INVOIC. Invoice message. Edition 2014

Transcription

1 EANCOM 2002 S3 Edition Introduction Message Structure Chart Branching Diagram Segments Description Example(s)

2 EANCOM 2002 S3 The Messages 1. Introduction Status MESSAGE TYPE REFERENCE DIRECTORY : :D.01B EANCOM SUBSET VERSION :011 Definition 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'. Principles A seller may invoice for one or more transactions An invoice may refer to goods, items or services related to one or more orders, delivery instructions, call-offs, etc... An invoice may contain references to payment terms An invoice for cross border transactions may contain additional information for customs and/or statistical purposes/services An invoice may contain transport details. Copyright GS1-2 - Edition 2014

3 2. Message Structure Chart Invoice Heading Section UNH 1 M 1 - Message header BGM 2 M 1 - Beginning of message DTM 3 M 35 - Date/time/period PAI 4 C 1 - Payment instructions ALI 5 C 5 - Additional information FTX 6 C 99 - Free text SG1 C RFF-DTM RFF 7 M 1 - Reference DTM 8 C 5 - Date/time/period SG2 C 99 - NAD-FII-SG3-SG5 NAD 9 M 1 - Name and address FII 10 C 5 - Financial institution information SG3 C RFF RFF 11 M 1 - Reference SG5 C 5 - CTA-COM CTA 12 M 1 - Contact information COM 13 C 5 - Communication contact SG6 C 5 - TAX-MOA TAX 14 M 1 - Duty/tax/fee details MOA 15 C 1 - Monetary amount SG7 C 99 - CUX-DTM CUX 16 M 1 - Currencies DTM 17 C 5 - Date/time/period SG8 * C 10 - PAT-DTM-PCD-MOA-PAI-FII PAT X 18 M 1 - Payment terms basis DTM 19 C 5 - Date/time/period PCD 20 C 1 - Percentage details MOA 21 C 1 - Monetary amount PAI + 22 C 1 - Payment instructions FII + 23 C 1 - Financial institution information SG9 * C 10 - TDT-SG10-SG11 TDT 24 M 1 - Details of transport SG10 + C 10 - LOC-DTM LOC + 25 M 1 - Place/location identification DTM + 26 C 5 - Date/time/period SG11 C RFF RFF 27 M 1 - Reference SG12 C 5 - TOD-LOC TOD 28 M 1 - Terms of delivery or transport LOC 29 C 2 - Place/location identification SG14 C PAC PAC 30 M 1 - Package SG16 C ALC-SG18-SG19-SG20-SG21-SG22 ALC 31 M 1 - Allowance or charge SG18 C 1 - QTY QTY 32 M 1 - Quantity SG19 C 1 - PCD PCD 33 M 1 - Percentage details SG20 C 2 - MOA MOA 34 M 1 - Monetary amount SG21 C 1 - RTE RTE 35 M 1 - Rate details SG22 C 5 - TAX-MOA TAX 36 M 1 - Duty/tax/fee details MOA 37 C 1 - Monetary amount SG24 C 1 - AJT AJT 38 M 1 - Adjustment details Copyright GS1-3 - Edition 2014

4 2. Message Structure Chart Invoice Detail Section SG26 * C LIN-PIA-IMD-MEA-QTY-ALI-DTM-GIN-QVR-FTX-SG27-SG28-SG29- LIN 39 M 1 - Line item PIA 40 C 25 - Additional product id IMD 41 C 99 - Item description MEA 42 C 5 - Measurements QTY 43 C 5 - Quantity ALI 44 C 5 - Additional information DTM 45 C 35 - Date/time/period GIN + 46 C Goods identity number QVR 47 C 1 - Quantity variances FTX 48 C 99 - Free text SG27 C 99 - MOA MOA 49 M 1 - Monetary amount SG28 C 10 - PAT-DTM-PCD-MOA PAT X 50 M 1 - Payment terms basis DTM 51 C 5 - Date/time/period PCD 52 C 99 - Percentage details MOA 53 C 1 - Monetary amount SG29 * C 25 - PRI-APR PRI 54 M 1 - Price details APR + 55 C 1 - Additional price information SG30 C 10 - RFF-DTM RFF 56 M 1 - Reference DTM 57 C 5 - Date/time/period SG31 C 10 - PAC-MEA-SG32 PAC 58 M 1 - Package MEA 59 C 10 - Measurements SG32 C 10 - PCI-GIN PCI 60 M 1 - Package identification GIN 61 C 10 - Goods identity number SG33 C LOC-QTY-DTM LOC 62 M 1 - Place/location identification QTY 63 C Quantity DTM 64 C 5 - Date/time/period SG34 C 99 - TAX-MOA TAX 65 M 1 - Duty/tax/fee details MOA 66 C 2 - Monetary amount SG35 C 99 - NAD-SG36 NAD 67 M 1 - Name and address SG36 C 5 - RFF RFF 68 M 1 - Reference SG39 * C 30 - ALC-ALI-DTM-SG40-SG41-SG42-SG43-SG44 ALC 69 M 1 - Allowance or charge ALI 70 C 5 - Additional information DTM + 71 C 5 - Date/time/period SG40 C 1 - QTY QTY 72 M 1 - Quantity SG41 C 1 - PCD PCD 73 M 1 - Percentage details SG42 C 2 - MOA MOA 74 M 1 - Monetary amount SG43 C 1 - RTE RTE 75 M 1 - Rate details SG44 C 5 - TAX-MOA TAX 76 M 1 - Duty/tax/fee details MOA 77 C 2 - Monetary amount SG45 C 10 - TDT Copyright GS1-4 - Edition 2014

