User Guide for international trade with furniture articles

Transcription

1 User Guide for international trade with furniture articles EDIFACT INVOIC EDIFACT-message: INVOIC EDIFACT-version: D EDIFACT-release: 03A VIM-status: 1.1 Version: FUR01 Date: FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 1

2 Table of content 1. CHANGE LOG GENERAL INTRODUCTION DEVELOPMENT/MAINTENANCE MESSAGE DESCRIPTION DEFINITION PRINCIPLES PARTIES ARTICLE IDENTIFICATION UNIT OF MEASURE (UOM) INCOTERMS PRICES, DISCOUNTS AND CHARGES REFERENCES EXAMPLE OF INVOICE MESSAGE SEGMENT STRUCTURE DESCRIPTION OF SEGMENTS IN DETAIL FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 2

3 1. CHANGE LOG Date New version Segment group and segment Description Draft v01 Based on NeB, for electronic trade with building materials Draft v02 SG1 RFF New ABD: Customs tariff number SG2 FII Changes in example SG12 LOC Segment LOC is added to example SG26 ALI Country of origin is added to example Draft v03 SG26 IMD Series or Furniture family is added as information element SG26 IMD Kit is added as information element Draft v04 SG3 RFF+VA The letters MVA are removed for the parties SU, BYand IV SG3 RFF+API Is not mandatory Draft v05 SG26 IMD Series or Furniture family number is not mandatory SG26 IMD Kit number is not mandatory SG26 IMD Component of article is added as information element Draft v06 SG26 IMD Text Component of article is replaced with Characteristic of article Draft v07 SG26 IMD SG26 FTX The usage of IMD for Furniture Family,, Kit or Characteristic is replaced by usage of FTX Draft v08 SG8 PYT Replaces segment PAT in examples in chapter V.1.0 Approved by Steering Committee for BIT VIM project as version V.1.1 Chapter 2.2 Minor adjustments to the text FTX Added GEN Entire transaction set SG26 FTX New s added. Max. occ. changed from 3 to 5. 2 instances of FTX aggregated into the same FTX. DE4441 corrected from Optional to Not used Segment Diagram Removed as it is not used FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 3

4 2. GENERAL 2.1. Introduction This User Guide is a part of a series of EDI message handbooks established with the purpose of making electronical business easier by using standards for the content of each message. A common name of this series of Message Guides is EDI User Guides for international trade with furniture articles. This is a User Guide with the name «Furniture EDI guide EDIFACT INVOIC». Similar User Guides will be available for the 4nvoice4 ORDERS, ORDRSP, DESADV and PRICAT. Objective for making this series of User Guides is to promote standards of doing electronical business both in national and also in international.business. The documentation will be made available to parties who want to implement it in their business with trading partners Development/Maintenance This User Guide is developed based on information requirements experienced during the last 10 years in international business between chains and stores on one side and vendors on the other. The documentation is produced by a project group consisting of people from GS1(Global Systems) and HSH (The Federation of Norwegian Commercial and Service Enterprices). The User Guides are based on the information confirmed by a project group consisting of a number of Chains and Vendors. The new standard contains s and qualifiers which will have the same meaning across borders. This is a huge benefit of this new standard. Virke is the owner of the Guide, and will have the future responsibility of organizing any development and maintenance of the Guide. Changes in this document will be recorded in the Change Log in chapter 1 of this document. 3. MESSAGE DESCRIPTION 3.1. Definition The invoice is a message to be sent from the Vendor to the Buyer of goods or other party authorised to receive, handle or pay the invoice. The invoices from a Vendor must be uniquely and continuous numbered and specify delivery place and date, invoicing date and Buyer and Seller. All parties involved in the VAT handling have to be identified not only by a GLN (Global Location Number) but also by their Vat registration number. At line level the invoice has to identify the articles, give quantity, price and charges/discounts and net line amounts. At total level the invoice must contain information both for payment and in addition detailed specification of the VAT per VAT rate used in the invoice. It is very important that the invoice contains a reference to the purchase order number both in the header and at line item level with line number in the purchase order in addition. In addition the Vendors order number is useful and also the delivery note number is required in the invoice in order to compare delivered quantities with the invoiced quantities Principles The use of EDI in invoicing assumes that both sending and receiving of the invoice is done by computer programs. The following principles are recommended in the invoicing process. 1. One invoice has reference to only one delivery note which in turn has reference to only one purchase order. 2. One credit note has reference to one invoice for complete or partly credit of that invoice. The invoice message opens for more advanced usage, but that is not recommended. If two parties opens for more advanced usage it must be based on an agreement between the parties. It is recommended that a credit note is a pure credit note and not a combination of debet and credit line items. Experience tells that handling of signs for amounts is a challenge in such cases. FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 4

5 The message 380 tells that the document is an invoice and the total shall be a positive amount. In the same way when the message is 381 it tells that the document is a credit note and the total amount shall be a positive amount Parties Parties involved in a business transaction must be uniquely identified, and the preferred identifier is GLN (Global location number). End customer and delivery place will usually not have a GLN and therefore have to be identified by name and address. Identification of involved parties must be exchanged between the trading partners before going live Article identification Trade between Buyer and Supplier must be based on knowledge of article identification between the trading parties. This information must be exchanged in advance of electronic trading. Normally this type of information is called Masterdata. For trade across borders the use of GTIN (Global Trade Item Number) is highly recommended as article identification. The topic Variance or connecting characteristics to a base product is not documented and solved as a standard in this draft version. That means that every article to be invoiced by this draft documentation must be identified by a GTIN number or suppliers article number. The topic variance has to be documented as a standard solution during the Furniture project. The method for identification of articles must be agreed upon between the trading parties before electronic trading may start Unit of Measure (UOM) When using GTIN, the unit of measure will usually be PCE (pieces). This UOM may be omitted on the item line because it is a default value. Some products will be measured in kilos (KGM), metres (MTR), square metres (MTQ), cubic metres (MTK) or litres (LTR). These UOMs are the recommended standard for UOM and they are typical logistical UOMs. If the UOM is not PCE, the actual UOM must be used (KGM, MTR, MTQ, MTK or LTR). Article catalogues containing Article identification and Unit of Measure (UOM) has to be exchanged between trading parties before going live with electronic exchange Incoterms The Incoterms is often adviced to use in trade documents in order to be aware of delivery terms for this order. In general will the terms of delivery be a part of the agreement between the trading parties. More information at Prices, discounts and charges Controle of quantities, prices and conditions in an important peace of work after reception of an invoice. Different data systems have different procedures for this controle and it is important to check that the data system works according to the guidelines set up in this document. Codes for different discounts and charges must be agreed on between the trading partners References This user guide is based on the following documents. [1] ISO 9735, versjon 2, [2] UN/EDIFACT Draft directory, D.03A FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 5

