INVOIC - EANCOM 97, D.96A INVOIC - EANCOM 02, D.01B

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1 EDI Guidelines B e l g i u m INVOIC - EANCOM 97, D.96A INVOIC - EANCOM 02, D.01B Guidelines for electronic data interchange in invoice handling for goods with, Belgium UNA:+.? 'UNB+UNOC: : : : BMF 'UNH INVOIC:D:96A:UN:B MF100'BGM 'DTM+137: :102'DTM+454: :102'DTM+35: :102'RFF+DQ: 'DTM+171: 'RFF+ON: 'DTM+171: 'NAD+SU Ohmstraße 1 GLN Kehl (Germany) Post box Kehl (Germany) Document: EDI-Rili-makroBE_V42.docx Phone +49 (0) Issue: February 2014

2 Table of Contents 1 Introduction Scope of Application EDI-Standards Methods of EDI EDI - Classic Web-EDI Steps of EDI-Implementation EDI-Step Preparation EDI-Step Test EDI-Step Production Data-Transmission Master-Data Master-Data: Makro Cash & Carry Belgium NV Master-Data: Items Document-Types relevant to EDI-Invoice Invoice Credit Note (by Supplier) Debit Notes/Credit Notes (by Customer) Document Handling with EDI Complaints concerning already settled Documents Refused, not settled Documents Conditions for Makro Cash & Carry Belgium NV Some Explanation of EANCOM 1997 (D.96A) Identification of Supplier/Issuer of Invoice Identification of Buyer/Invoicee Different Value Added Tax Rates in one Invoice Allowances and Charges Representation and Calculation of Line Items Remark on VAT and tax declaration text Remark on Payment Terms Some Explanation of EANCOM 2002 (D.01B) Identification of Supplier/Issuer of Invoice EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 2

3 12.2 Identification of Buyer/Invoicee Different Value Added Tax Rates in one Invoice Allowances and Charges Representation and Calculation of Line Items Remark on VAT and tax declaration text Remark on Payment Terms EDI-ERROR-PROTOCOL Protocol Content Error and Refusal Levels ERROR HANDLING Refusal of a whole EDI File Refusal of Individual Invoice/Invoices Your Next Step Appendix People in Charge of EDI EDI-Timetable: From Paper to EDI Five Points to Succeed in the EDI Test Phase EDI-Data-Transmission (Telebox 400) EDI-Data-Transmission (EDIINT/AS2) Branching diagram EANCOM 1997 (D.96A) Data Elements used in EDI INVOIC D.96A EDI examples D.96A Branching diagram EANCOM 2002 (D.01B) Data Elements used in EDI INVOIC D.01B EDI examples D.01B Extract from EBL001 (available by GS1 Belgilux) Sample: Agreement example upon Conversion to EDI Software/Consulting Companies Information on the Topic EDI Internet-Addresses on the Topic EDI Glossary of EDI Terms EDI Questionnaire Metro MGP EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 3

4 1 Introduction This document describes the requirements for electronic data interchange in invoice-handling with MGP METRO GROUP ACCOUNT PROCESSING GmbH, short name MGP, for Makro Cash & Carry Belgium NV which have appointed MGP with the recording and archiving of supplier-invoices per EDP; simultaneously it will help suppliers with the introduction of electronic data interchange with EANCOM regulations. The present documentation is also to be seen as supplementary to the Message Implementation Guidelines (MIG) BMF100 and EBL001 of EAN Belgium-Luxembourg/GS1-Belgium-Luxembourg (Belgium-Luxembourg UCC/EAN numbering authority), and will also give further METRO GROUPspecific information to the supplier. Please also note our EDI-examples INVOIC in appendix with selected case studies of invoice-handling and its transposition in an EDI file. 2 Scope of Application The EDI-guideline INVOIC is valid for goods invoices. Please note that disregarding/ignoring these guidelines can lead to problems with the data processing of your invoices. Fatal errors (e.g. wrong GLN) will cause a delay in the due date of payment as a consequence. 3 EDI-Standards At present MGP offers two EDI-Standards for electronic data interchange of invoices: - EDIFACT-Subset EANCOM 2002 (D.01B), INVOIC - EDIFACT-Subset EANCOM 1997 (D.96A), INVOIC This guide refers exclusively to the invoice-data exchange on the basis of the GS1-Belgium- Luxembourg recommended EDIFACT-Subsets for invoice transaction BMF100 for EANCOM 1997 and EBL001 for EANCOM Other EDIFACT-Subsets or -versions are not accepted by MGP. In the following document we speak generally of EDI, with which we mean EANCOM 1997 (D.96A) or EANCOM 2002 (D.01B). 4 Methods of EDI We offer our suppliers different methods of communicating with us per EDI: EDI-Classic and Web- EDI. Suppliers can choose for themselves, which EDI method best suits their own needs. These guidelines will describe at least the Classic-EDI-Solution; for the WEB-EDI-Solutions you have to consider the guidelines of the different EDI-service-providers. 4.1 EDI - Classic With this classic form of electronic data interchange the supplier uses an individual EDI translator or asks an external EDI-service-company to convert its invoice data into the EANCOM-format and sends it to MGP. EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 4

