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.

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.

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.

Agreements with the German cigarette industry

Allowances/charges in the ALC segment, data element 1230 at message header level:

VDC10      = Waste disposal share
VDC100     = Invoice discount

Allowances/charges in the ALC segment, data element 1230 at message header and detail level:

VDC101     = Conveyance discount
VDC102     = Function/distribution discount
VDC103     = Direct discount
VDC104     = Quantity discount (loose tabacco in pouches)
VDC300     = Minimum order charge

Allowances/charges in the ALC segment, data element 1230 at message detail level:

VDC200     = Line item discount
VDC201     = Introduction discount
VDC202     = Scaled discount
VDC203     = Direct debit discount

REFERENCES IN THE OWN REQUIREMENTS SECTOR

Definition cost accounting

Cost accounting maps business processes that are not material and merchandise management related, such as travel expenses, repairs, energy consumption, disposal, internal consumption, etc.

REFERENCES IN THE BEVERAGE SECTOR

Notes to the detail section of the beverage documentation

The detail section is presented in three paragraphs:

1. Detail section - invoiced unit

This detail section is mandatory in the message, (e.g. a beverage crate).

2. Detail section - consumer unit

This detail section can be used in the message (mandatory on users request), (e.g., bottles, which are in the crate).

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).

REFERENCES IN THE DIY SECTOR

Notes to the detail section of the DIY documentation

The detail section is presented in two paragraphs:

1. Detail section - invoiced unit

This detail section is mandatory in the message, (e.g., description of a case).

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).

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 INVOIC

Triggering documents for Press-INVOIC are created daily and converted as proofs of delivery. Invoicing and output of the records takes place once a week. A collective invoice/credit note is created for each delivery address, which is cumulated at GTIN level.

Deliveries and returns are differentiated in the proof of delivery, only balances per GTIN are included in the collective invoice. Since the proofs of delivery are valuated with prices and are created daily, rounding differences to the collective invoice may occur on item and total level. The remuneration owed is shown in the collective invoice per store and does not always correspond to the total of the proofs of delivery. The collective invoice only shows a delivery/settlement period, the concrete delivery/service date for deliveries and subsequent deliveries is only available in the proof of delivery. If the recipient waives the proof of delivery, these details are not traceable for him.

If goods are invoiced, they are exclusively consumer units, so that sub-items are not used.

In the case of press products, no direct or subsequent conditions are granted as a matter of principle, so that a note in the header of the message is dispensed with.

Behind the store invoices of a retail company there is a message "Invoice list totals record" (INVOIC, BGM = 393) with the totals values.

In addition to electronic store invoices to the trading center, a printed weekly statement is provided to the stores for control purposes.

REFERENCES IN THE MEDIA SECTOR

Supply of goods

The following references are used within the Media sectors to manage the supply of goods:

BGM segments are mandatory. RFF-Segments printed in bold are depending. They must be specified in the detail section as far as a default is not defined in the heading section.

In general the customer reference number (RFF+CR) is depending. If the order is generated by the supplier (agent order, VMI) this reference is replaced by the sellers reference number (RFF+SS). Only one reference number is indicated, either the customer reference number or the sellers reference number.

Returns

The following references are used within the Media sectors to manage returns:

BGM segments are mandatory and printed in bold.

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.