De
|
En
                                                                         
       
       
 
       
Introduction
  
       
       
 
       
The aim of the brochure on hand is to offer documentation describing the exchange of invoice register 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.
Message structure
Heading section
Specification of payee and payor.
Detail section
Not used.
Summary section
The summary section contains total amounts per VAT rate.
IMPORTANT NOTE:

THIS MESSAGE IS NO INVOICE IN TERMS OF THE GERMAN § 14 USTG. VAT AMOUNTS ARE SHOWN FOR INFORMATION PURPOSES ONLY!

This message „INVOICE REGISTER“ (INVOIC, BGM = 393) is placed behind the invoices related to the outlets of one retailer and contains the total amounts.
Notes to EDI recommendations based on EANCOM® message type INVOIC
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 PRESS SECTOR
Message structure
Heading section
Specification of supplier/issuer of invoice and buyer.
Detail section
Not used.
Summary section
The summary section contains total amounts per VAT rate.
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".

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.