5 4.2 Web-EDI This is an Internet-based EDI-application. This solution enables suppliers to process their invoices offline. Afterwards the supplier sends the converted EANCOM-invoices per Internet to MGP. Further and detailed information is available directly from EDI service providers (please see Appendix for addresses and web site). 5 Steps of EDI-Implementation The implementation of electronic data interchange takes place in three steps: Preparation, test and production (paperless). 5.1 EDI-Step Preparation Preparation means: suppliers with whom contact or other information-exchange concerning the topic EDI has already taken place, but no EDI test file has yet reached MGP. In the preparation phase we define the people in charge of EDI and master-data-maintenance. We also clarify open questions referring our EDI-Guidelines or our EDI-Examples. If necessary we discuss details of invoicing and we define as concretely as possible a timetable for the introduction of EDI up to the changeover to production-business. 5.2 EDI-Step Test As soon as the suppliers send a first EDI test file to MGP, they get the test -status. The submitted test data should always relate to real-data from the current production-business and should not be "fictitious-data". Test data have to be marked as test. In order to compare the original paper invoice with the EDI message, maximum 3 corresponding sample paper invoices have to be sent by fax ( ). Please note: during the EDI test phase you still have to send Makro Cash & Carry Belgium NV your original-paper-invoices in the usual way along, so that the existing production-business in paper form is not disturbed or impaired. The supplier gets a qualified test report from MGP corresponding to each transmitted test file. In return we expect that the reported mistakes are corrected as fast as possible and then a new testfile is sent. Together with the first test report we mention our EDI project manager responsible for you during the whole test phase and the following live run. 5.3 EDI-Step Production The common goal is to achieve a paperless production run; economies of scale can then be used for all partners. The changeover to production run takes place after a successful test-phase to a fixed date of implementation. No more paper-invoices can be submitted from this time on: MGP gets the EDI file via data-transmission. Later alterations or additions from suppliers that influence MGP-processing or invoice content must be settled with MGP and checked with a test file. 6 Data-Transmission For "EDI-Classic" the EDI-data have to be sent to the X.400-Mailbox-Address at MGP or via EDIINT/AS2 or GXS to our EDI-Solution-Centre in Düsseldorf. For "Web-EDI we get the EDI-data automatically from your EDI-Service-provider. Details of the data-transmission have to be coordinated beforehand with MGP. Please see the annotations and hints in the appendix. EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 5

6 7 Master-Data In the context of electronic data interchange the significance of master-data-maintenance has increased in a previously unknown scope. The decisive identification criteria are a) the GLN (Global Location Number) that identifies the partners involved, especially the GLN of the supplier, buyer/invoicee party, delivery party. b) the GTIN (Global Trade Item Number) which identifies the invoiced goods and services. Each company receives a company-prefix from their national EANCOM Organisation in Belgium- Luxembourg EAN (GS1). They can then use this prefix to create themselves GTINs and GLNs (here: the suppliers = issuer of invoice). Further details referring this topic are available at your national GS1 Organisation as the responsible administering organisation, as well as in the literature available from them. 7.1 Master-Data: Makro Cash & Carry Belgium NV The GLN numbers of the current invoicee- and delivery-party can be downloaded via link from MGP informs its suppliers regularly about master-data-alterations. Please inform us about your person in charge for master data and give us your address especially for this purpose. Maintaining these master data is the supplier's responsibility. Please note that faulty master-data in the EDI file will lead to invoice refusals. Please be aware that suppliers who receive their orders electronically by the EDI message ORDERS have to note that the GLNs of the buyer/invoicee party and delivery-party, contained in the EDI-ORDERS, may possibly change by the time the invoice is sent. GLNs which are not valid or incorrect cannot be processed and invoices will be refused. These refused invoices have to be corrected and re-transmitted per EDI to MGP again. The GLN for interchange-recipient has to be entered in data element UNB_0010 in the EDI file. All buyer/invoicee parties and delivery parties are identified by their GLN; additional identifiers like name, street, zip-code, place, etc. must be sent for buyer/invoicee parties. GLNs have to be entered with 13 digits in the electronic data exchange, i.e. including the checkdigit. 7.2 Master-Data: Items The GTIN is an absolute prerequisite for the electronic data interchange with the METRO GROUP. Supplier's create their own GTINs independently (one GTIN per supplier's item no.). If it is running out of numbering capacity, suppliers can apply for additional company-prefix to their national GS1 organisation in order to be able to form an unambiguous GTIN for all articles. Only GTINs which have been agreed upon with Makro Cash & Carry Belgium NV can be used for invoicing. The agreement upon articles takes place exclusively with Makro Cash & Carry Belgium NV, in Antwerpen. MGP itself receives no article-master-data, except when certain and necessary basicarticle-data have to be entered in the message-type INVOIC (as description, invoiced unit etc.). GTINs have to be entered with 13 digits in the electronic data interchange, i.e. including the checkdigit; only GTIN EAN/UCC-14 have to be entered with 14 digits and short GTIN EAN/UCC-8 have to be entered with 8 digits. Supplier's and buyer's internal item codes can also be sent in: SG25-PIA+1 with respectively DE SG25-PIA_7143=SA and DE SG25-PIA_7143=IN (EANCOM 1997) SG26-PIA+1 with respectively DE SG26-PIA_7143=SA and DE SG26-PIA_7143=IN (EANCOM 2002). EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 6

7 8 Document-Types relevant to EDI-Invoice In principle only the following EDI-document-types can be exchanged with MGP: commercial invoices and credit-notes. If questions remain these should be clarified with Makro Cash & Carry Belgium NV as soon as possible. 8.1 Invoice For each delivery note, exactly one invoice has to be generated. The delivery-note-number must be the same for the delivery note (you hand out at the market) and for the invoice. The customer-order-number has to be entered in the EDI message as well. Please note: Except for return of deposits, no return quantities have to be sent in an invoice. This must be managed by credit or debit note. One EDI INVOIC file, which may contain several invoices, has to be sent per Makro s supplier number (RFF+API under NAD+SU for EANCOM 1997, RFF+IT under NAD+SU for EANCOM 2002). Makro s supplier number is also available in the EDI ORDER message within the same segment (RFF+API under NAD+SU). 8.2 Credit Note (by Supplier) In credit notes the invoice-number of the original-invoice must be entered; in addition the Makro Cash & Carry Belgium NV order number or the delivery note number can be filled in. For credit notes resulting from the return of containers (e.g. deposit), the return-of-goods-number (proof of delivery reference number) given by Makro Cash & Carry Belgium NV can be entered in the EDI message additionally. Please also arrange for the creation of "internal credit notes" if Makro Cash & Carry Belgium NVgenerated debit notes are received. In this case the EDI message must not contain any credit note related to a paper debit note. 8.3 Debit Notes/Credit Notes (by Customer) In case of complaints and returns, Makro Cash & Carry Belgium NV creates a debit note hardcopy for the supplier and allocates them with future invoices or with the outstanding items. In this case you may create an internal credit note which is not allowed to be sent via EDI. EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 7

