810 Invoice. X12/V4030/810: 810 Invoice. Version: 1.0 Draft. Automation

Transcription

1 810 Invoice X12/V4030/810: 810 Invoice Version: 1.0 Draft Author: Trading Partner: Notes: JPMC/Supplier Automation Ross Stores, Inc. This is the standard guide prepared by JPMC/Xign for Merchandise suppliers who send EDI invoices (810) to Ross Stores, Inc.

2 Special Notes for Ross Merchandise Suppliers Regarding Purchase Order Data for Testing: Due to the number of suppliers being tested each week during this process, the Purchase Order data loaded into the J.P. Morgan Collector application will be generic test data. This data will not contain supplier specific part information. If not having your company s specific part information loaded for testing will create a problem please contact Ross for assistance. UPC Level Ordering: The Ross Merchandise Ordering process does not use UPC level ordering. Therefore purchase orders will not contain actual UPC codes. Migration Process: Once approved to migrate to production, we will begin the process to configure your company in the production environment. This process can take up to five business days to complete. Typically suppliers will be notified on Fridays after a successful test cycle with approval status. When the migration is completed you will be notified that you can begin sending your production data. It is critical that you change the Ross Receiver ID in your EDI from JPMCROSSMDSET to JPMCROSSMDSE as this may affect which system your data goes to and could possibly delay payment of your invoices. Remittance Addresses: The Order TO Pay application validates the remittance address that you send in your EDI to ensure that the invoice loaded into a Collector account, belongs to that company. There are two methods for performing this validation. It is up to you how you choose to do this. If you have more than one remit to address, it is best to use the first option. 1. Validate only the Address, to do this you would simply sent an N1 segment with at least elements N1 01, N1 03, and N1 04. Sending your remittance address this way will cause the system to validate only the address code simplifying the process. If you choose this validation method, you will need to add the address code to your remittance addresses in both the Test and Production systems. Example N1*RI**91*1234~ 2. Full address Validation, you would not send the N1 03 and N1 04, as in option 1, you would be required to send the N1 01, N1 02, N3 01, N4, 01, N4 02, and N4 03. The N3 02, and N4 04 are optional data elements. This address would have to match the address configured in the collector application. This validation should be assumed to be Case, Character and punctuation sensitive when comparing the EDI data to the Application Remittance Addresses. IT1 Qualifier/Data Requirements: Use any IT1 element pairs to provide information. You must send a minimum of the ST (Manufacturer Style Number) with each line on the invoice. You may send the SK (Ross SKU) if you know the valid Ross SKU number for the product. All other Qualifiers / Data (CL, DS, SZ, and TP) are optional. ROSS_X12V4030_810_MDSE_Guide.ecs i For internal use only

3 Table of Contents 810 Invoice... 1 ISA Interchange Control Header... 3 GS Functional Group Header... 5 ST Transaction Set Header... 6 BIG Beginning Segment for Invoice... 7 CUR Currency... 8 REF Reference Identification... 9 N N3 Address Information N4 Geographic Location N9 Reference Identification MSG Message Text IT1 Baseline Item Data (Invoice) PID Product/Item Description YNQ Yes/No Question TDS Total Monetary Value Summary SAC Service, Promotion, Allowance, or Charge Information ISS Invoice Shipment Summary CTT Transaction Totals SE Transaction Set Trailer GE Functional Group Trailer IEA Interchange Control Trailer ROSS_X12V4030_810_MDSE_Guide.ecs ii For internal use only

