EDI Recommendations
Invoice/Credit note (Food/NonFood Industries) INVOIC
5. Segments Description
Language select:
UNA - C 1 - Used character set
The use of the UNA segment is mandatory, if character set "A" (UNB,DE0001) is not used.
 
UNB - M 1 - Beginning of transmission file
This segment is used to envelope the interchange, as well as to identify both, the party to whom the interchange is sent and the party who has sent the interchange.
 
Heading section
UNH - M 1 - Beginn of message
This segment is used to head, identify and specify a message.
 
BGM - M 1 - Document Number Food/NonFood
This segment is used to indicate the type and function of a message and to transmit the identifying number.
 
DTM - M 35 - Creation date
Identification of the 'Document/message date/time' (code value 137) is mandatory in the message.
 
DTM - M 35 - Delivery date
In case of credit or debit notes related to financial adjustments the document date is indicated here.
In means of taxes the actual delivery date corresponds to the activity date.
 
DTM - M 35 - Pick-up date
DTM segment is used specify date, and/or time, or period.
In means of taxes the actual pick up date corresponds to the activity date.
 
DTM - M 35 - Invoicing period
DTM segment is used specify date, and/or time, or period.
In means of taxes the invoicing period corresponds to the activity date, if no delivery date was indicated.
 
DTM - M 35 - Delivery date, supplier
IThe despatch date is the delivery date from suppliers point of view.
 
PAI - C 1 - Settlement procedure
Using this segment the issuer of the invoice can transmit payment instructions
 
ALI - C 5 - Not subject to discount
This segment can show that the current invoice is not subject to discount
 
ALI - C 5 - Country of origin
This segment is only used for cross border invoices
 
ALI - C 5 - Supply direct to retail store
This segment showes, products have been supplied direct to retail store
 
FTX - C 10 - Service providing employer
Use of this segment in free form is not recommended since in most cases it inhibits automatic processing of the Invoice. Coded references to standard texts is an available functionality which enables automatic processing and reduces transmission and processing overheads. Standard texts should be mutually defined among trading partners and can be used to cover legal and other requirements.
 
FTX - C 10 - Invoice adjustment
Use of this segment in free form is not recommended since in most cases it inhibits automatic processing of the Invoice. Coded references to standard texts is an available functionality which enables automatic processing and reduces transmission and processing overheads. Standard texts should be mutually defined among trading partners and can be used to cover legal and other requirements.
 
FTX - C 10 - Fee reduction
Use of this segment in free form is not recommended since in most cases it inhibits automatic processing of the Invoice. Coded references to standard texts is an available functionality which enables automatic processing and reduces transmission and processing overheads. Standard texts should be mutually defined among trading partners and can be used to cover legal and other requirements.
 
FTX - C 10 - EU delivery
Use of this segment in free form is not recommended since in most cases it inhibits automatic processing of the Invoice. Coded references to standard texts is an available functionality which enables automatic processing and reduces transmission and processing overheads. Standard texts should be mutually defined among trading partners and can be used to cover legal and other requirements.
 
FTX - C 10 - Reverse Charge
Use of this segment in free form is not recommended since in most cases it inhibits automatic processing of the Invoice. Coded references to standard texts is an available functionality which enables automatic processing and reduces transmission and processing overheads. Standard texts should be mutually defined among trading partners and can be used to cover legal and other requirements.
 
FTX - C 10 - Copyright
Use of this segment in free form is not recommended since in most cases it inhibits automatic processing of the Invoice. Coded references to standard texts is an available functionality which enables automatic processing and reduces transmission and processing overheads. Standard texts should be mutually defined among trading partners and can be used to cover legal and other requirements.
 
FTX - C 10 - Benefit classification number
Use of this segment in free form is not recommended since in most cases it inhibits automatic processing of the Invoice. Coded references to standard texts is an available functionality which enables automatic processing and reduces transmission and processing overheads. Standard texts should be mutually defined among trading partners and can be used to cover legal and other requirements.
 
FTX - C 10 - INTRASTAT
 
FTX - C 10 - Free text
Use of this segment in free form is not recommended since in most cases it inhibits automatic processing of the Invoice. Coded references to standard texts is an available functionality which enables automatic processing and reduces transmission and processing overheads. Standard texts should be mutually defined among trading partners and can be used to cover legal and other requirements.
 
SG1 - C 99 - RFF-DTM
 
RFF - M 1 - Buyers order number
This segment can contain a reference to buyers order number. In case of CRP orders this information is not available, the segment group is omitted.
 