8 9 Document Handling with EDI From the agreed date of live-running, Makro Cash & Carry Belgium NV will no more receive single paper invoices. Only original invoices/credit notes are contained in the EDI file. Please note: we advise you to keep the sequence of invoices in the EDI file as follows: first all single invoices with BGM_1001=380, and then credit notes with BGM_1001= Complaints concerning already settled Documents Concerning faulty invoices Makro Cash & Carry Belgium NV normally sends a debit-note or the supplier has to send a credit-note. Both methods can apply to Makro Cash & Carry Belgium NV, depending on whether the complaint is about differences in quantity or in price. Please contact Makro Cash & Carry Belgium NV about how to proceed. If you have received a debit note from Makro Cash & Carry Belgium NV, you have to take care not to send your internal credit-notes into the EDI file. 9.2 Refused, not settled Documents Refused, not settled invoices have to be cancelled internally and after correction re-submitted. Please note that the invoices have to be transmitted electronically via EDI as soon as possible - in one of the following data-transmissions. A syntax error in the EDI file will lead to the complete file rejection. 10 Conditions for Makro Cash & Carry Belgium NV The following mentioned items are valid for Makro Cash & Carry Belgium NV (Please note that ignoring these conditions may lead to invoice refusals): (1) The amount sign of an invoice/credit note is implicitly positive in the EDI message. The content of BGM_1001 indicates the type of document. (2) The message function must always corresponds to an original one (DE BGM_1225=9) (3) The EDI-files have to be identified with a clear interchange control reference number (UNB_0020). (4) Please note that the usual business procedure is that we only accept one invoice per delivery note. (5) Also invoices with total amount equals 0 (zero) have to be sent. (6) Starting 1 st of January 2008 (date of invoice), Belgian VAT codes (beginning with BE) with 9 digits will lead to invoice rejection. Customer and Belgian supplier VAT codes must contain 10 digits (without blanks) from this date on (SG3-RFF+VA under corresponding SG2-NAD segments for EANCOM 1997 and EANCOM 2002). Example: VAT code of Makro Cash & Carry Belgium NV is: BE (7) Delivery note number and delivery date are necessary entries (SG1-RFF+DQ, DTM+171) for invoices. The delivery note number in the EDI data have to be the same (same length/content) than on the original delivery note. (8) The customer order number has to be sent in the EDI message INVOIC (SG1-RFF+ON, DTM+171). (9) Bank account number (SWIFT and IBAN in SG2-FII under SG2-NAD+SU) must be sent (without blanks). (10) A single invoice can include up to three VAT-rates per invoice. (11) For supplier's and buyer's internal item code please see point 7.2. (12) The unit price basis is dependent and is implicitly 1. If specified in DE PRI_5284 (SG28 for EANCOM 1997, SG29 for EANCOM 2002), it must be in the range included. (13) The measure units used on the EDI invoice should be preferably the Makro selling unit. (14) Delivery note and the corresponding invoice should be identical. The sorting criteria for line items in the invoice should be either the supplier's article number or Makro's article number EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 8

9 (15) Allowances or charges have to be defined on each line item position (SG38-ALC for EANCOM 1997, SG39-ALC for EANCOM 2002). Freight, packaging must be defined on invoice level (allowance is not accepted on invoice level). (SG15-ALC for EANCOM 1997, SG16-ALC for EANCOM 2002). (16) Freight Charge, Tax 010: Transport cost must be sent on invoice level with qualifier 010 as extra taxes. (17) Tax 011 (veterinary inspection/favv): this extra tax must be sent on invoice level. (18) Extra taxes must be sent on item level as allowance/charge. The documents BMF100 and EBL001 of GS1 Belgilux should be used to identify these extra-taxes in DE ALC_7161 (SG38-ALC for EANCOM 1997, SG39-ALC for EANCOM 2002), see also Appendix below. The total amount of extra-taxes (e.g. all related extra-taxes on line item level) has to be represented per extra tax type in the summary section of the invoice message (SG51/53-MOA+131). (19) If there is an agreement about sending Makro Cash & Carry Belgium NV debit notes instead of receiving supplier credit notes, please do not send EDI credit notes in addition. Otherwise credit notes have to be tested from the beginning of the test phase and before going live. (20) Note that except for return of deposits, no returned goods must be sent in an invoice. Price or quantity differences, or physical return of goods, must be managed by credit note or debit note. (21) EANCOM 1997: Free goods are managed in a separated line item with a delivered quantity (DE QTY_6063=46) = free quantity (DE QTY_6063=192). EANCOM 2002: Free goods are managed in a separated line item with a null invoiced quantity (DE QTY_6060=0 with QTY_6063=47) and a free quantity (DE QTY_6063=192). (22) EANCOM 1997: Representation of returnable containers is completely different from standard item. Please see our detailed examples in appendix. EANCOM 2002: Representation of returnable containers is similar to standard items and must be additionally identified with a special mark (DE SG26-IMD_7077 = C and IMD_7009 = RC). (23) Each item must have its own deposit which must be invoiced as sub-line of this item (DE LIN_5495=1, SG25 for EANCOM 1997, SG26 for EANCOM 2002). Deposit returns must be invoiced as separate item, preferably as last invoiced items. (24) Returnable containers (especially Euro-palettes) that are not invoiced may not appear on the invoice, because these items are also not object of the order and are not recorded at the goods entry. (25) Item traceability: Bundle number can be given on item level in DE PIA_7140 (SG25 for EANCOM 1997, SG26 for EANCOM 2002) with DE PIA_7143=NB. (26) In case of payment discount which influences the invoice directly, this one must be deducted on line item level within an ALC group and qualifier CAC in DE ALC_7161 (SG38-ALC for EANCOM 1997, SG39-ALC for EANCOM 2002) (27) For tax declaration, please see point (EANCOM 1997) and point EANCOM 2002). (28) Test data have to be marked with 1 in UNB_0035 (Test indicator). EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 9