6 4. EXAMPLE OF INVOICE MESSAGE Invoice from Vendor to Buyer Black print = Must be present Blue print = Optional, may be used Below the invoice message is shown as an example. Example 1 In this example GTIN is used as primary identification of the article. In addition different alternative indentifiers are shown for information purposes. EDIFACT statement UNA:+,? UNB+UNOC: : : : UNH+1+INVOIC:D:03A:UN:FUR01 BGM DTM+137: :203 DTM+3: :102 DTM+35: :102 FTX+SUR+++text RFF+ON:42770 DTM+171: :102 RFF+VN:3081 DTM+171: :102 RFF+AAK:30811 DTM+171: :102 RFF+PQ: RFF+ABD:123456' NAD+SU ::9++vendor name+vendor address+postal place++postal +country FII+RB BK FII+RB+IBANnumber+IBAN:::SWIFTname::17 Description :14=sender GLN =receiver GLN :1010=date and time of converting 88001=Message reference 1=sequence number of document in message 380= for Invoice, =Invoice number =Message date and time Invoicing date if different from message date Delivery date Buyers purchase order number Buyers order date Vendors order number Vendors order date Vendors delivery note number Date of delivery note Payment reference (=KID in Norway) Customs tariff number =Vendors GLN Bank account IBAN and swift s for international finance CTA+IC:name of contact COM :TE RFF+VA:NO NAD+BY ::9++buyer name+buyer address+postal place++postal +country RFF+API:12345 RFF+VA:NO CTA+IC:name of contact Name of suppliers contact Phone number of contact =VAT number for vendor =Buyers GLN Additional identification of buyer meaning chain store number =VAT number for buyer Name of contact person FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 6

7 COM :TE NAD+IV ::9++7nvoice name+7nvoice address+postal place++postal +country RFF+VA:NO CTA+IC:name of contact COM :TE NAD+DP ::9++delivery place name +delivery place address+postal place++postal +country CTA+IC:name of contact COM :TE NAD+UD+++customer name+customer address+postal place++postal TAX+7+VAT+++:::25+S CUX+2:NOK:4 PYT+1++5:3:D:30 PYT+3 DTM+13: :102 PYT+3 DTM+12: :102 PCD+12:3.5 MOA+25:12345 TDT Posten+++:::DK LOC :9 DTM+219: :102 TOD+6++DDP:106 LOC :9 ALC+C+++1+FC:::Freight MOA+8:250 TAX+VAT+++:::25+S LIN+10++GTIN PIA :SA IMD+F++:::Description QTY+46:8:PCE QTY+47:8:PCE ALI+GE+1 FTX+LIN+++text FTX+ZFA+++Family name FTX+ZKI+++Kit name MOA+203:697,68 MOA+113:100 PRI+AAB:85::1:PCE PRI+AAA:85::1:PCE RFF+ON:42770:1 RFF+VN:3081:10 RFF+AAK:30811:10 Contact information =Invoicees GLN =VAT number for invoicee Name of invoice contact Contact information Address of delivery place Name of contact Contact information End customer name to be used for marking of goods in case of a end customer order VAT rate for invoice Currency 30 valuta days from invoice date Fixed date Due date Fixed date Discount terms due date (cash discount) Discount percent (cash discount) Amount qualifying for cash discount Transport information Company and licence plate number Cross border location Cross Border date DDP=Terms of delivery with Incoterms Place where responsibility is transferred Freight as charge Charge amount VAT tax rate for charge 10= Line item number, GTIN=GTIN number for invoiced article Vendors article numer Article description 8=Delivered quantity 8=Invoiced quantity Country of origin Free text at line level Identification of Vendors Article Family or series Identification of Vendors Kit Net line amount Prepaid amount Gross price. Either Net price or Gross price must be present Net price Ref to Purchase order and line number Ref. to vendors order number and line number Ref. to delivery note number and line number FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 7

8 RFF+BT: PAC ::9' MEA+PD+AAB+KGM:75 TAX+VAT+++:::25+S ALC+A+++1+PAR:::Partner discount PCD+3:20 MOA+8:12.20 UNS+S' CNT+2:1' MOA+79:697,68 MOA+131:250,00 MOA+125:947,68 MOA+176:236,92 MOA+165:0,40 MOA+86:1185,00 MOA+113:500 MOA+9:685,00 TAX+7+VAT+++:::25+S MOA+125:947,68 MOA+124:236,92 UNT+50+1' UNZ ' Batch number Number of packages Weight VAT tax rate for article Discount with and text Discount percentage Discount amount Section delimiter 1=Number of item lines Sum of net line amounts Sum of charges and discounts at header level VAT bases Total VAT amount for invoice Rounding value Invoice total inclusive VAT Prepaid amount Amount to pay if different from MOA+86 Specification of VAT for this VAT rate VAT base for this VAT rate VAT amount for this VAT rate 50=Number of segments 1=Reference in UNH 1=One message in this envelope 88001=Message reference (same as in UNB) FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 8

