Transcription

X12 EDI 810InvoiceSpecificationswww.coupa.com

ContentsInvoice Details . 3Introduction3File Format3X12 EDI 810 Segments . 4Segment Summary4ISA Interchange Control Header6GS Functional Group Header9ST Transaction Set Header11BIG Beginning Segment for Invoice12NTE Note/Special Instruction14CUR Currency15REF Reference Identification16PER Administrative Communications Contact17DTM Date/Time Reference18Loop Name19N1 Name20N1 Name21N3 Address Information22REF Reference Identification24Loop Baseline Item Data25P01 Baseline Item Data26Loop Product/Item Description28PID Product/Item Description29Loop Transaction Totals30CTT Transaction Totals31SE Transaction Set Trailer32GE Functional Group Trailer33IEA Interchange Control Trailer34Revision History . 352

Invoice DetailsIntroductionThis specification contains the format and data content of the Invoice sent from Suppliers,inbound to Coupa, following the EDI X12 ANSI format, version 4010.The Invoice functions as the supplier’s request for payment from a customer as prearranged intheir partnership.File FormatAs per EDI standards: is the delimiter between segments* is the delimiter between elements within a segmentExampleISA*00* *00* 1*999999999*1*P* 3

X12 EDI 810 SegmentsSegment SummarySummary AbbreviationsCodePosDescriptionPosition NumberSegSegment IDNameSegment NameReqRequirement Status M – MandatoryR – Recommended (optional, but preferred Coupa convention)O – OptionalMaxMax UsageRepLoop RepeatNot DefinedPosSegISAGSNameInterchange Control HeaderFunctional Group HeaderReqMMMax11RepNotesNameTransaction Set HeaderBeginning Segment for InvoiceNote/Special InstructionCurrencyReference IdentificationAdministrative CommunicationsContactTerms of Sale/Deferred Terms ofSaleDate/Time hip ToShip FromAddress InformationGeographic LocationMMOO112 30ITD140DTMLoop ID – N1070070090100N1N1N3N4O4

110130REFITDReference IdentificationTerms of Sale/Deferred Terms ofSaleDate/Time ReferenceShip ToOO12140070DTMN1OM101PosSegLoop ID – line Item Data (Invoice)QuantityAdditional Item DataTax InformationPricing InformationMarking, Packaging, LoadingItem Physical DetailsReference SegNameLoop ID – 99070080CTTSETotal Monetary Value SummaryTax InformationService, Promotion, Allowance orCharge InformationTransaction TotalsTransaction Set TrailerOM1111NameFunctional Group TrailerInterchange Control O4REFNotesSummaryNot DefinedPosSegGEIEA5

Pos: N/AMax: 1Not Defined – MandatoryLoop: N/AElements: 16ISA Interchange Control HeaderPurposeTo start and identify an interchange of zero or more functional groups and interchange-relatedcontrol segments.Element SummaryRefISA01SegI01Element NameAuthorization Information QualifierRegMTypeIDMin/Max2/2UsageMDescription: Code to identify the type of information in the Authorization InformationCode00ISA02I02NameNo Authorization Information Present (No meaningful information in I02)Authorization InformationMAN10/10MDescription: Used for additional identification or authorization of the interchangesender or the data in the interchange; the type of information is set by theAuthorization Information Qualifier (I01)ISA03I03Security Information QualifierCode00ISA04I04MAN2/2MNameNo Security Information Present (No meaningful information in I04)Security InformationMAN10/10MDescription: Used for identifying the security information about the interchangesender or the data in the interchange; the type of information is set by the SecurityInformation Qualifier (I03)ISA05I05Interchange ID QualifierMID2/2MDescription: Qualifier to designate the system/method of code structure used todesignate the sender or receiver ID element being qualifiedISA06I06Interchange Sender IDMAN15/15MDescription: Identification code published by the sender for other parties to use as thereceiver ID to route data to them; the sender always codes this value in the sender IDelement.www.coupa.com

ISA07I05Interchange ID QualifierMID2/2MDescription: Qualifier to designate the system/method of code structure used todesignate the sender or receiver ID element being qualifiedAll valid standard codes are usedISA08I07Interchange Receiver IDMAN15/15MDescription: Identification code published by the receiver of the data; when sending, itis used by the sender as their sending ID, thus other parties will use this as a receivingID to route data to themISA09I08Interchange DateMDT6/6MMTM4/4M1/1MDescription: Date of the interchange (MMDDYY)ISA10I09Interchange TimeDescription: Time of the interchange, in 24 hour time (HHMM)ISA11I10Interchange Control Standards IdentifierMIDDescription: Code to identify the agency responsible for the control standard used bythe message that is enclosed by the interchange header and trailerAll valid standard codes are usedISA12I11Interchange Control Version NumberMID5/5MDescription: Code specifying the version number of the interchange control segmentsAll valid standard codes are usedISA13I12Interchange Control NumberMN09/9M1/1MDescription: A control number assigned by the interchange senderISA14I13Acknowledgement RequestedMIDDescription: Code sent by the sender to request an interchange acknowledgement(TA1)All valid standard codes are used7