10 11 Some Explanation of EANCOM 1997 (D.96A) 11.1 Identification of Supplier/Issuer of Invoice Since the code-value "SU" must be sent in data-element SG2-NAD_3035 on each invoice and the supplier VAT number ("BE" + 10 digits without blanks for Belgian suppliers) in DE SG3-RFF_1154 (with DE RFF_1153=VA), only these keys are used to identify the issuer of an invoice. In addition the bank account identification number (IBAN and SWIFT without blanks) must be sent in SG2-FII segment under SG2-NAD+SU. Differences on supplier information will not lead to an invoice rejection. Nevertheless, in case of any change on GLN, VAT number or Bank account number please first inform Makro Cash & Carry Belgium NV, so that the automatic invoice processing will not be affected Identification of Buyer/Invoicee Also the code-value "BY" in SG2-NAD_3035 and the buyer VAT number ("BE" + 10 digits without blanks) in DE SG3-RFF_1154 (with DE RFF_1153=VA), must be sent on each invoice and are used to identify the buyer/invoicee Different Value Added Tax Rates in one Invoice In principle, goods can be invoiced in one invoice/debit-note with up to three (3) different VAT rates, currently 0, 6, 12, 21 or "exempt of tax". In case of more than three VAT rates on one single invoice, a new additional invoice must be created so that the maximum of three VAT rates per invoice is respected. Certain segments/segment groups must be repeated in this case per value added tax-rate. For invoices with several value added tax-rates, they have to be indicated on respective positions (e.g. on line item level) Allowances and Charges All Allowances and Charges have to be represented in an ALC segment group per respective taxrate. Concerning allowances and charges, there are several data elements on different levels in the EDI message that influence the exact value of the amounts. At first the control of this value takes place on top-level, i.e. with the BGM_1001 = 380 and 381 codes. In the next step, the data-element ALC_5463 is used for the value-control (A = allowance = "-"; C = charge = "+"). The Qualifiers for the ALC segments are the same, disregarding whether it is an invoice or a credit note. Please see also the examples in appendix. Recommendation: we advise you to agree upon net-prices with Makro Cash & Carry Belgium NV only, in order to forgo any allowances or charges in the EDI message. Charges on Invoice-Level Concerning charges on invoice level please distinguish their type with the right qualifier in SG15- ALC_7161 (e.g. ABL= Packaging" ). Charges have to be represented in the ALC-group as monetary amount in SG21-MOA with DE MOA_5025=23 (charge) and additionally as percentage in SG18-PCD with DE PCD_5245=2 (charge), provided a percentage has been agreed. Please note: charges have to be represented in the sequence in which they occur. Normally, the basis-amount added by a charge is the basis for the next charge. Freight or packaging is not necessary accepted by Makro Cash & Carry Belgium NV. The total amount of extra-taxes (e.g. all related extra-taxes on line item level) per extra-tax has to be represented in the summary section of an invoice message (SG51-MOA+131). Allowances and Charges on Line-Item-Level The explanation of the individual allowances/charges takes place in SG38-ALC. Also payment discount which influences the invoice directly should be represented on line item level with qualifier CAC in DE ALC_7161. The total amount of each allowance/charge on line-item-level is always represented in EDI. EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 10

11 11.5 Representation and Calculation of Line Items In principle there are three variations in the representation of line-items: single units (consumer unit), sub-line-item assortments and mixed assortments. Please see also our examples in appendix. In principle: the calculation of the line items must correspond to the order. Single Line items Single line items (standard group) are represented and invoiced in a standard SG25-LIN group. The invoiced GTIN EAN/UCC-13 unit is the same as the consumer-unit, as agreed with Makro Cash & Carry Belgium NV. Mix Collis / Displays Display (GTIN1, VAT 6%) Component (GTIN2, VAT 6%) Component (GTIN3, VAT 6%) The invoiced/valorised GTIN EAN/UCC-13 units are always the components (GTIN2 + GTIN3) in accordance with Makro Cash & Carry Belgium NV. The main line item must not be represented in EDI. Sublines are then represented in EDI as single line items. Heterogen item (mixed VAT rates) Main line item (GTIN1) Component (GTIN2, VAT 6%) Component (GTIN3, VAT 21%) The invoiced/valorised GTIN EAN/UCC-13 units are always the components (GTIN2 + GTIN3). The main line item (GTIN1) must not be represented in EDI. The segment group SG33-TAX-MOA must indicate for each component the TAX rate (DE SG33-TAX_5278) and the taxable amounts (DE SG33-MOA_5004 with MOA_5025=B01 and 125). Qualifier 125 should only be sent if allowances/charges are invoiced for this line item. Deposit / Returnable container Deposits are exempt of VAT. Each item must have its own deposit which must be invoiced as sub-line of this item (DE LIN_5495=1). Invoiced Deposits (container, ) which are not linked to one specific item must also appear as single line item on the invoice. Deposit returns are not sent in sub-line item but as separated single line. Deposit unit price must be sent in DE SG26-MOA_5004 with MOA_5025=B02. Total deposit amount must be sent in DE SG43-MOA_5004 with MOA_5025=35E. EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 11