9 Invoice content explained with plain language showing the link to EDIFACT Information element Envelope Decimal point and syntax delimiters Sender GLN = Receiver GLN = Date and time of converting = :1010 Message reference = Invoice header Sequence number of invoice in message = 1 Code for Invoice = 380 Invoice number = Message date and time = Invoicing date if different from message date Delivery date Free text Buyers purchase order number Buyers order date Vendors order number Vendors order date Vendors delivery note number Date of delivery note Payment reference (=KID in Norway) Customs tariff number Vendors GLN = Vendor name Vendor address Vendor postal place Vendor postal number Vendor country Vendor bank account for national trade IBAN and swift s for international finance EDIFACT statement UNA:+,? ' UNB+UNOC: : : : ' UNH+1+INVOIC:D:03A:UN:FUR01' BGM DTM+137: :203' DTM+3: :102 DTM+35: :102' FTX+SUR+++text RFF+ON:42770 DTM+171: :102 RFF+VN:3081 DTM+171: :102 RFF+AAK:30811 DTM+171: :102 RFF+PQ: RFF+ABD NAD+SU ::9++vendor name+vendor address+postal place++postal number+country' FII+RB BK or use next line for international invoicing FII+RB+IBANnumber+IBAN:::SWIFTname::17 Name of vendor contact Phone number of contact VAT number for vendor = Buyer GLN = Buyer name Buyer address Buyer postal place Buyer postal number Buyer country Alternative identification of buyer is chains store number VAT number for buyer = Name of contact person CTA+IC:name of contact COM :TE RFF+VA:NO ' NAD+BY ::9++buyer name+buyer address+postal place++postal +country' RFF+API:12345 RFF+VA:NO ' CTA+IC:name of contact FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 9

10 Contact information Invoicee GLN = Invoicee name Invoicee address Invoicee postal place Invoicee postal Invoicee country VAT number for invoicee = Name of invoice contact Contact information Delivery party GTIN Delivery party name Delivery party address Delivery place postal place Delivery party postal Delivery party country Name of contact Contact information End customer name to be used for marking of goods in case of a end customer order VAT rate for invoice Currency Code for fixed date Due date Fixed date Discount terms due date (cash discount) Discount percent (cash discount) Amount qualifying for cash discount Transport information Company and licence plate number Cross border location Cross Border date DDP=Terms of delivery with Incoterms Place where responsibility is transferred Charge with freight Charge amount VAT tax rate for charge Details with line items Line item number = 10 GTIN number for invoiced article Vendors article numer Article description Delivered quantity = 8 Invoiced quantity = 8 Country of origin Free text Identification of Vendors Article Family or series Identification of Vendors Kit Net line amount Prepaid amount COM :TE NAD+IV ::9++invoicee name+invoicee address+postal place++postal +country ' RFF+VA:NO ' CTA+IC:name of contact COM :TE NAD+DP ::9++delivery place name +delivery place address+postal place++postal +country' CTA+IC:name of contact COM :TE NAD+UD+++customer name+customer address+postal place++postal ' TAX+7+VAT+++:::25+S CUX+2:NOK:4 PYT+3 DTM+13: :102 PYT+3 DTM+12: :102 PCD+12:3.5 MOA+25:12345 TDT Posten+++:::DK-12345' LOC :9 DTM+219: :102 TOD+6++DDP:106 LOC ALC+C+++1+FC:::Freight MOA+8:250 TAX+VAT+++:::25+S LIN+10++GTIN no' PIA :SA IMD+F++:::Description' QTY+46:8:PCE' QTY+47:8:PCE' ALI+GE+1 FTX+LIN+++text FTX+ZFA+++Family name FTX+ZKI+++Kit name MOA+203:697,68 MOA+113:100 FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 10

11 Gross price Ref to Purchase order and line number Ref. to vendors order number and line number Ref. to delivery note number and line number Batch number Number of packages Weight VAT tax rate for article Discount with and text Discount percentage Discount amount Invoice summary Section delimiter Number of item lines = 1 Sum of net line amounts Sum of charges and discounts at header level VAT bases VAT amount Rounding value Invoice total inclusive VAT Prepaid amount Amount to pay if different from MOA+77 Specification of VAT for each VAT rate VAT base for this VAT rate VAT amount for this VAT rate Number of segments in invoice = 50 Reference in UNH = 1 Envelope end Number of invoices in this envelope = 1 Message reference (same as in UNB) = PRI+AAB:85::1:PCE RFF+ON:42770:1 RFF+VN:3081:10 RFF+AAK:30811:10 RFF+BT: PAC ::9' MEA+PD+AAB+KGM:75 TAX+VAT+++:::25+S ALC+A+++1+PAR:::Partner discount PCD+3:20 MOA+8:12.20 UNS+S' CNT+2:1' MOA+79:697,68 MOA+131:250,00 MOA+125:947,68 MOA+176:236,92 MOA+165:0,40 MOA+86:1185,00 MOA+113:500 MOA+9:1185,00 TAX+7+VAT+++:::25+S MOA+125:947,68 MOA+124:236,92 UNT+50+1' UNZ ' FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 11