DTM - C 5 - Ordering date
This segment is used to specify any dates related to the references given in the previous RFF segment.
 
SG1 - C 99 - RFF
 
RFF - M 1 - Suppliers order number
This segment can contain a reference to suppliers order number. This information is not available with CRP orders.
 
SG1 - C 99 - RFF-DTM
 
RFF - M 1 - Suppliers order response number
This segment can contain a reference to suppliers order response number
 
DTM - C 5 - Order response date
This segment is used to specify any dates related to the references given in the previous RFF segment.
 
SG1 - C 99 - RFF-DTM
 
RFF - M 1 - Delivery note
This segment is used to reference the delivery note number.
 
DTM - C 5 - Date of delivery note
This segment is used to specify any dates related to the references given in the previous RFF segment.
 
SG1 - C 99 - RFF-DTM
 
RFF - M 1 - Despatch advice
This segment is used to reference the despatch advice number (DESADV).
 
DTM - C 5 - Date of DESADV
This segment is used to specify any dates related to the references given in the previous RFF segment.
 
SG1 - C 99 - RFF-DTM
 
RFF - M 1 - Receiving advice
This segment is used to reference the receiving advice (RECADV).
 
DTM - C 5 - Date of RECADV
This segment is used to specify any dates related to the references given in the previous RFF segment.
 
SG1 - C 99 - RFF-DTM
 
RFF - M 1 - Invoice register number
This segment is used to specify the invoice register.
 
DTM - C 5 - Invoice register date
This segment is used to specify any dates related to the references given in the previous RFF segment.
 
SG1 - C 99 - RFF-DTM
 
RFF - M 1 - Agreement number
This segment is used to reference the agreement, if more than one agreements exist.
 
DTM - C 5 - Agreement date
This segment is used to specify any dates related to the references given in the previous RFF segment.
 
SG1 - C 99 - RFF-DTM
 
RFF - M 1 - Source document
This segment must be used within credit notes to specify the source voucher (all possibilities except commercial disputes)
 
DTM - C 5 - Date of source document
This segment is used to specify any dates related to the references given in the previous RFF segment.
 
SG1 - C 99 - RFF-DTM
 
RFF - M 1 - Number of comercial dispute
This segment must be used within credit notes to specify the source commercial dispute.
 
DTM - C 5 - Comercial dispute date
This segment is used to specify any dates related to the references given in the previous RFF segment.
 
SG1 - C 99 - RFF-DTM
 
RFF - M 1 - Returns number
This segment can be used to specify returns of goods, e.g. deposit. The document number is assigned by the supplier because in this case he is the receiver.
 
DTM - C 5 - Date of returns document
This segment is used to specify any dates related to the references given in the previous RFF segment.
 
SG1 - C 99 - RFF-DTM
 
RFF - M 1 - Referencing Document
This segment can be used to specify additional references, e.g. SAP account reference or reference of energy supplier.
 
DTM - C 5 - Date of referencing document
This segment is used to specify any dates related to the references given in the previous RFF segment.
 
SG1 - C 99 - RFF
 
RFF - M 1 - Sales agreement number
This segmentgroup will only be used to provide the sales agreement number.
 
SG1 - C 99 - RFF
 
RFF - M 1 - Consumers order number
This segmentgroup will only be used to provide consumers order numbers.
 
SG1 - C 99 - RFF-DTM
 
RFF - M 1 - Returns notice number
This segmentgroup will only be used to provide a returns notice number. The document number is assigned by the buyer.
 
DTM - C 5 - Date of return document
This segment is used to specify any dates related to the references given in the previous RFF segment.
 
SG1 - C 99 - RFF
 
RFF - M 1 - Transport document number
This segment can be used to indicate the document number assigned by the freight forwarder.
 
SG1 - C 99 - RFF
 
RFF - M 1 - BIO-ECO Labelling
This segment services the requirements of EC 834/2007.
 
SG2 - C 99 - NAD-SG3-SG3-SG3
 
NAD - M 1 - Identification of buyer/invoicee
The buyer/invoicee is identified by GLN.
 
SG3 - C 9999 - RFF
 
RFF - M 1 - Buyers internal identification in suppliers system
The RFF segment following the NAD segment can specify identification number from suppliers system.
 
SG3 - C 9999 - RFF
 
RFF - M 1 - Buyers internal identification
The RFF segment following the NAD segment can specify an agreed additional identification.
 
SG3 - C 9999 - RFF
 
RFF - M 1 - Buyers (VA)Tax registration number
The RFF segment following the NAD segment can specify a (VA)Tax registration number. The tax number will only be used, if no VAT registration number is available.
 