12 11.6 Remark on VAT and tax declaration text In case of tax exemption, tax declaration texts must be sent as code (see BMF100 of GS1 Belgilux) on invoice level or on item level in DE TAX_5279. If no code is available, code 'FTXHD' must be sent in DE SG21-TAX_5279 and the relevant text in FTX+TXD segment on related invoice level. For related item level, 'FTXLN' must be sent in DE SG33-TAX_5279 and the relevant text in SG25-FTX+TXD segment on line item level Remark on Payment Terms Payment terms must be defined on invoice header. Please use as far as possible the normalized segments (see segment group SG8-PAT-DTM-PCD-MOA). 12 Some Explanation of EANCOM 2002 (D.01B) 12.1 Identification of Supplier/Issuer of Invoice Since the code-value "SU" must be sent in data-element SG2-NAD_3035 on each invoice and the supplier VAT number ("BE" + 10 digits without blanks for Belgian suppliers) in DE SG3-RFF_1154 (with DE RFF_1153=VA), only these keys are used to identify the issuer of an invoice. In addition the bank account identification number (IBAN and SWIFT without blanks) must be sent in SG2-FII segment under SG2-NAD+SU. The code-value SR" in SG2-NAD_3035 and the corresponding VAT number ("BE" + 10 digits without blanks for Belgian suppliers) in SG3-RFF_1154 (with DE RFF_1153=VA), must be used additionally only when supplier is represented in Belgium by an agent/representative. Code-value II" in SG2-NAD_3035 must be used additionally only when party to receive commercial invoice remittance (e.g. factor) and supplier are different. Differences on supplier information will not lead to an invoice rejection. Nevertheless, in case of any change on GLN, VAT number or Bank account number please first inform Makro Cash & Carry Belgium NV, so that the automatic invoice processing will not be affected Identification of Buyer/Invoicee Also the code-value "BY" in SG2-NAD_3035 and the buyer VAT number ("BE" + 10 digits without blanks) in DE SG3-RFF_1154 (with DE RFF_1153=VA), must be sent on each invoice and are used to identify the buyer/invoicee Different Value Added Tax Rates in one Invoice In principle, goods can be invoiced in one invoice/debit-note with up to three (3) different VAT rates, currently 0, 6, 12, 21 or "exempt of tax". In case of more than three VAT rates on one single invoice, a new additional invoice must be created so that the maximum of three VAT rates per invoice is respected. Certain segments/segment groups must be repeated in this case per value added tax-rate. For invoices with several value added tax-rates, they have to be indicated on respective positions (e.g. on line item level) Allowances and Charges All Allowances and Charges have to be represented in an ALC segment group per respective taxrate. Concerning allowances and charges, there are several data elements on different levels in the EDI message that influence the exact value of the amounts. At first the control of this value takes place on top-level, i.e. with the BGM_1001 = 380 and 381 codes. In the next step, the data-element ALC_5463 is used for the value-control (A = allowance = "-"; C = charge = "+"). The Qualifiers for the ALC segments are the same, disregarding whether it is an invoice or a credit note. Please see also the examples in appendix. EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 12

13 Recommendation: we advise you to agree upon net-prices with Makro Cash & Carry Belgium NV only, in order to forgo any allowances or charges in the EDI message. Charges on Invoice-Level Concerning charges on invoice level please distinguish their type with the right qualifier in SG16- ALC_7161 (e.g. ABL= Packaging" ). Charges have to be represented in the ALC-group as monetary amount in SG20-MOA with DE MOA_5025=23 (charge) and additionally as percentage in SG19-PCD with DE PCD_5245=2 (charge), provided a percentage has been agreed. Please note: charges have to be represented in the sequence in which they occur. Normally, the basis-amount added by a charge is the basis for the next charge. Freight and packaging is not necessary accepted by Makro Cash & Carry Belgium NV. The total amount of extra-taxes (e.g. all related extra-taxes on line item level) per extra-tax has to be represented in the summary section of an invoice message (SG53-MOA+131). Allowances and Charges on Line-Item-Level The explanation of the individual allowances/charges takes place in SG39-ALC. Also payment discount which influences the invoice directly should be represented on line item level with qualifier CAC in DE ALC_7161. The total amount of each allowance/charge on line-item-level is always represented in EDI Representation and Calculation of Line Items In principle there are three variations in the representation of line-items: single units (consumer unit), sub-line-item assortments and mixed assortments. Please see also our examples in appendix. In principle: the calculation of the line items must correspond to the order. Single Line items Single line items (standard group) are represented and invoiced in a standard SG26-LIN group. The invoiced GTIN EAN/UCC-13 unit is the same as the consumer-unit, as agreed with Makro Cash & Carry Belgium NV. Mix Collis / Displays Display (GTIN1, VAT 6%) Component (GTIN2, VAT 6%) Component (GTIN3, VAT 6%) The invoiced/valorised GTIN EAN/UCC-13 units are always the components (GTIN2 + GTIN3) in accordance with Makro Cash & Carry Belgium NV. The main line item must not be represented in EDI. Sublines are then represented in EDI as single line items. Heterogen item (mixed VAT rates) Main line item (GTIN1) Component (GTIN2, VAT 6%) Component (GTIN3, VAT 21%) The invoiced/valorised GTIN EAN/UCC-13 unit is always the component (GTIN2 + GTIN3). The main line item (GTIN1) must not be represented in EDI. EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 13