4 810 Invoice Functional Group=IN Purpose: This Draft Standard for Trial Use contains the format and establishes the data contents of the Invoice Transaction Set (810) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to provide for customary and established business and industry practice relative to the billing for goods and services provided. Not Defined: Pos Id Segment Req Max Use Repeat Notes ISA Interchange Control Header M 1 GS Functional Group Header M 1 Heading: Pos Id Segment Req Max Use Repeat Notes 0100 ST Transaction Set Header M BIG Beginning Segment for Invoice M CUR Currency O REF Reference Identification O 12 LOOP ID - N N1 M 1 N1/ N3 Address Information C N4 Geographic Location C 1 LOOP ID - N N9 Reference Identification O MSG Message Text M 10 Detail: Pos Id Segment Req Max Use Repeat Notes LOOP ID - IT IT1 Baseline Item Data (Invoice) O 1 LOOP ID - PID PID Product/Item Description O YNQ Yes/No Question O 10 Summary: Pos Id Segment Req Max Use Repeat Notes 0100 TDS Total Monetary Value Summary M 1 LOOP ID - SAC > SAC Service, Promotion, Allowance, or Charge Information O 1 LOOP ID - ISS > ISS Invoice Shipment Summary O CTT Transaction Totals O 1 N3/ SE Transaction Set Trailer M 1 Not Defined: Pos Id Segment Req Max Use Repeat Notes GE Functional Group Trailer M 1 IEA Interchange Control Trailer M 1 Notes: ROSS_X12V4030_810_MDSE_Guide.ecs 1 For internal use only

5 1/0700 Remit-To party is required 1. If address code (N104) is sent, N3 and N4 segments are not required 2. If address code (N104) is NOT sent, N3 and N4 segments are required 3/0700 Number of line items (CTT01) is the accumulation of the number of IT1 segments. If used CTT02 is the hash total of the quantities invoiced (IT102) for each IT1 segment. ROSS_X12V4030_810_MDSE_Guide.ecs 2 For internal use only

6 ISA Interchange Control Header Pos: Max: 1 Not Defined - Mandatory Loop: N/A Elements: 16 Purpose: To start and identify an interchange of zero or more functional groups and interchange-related control segments ISA01 I01 Authorization Information Qualifier M ID 2/2 Description: identifying the type of information in the Authorization Information All valid standard codes are used. ISA02 I02 Authorization Information M AN 10/10 Description: Information used for additional identification or authorization of the interchange sender or the data in the interchange; the type of information is set by the Authorization Information Qualifier (I01) ISA03 I03 Security Information Qualifier M ID 2/2 Description: identifying the type of information in the Security Information All valid standard codes are used. ISA04 I04 Security Information M AN 10/10 Description: This is used for identifying the security information about the interchange sender or the data in the interchange; the type of information is set by the Security Information Qualifier (I03) ISA05 I05 Interchange ID Qualifier M ID 2/2 Description: indicating the system/method of code structure used to designate the sender or receiver ID element being qualified All valid standard codes are used. ISA06 I06 Interchange Sender ID M AN 15/15 Description: Identification code published by the sender for other parties to use as the receiver ID to route data to them; the sender always codes this value in the sender ID element ISA07 I05 Interchange ID Qualifier M ID 2/2 Description: indicating the system/method of code structure used to designate the sender or receiver ID element being qualified ZZ Mutually Defined ISA08 I07 Interchange Receiver ID M AN 15/15 Description: Identification code published by the receiver of the data; When sending, it is used by the sender as their sending ID, thus other parties sending to them will use this as a receiving ID to route data to them Test ID = JPMCROSSMDSET Production ID = JPMCROSSMDSE ISA09 I08 Interchange Date M DT 6/6 Description: Date of the interchange ISA10 I09 Interchange Time M TM 4/4 Description: Time of the interchange ISA11 I65 Repetition Separator M 1/1 ROSS_X12V4030_810_MDSE_Guide.ecs 3 For internal use only

7 Description: Type is not applicable; the repetition separator is a delimiter and not a data element; this field provides the delimiter used to separate repeated occurrences of a simple data element or a composite data structure; this value must be different than the data element separator, component element separator, and the segment terminator Use a 4th delimiter for your EDI in this position. Using a "U" as is used in versions prior to , will cause validation prodlems when using VAN/AS2 connectivty on the VAN. ISA12 I11 Interchange Control Version Number M ID 5/5 Description: specifying the version number of the interchange control segments All valid standard codes are used. ISA13 I12 Interchange Control Number M N0 9/9 Description: A control number assigned by the interchange sender ISA14 I13 Acknowledgment Requested M ID 1/1 Description: indicating sender's request for an interchange acknowledgment All valid standard codes are used. ISA15 I14 Usage Indicator M ID 1/1 Description: indicating whether data enclosed by this interchange envelope is test, production or information All valid standard codes are used. ISA16 I15 Component Element Separator M 1/1 Description: Type is not applicable; the component element separator is a delimiter and not a data element; this field provides the delimiter used to separate component data elements within a composite data structure; this value must be different than the data element separator and the segment terminator ROSS_X12V4030_810_MDSE_Guide.ecs 4 For internal use only

