User Guide for international trade of building materials. Nordic ebuilding EDI guide for EDIFACT INVOIC

Transcription

1 User Guide for international trade of building materials Nordic ebuilding EDI guide for EDIFACT INVOIC EDIFACT-message: INVOIC EDIFACT-version: D EDIFACT-release: 03A EDIFACT-status: Ready for distribution Version: NeB Date:

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 SEGMENT DIAGRAM DESCRIPTION OF SEGMENTS IN DETAIL NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 2

3 1. CHANGE LOG Date New version Segment group and segment Description Approved by and when NeB New version is presented StG NeB Adding missing segments to Example NeB 01 1 Walk through with minor changes StG NeB012 Chapter 3 Minor changes in text StG NeB012 Chapter 4 Additions / changes in example StG NeB012 SG1 RFF New FT Customs Free zone StG identifier NeB012 SG2 FII New segment StG NeB012 SG20 MOA Changes in example StG NeB012 SG26 DTM Change in remark StG NeB012 SG26 PIA Change in values StG NeB012 SG26 IMD+C New option: Package type CU, TU, DU StG NeB0121 Chapter 4 Changes in example StG NeB0121 SG19 PCD New segment StG NeB0121 SG26 FTX New segment StG SG=Segment Group, StG=Steering Group NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: 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 building Materials. This is a User Guide with the name «Nordic ebuilding EDI guide EDIFACT INVOIC». Similar User Guides are available for the mesages 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 Nordic Countries. The documentation is produced by a project group consisting of people from BEAst (Sweden) and TBF (Trelast og byggevarehandelens fellesorganisasjon, Norway). TUN (Trelast Unionen, Danmark ) has supported the work with information on Danish requirements of information in the different messages. The User Guides are based on the information elements in use in Sweden, Norway and Denmark to day and is intended over time to replace the National standards which are in use to day. The new standard contains s and qualifiers which will have the same meaning across borders. This is the huge benefit of this new standard.. Maintenance of this User Guide will be taken care of by the organisations BEAst anf TBF in cooperation. Requests for Changes to this document based on new requirements or errors in the document must be forwarded to BEAst or TBF. Changes in this document will be updated 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. 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 for keeping accounts and in addition detailed specification of the VAT in the invoice 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. NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: 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 - if not available from branch - or National Databases. For trade across borders the use of GTIN (Global Trade Item Number) is highly recommended as article identification. The same principle is recommended also for national trade but other National standards for article identification may be used upon agreement between the trading parties. 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). Branch Databases or National Databases with articles often have defined UOMs which often are a description of the type of article. Usually these UOMs are not a logistical UOM (ex BOT=bottle). 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 NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: 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 in two examples. The first example shows how article at line level is identified using GTIN at package level. The second example is based on usage of information in NOBB, the Norwegian database for building articles, and the UOM defined there for the package. Example 1 In this example GTIN is used as primary identification of the article. In addition different alternative indentifiers are shown for information purposes. UNA:+,? ' UNB+UNOC: : : : ' UNH+1+INVOIC:D:03A:UN:NEB01' BGM DTM+137: :203' DTM+3: :102 DTM+35: :102' RFF+ON:42770 RFF+VN:3081 RFF+AAK:30811 RFF+PQ: NAD+SU ::9++vendor name+vendor address+postal place++postal +country' RFF+VA:NO MVA' NAD+BY ::9++buyer name+buyer address+postal place++postal +country' NAD+IV ::9++invoicee name+invoicee address+postal place++postal +country ' NAD+DP ::9++Byggmakker Skattum+Valdresveien 4+Gjøvik NO' NAD+UD+++Lise Olsen+Biriveien+Biri++2820' CUX+2:NOK:4 PYT+3 DTM+13: :102 TDT+20 TOD+6++DDP:106 ALC+C++++FC:::Freight MOA+8:250 TAX+VAT+++:::25+S LIN :EN' PIA :NO :SA IMD+F++:::Description' QTY+46:8:PCE' QTY+47:10,26:MTK MOA+203:697,68 PRI+AAB:85::1:MTK RFF+ON:42770:1 NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 6