12 5. SEGMENT STRUCTURE Counte No Tag St MaxOcc Level Content UNA R 1 0 Service string advice UNB R 1 0 Interchange header UNH R 1 0 Message header BGM M 1 0 Beginning of message DTM M 4 1 Date/time/period ALI D 5 1 Additional information ALI O 1 1 Additional information FTX O 6 1 Free text 0120 SG1 R 10 1 RFF-DTM RFF M 1 1 Reference DTM D 1 2 Date/time/period 0220 SG2 R 8 1 NAD-LOC-FII-SG3-SG NAD R 1 1 Name and address LOC D 1 2 Place/location identification FII D 3 2 Financial institution information 0270 SG3 R 5 2 RFF RFF R 1 2 Reference 0330 SG5 O 1 2 CTA-COM CTA R 1 2 Contact information COM O 2 3 Communication contact 0360 SG6 O 1 1 VAT or other tax rate for VAT Exempt TAX R 1 1 Duty/tax/fee details 0400 SG7 R 1 1 Invoice Currency to Home, Invoice or Payment Currency CUX M 1 1 Currencies DTM D 1 2 Exchange rate date 0400 SG7 O 1 1 Pricing Currency to Invoicing or Payment currency CUX M R 1 Currencies DTM D 1 2 Exchange rate date 0430 SG8 D 6 1 Payment instructions PYT R 1 1 Payment terms DTM O 1 2 Payment due date PCD D 1 2 Discount, payment or instalment percentage MOA O 1 2 Instalment, penalty, or discount amount 0500 SG9 O 1 1 TDT TDT R 1 1 Transport information 0590 SG12 D 1 1 TOD-LOC TOD R 1 1 Terms of delivery or transport LOC O 1 2 Place/location identification FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 12

13 Counte No Tag St MaxOcc Level Content 0650 SG14 O 1 1 PAC-SG PAC R 1 1 Package 0690 SG15 R 2 2 PCI PCI R 1 2 Package identification 0740 SG16 O 10 1 ALC-MOA ALC R 1 1 Allowance or charge 0840 SG19 D 1 2 Allowance/charge - percentage PCD R 1 2 Percentage details 0870 SG20 D 2 2 MOA MOA R 1 2 Monetary amount 0950 SG22 D 1 2 Allowance/charge - applicable VAT rate TAX R 1 2 Allowance/charge - applicable VAT rate MOA D 1 3 Monetary amount 1090 SG26 R Line item section LIN R 1 1 Line item PIA O 1 2 Additional article identifier(s) IMD D 1 2 Description of article or service IMD O 1 2 Description Package type QTY R 1 2 Invoiced quantity QTY O 4 2 Other quantities ALI O 1 2 Additional information ALI O 1 2 Additional information DTM D 1 2 Delivery date GIN O 5 2 Goods identity number FTX O 5 2 Free text 1250 SG27 R 1 2 Line item net amount MOA R 1 2 Line item net amount in invoice currency 1330 SG29 O 1 2 PRI PRI R 1 2 Price details 1390 SG30 O 10 2 References to messages RFF R 1 2 Reference message number DTM O 1 3 Reference message date 1550 SG34 O 1 2 VAT or other tax rate and amount for line item TAX R 1 2 VAT or other tax rate line item MOA O 2 3 VAT or other tax amount line item 1590 SG35 O 1 2 Delivery party NAD M 1 2 Delivery party LOC O 1 3 Place of delivery FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 13

14 Counte No Tag St MaxOcc Level Content 1690 SG38 O 1 3 Delivery party's contact CTA R 1 3 Contact information COM O 5 4 Communication contact 1720 SG39 O 10 2 Allowances or charges ALC R 1 2 Allowance/charge 1800 SG41 D 1 3 Allowance/charge - percentage PCD R 1 3 Allowance/charge Percentage 1830 SG42 D 1 3 Allowance/charge - monetary amount MOA R 1 3 Allowance/charge - monetary amount 1910 SG44 O 1 3 Allowance/charge - applicable VAT rate and amount TAX R 1 3 Allowance/charge - applicable VAT rate MOA O 2 4 Allowance/charge - applicable VAT amount 1940 SG45 O 1 2 Transport details TDT R 1 2 Transport information 1990 SG47 O 1 2 Terms of delivery TOD R 1 2 Terms of delivery or transport LOC O 1 3 Place/location identification UNS R 1 0 Section control CNT O 1 1 Control total 2200 SG50 R 8 1 MOA MOA R 1 1 Monetary amount 2250 SG52 R 4 1 Tax rates and amounts TAX R 1 1 Tax type MOA R 1 2 Tax amount in home currency MOA R 1 2 Tax amount in invoicing or payment currency MOA R 1 2 Taxable amount in Invoicing or Payment currency UNT R 1 0 Message trailer UNZ M 1 0 Interchange trailer FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 14

15 6. DESCRIPTION OF SEGMENTS IN DETAIL This chapter describes all segments and segment groups contained in the INVOIC message. Each segment is described with all data elements contained. Not all segments are marked as part of this user guide. Some data elements are described as not used and some are required. See s for usage in the bottom lines of each page. The content of this chapter should be sufficient in order to determine which data elements is required in an invoice message. The example in chapter 4 also helps to describe the content of the message. Always discuss with your business partner the content of the message before you start to exchange electronical invoices. For some data elements where several s are available, the s are divided in two parts, primary s and secondary s. Secondary s are only to be used after agreement with the trading party. FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 15

16 UNA R 1 0 Service string advice UNA UNA1 Component data element separator M an1 R an1 UNA2 Data element separator M an1 R an1 UNA3 Decimal notation M an1 R an1 Use, or. UNA4 Release indicator M an1 R an1 UNA5 Reserved for future use M an1 R an1 UNA6 Segment terminator M an1 R an1 UNA:+.?*' FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 16

17 UNB R 1 0 Interchange header UNB S001 Syntax identifier M R 0001 Syntax identifier M a4 M a4 UNOC UN/ECE level C 0002 Syntax version number M n1 M n1 3 Version 3 S002 Interchange sender M R 0004 Sender identification M an..35 R an..35 GLN 0007 Partner identification qualifier C an..4 R an EAN International 0008 Address for reverse routing C an..14 N Not used S003 Interchange recipient M R 0010 Recipient identification M an..35 R an..35 GLN 0007 Partner identification qualifier C an..4 R an EAN International 0014 Routing address C an..14 N Not used S004 Date/time of preparation M R 0017 Date of preparation M n6 M n Time of preparation M n4 M n Interchange control reference M an..14 R an..14 S005 Recipient's reference, password 0022 Recipient's reference/password M an..14 N Not used 0025 Recipient's reference/password qualifier C N C an2 N Not used 0026 Application reference C an..14 N Not used 0029 Processing priority C a1 N Not used 0031 Acknowledgement request C n1 D n Communications agreement ID C an..35 N Not used 0035 Test indicator C n1 C n1 Use only with test 1 Interchange is a test UNB+UNOC: : : : ' FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 17