ISA15I14Usage IndicatorMID1/1MDescription: Code to indicate whether data enclosed by this interchange envelope istest, production, or informationAll valid standard codes are usedISA16I15Component Element SeparatorMN/A1/1MDescription: This is a delimiter and not a data element; this field provides thedelimiter used to separate component data elements within a composite datastructure; this value must be different than the data element separator and thesegment terminator.8

Pos: N/AMax: 1Header – MandatoryLoop: N/AElements: 8GS Functional Group HeaderPurposeTo indicate the beginning of a functional group and to provide control informationElement SummaryRefGS01Seg479Element NameFunctional Identifier CodeRegMTypeIDMin/Max2/2UsageMDescription: Code to identify a group of application related transaction setsCodePOGS02142NamePurchase Order (850)Application Sender’s CodeMAN2/15MDescription: Code identifying party sending transmission; codes agreed to by tradingpartnersGS03124Application Receiver’s CodeMAN2/15MDescription: Code identifying party receiving transmission; codes agreed to by n: Date expressed as CCYYMMDDGS05337TimeDescription: 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 expressedas follows: D tenths (0-9) and DD hundredths (00-99)GS0628Group Control NumberMN01/9MDescription: Assigned number originated and maintained by the senderGS07455Responsible Agency CodeMID1/2MDescription: Code identifying the issuer of the standard; this code is used inconjunction with Data Element 4809

GS08480Version/Release/Industry Identifier CodeMAN1/12MDescription: Code indicating the version, release, subrelease, and industry identifierof the EDI standard being used, including the GS and GE segments; if code in DE455in GS segment is X, then in DE 480 positions 1-3 are the version number; positions 46 are the release and subrelease, level of the version; and positions 7-12 are theindustry or trade association identifiers (optionally assigned by user); if code in DE455in GS segment is T, then other formats are allowedCode004010NameDraft Standards Approved for Publication by ASC X12 Procedures ReviewBoard through October 1997Semantics GS04 is the group date.GS05 is the group time.The data interchange control number GS06 in this header must be identical to the samedata element in the associated functional group trailer, GE02.CommentsA functional group of related transaction sets, within the scope of X12 standards, consists of acollection of similar transaction sets enclosed by a functional group header and a functional grouptrailer.10

Pos: 010Max: 1Heading – MandatoryLoop: N/AElements: 2ST Transaction Set HeaderPurposeTo indicate the start of a transaction set and to assign a control numberElement SummaryRefST01Seg5Element NameTransaction Set Identifier CodeRegMTypeIDMin/Max3/3UsageMAN4/9MDescription: Code uniquely identifying a Transaction SetCode810ST026NameInvoice (810)Transaction Set Control NumberMDescription: Identifying control number that must be unique within the transaction setfunctional group assigned by the originator for a transaction set11

Pos: 020Max: 1Heading – MandatoryLoop: N/AElements: 10BIG Beginning Segment for InvoicePurposeTo indicate the beginning of Invoice Transaction Set and transmit identifying numbers and datesElement SummaryRefBIG01Seg8Element MAN1/22M1/8ODescription: Date expressed as CCYYMMDDBIG029Invoice NumberDescription: Invoice Number from SupplierBIG0310DateDescription: Date expressed as CCYYMMDDBIG0411Purchase Order NumberDescription: Purchase Order assigned by the order/purchaserBIG0613Change Order Sequence NumberOANDescription: Number assigned by the orderer identifying a specific change or revisionof a previously transmitted transaction setBIG0714Transaction Type CodeMID1/2MID1/2OID1/2ODescription: Code specifying the type of transactionCodeCRDIBIG0815NameCredit MemoDebit InvoiceTransaction Set Purpose CodeODescription: Code identifying purpose of transaction setBIG0916Action CodeODescription: Code identifying purpose of transaction set12

BIG1017Invoice NumberMAN1/22MDescription: Original invoice number being adjusted by a Credit Memo when BIG07 CM13

