if required, a range for the application of the percentage Segment group 19: MOA-RNG-CUX-DTM A group of segments specifying a monetary amount for an allowance or charge. A range to which the allowance or charge applies can be specified, e.g. an allowance of 5000 BEF may be specified if goods value ordered is greater than BEF MOA, Monetary amount A segment identifying the monetary amount for the allowance or charge RNG, Range details A segment specifying, if required, a range for the application of the allowance/charge amount CUX, Currencies A segment specifying the currency and rate of exchange of the monetary amount identified for an allowance or charge DTM, Date/time/period A segment specifying the date of application of the currency exchange rate Segment group 20: RTE-RNG A group of segments specifying the rate per unit and basis to which the allowance or charge applies, e.g. the allowance/charge amount is 3 DEM per 10 tons RTE, Rate details A segment specifying the rate per unit and the basis for calculation RNG, Range details A segment specifying, if required, the range for the application of the allowance/charge rate Segment group 21: TAX-MOA A group of segments specifying tax related information for the allowance or charge and, when necessary TAX, Duty/tax/fee details A segment specifying the tax type, category and rate, or exemption, related to the allowance or charge MOA, Monetary amount A segment specifying the amount for the allowance or charge Segment group 22: RCS-RFF-DTM-FTX

22 A group of segments identifying any rules, laws or regulations with which the supplier must comply to meet requirements e.g. building regulations, safety requirements, etc RCS, Requirements and conditions A segment to enable industry or national requirements to be specified RFF, Reference A segment identifying the referenced document by its number and, where appropriate, a line number DTM, Date/time/period A segment specifying the date/time related to the reference FTX, Free text A segment with free text information, in coded or clear form, used when additional information is needed but cannot be accommodated within other segments Segment group 23: AJT-FTX A segment group to give information about adjustment AJT, Adjustment details A segment giving adjustment details FTX, Free text A segment giving additional information on the adjustment Segment group 24: INP-FTX A segment group giving the possibility in a reply to INVOIC of instructing the other party of the action to be taken INP, Parties to instruction A segment giving information on parties to instruction FTX, Free text A segment giving additional information about parties to instruction Detail section Information to be provided in the Detail section: 1030 Segment group 25: LIN-PIA-IMD-MEA-QTY-PCD-ALI-DTM-GIN-GIR-QVR-EQD-FTX-DGS- SG26-SG27-SG28-SG29-SG30-SG32-SG33-SG34-SG38-SG44-SG46-SG47-SG48 A group of segments providing details of the individual invoiced items. There must be at least one occurrence of Segment group 22 within an invoice, but not necessarily in a credit note or a debit note. This Segment group may be repeated to give sub-line details LIN, Line item 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 PIA, Additional product id 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 IMD, Item description

23 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 MEA, Measurements 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 QTY, Quantity A segment identifying the product quantities e.g. invoiced quantity PCD, Percentage details A segment specifying the strength or yield of a product as a percentage e.g. 80% to indicate the strength of an Acid ALI, Additional information A segment indicating that the line item is subject to special conditions owing to origin, customs preference, embargo regulations or commercial factors DTM, Date/time/period A segment specifying date/time/period details relating to the line item only GIN, Goods identity number A segment providing identity numbers to be applied to the goods being invoiced, e.g. serial numbers for assembled equipment GIR, Related identification numbers A segment providing sets of related identification numbers for a line item, e.g. engine numbers, chassis number and transmission number for a vehicle QVR, Quantity variances A segment identifying quantity variances, between, e.g. quantity delivered/invoiced and quantity ordered EQD, Equipment details A segment to specify the type and size of equipment being billed FTX, Free text A segment with free text information, in coded or clear form, used when additional information is needed but cannot be accommodated within other segments DGS, Dangerous goods A segment specifying dangerous goods details relating to the line item only Segment group 26: MOA-CUX A group of segments specifying any monetary amounts relating to the products and when necessary a currency MOA, Monetary amount A segment specifying any monetary amounts relating to the product, e.g. item amount, insurance value, customs value CUX, Currencies A segment identifying the currencies required in the line item, when is different from the heading rrencies. A rate of exchange may given to convert a reference currency into a target currency Segment group 27: PAT-DTM-PCD-MOA