8 GS Functional Group Header Pos: Max: 1 Not Defined - Mandatory Loop: N/A Elements: 8 Purpose: To indicate the beginning of a functional group and to provide control information GS Functional Identifier M ID 2/2 Description: identifying a group of application related transaction sets IN Invoice Information (810) GS Application Sender's M AN 2/15 Description: identifying party sending transmission; codes agreed to by trading partners GS Application Receiver's M AN 2/15 Description: identifying party receiving transmission; codes agreed to by trading partners Test ID = JPMCROSSMDSET Production ID = JPMCROSSMDSE GS Date M DT 8/8 Description: Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year GS Time M TM 4/8 Description: Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99) GS06 28 Group Control Number M N0 1/9 Description: Assigned number originated and maintained by the sender GS Responsible Agency M ID 1/2 Description: identifying the issuer of the standard; this code is used in conjunction with Data Element 480 All valid standard codes are used. GS Version / Release / Industry Identifier M AN 1/12 Description: indicating the version, release, subrelease, and industry identifier of the EDI standard being used, including the GS and GE segments; if code in DE455 in GS segment is X, then in DE 480 positions 1-3 are the version number; positions 4-6 are the release and subrelease, level of the version; and positions 7-12 are the industry or trade association identifiers (optionally assigned by user); if code in DE455 in GS segment is T, then other formats are allowed Please make sure your EDI Version is set to , using other versions such as VICS may cause problems in creating valid 997 documents Draft Standards Approved for Publication by ASC X12 Procedures Review Board through October 1999 ROSS_X12V4030_810_MDSE_Guide.ecs 5 For internal use only

9 ST Transaction Set Header Pos: 0100 Max: 1 Heading - Mandatory Loop: N/A Elements: 2 Purpose: To indicate the start of a transaction set and to assign a control number ST Transaction Set Identifier M ID 3/3 Description: uniquely identifying a Transaction Set All valid standard codes are used. ST Transaction Set Control Number M AN 4/9 Description: Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set ROSS_X12V4030_810_MDSE_Guide.ecs 6 For internal use only

10 BIG Beginning Segment for Invoice Pos: 0200 Max: 1 Heading - Mandatory Loop: N/A Elements: 5 Purpose: To indicate the beginning of an invoice transaction set and transmit identifying numbers and dates BIG Date M DT 8/8 Description: Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year No back-dating allowed BIG02 76 Invoice Number M AN 1/20 Description: Identifying number assigned by issuer BIG Purchase Order Number O AN 1/22 Description: Identifying number for Purchase Order assigned by the orderer/purchaser BIG Transaction Type O ID 2/2 Description: specifying the type of transaction CR DI Credit Memo Debit Invoice BIG10 76 Invoice Number O AN 1/20 Description: Identifying number assigned by issuer Applies to Credit Memo only. This is the invoice number to which the credit applies ROSS_X12V4030_810_MDSE_Guide.ecs 7 For internal use only

11 CUR Currency Pos: 0400 Max: 1 Heading - Optional Loop: N/A Elements: 2 Purpose: To specify the currency (dollars, pounds, francs, etc.) used in a transaction CUR01 98 Entity Identifier M ID 2/3 Description: identifying an organizational entity, a physical location, property or an individual BY Buying Party (Purchaser) CUR Currency M ID 3/3 Description: (Standard ISO) for country in whose currency the charges are specified USD ROSS_X12V4030_810_MDSE_Guide.ecs 8 For internal use only