14 The segment group SG34-TAX-MOA must indicate for each component the TAX rate (DE SG34-TAX_5278) and the taxable amount (DE SG34-MOA_5004 with MOA_5025=125). Deposit / Returnable container Deposits are exempt of VAT. Each item must have its own deposit which must be invoiced as sub-line of this item (DE LIN_5495=1). Invoiced Deposits (container, ) which are not linked to one specific item must also appear as single line item on the invoice. Code A in the DE SG26-LIN_7083 means that the prices and amounts of subline must be invoiced because those are added to the main line item (valorisation of the component). In addition the qualifier "RC" must be indicated in DE SG26-IMD_7009. Deposit returns are not sent in sub-line item but as separated single line Remark on VAT and tax declaration text In case of tax exemption, tax declaration texts must be sent as code (see BMF100 of GS1 Belgilux) on invoice level or on item level in DE TAX_5279. If no code is available, code 'FTXHD' must be sent in DE SG22-TAX_5279 and the relevant text in FTX+TXD segment on related invoice level. For related item level, 'FTXLN' must be sent in DE SG34-TAX_5279 and the relevant text in SG26-FTX+TXD segment on line item level Remark on Payment Terms Payment terms must be defined on invoice header. Please use as far as possible the normalized segments (see segment group SG8-PAT-DTM-PCD-MOA). EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 14

15 13 EDI-ERROR-PROTOCOL For each transfer-file - test and production file - containing any errors, MGP generates an EDIerror-protocol Protocol Content The protocol contains the following information: + Type of processing (production or test) and date of processing + Statistical data referring to the EDI file - Sender GLN, data interchange control reference number, file creation date, archive number, etc. + Detailed list of refused units with annotations and hints - Single invoice, physical file 13.2 Error and Refusal Levels MGP distinguishes between different error and refusal levels. The refused units are distinguished analogous to the file structure: - Physical file unit (UNB UNZ) - Single invoice (BGM_1001 = 380 or 381) An error always refers to one of these units. Errors are considered as an exception. Normally the EANCOM data are processed correctly. In these cases suppliers are not informed about the correct data processing. Please see the error handling action on the following page. Error protocols are sent by , so please send us a valid (to be tested before go live). Also consider the holiday's periods and the necessary replacements persons which can read the . EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 15

16 14 ERROR HANDLING 14.1 Refusal of a whole EDI File If a physical file is refused, it has to be corrected and re-transmitted after error-correction. 1. Please inform the responsible contact person at MGP about the changes. 2. Please re-transmit the corrected file, i.e. all EDI messages invoice Refusal of Individual Invoice/Invoices If individual invoices are refused please send only these invoices with one of your next data transmissions. Please note: Don't send the corrected invoices in paper form Re-transmit only the invoices mentioned in the error protocol as refused EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 16

17 15 Your Next Step Please complete the enclosed questionnaire (project timelines) and send it back (only if it has not yet been communicated to MGP). If you wish further or more detailed information and individual support concerning the topic EDI with MGP we would like to offer you a special consulting-service in a common workshop on the topic of EDI INVOIC. In addition we support you intensively during the test-phase with highly qualified test-analyses - even in your company - if requested. Together we will prepare the changeover to EDI production business. Please ask us about our consulting service offer "EDI - Services INVOIC". If the start-up day for the test-phase is delayed more than 3 weeks, please send us brief information for the reasons and an updated schedule. Before sending the first test file, please give us a brief notification by phone, fax or . In the appendix you will find further contacts on the topic EDI in the METRO GROUP. NEWS: Please visit our Web-site: There you will find the most current information and news of MGP concerning the topic EDI INVOIC. Further information concerning the topic EDI you find at: (See particularly menu EDI Details Subset Layouts) If there are further questions do not hesitate to contact us. MGP METRO GROUP ACCOUNT PROCESSING GmbH - EDI Department - EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 17

18 16 Appendix 16.1 People in Charge of EDI Contacts at METRO MGP: Name Phone Responsibility +49 (0) Mr. Wittmann -130 Department Manager EDI Mr. Abeldt -191 Project Manager EDI Mr. Cammisar -171 Project Manager EDI Mr. Kaya -193 Project Manager EDI Mr. Neugebauer -194 Project Manager EDI Mr. Unger -131 Project Manager EDI Ms. Schulze -178 Project Manager EDI Fax -129 EDI-Hotline MGP EDI-Hotline MGP Further EDI Contacts at METRO GROUP: Company/Name Phone/ Responsibility METRO Link Supplier Portal METRO International AG (MIAG C.V. Diemen NL), Branch Baar/Suisse Customer Care Center +41 (0) Remittance Advise, REMADV Further people in charge for EDI you will find at the EDI supplier Portal of METRO GROUP: EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 18

19 16.2 EDI-Timetable: From Paper to EDI Invoice handling in paper form Single invoices/credit-notes in paper form Manual data recording Information-procurement for EDI MGP EDI-Guidelines INVOIC ( EDI-Layouts/-Documents of METRO GROUP ( Documents of GS1 ( Information/Consulting with EDI specialists (EDI-Consultant, MGP, etc.) Decision for one EDI-method 1. EDI Classic (own EDI-Translator or Outsourcing-Partner EDI) 2. Web-EDI (via EDI service provider) Milestones up to the introduction of EDI production run Information-procurement, translator-selection, programming, mapping, master-data-update, beginning/duration of the test-phase, Go-live-date Definition of people in charge Organisation, master-data, test-phase, external consultant Check the Inhouse-Invoice-Interface to EDI Information in standardized data fields Completeness of the required data fields essential for EDI Master-data checking/update GLN/GLN for buyer/invoicee and delivery parties for Makro Cash & Carry Belgium NV GTIN EAN/UCC-13 Article numbers EDI-Test-phase Syntactic, formal and content tests EDI production run (paperless) Single Invoices/credit-notes per EDI Electronic data processing EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 19