24 A group of segments specifying the terms of payment for the line item where this is different to that specified in the heading section PAT, Payment terms basis A segment identifying the payment terms and date/time basis DTM, Date/time/period A segment giving the specific date/time/period, if needed, of any payments, discounts, instalments etc PCD, Percentage details A segment specifying discount, interest, penalty as well as instalment percentage MOA, Monetary amount A segment specifying amounts related to payment discount penalties or instalments Segment group 28: PRI-CUX-APR-RNG-DTM A group of segments identifying the relevant pricing information for the goods or services invoiced PRI, Price details 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 type qualifier" CUX, Currencies A segment specifying the currency for a price APR, Additional price information 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 RNG, Range details A segment to identify the ranges(quantity, amount, etc.) to which the additional price information applies DTM, Date/time/period A segment to identify the date/time/period information related to the price change. e.g. period of validity Segment group 29: RFF-DTM A group giving references and where necessary, their dates, relating to the line item RFF, Reference A segment identifying the reference by its number and where appropriate a line number within a document DTM, Date/time/period A segment specifying the date/time related to the reference Segment group 30: PAC-MEA-EQD-SG31 A group of segments identifying the packaging, physical dimensions, and marks and numbers for goods referenced in the line item PAC, Package A segment specifying the number and type of packages for the line item, e.g. number and type of pallets.

25 1370 MEA, Measurements A segment specifying physical measurements of packages described in the PAC segment e.g. package length, weight EQD, Equipment details A segment specifying the unit of equipment Segment group 31: PCI-RFF-DTM-GIN A group of segments specifying the markings and labels on individual physical units PCI, Package identification A segment specifying markings and labels used on individual physical units (packages) described in the PAC segment RFF, Reference A segment identifying the master label number DTM, Date/time/period A segment specifying the dates relevant to the package markings GIN, Goods identity number A segment identifying the number or ranges of numbers for use with the package markings. 440 Segment group 32: LOC-QTY-DTM A group of segments specifying destination and quantity details for consignments involving multidestination deliveries for a specified line item LOC, Place/location identification A segment indicating the location to which part of the consignment has been delivered QTY, Quantity A segment specifying the quantity delivered to the identified location DTM, Date/time/period A segment specifying the dates and/or times that the delivery has been made Segment group 33: TAX-MOA-LOC A group of segments specifying tax related information for the line item, and when necessary, the location(s) to which that tax information relates TAX, Duty/tax/fee details A segment specifying a tax type, category and rate, or exemption, relating to the line item MOA, Monetary amount A segment specifying the amount for the identified tax/fee LOC, Place/location identification 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 Segment group 34: NAD-LOC-SG35-SG36-SG37 A group of segments identifying the parties with associated information, relevant to the line item only NAD, Name and address A segment identifying names and addresses of the parties, in coded or clear form, and their functions relevant to the line item.

26 1540 LOC, Place/location identification A segment giving more specific location information of the party specified in the NAD segment e.g. internal site/building number Segment group 35: RFF-DTM A group of segment for giving references only relevant to the specified party rather than the whole line item RFF, Reference A segment identifying the reference by its number and where appropriate a line number within a document DTM, Date/time/period A segment specifying the date and/or time related to the reference Segment group 36: DOC-DTM A group of segments identifying the documentary requirements of the specified party DOC, Document/message details A segment identifying and providing information relating to the documents required by the party specified by the NAD segment DTM, Date/time/period A segment specifying the date and/or time of the document Segment group 37: CTA-COM A group of segments giving contact details of the specific person or department within the party identified in the NAD segment CTA, Contact information A segment to identify a person or department, and their function, to whom communications should be directed COM, Communication contact A segment to identify a communications type and number for the contact specified in the CTA segment Segment group 38: ALC-ALI-DTM-FTX-SG39-SG40-SG41-SG42-SG43 A group of segments specifying allowances and charges for the line item where this is different to or not specified within the heading section ALC, Allowance or charge A segment identifying the charge or allowance and, where necessary its calculation sequence ALI, Additional information A segment indicating that allowance or charge specified is subject to special conditions owing to origin, customs preference or commercial factors DTM, Date/time/period To specify date, and/or time, or period FTX, Free text A segment specifying a textual description of the allowance or charge Segment group 39: QTY-RNG A group of segments specifying the quantity of the allowance or charge with its measure unit specifier. A range to which the allowance or charge applies may be specified e.g. An allowance of