12 REF Reference Identification Pos: 0500 Max: 12 Heading - Optional Loop: N/A Elements: 2 Purpose: To specify identifying information REF Reference Identification Qualifier M ID 2/3 Description: qualifying the Reference Identification BM Bill of Lading Number REF Reference Identification X AN 1/3 Description: Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier Syntax Rules: 1. R At least one of REF02 or REF03 is required. ROSS_X12V4030_810_MDSE_Guide.ecs 9 For internal use only

13 N1 Pos: 0700 Max: 1 Heading - Mandatory Loop: N1 Elements: 4 Purpose: To identify a party by type of organization, name, and code N Entity Identifier M ID 2/3 Description: identifying an organizational entity, a physical location, property or an individual RI Remit To N X AN 1/60 Description: Free-form name N Identification Qualifier X ID 1/2 Description: designating the system/method of code structure used for Identification (67) 91 Assigned by Seller or Seller's Agent If used, you must send the 'Remit To' address code in N104. N Identification X AN 2/80 Description: identifying a party or other code Syntax Rules: 1. R At least one of N102 or N103 is required. 2. P If either N103 or N104 is present, then the other is required. Remit-To party is required 1. If address code (N104) is sent, N3 and N4 segments are not required 2. If address code (N104) is NOT sent, N3 and N4 segments are required ROSS_X12V4030_810_MDSE_Guide.ecs 10 For internal use only

14 N3 Address Information Pos: 0900 Max: 2 Heading - Conditional Loop: N1 Elements: 2 Purpose: To specify the location of the named party N Address Information M AN 1/55 Description: Address information N Address Information O AN 1/55 Description: Address information Refer to N1 notes for N3 segment requirement ROSS_X12V4030_810_MDSE_Guide.ecs 11 For internal use only

15 N4 Geographic Location Pos: 1000 Max: 1 Heading - Conditional Loop: N1 Elements: 4 Purpose: To specify the geographic place of the named party N City M AN 2/30 Description: Free-form text for city name N State or Province M ID 2/2 Description: (Standard State/Province) as defined by appropriate government agency N Postal M ID 3/15 Description: defining international postal zone code excluding punctuation and blanks (zip code for United States) N Country M ID 2/3 Description: identifying the country Syntax Rules: 1. E Only one of N402 or N407 may be present. 2. C If N406 is present, then N405 is required. 3. C If N407 is present, then N404 is required. Refer to N1 notes for N4 segment requirement ROSS_X12V4030_810_MDSE_Guide.ecs 12 For internal use only

16 N9 Reference Identification Pos: 2400 Max: 1 Heading - Optional Loop: N9 Elements: 2 Purpose: To transmit identifying information as specified by the Reference Identification Qualifier N Reference Identification Qualifier M ID 2/3 Description: qualifying the Reference Identification L1 Letters or Notes N Free-form Description X AN 1/45 Description: Free-form descriptive text Hardcode " Invoice Comments" Syntax Rules: 1. R At least one of N902 or N903 is required. 2. C If N906 is present, then N905 is required. ROSS_X12V4030_810_MDSE_Guide.ecs 13 For internal use only

17 MSG Message Text Pos: 2500 Max: 10 Heading - Mandatory Loop: N9 Elements: 1 Purpose: To provide a free-form format that allows the transmission of text information MSG Free-Form Message Text M AN 1/240 Description: Free-form message text Invoice comments Syntax Rules: 1. C If MSG03 is present, then MSG02 is required. ROSS_X12V4030_810_MDSE_Guide.ecs 14 For internal use only

