Important note

To fulfill the requirements of directive 2003/58/EG, article 4, C058 has been opened in NAD segments identifying a message sender. If the place in the 5 DE 3124 is not sufficient, the following RFF segments can be used, qualified with DE 1153 = GN. DE 1154 has got a capacity of 70 digits. Only in those cases, when no RFF segment follows NAD, a RFF+GN can be used in the heading section of the message. Within the EDI recommendations of GS! Germany this is only applicable for the messages REMADV and SLSFCT.

This brochure offers different ways to start

Introduction

"Introduction" contains a short description of the respective message.

BusinessTerms

"Business Terms", is a table which links directly to the sequence numbers of the segments.

Diagram

"Diagram", is a hierarchical graphic depiction of all used segments in the same sequence as they are defined in the EANCOM® message. However, every segment is shown only once, and it is therefore possible that the sequence numbering is interrupted.

Structure

"Structure", is a list of all used segments in the same sequence as they are defined in the EANCOM® message. In general, for each piece of information one single segment is provided. Exeptions may arrise when the the occurence of a segment is limited and can contain alternative information (e.g., segment BGM).

Segmentlayout

"Segmentlayout", an illustration that has been chosen to match the business terms (data from the inhouse application) with the elements from the EANCOM® syntax.

Codes

"Codes" contains a list of the codes used in the message.

Examples

"Examples", provides at least one message example with comments. Please note that, for technical reasons, the examples can contain component data element separators, which would otherwise be represented as data element separators in the original messages.

Print

"Print" opens the PDF documentation for the corresponding message.

Message structure

Heading section

Specification of issuer of invoice, invoicee, delivery party, delivery date and message number.

Detail section

Specification of GTIN to identify goods and their quantity.

Summary section

The summary section contains total amounts of the document without any tax specification.

Notes

The proforma invoice is structured like the invoice message. One proforma invoice is issued per delivery of goods to one delivery party (if the trading partners did not agree one single invoice per delivery) and meets in a consolidation. For that reason the terms invoiced unit is als used in the proforma invoice.

Tax amounts must not be included in the message. Prices and amounts can be provided in a valued proforma invoice.

As credits can only be identified by negative quantities in a proforma invoice all monetary amounts (outside ALC segment groups) must be provided with the correct sign.

Notes to EDI recommendations based on EANCOM® message type INVOIC

Note to the deatil section of the documentation

The detail section is presented in four paragraphs:

1. Line level

This detail section is mandatory in the message, and describes an invoiced unit, if no assortments with different tax rates are invoiced (see 4. Detail section).

Sublines:

2. Detail section - consumer unit

This detail section can be used in the message (mandatory on users request), (e.g., description of umbrellas in the case).

3. Detail section - not invoiced units included in assortment

This detail section is only used in the message if the invoiced units of the first detail section are displays or assortments and the content shall be listed, (e.g., different types of umbrellas in the case).

4. Detail section - invoiced units included in assortment

This detail section is only used in the message if the delivered units of the first detail section are non-invoiced displays or assortments and the contents shall be invoiced, (e.g., products in the case are of different tax rates).

Possible combinations:

Invoicing of one article

o Only 1. Line level, if invoiced unit = consumer unit

Invoicing of one article (package) and indication of contained consumer units

o 1. Line level plus 2. subline

Invoicing of a mixed assortment (package) and indication of contained consumer units

o 1. Line level plus 3. subline (List of items)

Invoicing of the contained items of a mixed assortment (package)

o 1. Line level = delivered quantity, plus 4. subline for invoicing, if articles with different tax rates are contained.

Agreements Detail Section

Free Goods Quantity

[1] Nonsaleable goods (sample)
QTY+192 (free goods quantity)
PRI+AAB = 0
MOA+203 = 0
    
[2] Saleable goods
QTY+192 (free goods quantity)
PRI+AAB (article price)
MOA+203 = 0

Agreements Summary Section

Indication of segment status in “Segment notes”

For all conditional MOA segments within our recommended INVOIC structured messages (UNH DE 0065 = INVOIC), DE 5004 may NOT have a value of zero (0) and must be omitted, unless it is qualified (e.g., taxable value = 0 for non-taxable sums such as donations).

For all mandatory MOA segments within our recommended INVOIC structured messages (UNH DE 0065 = INVOIC), DE 5004 must have a value, even if it is zero (0).

The taxable amount (MOA+125) and the amount of the tax (MOA+124) must be indicated, even if they have a value of zero (0).