5 2. Message Structure Chart TDT 78 M 1 - Details of transport SG47 + C 5 - TOD-LOC TOD + 79 M 1 - Terms of delivery or transport LOC + 80 C 2 - Place/location identification Invoice Summary Section UNS 81 M 1 - Section control CNT 82 C 10 - Control total SG50 M MOA-SG51 MOA 83 M 1 - Monetary amount SG51 C 10 - RFF-DTM RFF 84 M 1 - Reference DTM 85 C 5 - Date/time/period SG52 C 10 - TAX-MOA TAX 86 M 1 - Duty/tax/fee details MOA 87 C 9 - Monetary amount SG53 C 15 - ALC-ALI-MOA ALC 88 M 1 - Allowance or charge ALI 89 C 1 - Additional information MOA 90 C 2 - Monetary amount UNT 91 M 1 - Message trailer Copyright GS1-5 - Edition 2014

6 3. Branching Diagram 0 2 UNH M 1 1 BGM M 1 2 PAI C SG1 C SG2 C 99 2 DTM M 35 3 ALI C 5 5 FTX C 99 6 RFF M 1 7 NAD M DTM C 5 8 FII C 5 10 Copyright GS1-6 - Edition 2014

7 3. Branching Diagram 2 1 SG3 C 9999 SG5 C 5 RFF M 1 11 CTA M COM C 5 13 Copyright GS1-7 - Edition 2014

8 3. Branching Diagram SG6 C 5 SG7 C 99 SG8 C 10 SG9 C 10 2 TAX M 1 14 CUX M 1 16 PAT M 1 18 TDT M 1 24 SG10 C 10 3 MOA C 1 15 DTM C 5 17 DTM C 5 19 PCD C 1 20 MOA C 1 21 PAI C 1 22 FII C 1 23 LOC M DTM C 5 26 Copyright GS1-8 - Edition 2014

9 3. Branching Diagram 2 3 SG11 C 9999 RFF M 1 27 Copyright GS1-9 - Edition 2014

10 3. Branching Diagram SG12 C 5 SG14 C 1000 SG16 C 9999 SG24 C 1 TOD M 1 28 PAC M 1 30 ALC M 1 31 AJT M SG18 C 1 SG19 C 1 SG20 C 2 SG21 C 1 SG22 C 5 LOC C 2 29 QTY M 1 32 PCD M 1 33 MOA M 1 34 RTE M 1 35 TAX M MOA C 1 37 Copyright GS Edition 2014

11 3. Branching Diagram SG26 C LIN M PIA C IMD C MEA C 5 42 QTY C 5 43 ALI C 5 44 DTM C GIN C QVR C 1 47 Copyright GS Edition 2014

12 3. Branching Diagram 2 6 SG27 C 99 SG28 C 10 SG29 C 25 SG30 C 10 SG31 C FTX C MOA M 1 49 PAT M 1 50 PRI M 1 54 RFF M 1 56 PAC M DTM C 5 51 PCD C MOA C 1 53 APR C 1 55 DTM C 5 57 MEA C Copyright GS Edition 2014

13 3. Branching Diagram 3 8 SG32 C 10 PCI M GIN C Copyright GS Edition 2014

14 3. Branching Diagram 2 9 SG33 C 9999 SG34 C 99 SG35 C 99 SG39 C LOC M 1 62 TAX M 1 65 NAD M 1 67 SG36 C 5 ALC M 1 69 SG40 C 1 SG41 C 1 10 QTY C DTM C 5 64 MOA C 2 66 RFF M 1 68 ALI C 5 70 DTM C 5 71 QTY M 1 72 PCD M 1 73 Copyright GS Edition 2014

15 3. Branching Diagram 3 10 SG42 C 2 SG43 C 1 SG44 C 5 MOA M 1 74 RTE M 1 75 TAX M MOA C 2 77 Copyright GS Edition 2014

16 3. Branching Diagram 2 11 SG45 C 10 SG47 C 5 TDT M 1 78 TOD M LOC C 2 80 Copyright GS Edition 2014

17 3. Branching Diagram 0 7 UNS M 1 81 UNT M SG50 M 100 SG52 C 10 SG53 C 15 CNT C MOA M 1 83 TAX M 1 86 ALC M SG51 C 10 RFF M 1 84 MOA C 9 87 ALI C 1 89 MOA C DTM C 5 85 Copyright GS Edition 2014

18 4. Segments Description Invoice Heading Section UNH - M 1 BGM - M 1 DTM - M 35 - Message header This segment is used to head, identify and specify a message. - Beginning of message This segment is used to indicate the type and function of a message and to transmit the identifying number. - Date/time/period PAI - C 1 - Payment instructions ALI - C 5 - Additional information FTX - C 99 SG1 - C RFF - M 1 DTM - C 5 SG2 - C 99 NAD - M 1 This segment is used to specify the date or period of the invoice. It may also be used to specify the date on which the goods were despatched, delivered, or received. This segment allows the party issuing the Invoice to specify how they would like payment to be made. This segment is used to specify any special conditions which apply to the goods being invoiced. The country of origin of all the products (if it is the same) may be specified here in the header section. - Free text This segment is used to provide free form or d text information which applies to the complete invoice message. - RFF-DTM A group of segments for giving references and where necessary, their dates, relating to the whole message, e.g. contract number, import/export license number, despatch advice number. - Reference This segment is used to specify references which relate to the whole invoice, for example, Purchase Order Numbers, Delivery Numbers, etc. - Date/time/period This segment is used to specify any dates related to the references given in the previous RFF segment. - NAD-FII-SG3-SG5 A group of segments identifying the parties with associated information. - Name and address This segment is used to identify the trading parties involved in the invoice process. Identification of the buyer and supplier of goods and services is mandatory in the Invoice. Additionally, the issuer of the invoice and the invoicee must be identified if different from the buying and supplying parties. The consignee or delivery party needs to be specified if different to the buyer's address. FII - C 5 - Financial institution information SG3 - C 9999 RFF - M 1 This segment is used to identify financial institution information related to the party identified in the NAD segment. - RFF A group of segment for giving references only relevant to the specified party rather than the whole invoice. - Reference This segment is used to specify reference numbers related to the party identified in the previous NAD segment. Copyright GS Edition 2014