27 a free quantity of 20 pieces may be specified if the goods quantity ordered is greater than 1000 pieces QTY, Quantity A segment identifying the type of quantity and the quantity related to the allowance or charge RNG, Range details A segment specifying, if required, the range to which the allowance or charge applies Segment group 40: PCD-RNG A group of segments specifying the percentage for the allowance or charge, e.g. The allowance/charge amount is calculated as 5% of the goods value or a price reduction of 5% may be specified if the goods quantity ordered is within the range 5 tons to 10 tons PCD, Percentage details A segment identifying the percentage and the percentage basis for the calculation of the allowance or charge RNG, Range details A segment specifying, if required, a range for the application of the percentage Segment group 41: MOA-RNG-CUX-DTM A group of segments specifying a monetary amount for an allowance or charge. A range to which the allowance or charge applies can be specified, e.g. an allowance of 5000 BEF may be specified if goods value ordered is greater than BEF MOA, Monetary amount A segment identifying the monetary amount for the allowance or charge RNG, Range details A segment specifying, if required, a range for the application of the allowance/charge amount CUX, Currencies A segment specifying the currency and rate of exchange of the monetary amount identified for an allowance or charge DTM, Date/time/period A segment specifying the date of application of the currency exchange rate Segment group 42: RTE-RNG A group of segments specifying the rate per unit and basis to which the allowance or charge applies, e.g. The allowance/charge amount is 3 DEM per 10 tons RTE, Rate details A segment specifying the rate per unit and the basis for calculation RNG, Range details A segment specifying, if required, the range for the application of the allowance/charge rate Segment group 43: TAX-MOA A group of segments specifying tax related information for the allowance or charge and, when necessary TAX, Duty/tax/fee details A segment specifying the tax type, category, and rate, or exemption, related to the allowance or charge.

28 1850 MOA, Monetary amount A segment specifying the amount for the allowance or charge Segment group 44: TDT-SG45 A group of segments identifying the mode and means of transport, location and relevant dates and times for transportation, relating to the line item, where this is different to or not specified within the heading section TDT, Details of transport A segment specifying the mode, means and identification of the transport for the goods in the line item Segment group 45: LOC-DTM A group of segments giving the location and date/time information relative to the transportation LOC, Place/location identification A segment identifying locations relevant to the transport specified in the TDT segment e.g. place of departure or border crossing point DTM, Date/time/period A segment identifying the date/time details of departure and/or arrival of the transported goods for the specified location Segment group 46: TOD-LOC A group of segments indicating the terms of delivery for the line item where this is different to or not specified within the heading section TOD, Terms of delivery or transport A segment identifying the delivery terms used. e.g. INCOTERMS, code could be used to specify the delivery terms LOC, Place/location identification A segment identifying locations relevant to the delivery terms specified in the TOD segment Segment group 47: RCS-RFF-DTM-FTX A group of segments identifying for the line item - where this is different to or not specified within the Heading section - any rules, laws or regulations with which the supplier must comply to meet requirements. e.g. building regulations, safety requirements etc RCS, Requirements and conditions A segment to enable industry or national requirements to be specified RFF, Reference A segment identifying the referenced document by its number and, where appropriate, a line number DTM, Date/time/period A segment specifying the date/time related to the reference FTX, Free text A segment with free text information, in coded or clear form, used when additional information is needed but cannot be accommodated within other segments Segment group 48: GIS-RFF-DTM-GIR-LOC-MEA-QTY-FTX-MOA A group of segments for giving processing indicators, references and where necessary, their dates, related identification numbers, locations, measurements, quantities, free text and monetary

29 amounts, relating to the line item, e.g. contract information, import or export license information, despatch advice information GIS, General indicator A segment specifying processing indicators related to the line item RFF, Reference A segment identifying the reference by its number and where appropriate a line number within a document DTM, Date/time/period A segment specifying the date and/or time related to the reference GIR, Related identification numbers A segment specifying identification numbers related to the reference LOC, Place/location identification A segment specifying location information related to the reference MEA, Measurements A segment specifying measurement information related to the reference QTY, Quantity A segment specifying quantity information related to the reference FTX, Free text A segment specifying free text information related to the reference MOA, Monetary amount A segment specifying monetary amounts related to the reference Summary section Information to be provided in the Summary section: 2090 UNS, Section control A mandatory service segment placed before the first user segment in the summary section to avoid segment collision CNT, Control total A segment by which control totals may be provided by the sender for checking by the receiver Segment group 49: MOA-SG50 A group of segments giving total amounts for the whole invoice and - if relevant -detailing amounts pre-paid with relevant references and dates MOA, Monetary amount 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 Segment group 50: RFF-DTM A group of segments for giving references and where necessary, their dates, relating e.g. amounts prepaid number RFF, Reference A segment identifying the reference by its number and where appropriate a line number within a document.