18 IT1 Baseline Item Data (Invoice) Pos: 0100 Max: 1 Detail - Optional Loop: IT1 Elements: 6 Purpose: To specify the basic and most frequently used line item data for the invoice and related transactions IT Assigned Identification O AN 1/20 Description: Alphanumeric characters assigned for differentiation within a transaction set IT Quantity Invoiced X R 1/10 Description: Number of units invoiced (supplier units) For Credit Memo: 1. Item returns: Quantity Invoiced<0, Unit Price >0. 2. Price or service credits: Quantity Invoiced>0, Unit Price <0. 3. Either Quantity Invoiced or Unit Price is negative but not both. IT Unit or Basis for Measurement X ID 2/2 Description: specifying the units in which a value is being expressed, or manner in which a measurement has been taken EA Each IT Unit Price X R 1/17 Description: Price per unit of product, service, commodity, etc. See comments for Quantity Invoiced (IT102). IT Product/Service ID Qualifier X ID 2/2 Description: identifying the type/source of the descriptive number used in Product/Service ID (234) Use any IT1 element pairs to provide information. You must send a minimum of the ST (Manufacturer Style Number) with each line on the invoice. You may send the SK (Ross SKU) if you know the valid Ross SKU number for the product. All other Qualifiers / Data (CL, DS, SZ, and TP) are optional. CL DS SK ST SZ Color Item Color Group ID Product Group name Stock Keeping Unit (SKU) Ross SKU number Style Number MFG Style number Vendor Alphanumeric Size ROSS_X12V4030_810_MDSE_Guide.ecs 15 For internal use only

19 TP VP Item Size Product Type Product Class name Vendor's (Seller's) Part Number Supplier's item number IT Product/Service ID X AN 1/48 Description: Identifying number for a product or service Syntax Rules: 1. P If either IT102, IT103 or IT104 are present, then the others are required. 2. P If either IT106 or IT107 is present, then the other is required. 3. P If either IT108 or IT109 is present, then the other is required. 4. P If either IT110 or IT111 is present, then the other is required. 5. P If either IT112 or IT113 is present, then the other is required. 6. P If either IT114 or IT115 is present, then the other is required. 7. P If either IT116 or IT117 is present, then the other is required. 8. P If either IT118 or IT119 is present, then the other is required. 9. P If either IT120 or IT121 is present, then the other is required. 10. P If either IT122 or IT123 is present, then the other is required. 11. P If either IT124 or IT125 is present, then the other is required. ROSS_X12V4030_810_MDSE_Guide.ecs 16 For internal use only

20 PID Product/Item Description Pos: 0600 Max: 1 Detail - Optional Loop: PID Elements: 2 Purpose: To describe a product or process in coded or free-form format PID Item Description Type M ID 1/1 Description: indicating the format of a description F Free-form PID Description X AN 1/80 Description: A free-form description to clarify the related data elements and their content Line item description Syntax Rules: 1. R At least one of PID04 or PID05 is required. ROSS_X12V4030_810_MDSE_Guide.ecs 17 For internal use only

21 YNQ Yes/No Question Pos: 1250 Max: 10 Detail - Optional Loop: IT1 Elements: 2 Purpose: To identify and answer yes and no questions, including the date, time, and comments further qualifying the condition YNQ Yes/No Condition or Response M ID 1/1 Description: indicating a Yes or No condition or response N Y No Yes YNQ Free-Form Message Text O AN 1/264 Description: Free-form message text Send the following code for the status noted in YNQ02: PP MP IP Syntax Rules: 1. E Only one of YNQ01, YNQ09 or YNQ10 may be present. Description Item is pre-packed Item is master-packed Item is inner-packed There are 3 packaging indicators: Pre-Pack, Master Pack, and Inner Pack. Send appropriate indicator as applicable. ROSS_X12V4030_810_MDSE_Guide.ecs 18 For internal use only

22 TDS Total Monetary Value Summary Pos: 0100 Max: 1 Summary - Mandatory Loop: N/A Elements: 1 Purpose: To specify the total invoice discounts and amounts TDS Amount M N2 1/15 Description: Monetary amount Amount has implied decimals (eg: is sent as 17550) Invoice grand total. For Credit Memo, this is a negative amount. ROSS_X12V4030_810_MDSE_Guide.ecs 19 For internal use only