19 4. Segments Description SG5 - C 5 CTA - M 1 COM - C 5 SG6 - C 5 TAX - M 1 MOA - C 1 SG7 - C 99 CUX - M 1 DTM - C 5 SG8 - C 10 PAT - M 1 DTM - C 5 PCD - C 1 MOA - C 1 - CTA-COM A group of segments giving contact details of the specific person or department within the party identified in the NAD segment. - Contact information This segment is used to identify the department and/or person within the party specified in the NAD. - Communication contact This segment is used to identify the communications number and the type of communications used for the department person identified in the CTA segment. - TAX-MOA A group of segments specifying tax related information. - Duty/tax/fee details This segment is used to indicate the type, category, and rate of tax for the complete invoice. - Monetary amount This segment is to be used to provide tax related monetary amounts relevant to the complete invoice. These amount should be added to any amounts specified in the detail section in order to calculate the total invoice tax amounts contained in the summary section. - CUX-DTM A group of segments specifying the currencies and related dates/periods valid for the whole invoice. - Currencies This segment is used to specify currency information for the complete invoice. - Date/time/period This segment is used to specify the date on which a rate of exchange was quoted. - PAT-DTM-PCD-MOA-PAI-FII A group of segments specifying the terms of payment applicable for the whole invoice. - Payment terms basis This segment is used by the issuer of the invoice to specify the payment terms for the complete invoice. - Date/time/period This segment is used to specify any dates associated with the payment terms for the invoice. - Percentage details This segment is used to specify percentages which will be allowed or charged if the invoicee pays (does not pay) to terms. - Monetary amount PAI - C 1 - Payment instructions This segment is used to specify monetary values which will be allowed or charged if the invoicee pays (does not pay) to terms. This segment is used to specify payment instructions related to payment terms. FII - C 1 - Financial institution information SG9 - C 10 This segment is used to identify the receiving financial institution and account holder number, related to the payment means. - TDT-SG10-SG11 A group of segments identifying the mode and means of transport, location and relevant dates and times for transportation, relating to the whole invoice. Copyright GS Edition 2014

20 4. Segments Description TDT - M 1 SG10 - C 10 LOC - M 1 DTM - C 5 SG11 - C 9999 RFF - M 1 SG12 - C 5 TOD - M 1 LOC - C 2 SG14 - C 1000 PAC - M 1 SG16 - C 9999 ALC - M 1 SG18 - C 1 QTY - M 1 SG19 - C 1 PCD - M 1 SG20 - C 2 - Details of transport This segment is used to specify transport services provided for the delivery of the invoiced line items, such as express transport services. - LOC-DTM A group of segments giving the location and date/time information relative to the transportation. - Place/location identification This segment is used to identify locations related to the details of transport. - Date/time/period This segment is used to specify dates related to the above location. - RFF A group of segments to allow reference to transport details. - Reference - TOD-LOC A group of segments indicating the terms of delivery for the whole invoice. - Terms of delivery or transport This segment is used to specify the terms of delivery for the complete invoice. - Place/location identification This segment is used to identify the location where the terms of delivery apply. - PAC A group of segments identifying the packaging for goods referenced by the whole invoice. - Package This segment is used to enable the invoice message to be used as valued despatch advice message by detailing the total count of each package type being invoiced. - ALC-SG18-SG19-SG20-SG21-SG22 A group of segments specifying allowances and charges for the whole invoice. Allowances and charges in the heading section of a message are independent from those in the detail section, e.g. ALC at detail level does not override ALC at heading level. - Allowance or charge This segment is used to indicate any Allowances or Charges applicable to the total invoice, e.g. packaging costs. - QTY A group of segments specifying the quantity of the allowance or charge with its measure unit specifier. - Quantity This segment is used to specify any quantity discounts or charges for the current ALC segment group. - PCD A group of segments specifying the percentage for the allowance or charge. - Percentage details This segment is used to specify any percentage discounts or charges for the current ALC segment group. - MOA A group of segments specifying a monetary amount for an allowance or charge. Copyright GS Edition 2014

21 4. Segments Description MOA - M 1 SG21 - C 1 RTE - M 1 SG22 - C 5 TAX - M 1 MOA - C 1 SG24 - C 1 AJT - M 1 - Monetary amount This segment is used to specify any monetary discounts or charges for the current ALC segment group. - RTE 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 EUR per 10 tons. - Rate details This segment is used to specify rate discounts or charges for the current ALC segment group. - TAX-MOA A group of segments specifying tax related information for the allowance or charge. - Duty/tax/fee details This segment is used to signify whether the allowances and charges specified in SG16 are subject to tax. - Monetary amount This segment is used to indicate tax or duty amount for the tax rates specified in the previous TAX segment. - AJT A segment group to give information about adjustment. - Adjustment details This segment is used to indicate the reason for an adjustment to the current document. Invoice Detail Section SG26 - C LIN-PIA-IMD-MEA-QTY-ALI-DTM-GIN-QVR-FTX-SG27-SG28-SG29-SG30- SG31-SG33-SG34-SG35-SG39-SG45-SG47 A group of segments providing details of the individual invoiced items. There must be at least one occurrence of Segment group 26 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 - M 1 - Line item PIA - C 25 - Additional product id IMD - C 99 MEA - C 5 QTY - C 5 This segment is used to identify the item being invoiced. This segment is used to specify additional or substitutional item identification s such as a buyer's or supplier's item number. - Item description This segment is used to provide a description for the current line item. - Measurements This segment is used to specify the physical dimensions, storage limitations, or transport equipment limitations of a product. - Quantity ALI - C 5 - Additional information DTM - C 35 This segment is used to specify quantities related to the current line item. This segment is used to indicate special conditions or the country of origin of the current line item. - Date/time/period This segment is used to specify the date of despatch, delivery, or receipt of the current line item. Copyright GS Edition 2014