Segment group 52 is only used, if the invoice contains more than one tax rate. Every tax rate of the lines must be indicated in one SG52. If an invoice/credit note contains tax-free sums in addition to taxable sums, the summary section of the invoice (and the invoice register message BGM+393, if the use of this message is bilaterally agreed) must contain the corresponding TAX segment in SG52.

REFERENCES IN THE BEVERAGE SECTOR

Definition for typification

Special features of empties balance statistics

The message type INVOIC is originally used to invoice or credit delivered goods or rendered services. The transmission of statistical information is generally not provided for.

Within the beverage industry, however, the purely invoiced goods and the invoice issued with them usually include receipted empties (bottles, frames and containers), which represent a transitory item, but can nevertheless become part of the receivable.

The use of the INVOIC message type as a proforma invoice enables the exchange of the data necessary for statistics, which are necessary for the assessment of stocks and values. Invoicing of the deposit values via the message is not intended, it serves purely informational purposes and does not receive any sales tax!

It is only intended to create the conditions for electronic processing. By the electronic completion itself no balance recognitions take place. The legal framework conditions are to be clarified bilaterally between the business partners.

The authors explicitly point out that the use of the message type INVOIC as a proforma invoice (identification in the segment BGM, data element 1001) is standard compliant to the EANCOM user guideline, but in contrast to a commercial invoice, credit note or similar, it uses different qualifiers in the segment QTY (quantity).

Definition for typification

(only available in German language)

A type defines the logistically functionally relevant characteristics (type criteria) of similar deposit articles for each application and groups them together (= classification). Type criteria for returnable beverages are deposit amount and stackability. This creates the prerequisite for processing a bundled returnable beverage with a unique, cross-article type number.

The classifying type numbers for returnable packaging are assigned centrally (GS1-Germany) according to a criteria standardization.

The assignment of the deposit article GTIN is carried out by the respective data manager (e.g. bottler) and refers to the individual deposit article.

Each of the deposit items therefore has two one-to-one numbers, a classifying number and an item-related number, which can be used flexibly depending on the requirements of the multi-stage process chain.

Type GTIN / Deposit item GTIN of empties

Examples

(only available in German language)

Explanation of abbreviated designation

BK = Beer crate (crate incl. bottles)
BR = Beer crate (crate without bottles)
WK = Water crate (crate incl. bottles)
WR = Water frame (crate without bottles)
FL = bottle

General explanations

The above-mentioned preliminary type numbers will initially be assigned only for pilot applications of the ECR Beverage Circle/International Council for RTI. They are based on the type criteria currently being developed (deposit amount and stackability).

REFERENCES IN THE PRESS SECTOR

Special features for PRESS INVOIC

Components of the press accounting

The press invoice consists of the collective invoices and proofs of delivery contained in the transmission file. If agreed accordingly, a collective invoice in paper form is added, which refers to the transmission file. For information purposes, in cases where this has been agreed, invoice list totals are transmitted in the transmission file which summarize all collective invoices of an invoicing party contained in the transmission file which are sent to an invoice list recipient. For the purpose of invoice verification, the stores supplied shall receive a paper list, also for information purposes only, of all debits and credits for the previous week.

Structure of the press accounting

Proofs of delivery are generated for all deliveries, subsequent deliveries, corrections, returns and other business transactions.

In the collective invoice, all invoice items of a week (deliveries, subsequent deliveries, corrections, returns, other invoice items) are balanced on an item-specific basis (e.g. deliveries of a week + subsequent deliveries of a week - delivery reports of a week - returns of a week = total quantity x price = invoice item), irrespective of the document type and the sequence on a GTIN basis (= 13-digit main code).

The net invoice amounts and tax amounts shown in the collective invoices of a week are summarized in an invoice list total for each invoice list recipient, if agreed accordingly. The invoice list total is only transmitted for information purposes.

If a collective invoice is created, the invoice charges and tax amounts for the sales of a transmission period (week) will be summarized in this collective invoice. In the collective invoice, reference is made to the transmission file containing the collective invoices and the proofs of delivery.

Invoice details

If no collective invoice is created or if a collective invoice is created but the invoice details required by Section 14 (4) UStG are not included in the collective invoice, the invoice details required by Section 14 (4) UStG are included in the collective invoices and the proofs of delivery.

The listed parties are identified with GLN (International Location Numbers), which are part of the master data of the parties. The addresses for the numbers, which have been assigned by GS1 Germany, can be found at www.gepir.de.

The collective invoices contain the indication of the delivery/settlement period. The delivery date for the individual deliveries and subsequent deliveries results from the proof of delivery.

The remuneration owed results from the collective invoices and the - if issued - collective invoice.