23 SAC Service, Promotion, Allowance, or Charge Information Pos: 0400 Max: 1 Summary - Optional Loop: SAC Elements: 5 Purpose: To request or identify a service, promotion, allowance, or charge; to specify the amount or percentage for the service, promotion, allowance, or charge SAC Allowance or Charge Indicator M ID 1/1 Description: which indicates an allowance or charge for the service specified A C Allowance Charge SAC Service, Promotion, Allowance, or Charge X ID 4/4 Description: identifying the service, promotion, allowance, or charge D240 ZZZZ Freight Mutually Defined Miscellaneous charges. SAC Agency Qualifier X ID 2/2 Description: identifying the agency assigning the code values AB Assigned by Buyer SAC Agency Service, Promotion, Allowance, or Charge X AN 1/10 Description: Agency maintained code identifying the service, promotion, allowance, or charge Misc. charge code is required for PO invoices with miscellaneous charge amount of > 0. Send the applicable code from the list below: Misc. Charges FT PT HG Description Freight Pre-Ticketing Hangers SAC Amount O N2 1/15 Description: Monetary amount Syntax Rules: 1. R At least one of SAC02 or SAC03 is required. 2. P If either SAC03 or SAC04 is present, then the other is required. ROSS_X12V4030_810_MDSE_Guide.ecs 20 For internal use only

24 ISS Invoice Shipment Summary Pos: 0600 Max: 1 Summary - Optional Loop: ISS Elements: 5 Purpose: To specify summary details of total items shipped in terms of quantity, weight, and volume ISS Number of Units Shipped X R 1/10 Description: Numeric value of units shipped in manufacturer's shipping units for a line item or transaction set Cartons shipped ISS Unit or Basis for Measurement X ID 2/2 Description: specifying the units in which a value is being expressed, or manner in which a measurement has been taken CT Carton ISS03 81 Weight X R 1/10 Description: Numeric value of weight Weight of shipment ISS Unit or Basis for Measurement X ID 2/2 Description: specifying the units in which a value is being expressed, or manner in which a measurement has been taken LB Pound ISS Quantity O R 1/15 Description: Numeric value of quantity Total units shipped. Syntax Rules: 1. R At least one of ISS01, ISS03 or ISS05 is required. 2. P If either ISS01 or ISS02 is present, then the other is required. 3. P If either ISS03 or ISS04 is present, then the other is required. ROSS_X12V4030_810_MDSE_Guide.ecs 21 For internal use only

25 CTT Transaction Totals Pos: 0700 Max: 1 Summary - Optional Loop: N/A Elements: 1 Purpose: To transmit a hash total for a specific element in the transaction set CTT Number of Line Items M N0 1/6 Description: Total number of line items in the transaction set Syntax Rules: 1. P If either CTT03 or CTT04 is present, then the other is required. 2. P If either CTT05 or CTT06 is present, then the other is required. ROSS_X12V4030_810_MDSE_Guide.ecs 22 For internal use only

26 SE Transaction Set Trailer Pos: 0800 Max: 1 Summary - Mandatory Loop: N/A Elements: 2 Purpose: To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments) SE01 96 Number of Included Segments M N0 1/10 Description: Total number of segments included in a transaction set including ST and SE segments SE Transaction Set Control Number M AN 4/9 Description: Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set ROSS_X12V4030_810_MDSE_Guide.ecs 23 For internal use only

27 GE Functional Group Trailer Pos: Max: 1 Not Defined - Mandatory Loop: N/A Elements: 2 Purpose: To indicate the end of a functional group and to provide control information GE01 97 Number of Transaction Sets Included M N0 1/6 Description: Total number of transaction sets included in the functional group or interchange (transmission) group terminated by the trailer containing this data element GE02 28 Group Control Number M N0 1/9 Description: Assigned number originated and maintained by the sender ROSS_X12V4030_810_MDSE_Guide.ecs 24 For internal use only

28 IEA Interchange Control Trailer Pos: Max: 1 Not Defined - Mandatory Loop: N/A Elements: 2 Purpose: To define the end of an interchange of zero or more functional groups and interchange-related control segments IEA01 I16 Number of Included Functional Groups M N0 1/5 Description: A count of the number of functional groups included in an interchange IEA02 I12 Interchange Control Number M N0 9/9 Description: A control number assigned by the interchange sender ROSS_X12V4030_810_MDSE_Guide.ecs 25 For internal use only