30 2150 DTM, Date/time/period A segment specifying the date/time related to the reference Segment group 51: TAX-MOA A group of segments specifying taxes totals for the invoice TAX, Duty/tax/fee details A segment specifying the tax type to be summarised MOA, Monetary amount A segment specifying the summary amount for the tax specified Segment group 52: ALC-ALI-MOA-FTX A group of segments specifying allowances and charges summary totals for the invoice ALC, Allowance or charge A segment identifying the charge or allowance type to be summarised ALI, Additional information A segment indicating that allowance or charge specified is subject to special conditions owing to origin, customs preference or commercial factors MOA, Monetary amount A segment specifying the summary amount for the allowance or charge FTX, Free text A segment specifying a textual description of the allowance or charge UNT, Message trailer A service segment ending a message, giving the total number of segments in the message and the control reference number of the message.

31 4 Segments Repertory The segment repertory table show all the data segments defined for the EDIFACT INVOIC D97.A message, used as basis for the General Motors Europe transmissions of the financial documents Self billed Invoices (Credit Notes), Return Shipments and Retro Active Price Adjustments. The table is included in the associated Excel sheet.

32 5 Service Segments Description The UNB (Interchange header) and UNZ (Interchange trailer) segments mark respectively the beginning and the end of an interchange thereby providing a unique interchange control reference. Within the interchange the UNH (message header) and UNT (Message trailer) segments uniquely begin and end the various messages contained in an interchange. 5.1 Example of an Interchange Structure UNB UNH MESSAGE 1 MESSAGE 2... UNT UNH UNT UNH MESSAGE n UNT UNZ

33 5.2 Segment: UNB Interchange Header Segment Group: 0 Level: 0 Usage: Mandatory Max Use: 1 Purpose: Service segment providing the unique identification of an interchange. It allows the identification of the sender and the receiver of the interchange, gives date and time of preparation as well as the interchange control reference and the application reference UNB+UNOA:1+0935HRB :: O ROBBOSCHZ :1018+PAYO ' UNB Segment UNOA Syntax Identifier (fix) 1 Syntax version number (fix) 0935HRB Mailbox number of the sender (GME) Recipient Identification (Ship from DUNS Supplier) O ROBBOSCHZ02000 Mailbox-no. of the supplier# Transmission Date 1018 Transmission Time PAYO Interchg.. Control Ref. (running number 117 in this example) Test Identifier (in production the segment ends with interchange control ref. number.)

34 5.3 Segment: UNH Message Header Position: 0010 Group: Level: 0 Usage: Mandatory Max Use: 1 Purpose: A service segment starting and uniquely identifying a message. The message type code for the Invoice message is INVOIC. UNH INVOIC:D:97A:UN:A Message ref. Number, will be repeated in the UNT segment INVOIC Message type identifier (fix) D Message type version number (fix) 97A Message type release number (fix) UN Controlling agency (fix) A17011 POR identifier (new)

35 5.4 Segment: BGM Beginning of Message Segment Position: 0020 Group Level: 0 Usage: Mandatory Max Use: 1 Purpose: A segment by which the sender must uniquely identify the invoice by means of its type and number and if necessary its function BGM AP' Document/message name, coded Document Message Identifier 389 Self-billed invoices 383 Debit note used for material return 402 Credit note retro active price adjustments 403 Debit note retro active price adjustments Document/message number Retro Active Price Adjustments Return Shipments Consignment Shipments Self billed Invoice document number (first two digits identifies the document type) Document/message number coded 9 Original (we do not use 7 as we will not create duplicates) Code list reference Odette Codelist ODDC121 Response type coded AP accepted (we will not use the response type RE for rejected as at least Germany only accepts the status AP, due to legal regulations. Code list reference Odette Codelist ODDC119

36 5.5 Segment: DTM Date/Time/Period; document date Segment Position: 0260 Group Level: 03 Usage: Mandatory Max Use: 1 Purpose: 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. We use this field for the document date DTM+137: :102' DTM Identifier for document date Ref. Code list: Document date 102 Specification of the representation of a date, a date and time or of a period. 102 = Date Format CCYYMMDD

37 5.6 Segment: RFF Accounting Reference Segment Position: 0120 Group Level: 01 Usage: Conditional Requested Max Use: 1 Purpose: A segment by which the sender must uniquely identify the invoice by means of its type and number and if necessary its function. We use this filed for the running sequential number of the documents Only self billed invoices are issued with a running sequential number. RFF+ADE: ' ADE Identifier for accounting reference number Running sequential number