22 4. Segments Description GIN - C Goods identity number QVR - C 1 FTX - C 99 SG27 - C 99 MOA - M 1 SG28 - C 10 PAT - M 1 DTM - C 5 PCD - C 99 MOA - C 1 SG29 - C 25 This segment is used to indicate a serial number or a range of numbers. - Quantity variances This segment is used to specify any variances between what was ordered, what was shipped/despatched and what is being invoiced. - Free text This segment is used to provide free form or d text information which applies to the current line item. - MOA A group of segments specifying any monetary amounts relating to the products and when necessary a currency. - Monetary amount This segment is used to specify monetary amounts related to the current line item. - PAT-DTM-PCD-MOA A group of segments specifying the terms of payment for the line item where this is different to that specified in the heading section. - Payment terms basis This segment is used to identify specific payment terms for the current line item. - Date/time/period This segment is used to specify any dates associated with the payment terms provided in the previous PAT segment. - Percentage details This segment specifies the penalty or discount percentage applicable for the terms of payment defined in the PAT segment. - Monetary amount This segment specifies the penalty or discount monetary amount applicable for the terms of payment defined in the PAT segment. - PRI-APR A group of segments identifying the relevant pricing information for the goods or services invoiced. PRI - M 1 - Price details APR - C 1 SG30 - C 10 RFF - M 1 DTM - C 5 SG31 - C 10 This segment is used to specify price information for the current line item. - Additional price information This segment is used to provide a reason for a change in the price specified in the PRI segment. - RFF-DTM A group giving references and where necessary, their dates, relating to the line item. - Reference This segment is used to provide references specific to the line item, and overrides any global references provided in the heading section of the invoice when the same qualifier is used. - Date/time/period This segment is used to specify dates and times pertinent to the previous RFF segment. - PAC-MEA-SG32 A group of segments identifying the packaging, physical dimensions, and marks and numbers for goods referenced in the line item. Copyright GS Edition 2014

23 4. Segments Description PAC - M 1 MEA - C 10 SG32 - C 10 - Package This segment is used to specify the number and type of packages for the current line item. - Measurements This segment is used to specify any measurements related to the packaging defined in the previous PAC segment. - PCI-GIN A group of segments specifying the markings and labels on individual physical units. PCI - M 1 - Package identification GIN - C 10 - Goods identity number SG33 - C 9999 LOC - M 1 QTY - C 100 DTM - C 5 SG34 - C 99 TAX - M 1 MOA - C 2 SG35 - C 99 NAD - M 1 SG36 - C 5 RFF - M 1 This segment is used to identify markings on the packaging of the product being invoiced. This segment is used to provide the serial shipping container (SSCC) marked on the packaging of the products being invoiced. - LOC-QTY-DTM A group of segments specifying destination and quantity details for consignments involving multi-destination deliveries for a specified line item. - Place/location identification This segment is used to identify multiple delivery locations for the current line item. - Quantity This segment is used to specify the quantities related to the location identified in the preceding LOC segment. - Date/time/period This segment is used to specify the date/time on which the delivery took (will take) place to the location identified in preceeding LOC segment. - TAX-MOA A group of segments specifying tax related information for the line item. - Duty/tax/fee details This segment is used to specify tax details for the line item being invoiced. - Monetary amount This segment is used to specify in monetary terms the amount of tax due on the current line item. - NAD-SG36 A group of segments identifying the parties with associated information, relevant to the line item only. - Name and address This segment is used to identify parties which are valid only for the current line item. Parties identified here override those specified in the NAD segment at heading level when the same qualifier is used. - RFF A group of segment for giving references only relevant to the specified party rather than the whole line item. - Reference This segment is used to specify references related to the party identified in the NAD at line level. Copyright GS Edition 2014

24 4. Segments Description SG39 - C 30 ALC - M 1 - ALC-ALI-DTM-SG40-SG41-SG42-SG43-SG44 A group of segments specifying allowances and charges for the line item. Allowances and charges in the heading section of a message are independent from those in the detail section, e.g. ALC at detail level does not override ALC at heading level. - Allowance or charge ALI - C 5 - Additional information DTM - C 5 SG40 - C 1 QTY - M 1 SG41 - C 1 PCD - M 1 SG42 - C 2 MOA - M 1 SG43 - C 1 RTE - M 1 SG44 - C 5 TAX - M 1 MOA - C 2 SG45 - C 10 This segment is used to specify any allowances or charges which apply only to the line item being invoiced. This segment is used to indicate any special conditions applicable to the allowances or charges detailed at line level. - Date/time/period This segment is used to provide any dates or periods related to the allowances or charges of the current line item. - QTY A group of segments specifying the quantity of the allowance or charge with its measure unit specifier. - Quantity The segment is used to specify quantity discounts or charges for the line being invoiced. - PCD A group of segments specifying the percentage for the allowance or charge. - Percentage details This segment is used to specify percentage discounts or charges for the line item being invoiced. - MOA A group of segments specifying a monetary amount for an allowance or charge. - Monetary amount This segment is used to specify monetary allowances/charges for the line item being invoiced. - RTE 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 EUR per 10 tons. - Rate details This segment is used to specify allowance or charge rates for the line item being invoiced. - TAX-MOA A group of segments specifying tax related information for the allowance or charge. - Duty/tax/fee details This segment is used to identify any taxes or duties which apply to the allowances or charges at LIN level. - Monetary amount This segment is used to specify in monetary terms the amount of tax due for the allowances and charges for the current line item. - TDT A group of segments identifying the mode and means of transport relating to the line item, where this is different to or not specified within the heading section. Copyright GS Edition 2014