18 UNH R 1 0 Message header UNH 0062 Message reference number M an..14 R an..14 Message reference number - unique number to identify the message within the interchange, usually a consecutive number starting with 1. S009 Message identifier M R 0065 Message type M an..6 R an..6 INVOIC Invoice message 0052 Message version number M an..3 R an..3 D Draft version/un/edifact Directory 0054 Message release number M an..3 R an..3 03A Release A 0051 Controlling agency M an..2 R an..2 UN UN/CEFACT 0057 Association assigned C an..6 R an..6 FUR01 Furniture 0068 Common access reference C an..35 N Not used S010 Status of the transfer C N 0070 Sequence of transfers M n..2 N Not used 0073 First and last transfer C a1 N Not used UNH+123+INVOIC:D:03A:UN:FUR01' FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 18

19 BGM M 1 0 Beginning of message BGM C002 Document/message name C R 1001 Document name C an..3 R an..3 Message Type, Coded 380 Commercial invoice 381 Credit note 386 Prepayment invoice 389 Self-billed invoice 1131 Code list identification C an..17 N Not used 3055 Code list responsible agency 1000 Document name C an..35 N Not used C106 Document/message identification C 1004 Document identifier C an..35 R an..17 Supplier Invoice Number For the year a unique numbering 1056 Version identifier C an..9 N Not used 1060 Revision identifier C an..6 N Not used 1225 Message function C an..3 D an..3 9 Original 4343 Response type The Message Response Type Coded is used in reply to invoice only in the pre-invoicing process. BGM ' R FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 19

20 DTM M 4 1 Date/time/period DTM C507 Date/time/period M M 2005 Date or time or period function qualifier M an..3 R an..3 Primary s 137 Document/message date/time 3 Invoice date/time 35 Delivery date/time, actual 2380 Date or time or period text C an..35 R n..14 Document/Message Date Time 2379 Date or time or period format DTM+137: :102' C an..3 R an CCYYMMDD 203 CCYYMMDDHHMM FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 20

21 ALI D 5 1 Additional information ALI 3239 Country of origin name 9213 Duty regime type 4183 Special condition C an..3 R an Financial compensation 140 Return of goods Z01 Damage goods 79E Error in delivery 4183 Special condition 4183 Special condition 4183 Special condition 4183 Special condition Use only for creditnote ALI+++79E' FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 21

22 ALI O 1 1 Additional information ALI 3239 Country of origin name 9213 Duty regime type 4183 Special condition C an..3 O an..3 Nature Of Transaction Coded 141 Subject to annual bonus Z02 No bonus Z03 Bonus building Z04 Bonus giving Z05 Bonus building and giving 4183 Special condition 4183 Special condition 4183 Special condition 4183 Special condition To be agreed on ALI+++Z02' FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 22

23 FTX O 6 1 Free text FTX 4451 Text subject qualifier M an..3 M an..3 Primary s SUR Supplier remarks GEN Entire transaction set Secondary s All s from list can be used after agreement with your trading partner 4453 Free text function C107 Text reference C N 4441 Free text description M an..17 N Not used 1131 Code list identification C an..17 N Not used 3055 Code list responsible agency C108 Text literal C R 4440 Free text M an..512 R an..256 Free Text 4440 Free text C an..512 O an..256 see 4440 # Free text C an..512 O an..256 see 4440 # Free text C an..512 O an..256 see 4440 # Free text C an..512 O an..256 see 4440 # Language name C an..3 O an..3 SV Swedish DA Danish NO Norwegian EN English 4447 Free text format FTX+SUR+++AAC Undantag Artikel 28c (A) i directiv 77/388/EC:A:A:A:A+SV' FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 23

24 0120 SG1 R 10 1 RFF-DTM RFF M 1 1 Reference RFF C506 Reference M R 1153 Reference qualifier M an..3 R an..3 Primary s ON Buyers order number AEP Project number AAK Despatch advice number CR Customer reference number PD Promotion deal number VN Order number (vendor) IV Invoice number CD Credit note number PQ Payment reference For Norway use " KID number" and in Denmark/Sweden "OCR number" PL Price list number ADE Account number CT Contract number AAL Drawing number ZSU Invoice number from supplier for supplier chain financing ZIV Suppliers original invoice number for supplier chain financing DQ Delivery note number ABD C number 1154 Reference identifier C an..70 R an..70 Referens text 1156 Document line identifier C an..6 N Not used 4000 Reference version identifier C an..35 N Not used 1060 Revision identifier C an..6 N Not used RFF+ON:55625' FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 24

25 0120 SG1 R 10 1 RFF-DTM DTM D 1 2 Date/time/period DTM C507 Date/time/period M R 2005 Date or time or period function qualifier 2380 Date or time or period text C an..35 R an Date or time or period format DTM+171: :102' M an..3 R an Reference date/time C an..3 R an CCYYMMDD FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 25

26 0220 SG2 R 8 1 NAD-LOC-FII-SG3-SG5 In some countries, i.e. the UK and Norway the full name and address of the Partners must be shown on the invoices NAD R 1 1 Name and address NAD 3035 Party function qualifier M an..3 M an..3 Primary s BY Buyer SU Supplier DP Delivery party IV Invoicee SF Ship from CA Carrier UD Ultimate customer Secondary s to agree II Issuer of invoice LC Party declaring the Value Added Tax (VAT) C082 Party identification details C R 3039 Party identifier M an..35 R an..35 GLN is recomended 1131 Code list identification C an..17 N Not used 3055 Code list responsible agency C an..3 R an..3 9 EAN International 91 Assigned by seller or seller's agent 92 Assigned by buyer or buyer's agent C058 Name and address C N Not recommend 3124 Name and address description M an..35 N Not used 3124 Name and address description C an..35 N Not used 3124 Name and address description C an..35 N Not used FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 26