7 RFF+VN:3081:10 RFF+AAK:30811:10 TAX+VAT+++:::25+S ALC+A+++1+PAR:::Partner discount PCD+3:20 UNS+S' CNT+2:1' MOA+79:697,68 MOA+131:250,00 MOA+125:947,68 MOA+124:236,92 MOA+165:0,40 MOA+86:1185,00 TAX+7+VAT+++:::25+S MOA+125:947,68 MOA+124:236,92 UNT+49+1' UNZ ' Invoice example 1 with comments EDIFACT statement UNA:+,? ' UNB+UNOC: : : : ' UNH+1+INVOIC:D:03A:UN:NEB01' BGM DTM+137: :203' DTM+3: :102 DTM+35: :102' RFF+ON:42770 RFF+VN:3081 RFF+AAK:30811 RFF+PQ: NAD+SU ::9++vendor name+vendor address+postal place++postal +country' RFF+VA:NO MVA' NAD+BY ::9++buyer name+buyer address+postal place++postal +country' NAD+IV ::9++invoicee name+invoicee address+postal place++postal +country ' NAD+DP ::9++Byggmakker Skattum+Valdresveien 4+Gjøvik NO' NAD+UD+++Lise Olsen+Biriveien+Biri++2820' Description :14=sender GLN =receiver GLN :1010=date and time of converting 88001=Message reference =Invoice number =Message date and time Invoicing date =Delivery date Buyers purchase order number Vendors order number Vendors delivery note number Payment reference (=KID in Norway) =Vendors GLN =VAT number for vendor =Buyers GLN =Invoicees GLN Address of delivery place End customer name to be used for marking of NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 7

8 CUX+2:NOK:4 PYT+3 DTM+13: :102 TDT+20 TOD+6++DDP:106 ALC+C++++FC:::Freight MOA+8:250 TAX+VAT+++:::25+S LIN :EN' PIA :NO :SA IMD+F++:::Description' QTY+46:8:PCE' QTY+47:10,26:MTK' MOA+203:697,68 PRI+AAB:85::1:MTK RFF+ON:42770:1 RFF+VN:3081:10 RFF+AAK:30811:10 TAX+VAT+++:::25+S ALC+A+++1+PAR:::Partner discount PCD+3:20 UNS+S' CNT+2:1' MOA+79:697,68 MOA+131:250,00 MOA+125:947,68 MOA+124:236,92 MOA+165:0,40 MOA+86:1185,00 TAX+7+VAT+++:::25+S MOA+125:947,68 MOA+124:236,92 UNT+48+1' UNZ ' goods in case of a customer order Currency Payment terms Due date Transport information DDP=Terms of delivery with Incoterms Freight as charge Charge amount VAT tax rate for charge =GTIN number for article NOBB number for article and vendors article numer Article description 8=Delivered quantity 10,26=Invoiced quantity Net line amount 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 VAT tax rate for article Discount with and text Discount percentage Section delimiter 1=Number of item lines Sum of net line amounts Sum of charges and discounts at header level VAT bases VAT amount Rounding value Invoice total inclusive VAT Specification of VAT VAT bases for this VAT rate VAT amount for this VAT rate 48=Number of segments in message 1=Reference in UNH 1=One message in this envelope 88001=Message reference (same as in UNB) NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 8

9 Example 2 The second example is based on usage of information in NOBB, the Norwegian database for building articles, and the UOMs defined there. In this example the GTIN number is missing for the package to be invoiced and therefore NOBB number is used as primary identification of the article. The UOM used in example (PAK and M2) is fetched from NOBB for delivered and invoiced quantity. In addition different alternative article identifiers are shown for information. UNA:+,? ' UNB+UNOC: : : : ' UNH+1+INVOIC:D:03A:UN:NEB01' BGM DTM+137: :203' DTM+3: :102 DTM+35: :102' RFF+ON:42770 RFF+VN:3081 RFF+AAK:30811 RFF+PQ: NAD+SU ::9++vendor name+vendor address+postal place++postal +country' RFF+VA:NO MVA' NAD+BY ::9++buyer name+buyer address+postal place++postal +country' NAD+IV ::9++invoicee name+invoicee address+postal place++postal +country ' NAD+DP ::9++Byggmakker Skattum+Valdresveien 4+Gjøvik NO' NAD+UD+++Lise Olsen+Biriveien+Biri++2820' CUX+2:NOK:4 PYT+3 DTM+13: :102 TDT+20+3 TOD+6++DDP:106 ALC+C++++FC:::Freight MOA+8:250 TAX+VAT+++:::25+S LIN+10' PIA :NO :SA IMD+F++:::Description' QTY+46:8:PAK' QTY+47:10,26:M2' MOA+203:697,68 PRI+AAB:85::1:M2 RFF+ON:42770:1 RFF+VN:3081:10 RFF+AAK:30811:10 TAX+VAT+++:::25+S ALC+A+++1+PAR:::Partner discount PCD+3:20 NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 9