25 4. Segments Description TDT - M 1 SG47 - C 5 TOD - M 1 LOC - C 2 - Details of transport This segment is used to specify the transport means used for the product being invoiced. This segment is only used if the transport means differ from those specified in the message header. - 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. - Terms of delivery or transport This segment is used to specify the terms of delivery for the current line item. - Place/location identification This segment is used to identify the location where the terms of delivery apply. Invoice Summary Section UNS - M 1 CNT - C 10 SG50 - M 100 MOA - M 1 SG51 - C 10 RFF - M 1 DTM - C 5 SG52 - C 10 TAX - M 1 MOA - C 9 SG53 - C 15 ALC - M 1 - Section control This segment is used to identify the break between the message detail and message trailer sections. - Control total This segment is used to provide message control information for checking on the message receiver's in-house system. - MOA-SG51 A group of segments giving total amounts for the whole invoice and - if relevant - detailing amounts pre-paid with relevant references. - Monetary amount This segment is used to detail prepaid amounts, or total monetary values due for the entire invoice. - RFF-DTM A group of segments for giving references and where necessary, their dates, relating e.g. amounts prepaid number. - Reference This segment is used to specify any references related to the message totals information. - Date/time/period This segment is used to provide any dates related to the references specified in the previous RFF segment. - TAX-MOA A group of segments specifying taxes totals for the invoice. - Duty/tax/fee details This segment is used to specify the total taxes or duties due on the complete invoice. - Monetary amount This segment is used to specify the tax amounts due, for the tax rate specified in the TAX segment, covering the whole invoice. - ALC-ALI-MOA A group of segments specifying allowances and charges summary totals for the invoice. - Allowance or charge This segment is used to specify per allowance or charge type totals for each allowances and charges. Allowances and charges detailed both at the header level and on individual product lines are summarized here. Copyright GS Edition 2014

26 4. Segments Description ALI - C 1 - Additional information MOA - C 2 UNT - M 1 This segment is used to indicate any special conditions applicable to the allowances or charges at summary level. - Monetary amount This segment is used to specify the total monetary value per allowance or charge type. - Message trailer This segment is a mandatory UN/EDIFACT segment. It must always be the last segment in the message. Copyright GS Edition 2014

27 EANCOM 2002 S3 The Messages This section describes each segment used in the EANCOM. The original EDIFACT segment layout is listed. The appropriate comments relevant to the EANCOM subset are indicated. Notes: 1. The segments are presented in the sequence in which they appear in the message. The segment or segment group tag is followed by the (M)andatory / (C)onditional indicator, the maximum number of occurrences and the segment description. 2. Reading from left to right, in column one, the data element tags and descriptions are shown, followed by in the second column the EDIFACT status (M or C), the field format, and the picture of the data elements. These first pieces of information constitute the original EDIFACT segment layout. Following the EDIFACT information, EANCOM specific information is provided in the third, fourth, and fifth columns. In the third column a status indicator for the use of (C)onditional EDIFACT data elements (see 2.1 through 2.3 below), in the fourth column the restricted indicator (see point 3 on the following page), and in the fifth column notes and values used for specific data elements in the message. 2.1 (M)andatory data elements in EDIFACT segments retain their status in EANCOM. 2.2 Additionally, there are five types of status for data elements with a (C)onditional EDIFACT status, whether for simple, component or composite data elements. These are listed below and can be identified when relevant by the following abbreviations: - REQUIRED R Indicates that the entity is required and must be sent. - ADVISED A Indicates that the entity is advised or recommended. - DEPENDENT D Indicates that the entity must be sent in certain conditions, as defined by the relevant explanatory note. - OPTIONAL O Indicates that the entity is optional and may be sent at the discretion of the user. - NOT USED N Indicates that the entity is not used and should be omitted. 2.3 If a composite is flagged as N, NOT USED, all data elements within that composite will have blank status indicators assigned to them. 3. Status indicators detailed in the fourth column which directly relate to the values detailed in the fifth column may have two values: - RESTRICTED * A data element marked with an asterisk (*) in the fourth column indicates that the listed s in column five are the only s available for use with this data element, in this segment, in this message. - OPEN All data elements where d representation of data is possible and a restricted set of values is not indicated are open (no asterisk in fourth column). The available s are listed in the EANCOM Data Elements and Code Sets Directory. Code values may be given as examples or there may be a note on the format or type of to be used. 4. Different colours are used for the values in the segment details: restricted s are in red and open s in blue. Copyright GS Edition 2014

28 Segment number: 1 UNH - M 1 - Message header A service segment starting and uniquely identifying a message. The message type for the is. Note: s conforming to this document must contain the following data in segment UNH, composite S009: Data element D B 0051 UN 0062 Message reference number M an..14 M Sender's unique message reference. Sequence number of messages in the interchange. DE 0062 in UNT will have the same value. Generated by the sender. S009 MESSAGE IDENTIFIER M M 0065 Message type M an..6 M * = 0052 Message version number M an..3 M * D = Draft version/un/edifact Directory 0054 Message release number M an..3 M * 01B = Release B 0051 Controlling agency M an..2 M * UN = UN/CEFACT 0057 Association assigned C an..6 R * EAN011 = GS1 version control number (GS1 Permanent Code) Indicates that the message is the EANCOM version 011 of the UNSM Invoice Common access reference C an..35 N S010 STATUS OF THE TRANSFER 0070 Sequence of transfers M n First and last transfer C a1 C This segment is used to head, identify and specify a message. DE's 0065, 0052, 0054, and 0051: Indicate that the message is a UNSM Invoice based on the D.01B directory under the control of the United Nations. UNH+1+:D:01B:UN:EAN011' N Copyright GS Edition 2014