20 16.3 Five Points to Succeed in the EDI Test Phase 1. MGP EDI GUIDELINES The document EDI GUIDELINES of MGP is the basis for the EDI test phase and later for the EDI production phase. 2. ANNOUNCEMENT OF THE 1. TEST FILE Please get in contact with our EDI Service Centre in Kehl before sending the first file and communicate the first data transmission and your persons in charge. Only one test file is sent in each case with maximum 3 corresponding paper invoices. Please send no further data between sending the respective test file and the receipt of the written test result. 3. CURRENT INVOICE DATA NO FICTITIOUS DATA It is essential to send exclusively real invoice data in the test phase. 4. ERROR HANDLING ORGANIZATION FROM THE BEGINNING Please note any possible refusal levels / units of the EANCOM INVOIC data in the EDI production phase in accordance with the MGP EDI guidelines and organise the error-handling-procedure in your company. 5. AGREEMENT UPON GOING LIVE AFTER SUCCESSFUL TEST PHASE The written agreement upon the start-up day can only be made on the basis of completely faultless test data. Please be aware that the test phase can only be completed by the project leader of MGP. EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 20

21 16.4 EDI-Data-Transmission (Telebox 400) Data Transmission of EDI Invoices via Telebox-400 to MGP (1) Please send the EDI files to the following X.400 address (Telebox 400) C = DE (country) A = viat (administration) S = MAKRO-BE (surname) O = MGP (organisation) (2) The interchange recipient (UNB_0010) must be identified by GLN code: for MGP (3) The file has to be sent as text (no attachment allowed) (4) As reference please insert EDI-xxx. xxx stands for a supplier's abbreviation (not mandatory). (5) In case of using IBM network for data transmission please note the following settings: X.400 ACCOUNT ID = X400 X.400 USER ID = U Content type (EDIFACT) = P2 Preferred body part type = IA5 (6) The EDI data have to be sent as an ASCII file (7) The EDI data can not be compressed. Test data have to be marked with 1 in UNB_0035. Please send only EDI data via X.400 to MGP, no text messages. During the test period, paper invoice samples (max. 3 copies of corresponding paper invoices) have to be sent by FAX: +49 (0) Original paper invoices are still to be sent during test phase as usual. EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 21

22 16.5 EDI-Data-Transmission (EDIINT/AS2) Data Transmission of EDI Invoices via EDIINT/AS2 to MGP Data sent via EDIINT/AS2 are not transmitted directly to Metro MGP but to our EDI Solution Department in Düsseldorf, which will route the data via dedicated line to Metro MGP. Please note that the Metro GROUP uses this technique only for big international suppliers with a high volume of messages or EDI providers! Should you be interested in this technique please send an to the following address: edi_ecr@makro.be. They will let you know whether it is possible to work with AS2. For transmission via EDIINT/AS2 the rules and requests for the EDI data are the same as for the transmission via Telebox-400: (1) The interchange recipient (UNB_0010) must be identified by GLN code: for MGP (2) The EDI data have to be sent as an ASCII file (3) The EDI data can not be compressed. (4) Test data have to be marked with 1 in UNB_0035. (5) Please send only EDI data via EDIINT/AS2 to EDI Solution Department in Düsseldorf, no text messages! During the test period, paper invoice samples (max. 3 copies of corresponding paper invoices) have to be sent by FAX: +49 (0) Original paper invoices are still to be sent during test phase as usual. EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 22

23 Structure and Construction of the EDI-File UNB Interchange Header UNH BGM ::: LIN ::: LIN ::: UNS ::: UNT ::: Nachrichtenbeginn Message Header - INVOICE first invoice Rechnung/Gutschrift-Kopfteil Begin of Message - first invoice ::: Rechnung/Gutschrift-Positionsteil Detail Section - first invoice ::: Rechnung/Gutschrift-Positionsteil Detail Section - first invoice ::: Rechnung/Gutschrift-Fußteil Summary Section - first invoice ::: Nachrichtenende Message Trailer - first invoice "single invoice or credit note" "pyhsical" transmission file (mandatory) UNH BGM ::: LIN ::: LIN ::: UNS ::: UNT ::: UNH BGM ::: LIN ::: LIN ::: UNS ::: UNT Message Header - last invoice Begin of Message - last invoice ::: Detail Section - last invoice ::: Detail Section - last invoice ::: Summary Section - last invoice ::: Message Trailer - last invoice Message Header - last invoice Begin of Message - last invoice ::: Detail Section - last invoice ::: Detail Section - last invoice ::: Summary Section - last invoice ::: Message Trailer - last invoice "single invoice or credit note" "single invoice or credit note" UNZ Interchange Trailer EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 23

24 16.6 Branching diagram EANCOM 1997 (D.96A) 0 UNH BGM 1 1 DTM M 35 FTX D 10 SG1 D 99 RFF SG2 R 99 NAD SG7 R 5 CUX SG8 D 10 PAT SG12 D 5 TOD SG15 D 9999 ALC 2 DTM R 1 FII D 5 SG3 D 9999 RFF DTM D 5 PCD D 1 MOA D 1 SG18 D 1 PCD SG19 D 2 MOA SG21 D 5 TAX 3 MOA D 1 EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 24

25 0 1 UNS UNT 1 SG25 D LIN SG48 00 MOA SG50 R 10 TAX SG51 D 15 ALC 2 PIA D 25 IMD R 10 MEA D 5 QTY R 5 FTX D 5 SG26 D 5 MOA SG28 D 25 PRI SG30 D 10 PAC SG33 R 99 TAX SG38 D 15 ALC MOA R 2 MOA D 2 3 MEA D 10 MOA R 1 SG39 D 1 QTY SG40 D 1 PCD SG41 D 2 MOA SG43 R 5 TAX MOA R 2 EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 25