SG2 - C 99 - NAD-SG3-SG3-SG3
 
NAD - M 1 - Identification of invoicee
The invoicee must be identified by GLN if not identical with buyer.
 
SG3 - C 9999 - RFF
 
RFF - M 1 - Invoicees internal identification in suppliers system
The RFF segment following the NAD segment can specify the identification from suppliers system.
 
SG3 - C 9999 - RFF
 
RFF - M 1 - Invoicees internal identification
The RFF segment following the NAD segment can specify an agreed additional identification.
 
SG3 - C 9999 - RFF
 
RFF - M 1 - Invoicees (VA)Tax registration number
The RFF segment following the NAD segment can specify a (VA)Tax registration number. The tax number will only be used, if no VAT registration number is available.
 
SG2 - C 99 - NAD-SG3-SG3-SG5
 
NAD - M 1 - Delivery party identification
This NAD segment always identifies the first delivery place.
If the delivery party is not known (e.g. pick up by third party), the GLN of the buyer is indicated in DE 3039.
 
SG3 - C 9999 - RFF
 
RFF - M 1 - Delivery party additional identification
The RFF segment following the NAD segment can specify an agreed additional identification.
 
SG3 - C 9999 - RFF
 
RFF - M 1 - Internal customer number of suppliers system
The RFF segment following the NAD segment can specify the customer number of suppliers system.
 
SG5 - C 5 - CTA
 
CTA - M 1 - Contact person
This segment is used to identify the department and/or person within the party specified in the NAD.
 
SG2 - C 99 - NAD-SG3-SG5
 
NAD - M 1 - Pick up place identification
The existence of this segment indicates the pick up of goods by a third party.
 
SG3 - C 9999 - RFF
 
RFF - M 1 - Pick up place additional identification
The RFF segment following the NAD segment can specify an agreed additional identification.
 
SG5 - C 5 - CTA
 
CTA - M 1 - Contact person
This segment is used to identify the department and/or person within the party specified in the NAD.
 
SG2 - C 99 - NAD-SG3
 
NAD - M 1 - Ultimate consignee identification
This NAD segment identifies the secondary delivery place.
 
SG3 - C 9999 - RFF
 
RFF - M 1 - Ultimate consignee additional identification
The RFF segment following the NAD segment can specify an agreed additional identification.
 
SG2 - C 99 - NAD-SG3
 
NAD - M 1 - Ultimate consumer identification
This NAD segment identifies the ultimate consumer.
 
SG3 - C 9999 - RFF
 
RFF - M 1 - Ultimate consumer additional identification
The RFF segment following the NAD segment can specify an agreed additional identification.
 
SG2 - C 99 - NAD-SG3-SG3-SG3-SG3-SG3
 
NAD - M 1 - Supplier/issuer of invoice identification
The supplier/issuer of invoice is identified by GLN.
 
SG3 - C 9999 - RFF
 
RFF - M 1 - Statements on business letters
This RFF segment may only be used if the preceeding NAD has not enought space to fulfill the requirements of directive 2003/58/EG, article 4.
 
SG3 - C 9999 - RFF
 
RFF - M 1 - Suppliers internal identification in buyers system
The RFF segment following the NAD segment can specify an agreed additional identification.
 
SG3 - C 9999 - RFF
 
RFF - M 1 - Supplier/issuer of invoice VAT registration number
The RFF segment following the NAD segment must specify the tax number.
 
SG3 - C 9999 - RFF
 
RFF - M 1 - Supplier/issuer of invoice fiscal tax number
The RFF segment following the NAD segment must specify the tax number.
 
SG3 - C 9999 - RFF
 
RFF - M 1 - Company registration number (German ElektroG)
The RFF segment can specify the registration number to identify the manufacturer of electric and electronic parts.
 
SG2 - C 99 - NAD-SG3-SG3
 
NAD - M 1 - Payees identification
The payee is identified by GLN if not identical with supplier/issuer of invoice. Party name and adress in clear text may only be used, if a GLN is not (yet) available.
 
SG3 - C 9999 - RFF
 
RFF - M 1 - Payees additional identification
The RFF segment following the NAD segment can specify an agreed additional identification.
 
SG3 - C 9999 - RFF
 
RFF - M 1 - Payees (VA)Tax registration number
The RFF segment following the NAD segment can specify a (VA)Tax registration number.
 
SG2 - C 99 - NAD-SG3
 
NAD - M 1 - Distributor of goods
The distributor is identified by GLN if not identical with issuer of invoice (SU).
 