27 3124 Name and address description C an..35 N Not used 3124 Name and address description C an..35 N Not used C080 Party name C M 3036 Party name M an..35 R an..35 Party Name 3036 Party name C an..35 O an..35 see 3036 # Party name C an..35 N Not used 3036 Party name C an..35 N Not used 3036 Party name C an..35 N Not used 3045 Party name format C059 Street C O 3042 Street and number or post office box identifier 3042 Street and number or post office box identifier 3042 Street and number or post office box identifier M an..35 R an..35 Street adress if available or postal box C an..35 O an..35 see 3042 # 1 C an..35 N Not used 3042 Street and number or post C an..35 N Not used office box identifier 3164 City name C an..35 M an..35 Postal office C819 Country sub-entity details C N 3229 Country sub-entity name C an..9 N Not used 1131 Code list identification C an..17 N Not used 3055 Code list responsible agency 3228 Country sub-entity name C an..70 N Not used 3251 Postal identification C an..17 R an..17 Postal 3207 Country name C an..3 O an..3 Country NAD+BY ::9++Skoogs AB:A+Tallvägen 45:A+Xstad SE' FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 27

28 0220 SG2 R 8 1 NAD-LOC-FII-SG3-SG LOC D 1 2 Place/location identification LOC 3227 Location function qualifier M an..3 R an..3 7 Place of delivery C517 Location identification C O 3225 Location name C an..35 N Not used 1131 Code list identification C an..17 N Not used 3055 Code list responsible agency 3224 Location name C an..256 A an..256 Location name in free text C519 Related location one identification 3223 First related location name C N C an..25 N Not used 1131 Code list identification C an..17 N Not used 3055 Code list responsible agency 3222 First related location name C an..70 N Not used C553 Related location two identification 3233 Second related location name C N C an..25 N Not used 1131 Code list identification C an..17 N Not used 3055 Code list responsible agency 3232 Second related location name C an..70 N Not used 5479 Relation Use to define additonal destination for Delivery Party in free text LOC+7+:::Ystad' FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 28

29 0220 SG2 R 8 1 NAD-LOC-FII-SG3-SG FII D 3 2 Financial institution information FII 3035 Party function qualifier M an..3 R an..3 RB Reciving financial institution C078 Account holder identification C R 3194 Account holder identifier C an..35 R an..35 National account number or IBAN for crosss country invoicing 3192 Account holder name C an..35 N an..35 Account holder name 3192 Account holder name C an..35 N Not used 6345 Currency identification C088 Institution identification C D 3433 Institution name C an..11 D BK Bankgiro PO Postgiro (Sweden) IBAN 1131 Code list identification C an..17 N 3055 Code list responsible agency C an Institution branch identifier C an..17 D SWIFT identification 1131 Code list identification C an..17 N 3055 Code list responsible agency 3432 Institution name C an..70 N 3436 Institution branch location name N C an..3 D 17 Code for SWIFT C an..70 N Not used 3207 Country name Use only to define additonal information for Supplier/Seller FII+RB BK FII+RB+NO BK::NOABCDEF::17 For national trade use national bank account For international trade use IBAN and SWIFT FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 29

30 0270 SG3 R 5 2 RFF RFF R 1 2 Reference RFF This segment is required for the parties Buyer, Supplier and Invoicee C506 Reference M R 1153 Reference qualifier M an..3 R an..3 Primary s VA VAT registration number VA is required for supplier due to EU invoice directive Secondary s Even below s can be used in trade outside Nordic countries FC Fiscal number GN Government reference number XA Company/place registration number AHP Tax registration number 1154 Reference identifier C an..70 R an Document line identifier C an..6 N Not used 4000 Reference version identifier C an..35 N Not used 1060 Revision identifier C an..6 N Not used RFF+VA:SE ' FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 30

31 0270 SG3 D 5 2 RFF RFF D 1 2 Reference RFF To identify the store by using the chain specific store number. This segment is only to be used for the Buyer and only when the requirement is declared from the chain. C506 Reference M R 1153 Reference qualifier M an..3 R an..3 Primary s API Additional Identification number 1154 Reference identifier C an..70 R an..17 Chains Store number 1156 Document line identifier C an..6 N Not used 4000 Reference version identifier C an..35 N Not used 1060 Revision identifier C an..6 N Not used RFF+API:241' FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 31

32 0330 SG5 O 1 2 CTA-COM CTA R 1 2 Contact information CTA 3139 Contact function C an..3 R an..3 IC Information contact C056 Department or employee details C R 3413 Department or employee name C an..17 D an..17 Use for ID 06 Use only for collection of goods and telephone orders 3412 Department or employee name C an..35 R an..35 Partners Info. Contact Department Or Employee CTA+IC+:Karl Svensson' FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 32

33 0330 SG5 O 1 2 CTA-COM COM O 2 3 Communication contact COM C076 Communication contact M R 3148 Communication address identifier 3155 Communication address qualifier COM :TE' M an..512 R an..100 Communication number M an..3 R an..3 TE Telephone EM Electronic mail FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 33