Pos: 050Max: 1Heading – OptionalLoop: N/AElements: 2NTE Note/Special InstructionPurposeNotes/Special InstructionsElement SummaryRefNTE01Seg19Element NameNote Reference CodeRegOTypeIDMin/Max1/3UsageODescription: Code identifying the functional area or purpose for which the noteappliesNTE0220DescriptionOAN1/80ODescription: A free-form description to clarify the related data elements and theircontent14

Pos: 040Max: 1Heading – OptionalLoop: N/AElements: 2CUR CurrencyPurposeTo specify currency informationElement SummaryRefCUR01Seg22Element NameEntity Identifier CodeRegOTypeIDMin/Max2/3UsageMDescription: Code identifying an organizational entity, a physical location, property, oran individualCUR0223Currency CodeRAN1/30UDescription: The code identifying the currency used in the transactionCodeUSDCADNameUnited States DollarCanadian Dollars15

Pos: 040Max: 1Heading – OptionalLoop: N/AElements: 2REF Reference IdentificationPurposeTo specify reference informationElement SummaryRefREF01Seg44Element NameReference Identification QualifierRegMTypeIDMin/Max2/3UsageMDescription: Code qualifying the Reference Identification. Note: Coupa prefersOriginal Invoice Number in BIG10 for Credit MemosCodeOIREF0245NameOriginal Invoice Number in REF02 when Credit MemoReference IdentificationMAN1/30UDescription: Reference information as defined for a particular Transaction Set or asspecified by REF01.16

PER Administrative Communications ContactPurposeTo identify a person or office to whom administrative communicationsshould be directedPos: 060Max: 3Heading - OptionalLoop: N/AElements: 4Element SummaryRefPER01Seg366Element NameContact Function CodeRegMTypeIDMin/Max2/2UsageMDescription: Code identifying the major duty or responsibility of the person or groupnamedCodeBDPER0293NameBuyer Name or DepartmentNameOAN1/60UXID2/2U1/80UDescription: Free-form namePER03365Communication Number QualifierDescription: Code identifying the type of communication numberCodeTEPER04364NameTelephoneCommunication NumberXANDescription: Complete communications number including country or area code whenapplicableSyntax Rules P0304: If either PER03 or PER04 is present, then the other is required.P0506: If either PER05 or PER06 is present, then the other is required.P0708: If either PER07 or PER08 is present, then the other is required.17

Pos: 150Repeat: 10Heading - OptionalLoop: N/AElements: 2DTM Date/Time ReferencePurposeTo specify pertinent dates and timesElement SummaryRefDTM01Seg374Element NameDate/Time QualifierRegMTypeIDMin/Max3/3UsageMDescription: Code specifying type of date or time, or both date and timeCode002DTM02373NameDelivery RequestedDateXDT8/8MDescription: Date expressed as CCYYMMDDSyntax Rules R020305: At least one of DTM02, DTM03 or DTM05 is required.C0403: If DTM04 is present, then DTM03 is required.P0506: If either DTM05 or DTM06 is present, then the other is required.18

Pos: 310Repeat: 200OptionalLoop: N1Elements: N/ALoop NamePurposeTo identify a party by type of organization, name, and codeLoop ameO1M330N3Address InformationO2U340N4Geographic LocationO 1U350REFReference IdentificationO12UNotesThe N1 Loop identifying the Ship-From Distribution Center must include the N1 segment. TheServicing DistributionCenter Loop will be qualified with "SF" in the first element of the N1 segment.The N1 Loop identifying the Ship-To Customer must include the N1, N3, N4, and REF segments.The Ship-To CustomerLoop will be qualified with "ST" in the first element of the N1 segment.19

Pos: 310Max: 1Heading: OptionalLoop: N1Elements: 4N1 NamePurposeTo identify a party by type of organization, name, and codeElement SummaryRefN101Seg98Element NameEntity Identifier CodeRegMTypeIDMin/Max2/3UsageMDescription: Code identifying an organizational entity, a physical location, property oran individualCodeSFN10293NameShip FromNameXAN1/60UDescription: Free-form name. Rock on (where applicable, from Account Master).N10366Identification Code QualifierXID1/2UDescription: Code designating the system/method of code structure used forIdentification Code (67)Code91N10467NameAssigned by Seller or Seller’s AgentIdentification CodeXAN2/80UDescription: Code identifying a party or other codeSyntax Rules R0203: At least one of N102 or N103 is required.P0304: If N103 or N104 is present, then the other is required.Comments This segment, used alone, provides the most efficient method of providing organizationalidentification. To obtain this efficiency the “ID Code” (N104) must provide a key to the tablemaintained by the transaction processing party.N105 and N106 further define the type of entity in N101.20

