RANDOM HOUSE. EDI Implementation Guide Invoice X12 Version 4010
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1 RANDOM HOUSE EDI Implementation Guide 8 10 Invoice X12 Version 4010 Effective:
2 Notes: The Random House EDI Implementation Guide for the 810 transaction documents only the segments and elements used by the RH EDI system. There are additional segments and elements valid for the 810 (version 4010). Segments and elements not listed in this documentation will not be included by the standard RH EDI programs. X12 Version 4010 Page 2
3 Functional Group = IN ST Transaction Set Header Indicates the start of a transaction set and assigns a control number. (Mandatory) ST Transaction Set Identifier Code ST Transaction Set Control Number Assigned sequentially by the sender to uniquely identify the transaction set X12 Version 4010 Page 3
4 BIG Beginning Segment for Invoice Indicates the beginning of the Invoice Transaction Set and transmits identifying numbers and dates. (Mandatory) BIG Date Invoice creation date Format is CCYYMMDD BIG02 76 Invoice Number BIG Date Customer s Purchase order date Format is CCYYMMDD BIG Purchase Order Number Purchase order number assigned by customer in Transaction 850-BEG05 X12 Version 4010 Page 4
5 CUR Currency To specify the currency used in a transaction. (Optional) CUR01 98 Entity Identifier Code SE Selling Party CUR Currency Code USD US Dollar CAD Canadian Dollar X12 Version 4010 Page 5
6 REF Reference Identification To specify identifying information. (Optional) REF Reference Identification Qualifier BM Bill of Lading Number REF Reference Identification Random House assigned delivery number X12 Version 4010 Page 6
7 N1 Name To identify a party by type of organization, name and code. (Mandatory) N Name Identifier Code BT Bill-to party ST Ship-to VN Vendor N Identification Code Qualifier 01 DUNS Number 15 SAN (preferred by Random House) 92 Assigned by buyer N Identification Code X12 Version 4010 Page 7
8 ITD Terms of Sale To specify terms of sale. (Optional) ITD Terms Type Code Description: Code identifying type of payment terms. 02 End of Month (EOM) ITD Terms Basis Date Code Description: Code identifying the beginning of the terms period. 3 Invoice Date ITD Terms Net Due Date ITD Terms Net Days Description: Date when total invoice amount is due. Format is CCYYMMDD ITD Description Example: ITD*02*3**** *60*****NET 60 E.O.M. X12 Version 4010 Page 8
9 IT1 Baseline Item Specifies line item data. (Optional) Notes: There will be one occurrence of the IT1 for each line item ordered. Random House can accommodate various customer preferences for the type and location of data that is provided in the IT1 segment. Customers may choose how many product identifiers they wish to receive (i.e, ISBN10, ISBN13 and/or ISBN14 (GTIN). Customers may also select which position the data appears in the IT1 segment. Examples: Customer 1 - PO1-06/ ISBN13 Customer 2 PO1-06/07 -- ISBN10 PO1-08/09 -- ISBN13 PO1-10/11 -- PO number PO1-12/13 -- GTIN Customer 3 PO1-06/07 PO number PO1-08/09 ISBN10 PO1-10/11 ISBN13 IT Assigned Identification Line item number as assigned by Random House IT Quantity Invoiced IT Unit of Measurement Code UN Units IT Unit Price Discounted unit price. The decimal point is provided in the discounted price. The discounted price is a 4 decimal point value. Examples: Note: All 4 decimals must be used in order to equal the total amount due in the TDS-01. If a customer rounds the unit price to 2 decimals, the result may not equal the total amount due. X12 Version 4010 Page 9
10 IT Base of Unit Price Code PE Price per Each IT Product ID Qualifier IB EN UK PO SK UP ISBN-10 ISBN-13 ISBN-14 (GTIN) Purchase Order Number Stock Keeping Unit (SKU) Can be provided by customer request if sent on the 850 document. U.P.C. Consumer Package Code Can be provided by customer request if sent on the 850 document. IT Product identifying number IT Product ID Qualifier IB EN UK PO SK UP ISBN-10 ISBN-13 ISBN-14 (GTIN) Purchase Order Number Stock Keeping Unit (SKU) - Can be provided per customer request U.P.C. Consumer Package Code - Can be provided per customer request IT Product identifying number IT Product ID Qualifier IB ISBN-10 EN ISBN-13 UK ISBN-14 (GTIN) PO Purchase Order Number SK UP Stock Keeping Unit (SKU) - Can be provided per customer request U.P.C. Consumer Package Code - Can be provided per customer request IT Product identifying number IT Product ID Qualifier IB ISBN-10 EN ISBN-13 UK ISBN-14 (GTIN) PO Purchase Order Number SK UP Stock Keeping Unit (SKU) - Can be provided per customer request U.P.C. Consumer Package Code - Can be provided per customer request IT Product identifying number X12 Version 4010 Page 10
11 IT3 Additional Item To specify additional item data. (Optional) IT Shipment Status Code AS Available: ISBN Shipped X12 Version 4010 Page 11