29 Segment number: 2 BGM - M 1 - 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. C002 DOCUMENT/MESSAGE NAME C R 1001 Document name C an..3 R * 67 = Commercial dispute 82 = Metered services invoice 83 = Credit note related to financial adjustments 84 = Debit note related to financial adjustments 130 = Invoicing data sheet 325 = Proforma invoice 380 = Commercial invoice 381 = Credit note - goods and services 382 = Commission note 383 = Debit note - goods and services 384 = Corrected invoice 385 = Consolidated invoice 386 = Prepayment invoice 388 = Tax invoice 389 = Self-billed invoice 390 = Delcredere invoice 393 = Factored invoice 261 = Self billed credit note 262 = Consolidated credit note - goods and services 308 = Delcredere credit note 527 = Self billed debit note It is of critical importance to use the appropriate document name qualifier relevant to the message. Code value 325 may be used to provide valued despatch information. Before using value '384', it is advised to check with the local tax authorities the legality of using corrected invoices, as some countries may not allow their use Code list identification C an..17 N C an Document name C an..35 O C106 DOCUMENT/MESSAGE IDENTIFICATION C N R 1004 Document identifier C an..35 R Invoice Number assigned by document sender. For global unique identification of documents Global Document Type Identifier (GDTI) is available Version identifier C an..9 N 1060 Revision identifier C an..6 O Copyright GS Edition 2014

30 1225 Message function C an..3 R * 1 = Cancellation 5 = Replace 7 = Duplicate 9 = Original 31 = Copy Copyright GS Edition 2014

31 Segment number: 2 43 = Additional transmission 55 = Notification only The message function, d is a critical data element in this segment. It applies to all data indicated in the message. Consequently, one separate message has to be provided per type of function required. The following definitions apply for the restricted s: 1 = Cancellation - The current invoice is being cancelled. A new invoice with its own invoice number will be raised to take its place. It is recommended that if an invoice is incorrect it must be cancelled and a new one issued or a correcting credit/debit note issued referencing the incorrect invoice. 5 = Replace - To cancel and replace a previously sent message identified in the RFF segment. When a buyer issues a pro-forma invoice to cover a transaction the supplier on receipt of this pro-forma issues a replacement to take its place. 7 = Duplicate - Re-transmission involving the same parties, on the specific request of the receiver. 9 = Original - An indication to the receiver that this invoice is an original invoice, i.e., not a replacement or duplicate. 31 = Copy - A copy of an invoice for a third party for information purposes. 43 = Additional transmission - Message already transmitted via another communication channel. This transmission is to provide electronically processable data only Response type C an..3 O * AB = Message acknowledgement NA = No acknowledgement needed This segment is used to indicate the type and function of a message and to transmit the identifying number. BGM ' This example identifies the document as being an original commercial invoice using the value 380. The document has the reference number BGM+82+MSI5422' This example identifies the document as being a metered services invoice using the value 82. The document has the reference number MSI5422. Copyright GS Edition 2014

32 Segment number: 3 DTM - M 35 - 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". 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 PAT Segment group. C507 DATE/TIME/PERIOD M M 2005 Date or time or period function qualifier 2380 Date or time or period value C an..35 R 2379 Date or time or period format M an..3 M * 11 = Despatch date and/or time 35 = Delivery date/time, actual 36 = Expiry date 50 = Goods receipt date/time 137 = Document/message date/time 200 = Pick-up/collection date/time of cargo 263 = Invoicing period 325 = Tax period 454 = Accounting value date 44E = Connection date/time (GS1 Temporary Code) 1 = Service completion date/time, actual Dependency Notes: If there is a legal requirement to have the date of creation of the invoice from the accounting application system specified, then additionally value '454' should be used. C an..3 R 102 = CCYYMMDD 203 = CCYYMMDDHHMM 718 = CCYYMMDD-CCYYMMDD This segment is used to specify the date or period of the invoice. It may also be used to specify the date on which the goods were despatched, delivered, or received. DE 2005: Identification of the 'Document/message date/time' ( value 137) is mandatory in an EANCOM message. DTM+137: :102' The document date is the 8th of October DTM+35: :203' The invoice relates to a delivery made on the 15th of October 2002 at 2:30pm. Copyright GS Edition 2014

33 Segment number: 4 PAI - C 1 - 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. C534 PAYMENT INSTRUCTION DETAILS M M 4439 Payment conditions C an..3 O 1 = Direct payment 65 = Reverse factoring OA = Open account (GS1 Temporary Code) 4431 Payment guarantee means C an..3 O 20 = Goods as security 4461 Payment means C an..3 O 42 = Payment to bank account 60 = Promissory note 70 = Bill drawn by the creditor on the debtor 10E = Payment terms defined in the Commercial Account Summary (GS1 Temporary Code) 13E = Payment terms defined in consolidated invoice (GS1 Temporary Code) Code value '10E, Payment terms defined in the Commercial Account Summary' is used to indicate to the buyer that the payment terms will not be defined in the invoice message but in subsequent commercial account summary message Code list identification C an..17 O C an Payment channel C an..3 O 1 = Ordinary post This segment allows the party issuing the Invoice to specify how they would like payment to be made. PAI+::42' D Copyright GS Edition 2014