Pos: 310Max: 1Heading: OptionalLoop: N1Elements: 4N1 NamePurposeTo identify a party by type of organization, name, and codeElement SummaryRefN101Seg98Element NameEntity Identifier CodeRegMTypeIDMin/Max2/3UsageMDescription: Code identifying an organizational entity, a physical location, property oran individualCodeSTN10293NameShip ToNameXAN1/60UXID1/2UDescription: Name of the Ship-To CustomerN10366Identification Code QualifierDescription: Code designating the system/method of code structure used forIdentification Code (67)Code91N10467NameAssigned by Seller or Seller’s AgentIdentification CodeXAN2/80UDescription: The account number of the Ship-To Customer.Syntax Rules R0203: At least one of N102 or N103 is required.P0304: If N103 or N104 is present, then the other is required.Comments This segment, used alone, provides the most efficient method of providing organizationalidentification. To obtain this efficiency the “ID Code” (N104) must provide a key to the tablemaintained by the transaction processing party.N105 and N106 further define the type of entity in N101.21

Pos: 330Max: 2Heading: OptionalLoop: N1Elements: 2N3 Address InformationPurposeTo specify the location of the named partyElement SummaryRefN301Seg166Element NameAddress ription: Address informationN302166Address InformationDescription: Address information22

Pos: 340Max: 1Heading: OptionalLoop: N1Elements: 3N4 Geographic LocationPurposeTo specify the geographic place of the named partyElement SummaryRefN401Seg19Element NameCity NameRegOTypeANMin/Max2/30OID2/2UsageUUDescription: Free-form text for city nameN402156State or Province CodeDescription: Code (Standard State/Province) as defined by appropriate governmentagencyN403116Postal CodeOID3/15UDescription: Code defining international postal zone code excluding punctuation andblanks (zip code for United States)Syntax RulesC0605: If N406 is present, then N405 is required.Comments A combination of either N401 through N404, or N405 and N406 may be adequate to specifya location.N402 is required only if city name (N401) is in the U.S. or Canada.23

Pos: 350Max: 12Heading: OptionalLoop: N1Elements: 2REF Reference IdentificationPurposeTo specify identifying informationElement SummaryRefREF01Seg128Element NameReference Identification ion: Code qualifying the Reference IdentificationCodeDPREF02127NameDepartment NumberReference IdentificationXDescription: Reference information as defined for a particular Transaction Set or asspecified by the Reference Identification QualifierSyntax RulesR0203: At least one of REF02 or REF03 is required.SemanticsREF04 contains data relating to the value cited in REF02.24

Pos: 010Repeat: 1,000MandatoryLoop: PO1Elements: N/ALoop Baseline Item DataPurposeTo specify basic and most frequently used line item dataLoop SummaryPos010050SegPO1Segment NameBaseline Item DataReqMLoop PIDOType1RepUsageM1000U25

Pos: 010Max: 1Detail: MandatoryLoop: PO1Elements: 7P01 Baseline Item DataPurposeTo specify basic and most frequently used line item dataElement SummaryRefPO101Seg350Element NameAssigned on: Alphanumeric characters assigned for differentiation within a transactionsetPO102330Quantity OrderedXR1/15UOID2/2UDescription: Quantity orderedPO103355Unit of Basis for Measurement CodeDescription: Code specifying the units in which a value is being expressed, ormanner in which a measurement has been takenCodeCAEAPO104212NameCaseEachUnit PriceXR1/17U2/2U1/48UDescription: Price per unit of product, service, commodity, etc.PO105639Basis of Unit Price CodeOIDDescription: Code identifying the type of unit price for an itemCodePEPPUMPO106235NamePrice per EachPrice per PoundPrice per Unit of MeasureProduct/Service ID QualifierXANDescription: Code identifying the type/source of the descriptive number used inProduct/Service ID (234)CodeVNNameVendor’s (Seller’s) Item Number26

PO107234Product/Service IDXAN1/48UDescription: Identifying number for a product or serviceSyntax Rules C0302: If PO103 is present, then PO102 is required.C0504: If PO105 is present, then PO104 is required.P0607: If either PO106 or PO107 is present, then the other is required.P0809: If either PO108 or PO109 is present, then the other is required.P1011: If either PO110 or PO111 is present, then the other is required.P1213: If either PO112 or PO113 is present, then the other is required.P1415: If either PO114 or PO115 is present, then the other is required.P1617: If either PO116 or PO117 is present, then the other is required.P1819: If either PO118 or PO119 is present, then the other is required.P2021: If either PO120 or PO121 is present, then the other is required.P2223: If either PO122 or PO123 is present, then the other is required.P2425: If either PO124 or PO125 is present, then the other is required.Comments See the Data Element Dictionary for a co