Components of the EDI recommendations for press products

The structure of the collective invoice - if created - is explained in the EDI recommendation of GS1 Germany for press products, collective invoice (summary invoice), in connection with EANCOM® 2002 S3, INVOIC.

The structure of the transmission file is explained in the EDI recommendation of GS1 Germany for press products, service segments (transmission file), in EANCOM® 2002 S3.

The structure of the collective invoices is explained in the EDI  recommendation of GS1 Germany for press products, invoice/credit note (INVOIC), in EANCOM® 2002 S3.

The structure of the proof of delivery is explained in the EDI recommendation of GS1 Germany for press products, proof of delivery ((Proforma)INVOIC), in EANCOM® 2002 S3.

The structure of the invoice list totals transmitted by message - if created - is explained in the EDI recommendation of GS1 Germany for press products, invoice list total (INVOIC), in EANCOM® 2002 S3.

Definitions

In all EDI recommendations, the terms delivery address, buyer, invoice recipient, and invoice list recipient are used.

Delivery address

The delivery address is the address to which goods are delivered. This can be a branch of a chain store or a legally independent company, which is then also the buyer/service recipient.

Buyer

The buyer means the recipient of the service in the VAT sense.

Invoice recipient and invoice list recipient

The invoice recipient and invoice list recipient are identical. The invoice (list) recipient is either the buyer or a company that has been commissioned by the buyer with the receipt/regulation of the invoices. In the SG2-NAD+BY segment of the collective invoice and the proof of delivery, the identification of the buyer is indicated in the DE3039 field with the designation "Identification of the buyer/invoice recipient". If, for example, the buyer has commissioned a central payer to settle the invoices, the identification of the central payer is also specified in segment SG2-NAD+IV of the collective invoice and the proof of delivery in field DE3039 with the designation "Identification of the invoice recipient".

Special features of the press proof of delivery

Initiating documents of press invoic occur on a daily basis and are converted as proforma invoices. The current date is the delivery date. Invoicing and generation of data records is done once a week.

Deliveries and returns are detailed in the proforma invoice, the invoice/credit note only contents balances per EAN. The proforma invoices are invoiced on a daily basis with prices. For that reason rounding differences are possible in comparison to the line- and document level of the collective invoice/credit note. The requested money is indicated in the weekly invoice and is not always exactly the sum of the proforma invoices. The invoice only details the period of delivery and settlement. The concrete delivery date is only available in the proforma invoice. If the receiver disclaims the proforma invoices, these details are not comprehensible.

BGM DE 1004 contains an ascending document number. If delivery notes are invoiced RFF+DQ..., DE 1154 contains their document number. In other cases this data element indicates an information about the source process (REMI = remission, KORR = adjustment, SONS = not further detailed process, COUP = coupon or VERS = insurance).

The type of document is coded in RFF+DM..., DE 1154. This data element contains one of the following entries:

PG001 = delivery    
PG002 = subsequent delivery    
PG003 = remission    
PG004 = adjustment for delivery   
PG005 = adjustment for subsequent delivery
PG006 = adjustment for remission
PG007 = others
PG008 = coupons
PG009 = insurance

The detail section of the proforma invoice indicates explaining texts for the reasons PG003 to PG009 and if available the number of a paper document sent to an outlet.

All invoiced goods are consumer units. The subline level is not used.

Due to German tax requirements information relating the settlement of press products can be found in the German version of the recommendation.

Accompanying documents

Special brochure: Beschreibung der Darstellung von Spenden in der EANCOM® INVOIC

Special brochure: Beschreibung der Darstellung von Münzgeld (Zigaretten-Automatenpackungen) in der EANCOM® INVOIC

Definitions

Within the EDI recommendations the following terms are in use:

Delivery note (Lieferschein)

The delivery note is a list with type and quantity of goods delivered to a plant location. The paper document is handed over at the place of goods receipt together with the products.

Proforma invoice (Liefernachweis)

(Electronic) document to the same destination (retailers head office) as the invoice with the content f the delivery note (including or exclusive prices, but WITHOUT VAT amounts).

Consolidation of proforma invoices (Sammelrechnung)

On line level accumulated invoice to merge delivery notes/proforma invoices.

Collective settlement (Sammelabrechnung, Zusammenfassende Rechnung)

Note: By change of the German §14 USTG (Value Added Tax Act) this printed document is no more relevant for tax purposes in Germany.

Total invoice (Summenrechnung)

At line level of the invoice references to other documents are provided which refer to products and/or services.

Invoice register (Rechnungsliste)

Paper document to sum up invoices of one invoicing period and containing control amounts. If this document is requested for organisational purposes, it must be agreed on a bilaterally basis.