34 Segment number: 5 ALI - C 5 - Additional information A segment indicating special conditions related to the total invoice owing to origin, customs preference or other commercial factors Country of origin name C an..3 O Use ISO 3166 two alpha country Duty regime type C an..3 O 4183 Special condition C an..3 O 6 = Subject to bonus 15 = Not subject to discount 116 = Subject to postponed discount 76E = Special conditions applicable to only this invoice (GS1 Temporary Code) 140 = Return of goods 79E = Discrepancies or adjustments (GS1 Temporary Code) 141 = Subject to annual bonus 4183 Special condition C an..3 O 4183 Special condition C an..3 O 4183 Special condition C an..3 O 4183 Special condition C an..3 O This segment is used to specify any special conditions which apply to the goods being invoiced. The country of origin of all the products (if it is the same) may be specified here in the header section. ALI+EU' Copyright GS Edition 2014

35 Segment number: 6 FTX - C 99 - Free text A segment with free text information, in d 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 Text subject qualifier M an..3 M PUR = Purchasing information ZZZ = Mutually defined 4453 Free text function C an..3 O * 1 = Text for subsequent use C107 TEXT REFERENCE C D This composite is only used when trading partners have agreed to use mutually defined values Free text value M an..17 M 001 = Reference to standard text between trading partners Code list identification C an..17 O C an..3 D 91 = Assigned by supplier or supplier's agent 92 = Assigned by buyer or buyer's agent C108 TEXT LITERAL C D This composite is only used if d text can not be used Free text value M an..512 M 4440 Free text value C an..512 O 4440 Free text value C an..512 O 4440 Free text value C an..512 O 4440 Free text value C an..512 O 3453 Language name C an..3 D ISO 639 two alpha This data element is only used when non d free text has been provided in data element C Free text format C an..3 N This segment is used to provide free form or d text information which applies to the complete invoice message. Use of this segment in free form is not recommended since in most cases it inhibits automatic processing of the Invoice. Coded references to standard texts is an available functionality which enables automatic processing and reduces transmission and processing overheads. Standard texts should be mutually defined among trading partners and can be used to cover legal and other requirements. FTX+PUR+1+001::91' (E.g. Purchasing information standard text 001 = Please note adjusted payment terms) Copyright GS Edition 2014

36 Segment number: 7 SG1 - C RFF-DTM RFF - M 1 - Reference A segment identifying the reference by its number and where appropriate a line number within a document. C506 REFERENCE M M 1153 Reference qualifier M an..3 M AAB = Proforma invoice number AAJ = Delivery order number AAK = Despatch advice number AFO = Beneficiary's reference ALL = Message batch number AIZ = Consolidated invoice number AMT = Goods and Services Tax identification number APQ = Commercial account summary reference number CD = Credit note number CR = Customer reference number DL = Debit note number DQ = Delivery note number IV = Invoice number ON = Order number (buyer) PL = Price list number RF = Export reference number VN = Order number (supplier) 1154 Reference identifier C an..70 R 1156 Document line identifier C an..6 N 4000 Reference version identifier C an..35 N 1060 Revision identifier C an..6 N This segment is used to specify references which relate to the whole invoice, for example, Purchase Order Numbers, Delivery Numbers, etc. The message batch number (ALL) is included in this segment. This number is used to provide a link between a batch of invoice messages and a TAXCON message. If the document type is a credit note the invoice to which it relates may need to be specified. This is done using the 'IV' qualifier for DE RFF+ALL:252' RFF+ON:ORD9523' Copyright GS Edition 2014

37 Segment number: 8 SG1 - C RFF-DTM DTM - C 5 - Date/time/period A segment specifying the date/time related to the reference. C507 DATE/TIME/PERIOD M M 2005 Date or time or period function qualifier 2380 Date or time or period value C an..35 R 2379 Date or time or period format M an..3 M * 171 = Reference date/time C an..3 R 102 = CCYYMMDD 203 = CCYYMMDDHHMM This segment is used to specify any dates related to the references given in the previous RFF segment. DTM+171: :102' Copyright GS Edition 2014

38 Segment number: 9 SG2 - C 99 - NAD-FII-SG3-SG5 NAD - M 1 - Name and address A segment identifying names and addresses of the parties, in d 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 d form of the party ID should be specified e.g. The Buyer and Seller are known to each other, thus only the d ID is required, but the Consignee or Delivery address may vary and would have to be clearly specified, preferably in structured format Party function qualifier M an..3 M BO = Broker or sales office BS = Bill and ship to BY = Buyer CN = Consignee CS = Consolidator DP = Delivery party II = Issuer of invoice IV = Invoicee LD = Party recovering the Value Added Tax (VAT) PE = Payee RE = Party to receive commercial invoice remittance SE = Seller SN = Store number SR = Supplier's agent/representative ST = Ship to SU = Supplier LC = Party declaring the Value Added Tax (VAT) Code value 'CS, Consolidator' is used to identify only parties who provide administrative or invoice consolidating services. Code value 'LD, Party recovering the Value Added Tax ' is used only if the ordering party and the buyer are not identical. C082 PARTY IDENTIFICATION DETAILS C A 3039 Party identifier M an..35 M For identification of parties it is recommended to use GLN - Format n Code list identification C an..17 N C an..3 R * 9 = GS1 C058 NAME AND ADDRESS C O This composite may only be used to fulfill the requirements of directive 2003/58/EC, article Name and address description M an..35 M 3124 Name and address description C an..35 O 3124 Name and address description C an..35 O 3124 Name and address description C an..35 O 3124 Name and address description C an..35 O C080 PARTY NAME C D 3036 Party name M an..35 M Party Name in clear text. Copyright GS Edition 2014