SG3 - C 9999 - RFF
 
RFF - M 1 - Distributors additional identification
The RFF segment following the NAD segment can specify an agreed additional identification.
 
SG2 - C 99 - NAD
 
NAD - M 1 - Identification of the ship from place
Identification of the ship fro place by Global Location Number (GLN).
 
SG6 - C 5 - TAX
 
TAX - M 1 - Value added tax on document level
The main tax rate is indicated here in the heading section of the message. Should the occasion arise different tax rates are indicated on detail level.
 
SG7 - C 5 - CUX
 
CUX - M 1 - Currency
Indication of currency is mandatory.
 
SG8 - C 10 - PAT-DTM
 
PAT - M 1 - Payment terms 1
This segment groug PAT-DTM is used to indicate terms net due date without deduction.
 
DTM - C 5 - Due date without deduction
This segment is used to specify any dates associated with the payment terms for the invoice.
 
SG8 - C 10 - PAT-DTM-PCD-MOA
 
PAT - M 1 - Payment terms 2
This segment group PAT-DTM-PCD-MOA is used to provide early payment allowance that can be substracted by the receipient. If early payment allowance is deducted within the invoice, segment group 16 needs to be used.
 
DTM - C 5 - Terms discount due date
This segment is used to specify any dates associated with the payment terms for the invoice.
 
PCD - C 1 - Rate of early payment allowance
This segment is used to specify percentages which will be allowed or charged.
 
MOA - C 1 - Monetary value of early payment allowance
This segment is used to specify monetary values which will be allowed or charged.
 
SG8 - C 10 - PAT-DTM
 
PAT - M 1 - Payment terms 3
This segment group PAT-DTM is only used to indicate value date.
 
DTM - C 5 - Value date
The value date is an extended invoice date, which is the basis for payment terms.
 
SG15 - C 9999 - ALC-SG17-SG18-SG19-SG19-SG20-SG21
 
ALC - M 1 - Type of allowance or charge
One segment group 16 has to be used for each discount on document level. Segment group 16 must also be used, if early payment discount is deducted from invoice. When early payment allowence is offered as a condition, this is to be done in SG 8.
 
SG17 - C 1 - QTY
 
QTY - M 1 - Basis quantity for rate allowance
This segment within the ALC segment group is used to specify quantity upon which discounts are applicable for the line item being invoiced. The current QTY segment is used in conjunction with the RTE segment. A segment MOA+25 can be used to provide the basis amount.
 
SG18 - C 1 - PCD
 
PCD - M 1 - Percentage discount (document)
This segment is used to specify any percentage discounts or charges for the current ALC segment group. If percentage discounts or charges are used, a MOA segment (DE 5025 = 8) containing the monetary value must follow.
 
SG19 - C 2 - MOA
 
MOA - M 1 - Basis amount allowance/charge (invoice level)
This segment is used to provide the basis amount to calculate an allowance or charge.
 
SG19 - C 2 - MOA
 
MOA - M 1 - Discount amount (document)
This segment is used to specify any monetary discounts or charges for the current ALC segment group. The balance of all MOA+8... segments of SG20 is presented in MOA+131... of the summary section provided with the correct sign.
 
SG20 - C 1 - RTE
 
RTE - M 1 - Allowance or charge rate
This segment is used to specify rate discounts or charges for the current ALC segment group.
 
SG21 - C 5 - TAX
 
TAX - M 1 - Allocation allowance/charge:VAT rate
This segment is used to show to which tax rate the allowances and charges are allocated.
 
1.Detail section - invoiced unit
SG25 - C 9999999 - Detail section - invoiced unit
 
LIN - M 1 - GTIN- Article identification
This segment is used to indicate the beginning of the detail section of the Invoice message. It contains the GTIN of the invoiced unit.
 
PIA - C 25 - Product identification without GTIN
This segment is only used, if LIN segment does not provide a GTIN. It than must follow the LIN segment immeditaly. In this case LIN segment (mandatory) only provides the line item number. Identification of the article is done by use of the suppliers article number in this PIA segment, DE 4347 is filled with "5" for primary identification. The use must be agreed bilaterally.
 
PIA - C 25 - Suppliers and buyers article number
This segment is used to specify additional item identification codes such as a buyer's or supplier's item number.
 
PIA - C 25 - Serial number
This segment is used to specify additional item identification codes.
 
PIA - C 25 - Additional possibilities for product identification
This segment is used to specify additional item identification codes.
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