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Introduction
  
       
       
 
       
The aim of the brochure on hand is to offer documentation describing the exchange data between business partners.

The basis of this elaboration is the international standard EANCOM® 2002. The message type INVOIC 011 is used to transmit relevant data. GEFEG.FX (Gefeg mbH, Berlin) was used as the documentation tool.

Please be aware to know that this booklet does not replace the complete specifications in the original chapters or other relevant instructions within the EANCOM® 2002 documentation. Instead, it deals with the description of segments, data elements and codes to be used for a specific task.

The current documentation has been produced by the GS1 Germany GmbH in Cologne. GS1 Germany assumes no liability for any damages incurring from the use of this documentation. This brochure or extracts thereof may only be published or forwarded to third parties with the express written consent of GS1 Germany, which holds copyright on this work.
  
       
       
 
       
       
 
       
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 GS1 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.
NOTES ON CONSIGNMENT SETTLEMENT

Message structure
Heading section
Specification of issuer of invoice, invoicee, invoice date and invoice number.
Detail section
Specification of GTIN to identify goods and/or services, their quantity, price and value.
Summary section
The summary section contains total amounts of the document incl. tax specification.
Message description
This message can be used as a retailer’s self billing document.

Consignation goods are articles of a supplier, which are on hand and on stock of the retailer. The mutation to the retailer happens later. The account of goods receipt into the ERP is done at date/time of mutation (remove from stock or turnaround in the outlet).

Removements from stock or turnarounds of consignation business are advised from the retailer to the supplier by use of the EDI messages INVRPT or SLSRPT.

In general the retailer sends a credit note to the supplier for consignation settlement. In case of returned goods also debit notes or debit lines are possible within the credit note. The credit note is sent to the supplier after stock outward movement or turnaround in the outlet. The credit notes are sent to the supplier day per day or depending on a period as bilaterally agreed.

As it is necessary in the settlement business to identify the logical source of a document the following agreement was made:

DE 1000 can indicate the terms BELA (debit to supplier with DE 1001 = 383) and RBEL (credit to supplier with DE 1001 = 381). This is to declare that the logic of the document is fully in standard, i.e. the process is in line with the definitions of code values 381 and 383, but the customer is the issuer of the document. This procedure can also be used in the DOC segment of REMADV. This makes sure that no minus sign must be used.
NOTES ON RETURNS SETTLEMENT

Message structure
Heading section
Specification of issuer and receiver of the returns, message date and number.
Detail section
Specification of GTIN to identify goods and/or services, their quantity, price and value.
Summary section
The summary section contains total amounts of the document incl. tax specification.
Message description
This document can be used as a simple returns message, which is also a debit note at the same time (returns of goods, transport equipment, empties, etc.). The reason can also be a complaint. In this case the code for reason can be used at heading section. If more than one reason is applicable, the indication is at detail section.

Returns of goods means articles already invoiced by the supplier to the retailer and sent back to the supplier at a later time. Examples are unsold promotions or seasonal articles, exchange of the assortments, end of best before date or destroyed goods. Empties have been invoiced at time of delivery by the supplier and are sent back.

As it is necessary in the settlement business to identify the logical source of a document the following agreement was made:

In case of returns DE 1000 can indicate the terms BELA (debit to supplier with DE 1001 = 383) and RBEL (credit to supplier with DE 1001 = 381). This is to declare that the logic of the document is fully in standard, i.e. the process is in line with the definitions of code values 381 and 383, but the customer is the issuer of the document. This procedure can also be used in the DOC segment of REMADV. This makes sure that no minus sign must be used.
NOTES ON COMPLAINTS SETTLEMENT

Message structure
Heading section
Specification of issuer and receiver of the complaint, message date and number.
Detail section
Specification of GTIN to identify goods and/or services, their quantity, price and value.
Summary section
The summary section contains total amounts of the document incl. tax specification.
Message description
As it is necessary in the settlement business to identify the logical source of a document the following agreement was made:

In case of complaint DE 1000 can indicate the terms BELA (claim debit to supplier with DE 1001 = 383) and RBEL (claim credit to supplier with DE 1001 = 381). This is to declare that the logic of the document is fully in standard, i.e. the process is in line with the definitions of code values 381 and 383, but the customer is the issuer of the document. This procedure can also be used in the DOC segment of REMADV. This makes sure that no minus sign must be used.
Note to the deatil section of the complaints documentation
For reasons of clarity the detail section is documented in 8 chapters:
1. Detail section: claim regarding quantity
2. Detail section: claim regarding price
3. Detail section: claim regarding price and quantity
4. Detail section: claim regarding allowances
5. Detail section: claim regarding allowance and quantity
6. Detail section: claim regarding allowance and price
7. Detail section: claim regarding allowance, quantity and price
The formula for calclation is always the same: (QTY+47 * PRI+INV) - (QTY+194 * PRI+AAG) + (MOA+5 - MOA+131)
8. Detail section: credit notes/debit notes related to financial adjustments


Please also note the examples following the table of claim reasons.
Codetable reasons for complaint
(only available in German language)



NOTES TO THE EDI RECOMMENDATIONS BASED ON EANCOM® MESSAGE TYPE INVOIC
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.

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.