34 0360 SG6 O 1 1 VAT or other tax rate for VAT Exempt This segment can be used between partners in Sweden when TAX VAT exempt/reverse charge, within the construction business, Article a-b of Council Directive 2006/112//EC is applicable TAX R 1 1 Duty/tax/fee details TAX 5283 Duty or tax or fee function qualifier C241 Duty/tax/fee type C C 5153 Duty or tax or fee type name M an..3 R an..3 7 Tax C an..3 R an..3 VAT Value added tax 1131 Code list identification C an..17 N Not used 3055 Code list responsible agency 5152 Duty or tax or fee type name C an..35 N Not used C533 Duty/tax/fee account detail C C 5289 Duty or tax or fee account M an..6 M an Code list identification C an..17 N Not used 3055 Code list responsible agency 5286 Duty or tax or fee assessment basis quantity C243 Duty/tax/fee detail C D C an..15 N Not used 5279 Duty or tax or fee rate C an..7 N Not used 1131 Code list identification C an..17 N Not used 3055 Code list responsible agency 5278 Duty or tax or fee rate C an..17 R an..17 The tax rate (numeric) should be presented as follows: 19.5% ==> : Duty or tax or fee rate basis C an..12 N Not used 1131 Code list identification C an..17 N Not used 3055 Code list responsible agency 5305 Duty or tax or fee category C an..3 R an..3 The use of any valid EDIFACT is permitted, the trading partners may limit the s in accordance with business and legal requirements. (1) Codes created to comply with the European invoicing directive. These s are not yet part of the official EDIFACT list. In Europe it is recommended or may be even required to use these more specific s FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 34

35 instead of E. E Exempt from tax S rate AA Lower rate Tax Exemption Reason Code AAP VAT exempt/reverse charge, within the construction business, Article a-b of Council Directive 2006/112//EC 3446 Party tax identifier C an..20 N Not used 1227 Calculation sequence When sending a message with data element 5278 in the TAX segment, the value added tax rate (numeric) should be presented in an alpha-numeric field as follows: 19,5% ==> :19.5 TAX+7+VAT+++:::19.5+S' FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 35

36 0400 SG7 R 1 1 Invoice Currency to Home, Invoice or Payment Currency CUX M 1 1 Currencies CUX C504 Currency details C R 6347 Currency usage qualifier M an..3 R an..3 2 Reference currency 6345 Currency identification C an..3 R an..3 Invoicing currency Invoicing currency, d according to ISO 4217 three alpha Currency type qualifier C an..3 R an..3 4 Invoicing currency 6348 Currency rate C n..4 N Not used C504 Currency details C O 6347 Currency usage qualifier M an..3 M an..3 3 Target currency 6345 Currency identification C an..3 R an..3 Home or Payment currency, d according to ISO 4217 three alpha Currency type qualifier C an..3 R an..3 Currency Purpose 3 Home currency 11 Payment currency 6348 Currency rate C n..4 N Not used 5402 Currency exchange rate C n..12 R n..12 Currency Conversion Rate 6341 Exchange rate currency market identifier One segment group is always required depending on business case. SG7 First occurence: In some countries it is a requirement that, for invoicing in foreign currency, the invoice taxable and tax (e.g VAT) amounts must also be expressed in home currency. Relating this to the CUX segment, authorities would require the invoicing currency and home currency to be shown together with the rate of exchange(element 5402) used. Some companies require the currency of the invoice to be present, If, then, only one currency applies to the invoice it may expressed as CUX+2:SEK:4+3:SEK:4:1'. Calculation rule: Reference Currency multipled by rate = Target Currency If more currencies have to be transmitted, another SG7 - CUX, DTM has to be created and rules for that are described in next CUX segment CUX+2:EUR:4+3:EUR:11+1' FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 36

37 0400 SG7 R 1 1 Invoice Currency to Home, Invoice or Payment Currency DTM D 1 2 Exchange rate date DTM C507 Date/time/period M M 2005 Date or time or period function qualifier M an..3 M an Code for exchange date/time for rate value 2380 Date or time or period text C an..35 R n8 Exchange Rate Date 2379 Date or time or period format C an..3 R an CCYYMMDD The exchange rate date has to be specified only when payment currency is used in an invoice. DTM+134: :102' FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 37

38 0400 SG7 O 1 1 Pricing Currency to Invoicing or Payment currency To agree CUX M R 1 Currencies CUX C504 Currency details C R 6347 Currency usage qualifier M an..3 M an..3 2 Reference currency 6345 Currency identification C an..3 R an..3 Invoicing currency Home, Invoicing or Payment currency, d according to ISO 4217 three alpha Currency type qualifier C an..3 R an Pricing currency 6348 Currency rate C n..4 N Not used C504 Currency details C R 6347 Currency usage qualifier M an..3 M an..3 3 Target currency 6345 Currency identification C an..3 R an..3 Currency, d according to ISO 4217 three alpha Currency type qualifier C an..3 R an..3 Currency Purpose 4 Invoicing currency 11 Payment currency Note that 4 =Invoicing currency and 11 = payment currency are to be understood as synonymous) 6348 Currency rate C n..4 N Not used 5402 Currency exchange rate C n..12 R n..12 Currency Conversion Rate 6341 Exchange rate currency market identifier SG7 Second occurrence is to be used depending on business case. Home currency: in some countries it is a requirement that, for invoicing in foreign currency, the invoice taxable and tax (e.g. VAT) amounts must also be expressed in home currency. Relating this to the CUX segment, authorities would require the invoicing currency and the home currency to be shown together with the rate of exchange(element 5402) used. Calculation rule: Reference Currency multipled by rate = Target Currency. This segment is used for conversion of cost in other currencies into invoicing currency. CUX+2:EUR:10+3:EUR:4+1' FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 38

39 0400 SG7 O 1 1 Pricing Currency to Invoicing or Payment currency To agree DTM D 1 2 Exchange rate date DTM C507 Date/time/period M M 2005 Date or time or period function qualifier M an..3 M an Rate of exchange date/time 2380 Date or time or period text C an..35 R n8 Rate of Exchange Date 2379 Date or time or period format C an..3 R an CCYYMMDD The exchange rate date has to be specified only when payment currency is used in an invoice. DTM+134: :102' FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 39