39 Segment number: Party name C an..35 O 3036 Party name C an..35 O 3036 Party name C an..35 O 3036 Party name C an..35 O 3045 Party name format C an..3 O C059 STREET C D 3042 Street and number or post office box identifier 3042 Street and number or post office box identifier 3042 Street and number or post office box identifier 3042 Street and number or post office box identifier M an..35 M Building Name/Number and Street Name C an..35 C an..35 C an City name C an..35 D City/Town name, clear text C819 COUNTRY SUB-ENTITY DETAILS 3229 Country sub-entity name C an..9 O 1131 Code list identification C an..17 O C C an Country sub-entity name C an..70 O County/State, clear text Postal identification C an..17 D Postal Code 3207 Country name C an..3 D ISO 3166 two alpha This segment is used to identify the trading parties involved in the invoice process. Identification of the buyer and supplier of goods and services is mandatory in the Invoice. Additionally, the issuer of the invoice and the invoicee must be identified if different from the buying and supplying parties. The consignee or delivery party needs to be specified if different to the buyer's address. NAD+BY ::9' NAD+SU ::9' NAD+DP ::9' Dependency Notes: The following composites and data elements are only used when a d name and address can not be used. The affected composites and data elements are as follows: C080 - C C O O O D O Copyright GS Edition 2014

40 Segment number: 10 SG2 - C 99 - NAD-FII-SG3-SG5 FII - C 5 - 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 Party function qualifier M an..3 M PB = Paying financial institution RB = Receiving financial institution C078 ACCOUNT HOLDER IDENTIFICATION 3194 Account holder identifier C an..35 R 3192 Account holder name C an..35 O 3192 Account holder name C an..35 O C 6345 Currency identification C an..3 O ISO 4217 three alpha C088 INSTITUTION IDENTIFICATION 3433 Institution name C an..11 A C 1131 Code list identification C an..17 O 25 = Bank identification 3434 Institution branch identifier C an..17 O R O C an..3 D 5 = ISO (International Organization for Standardization) 1131 Code list identification C an..17 O 25 = Bank identification 3432 Institution name C an..70 O 3436 Institution branch location name C an..3 D 5 = ISO (International Organization for Standardization) C an Country name C an..3 O ISO 3166 two alpha This segment is used to identify financial institution information related to the party identified in the NAD segment. FII+RB :NGEISS+KREDBEBB:25:5' O Copyright GS Edition 2014

41 Segment number: 11 SG2 - C 99 - NAD-FII-SG3-SG5 SG3 - C RFF RFF - M 1 - Reference A segment identifying the reference by its number and where appropriate a line number within a document. C506 REFERENCE M M 1153 Reference qualifier M an..3 M * ADE = Account number ALV = Registered capital reference AMT = Goods and Services Tax identification number AP = Accounts receivable number YC1 = Additional party identification (GS1 Temporary Code) EX = Export licence number FC = Fiscal number CR = Customer reference number GN = Government reference number IA = Internal vendor number IP = Import licence number IT = Internal customer number PY = Payee's financial institution account number SZ = Specification number TRB = Tribunal place registration number (GS1 Temporary Code) VA = VAT registration number XA = Company/place registration number AQQ = Activite Principale Exercee (APE) identifier XB9 = Customs purchase for re-export agreement number (GS1 Temporary Code) 1154 Reference identifier C an..70 R 1156 Document line identifier C an..6 N 4000 Reference version identifier C an..35 N 1060 Revision identifier C an..6 N This segment is used to specify reference numbers related to the party identified in the previous NAD segment. RFF+VA:VR12345' Copyright GS Edition 2014

42 Segment number: 12 SG2 - C 99 - NAD-FII-SG3-SG5 SG5 - C 5 - CTA-COM CTA - M 1 - Contact information A segment to identify a person or department, and their function, to whom communications should be directed Contact function C an..3 R AD = Accounting contact AP = Accounts payable contact AR = Accounts receivable contact GR = Goods receiving contact PD = Purchasing contact C056 DEPARTMENT OR EMPLOYEE DETAILS 3413 Department or employee name 3412 Department or employee name C C an..17 C an..35 This segment is used to identify the department and/or person within the party specified in the NAD. The Global Location Number GLN - Format n13 - is particularly suitable for this purpose. CTA+AD+:MARK CARTER' O O O Copyright GS Edition 2014

43 Segment number: 13 SG2 - C 99 - NAD-FII-SG3-SG5 SG5 - C 5 - CTA-COM COM - C 5 - Communication contact A segment to identify a communications type and number for the contact specified in the CTA segment. C076 COMMUNICATION CONTACT 3148 Communication address identifier 3155 Communication address qualifier M M an..512 M M M an..3 M EM = Electronic mail TE = Telephone WWW = WWW-Site (GS1 Temporary Code) This segment is used to identify the communications number and the type of communications used for the department person identified in the CTA segment. COM :TE' Copyright GS Edition 2014

44 Segment number: 14 SG6 - C 5 - TAX-MOA TAX - M 1 - 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 Duty or tax or fee function qualifier C241 DUTY/TAX/FEE TYPE C D 5153 Duty or tax or fee type name 1131 Code list identification C an..17 O M an..3 M 5 = Customs duty 7 = Tax C an..3 O GST = Goods and services tax VAT = Value added tax C an Duty or tax or fee type name C an..35 O C533 DUTY/TAX/FEE ACCOUNT DETAIL 5289 Duty or tax or fee account C M an Code list identification C an..17 O 5286 Duty or tax or fee assessment basis value C an..3 C an..15 C243 DUTY/TAX/FEE DETAIL C A 5279 Duty or tax or fee rate C an..7 O 1131 Code list identification C an..17 O C an Duty or tax or fee rate C an..17 R The actual rate of tax/duty Duty or tax or fee rate basis C an Code list identification C an..17 O 5305 Duty or tax or fee category C an Party tax identifier C an..20 O 1227 Calculation sequence C an..3 N D O M D O D O D C an..3 D A = Mixed tax rate E = Exempt from tax S = Standard rate This segment is used to indicate the type, category, and rate of tax for the complete invoice. TAX+7+VAT+++:::21+S' Dependency Notes: Copyright GS Edition 2014