26 16.7 Data Elements used in EDI INVOIC D.96A Remark: The following scheme is more a list of data elements in sequential order but not a syntactic correct view of an EANCOM message. EANCOM-Segments Description UNA UNA1 UNA2 UNA3 UNA4 UNA5 UNA6' M UNA:+.? ' UNB+0001: : : : ' M UNB+UNOC: : : : BMF EANCOM97+1' UNH :0052:0054:0051:0057' M UNH INVOIC:D:96A:UN:BMF100' BGM ' M BGM ' DTM+2005:2380:2379' M DTM+137: :102' M DTM+454: :102' M DTM+35: :102' PAI+:4431:4461' D PAI+::42' FTX :4440:4440:4440: ' D FTX+TXD+++ Application de l article 25ter, 1, deuxième alinéa, 3 du Code TVA+FR' Component data element separator Start physical transmission file Invoice Header Document begin Document type (DE BGM_1001) 380 = invoice, 381 = credit note (DE BGM_1225) 9 = Original 137 = Message date 454 = invoice date 35 = Delivery date Payment instruction details 42 = Payment to bank account TXD = Tax declaration (if SG21-TAX_5279 =FTXHD) PUR = Purchasing information ZZZ = Mutually defined M M M M D D D D SG1-RFF+1153:1154' SG1-DTM+2005:2380:2379' RFF+DQ: ' DTM+171: :102' RFF+ON: ' DTM+171: :102' RFF+DL: ' DTM+171: :102' RFF+IV: ' DTM+171: :102' delivery note number delivery note date Buyer's order number Buyer's order date Debit note number Debit note date Invoice number (only for credit note) Invoice date EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 26

27 M M M M M D M M M SG2-NAD :: ' SG2-FII :1131:3055' SG3-RFF+1153:1154' NAD+SU ::9++SUPPLIER+ BAUWENSSTRAAT 9+BRUGGE BE' FII+RB+BE :25:5' FII+RB+BANKAABB+:25:17' RFF+VA:BE ' RFF+XA:RPR NIVELLES ' RFF+ARA: ' RFF+API:12345' NAD+BY ::9++MAKRO CASH & CARRY BELGIUM NV+NIJVERHEIDSSTRAAT 70+ WOMMELGEM BE' RFF+VA:BE ' M NAD+DP ::9' SG7-CUX+6347:6345:6343' M CUX+2:EUR:4' SG8-PAT :2009:2151:2152' SG8-DTM+2005:2380:2379' SG8-PCD+5245:5482:5249' SG8-MOA+5025:5004' O PAT+3' O PAT+22++5:3:D:30' O DTM+13: :102' O PCD+12:2.5:13' O MOA+21:50' Examples: PAT+3' DTM+13: :102' PAT+22++5:3:D:10' PCD+12:2.5:13' MOA+21:50' PAT+22' DTM+12: :102' PCD+12:2.5:13' PAT+22' PAT+20' Supplier Bank account identification (IBAN) Bank account identification (BIC/SWIFT) VAT registration number Company/place registration number Company Code makro internal supplier code Buyer Delivery party Invoicing currency Payment terms on invoice level Discount / penalty terms (DE PAT_4279) 3 = fixed date 22 = Discount terms 20 = Penalty terms (details in FTX+ZZZ) (PAT_2475) 5 = Date of invoice (PAT_2151) D = Days (PAT_2152) = Number of periods 13 = Terms net due date 12 = Terms discount due date/time 12 = Discount 21 = Cash discount Payment date Calculation of Payment discount at payment. Discount terms "simple" 2,5% discount (amount=50 ) for payment 10 days after invoice date 2,5% discount by payment before Payment discount terms Detailed in segment FTX+ZZZ Penalty terms Detailed in segment FTX+ZZZ EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 27

28 SG12-TOD ' O TOD+6++CIF' SG15-ALC ::3055:7160' SG18-PCD+5245:5482' SG19-MOA+5025:5004' SG21-TAX ::3055: ' SG21-MOA+5025:5004' D ALC+C ::129:FREIGHT CHARGE' D PCD+1:1.45' D MOA+25:154.76' D TAX+7+VAT+++:::21' D TAX+7+VAT+++BF01::129+E' D MOA+23:154.76' Terms of delivery 6 = Delivery condition (Incoterms) (TOD_4053) CFR = Cost and Freight CIF = Cost, Insurance, Freight to named destination CIP = Freight, Carriage, Insurance to destination CPT = Freight, Carriage paid to destination DAF = Delivery at frontier-named place DDP = Delivered duty paid to destination DDU = Delivered duty unpaid DEQ = Delivered Ex Quay-Duty paid, Named port DES = Delivered Ex Ship-Named port of destination EXW = Ex Works FAS = Free Alongside Ship FCA = Free Carrier-Named point FOB = Free On Board-Named port of shipment Allowance/Charge description on invoice level Allowance/charge, special tax on invoice level (ALC_7161) AJ = Adjustments DI = Discount AEK = Cash on delivery service IN = Insurance ABL = Packaging FI = Finance charge HD = Handling QD = Quantity discount or BMF codes (see EBL001) Allowance/charge rate (PCD_5245) 1 = Allowance 2 = Charge 25 = Allowance/charge basis Tax rate on this allowance/charge (TAX_5305) E = Exempt from tax (TAX_5279) See code list from BMF100 or, if no text code available FTXHD (detailed in FTX segment) (TAX_3055) 129 = BE, Belgian Ministry of Finance (mandatory if TAX_5279 is used) 23 = Charge amount 204 = Allowance amount EDI-Rili-makroBE_V42.docx (C) MGP METRO GROUP ACCOUNT PROCESSING Appendix Page 28