40 0430 SG8 D 6 1 Payment instructions PYT R 1 1 Payment terms PYT 4279 Payment terms type qualifier C019 Payment terms C N 4277 Payment terms description identifier M an..3 M an..3 Primary s 1 Basic 3 Fixed date Secondary s 20 Penalty terms 22 Discount C an..17 N Not used 1131 Code list identification C an..17 N Not used 3055 Code list responsible agency 4276 Payment terms description C an..35 N Not used 2475 Time reference C an..3 O an Specified date 2009 Terms time relation 2151 Period type 2152 Period count quantity C n..3 N Not used PYT+3++66' FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 40

41 0430 SG8 D 6 1 Payment instructions DTM O 1 2 Payment due date DTM C507 Date/time/period M R 2005 Date or time or period function qualifier 2380 Date or time or period text C an..35 R an Date or time or period format M an..3 R an..3 Primary s 140 Payment due date 13 Terms net due date 12 Terms discount due date/time C an..3 R an CCYYMMDD 718 CCYYMMDD-CCYYMMDD This segment can be used in conjunction with any of the applicable qualifiers in the leading PYT segment. DTM+140: :102' FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 41

42 0430 SG8 D 6 1 Payment instructions PCD D 1 2 Discount, payment or instalment percentage PCD C501 Percentage details M R 5245 Percentage type qualifier M an..3 R an..3 Payment Variation Qualifier 7 Percentage of invoice 12 Discount 15 Penalty percentage Code 7 must be used in conjunction with 262 in the following MOA segment, DE Code 12 must be used in conjunction with 52 in MOA, DE Code 122 requires 77 in the MOA segment. Code 122 is used to indicate the percentages of the total payment that is covered by the payment means, which is specified in the triggering PYT segment Percentage C n..10 R n..10 Payment Variation 5249 Percentage basis identification 1131 Code list identification C an..17 N Not used 3055 Code list responsible agency 4405 Status description This segment specifies - dependent on qualifier of leading PYT segment - the discount percentage or the percentage of an invoice that an instalment is based on. The following MOA segment has to match this percentage, if given. PCD+12:10' FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 42

43 0430 SG8 D 6 1 Payment instructions MOA O 1 2 Instalment, penalty, or discount amount MOA C516 Monetary amount M M 5025 Monetary amount type qualifier M an..3 M an Instalment amount 52 Discount amount 77 Invoice amount 345 Cost information for providing the statement Code 77 is used to indicate a penalty 201 Penalty amount 5004 Monetary amount C n..35 R n..15 Amount (Instalment or Discount) 6345 Currency identification C an..3 O an Currency type qualifier 4405 Status description MOA+262:500.00:SEK' FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 43

44 0500 SG9 O 1 1 TDT TDT R 1 1 Transport information TDT 8051 Transport stage qualifier M an..3 R an..3 1 Inland transport 13 At destination 20 Main-carriage transport 8028 Means of transport journey identifier C220 Mode of transport C O C an..17 N Not used 8067 Transport mode name C an..3 R an Maritime transport 20 Rail transport 30 Road transport 40 Air transport 8066 Transport mode name C an..17 D an..17 Free Text C001 Transport means C N 8179 Transport means description C an..8 N Not used 1131 Code list identification C an..17 N Not used 3055 Code list responsible agency 8178 Transport means description C an..17 N Not used C040 Carrier C N 3127 Carrier identifier C an..17 N Not used 1131 Code list identification C an..17 N Not used 3055 Code list responsible agency 3128 Carrier name C an..35 N Not used 8101 Transit direction indicator C401 Excess transportation information 8457 Excess transportation reason 8459 Excess transportation responsibility 7130 Customer shipment authorisation identifier C222 Transport identification C N 8213 Transport means identification name identifier C N M an..3 N Not used M an..3 N Not used C an..17 N Not used C an..9 N Not used FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 44

45 1131 Code list identification C an..17 N Not used 3055 Code list responsible agency 8212 Transport means identification name 8453 Transport means nationality 8281 Transport means ownership indicator TDT+1++10:Lastbil med kran' C an..35 N Not used FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 45

46 0590 SG12 D 1 1 TOD-LOC TOD R 1 1 Terms of delivery or transport TOD 4055 Delivery or transport terms function 4215 Transport charges payment method C100 Terms of delivery or transport C R 4053 Delivery or transport terms description C an..3 R an..3 6 Delivery condition 4 Collected by customer 1131 Code list identification C an..17 N Not used 3055 Code list responsible agency 4052 Delivery or transport terms description 4052 Delivery or transport terms description TOD+6++CIF:::X' C an..3 R an..3 EXW Ex Works (... named place) FCA Free Carrier (... named place) FAS Free Along Ship (... named port of shipment) FOB Free On Board (... named port of shipment) CFR Cost and Freight CIF Cost, Insurance, Freight (... named port of destination) CPT Carriage Paid To (... named place of destination) CIP Carriage and Insurance Paid to (... named place of destination) DAF Delivered At frontier (... named place) DES Delivered Ex Ship (... named port of destination) DEQ Delivered Ex Quay (Duty paid) (... named port of destination) DDU Delivered Duty Unpaid (... named place of destination) DDP Delivered Duty Paid (... named place of destination) C an..70 O an..70 Agree on C an..70 N Not used FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 46

47 0590 SG12 D 1 1 TOD-LOC LOC O 1 2 Place/location identification LOC 3227 Location function qualifier M an..3 R an..3 1 Place of terms of delivery 7 Place of delivery C517 Location identification C O 3225 Location name C an..35 N Not used 1131 Code list identification C an..17 N Not used 3055 Code list responsible agency 3224 Location name C an..256 O an..70 Free text C519 Related location one identification 3223 First related location name C N C an..25 N Not used 1131 Code list identification C an..17 N Not used 3055 Code list responsible agency 3222 First related location name C an..70 N Not used C553 Related location two identification 3233 Second related location name C N C an..25 N Not used 1131 Code list identification C an..17 N Not used 3055 Code list responsible agency 3232 Second related location name C an..70 N Not used 5479 Relation LOC+1+:::X' FURNITURE EDIFACT INVOIC /UN D.03A S3 Page: 47