12 CTP Pricing Information To specify pricing and discount information. (Optional) CTP Price Identifier Code SLP Suggested List Price CTP Unit Price Suggested List Price of one unit CTP Price Multiplier Qualifier DIS Discount Multiplier CTP Multiplier Value to be used as the multiplier to determine the discount price The multiplier may contain up to a 4 decimal point value Example: Suggested List Price = $20.00 Discount Multiplier = 0.54 Discount Price would be $ per unit ($20.00 x.54) Discount Rate would be 46% X12 Version 4010 Page 12
13 PID Product/Item Description To describe a product in coded or free-form format. (Optional) PID Item Description Type F Free-form PID Product/Process Characteristic Code 08 Product PID Agency Qualifier Code BI Book Industry Systems Advisory Committee (BISAC) PID Product Description Code T1 Title PID Description Title description X12 Version 4010 Page 13
14 TDS Total Monetary Value Summary To specify the total invoice amount. (Mandatory) TDS Amount Total invoice amount due (including charges when applicable) The decimal is implied Example: TDS*14040 à Total due is $ X12 Version 4010 Page 14
15 TXI Tax Information To specify tax information. (Optional) Note: The TXI segment is applicable to invoices for Canadian customers. TXI Tax Type Code GS Goods and Service Tax (Canadian value-added tax) TXI Monetary Amount Total GST amount (decimal is provided) TXI Percent GST percentage expressed as a decimal Example: TXI*GS*74.61*6 X12 Version 4010 Page 15
16 SAC Service, Promotion, Allowance, or Charge Information To specify the amount or percentage for the service, promotion, allowance, or charge. (Optional) SAC Allowance or Charge Indicator C Charge SAC Service, Promotion, Allowance, or Charge Code D240 Freight D500 Special Handling SAC Amount Amount charged for freight and/or handling (decimal implied) Example: SAC*C*D240* à Freight charge of $51.00 has been charged on invoice X12 Version 4010 Page 16
17 CTT Transaction Totals Transmits a hash total for a specific element in the transaction set. CTT Number of Line Items Total number of IT1 segments in the transaction CTT Hash Total Total quantity of units in the IT102 CTT03 81 Weight Numeric value of weight in pounds CTT Unit or Basis for Measurement Code LB Pounds Example: CTT*2*10*14.219*LB X12 Version 4010 Page 17
18 SE Transaction Set Trailer Indicates the end of the transaction set and provides a count of the transmitted segments, including the beginning ST and ending SE segments. SE01 96 Number of Included Segments Total number of records in the set SE Transaction Set Control Number Sequential number assigned by the sender; will be the same as the control number in ST02 X12 Version 4010 Page 18
19 Example 1 - Customer requests ISBN-10, ISBN-13 and Purchase Order in the 810 document ST*810*0001 BIG* * * *04599 CUR*SE*USD REF*BM* N1*VN**15* N1*BT**15* N1*ST**15* ITD*02*3**** *60*****NET 60 E.O.M. IT1*000010*5*UN* *PE*IB* *EN* *PO*04599 IT3***AS CTP**SLP*26***DIS*0.54 PID*F*08*BI*T1*SW: ROGUE PLANET IT1*000011*5*UN* *PE*IB* *EN* *PO*04599 IT3***AS CTP**SLP*40***DIS*0.54 PID*F*08*BI*T1*MARTHA STEWART S BAKING HANDBK TDS*17820 CTT*2*10*14.219*LB SE*19*0001 Example 2 - Invoice contains multiple purchase orders ST*810*0001 BIG* * * *04599 à PO number in BIG is from the 1 st detail record CUR*SE*USD REF*BM* N1*VN**15* N1*BT**15* N1*ST**15* ITD*02*3**** *60*****NET 60 E.O.M. IT1*000010*5*UN* *PE*IB* *EN* *PO*04599à Multiple PO s on the same invoice IT3***AS CTP**SLP*26***DIS*0.54 PID*F*08*BI*T1*SW: ROGUE PLANET IT1*000011*5*UN* *PE*IB* *EN* *PO* à Multiple PO s on the same invoice IT3***AS CTP**SLP*40***DIS*0.54 PID*F*08*BI*T1*MARTHA STEWART S BAKING HANDBK TDS*17820 CTT*2*10*14.219*LB SE*19*0001 X12 Version 4010 Page 19
20 Example 3 - Invoice containing a freight charge ST*810*0001 BIG* * * *04599 CUR*SE*USD REF*BM* N1*VN**15* N1*BT**15* N1*ST**15* ITD*02*3**** *60*****NET 60 E.O.M. IT1*000010*5*UN* *PE*IB* *EN* *PO*04599 IT3***AS CTP**SLP*26***DIS*0.54 PID*F*08*BI*T1*SW: ROGUE PLANET IT1*000011*5*UN* *PE*IB* *EN* *PO*04599 IT3***AS CTP**SLP*40***DIS*0.54 PID*F*08*BI*T1*MARTHA STEWART S BAKING HANDBK TDS*19620 à Total due includes $ product total + $18.00 freight charge SAC*C*D240*1800 à $18.00 freight charge CTT*2*10*14.219*LB SE*20*0001 Example 4 - Invoice for Canadian account containing GST tax ST*810*0001 BIG* * * *73395 CUR*SE*CAD à Canadian currency REF*BM* N1*VN**15* N1*BT**15* N1*ST**15* ITD*02*3**** *60*****NET 60 E.O.M. IT1*000010*1*UN* *PE*IB* *PO*73395*EN* IT3***AS CTP**SLP*40***DIS*0.56 PID*F****THE BAREFOOT HOME IT1*000020*1*UN* *PE*IB* *PO*73395*EN* IT3***AS CTP**SLP*23.95***DIS* PID*F****DESIGNING & BUILDING CHAIRS TDS*4016 à Total due includes $35.81 product total + $4.35 GST TXI*GS*4.35*6 à $4.35 GST tax ISS***3.4*LB CTT*2*2 SE*21*0001 X12 Version 4010 Page 20
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