10 UNS+S' CNT+2:1' MOA+79:697,68 MOA+131:250,00 MOA+125:947,68 MOA+124:236,92 MOA+165:0,40 MOA+86:1185,00 TAX+7+VAT+++:::25+S MOA+125:947,68 MOA+124:236,92 UNT+48+1' UNZ ' Invoice example 2 with comments EDIFACT statement UNA:+,? ' UNB+UNOC: : : : ' UNH+1+INVOIC:D:03A:UN:NEB01' BGM DTM+137: :203' DTM+3: :102 DTM+35: :102' RFF+ON:42770 RFF+VN:3081 RFF+AAK:30811 RFF+PQ: NAD+SU ::9++vendor name+vendor address+postal place++postal +country' RFF+VA:NO MVA' NAD+BY ::9++buyer name+buyer address+postal place++postal +country' NAD+IV ::9++invoicee name+invoicee address+postal place++postal +country ' NAD+DP ::9++Byggmakker Skattum+Valdresveien 4+Gjøvik NO' NAD+UD+++Lise Olsen+Biriveien+Biri++2820' CUX+2:NOK:4 PYT+3 DTM+13: :102 TDT+20 Description :14=sender GLN =receiver GLN :1010=date and time of converting 88001=Message reference =Invoice number =Message date and time Invoicing date =Delivery date Buyers purchase order number Vendors order number Vendors delivery note number Payment reference (=KID in Norway) =Vendors GLN =VAT number for vendor =Buyers GLN =Invoicees GLN Address of delivery place End customer name to be used for marking of goods in case of a customer order Currency Payment terms Due date Transport information NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 10

11 TOD+6++DDP:106 ALC+C++++FC:::Freight MOA+8:250 TAX+VAT+++:::25+S LIN+10' PIA :NO :SA IMD+F++:::Description' QTY+46:8:PAK' QTY+47:10,26:M2' MOA+203:697,68 PRI+AAB:85::1:M2 RFF+ON:42770:1 RFF+VN:3081:10 RFF+AAK:30811:10 TAX+VAT+++:::25+S ALC+A+++1+PAR:::Partner discount PCD+3:20 UNS+S' CNT+2:1' MOA+79:697,68 MOA+131:250,00 MOA+125:947,68 MOA+124:236,92 MOA+165:0,40 MOA+86:1185,00 TAX+7+VAT+++:::25+S MOA+125:947,68 MOA+124:236,92 UNT+48+1' UNZ ' DDP=Terms of delivery with Incoterms Freight as charge Charge amount VAT tax rate for charge 10= Line item number NOBB number for article and vendors article numer Article description 8=Delivered quantity 10,26=Invoiced quantity Net line amount 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 VAT tax rate for article Discount with and text Discount percentage Section delimiter 1=Number of item lines Sum of net line amounts Sum of charges and discounts at header level VAT bases VAT amount Rounding value Invoice total inclusive VAT Specification of VAT for this VAT rate VAT base for this VAT rate VAT amount for this VAT rate 48=Number of segments 1=Reference in UNH 1=One message in this envelope 88001=Message reference (same as in UNB) NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: 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 NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: 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 3 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 NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: 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 NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 14

15 6. SEGMENT DIAGRAM 1 Level 0 UNA R UNB R UNH R BGM M Level 1 DTM M ALI D ALI O FTX O NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 15

16 1 2 Level 0 SG1 R SG2 R SG6 O SG7 R Level 1 RFF M NAD R TAX R CUX M SG3 R SG5 O Level 2 DTM D LOC D FII D RFF R CTA R DTM D Level 3 COM O NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 16

17 2 3 Level 0 SG7 O SG8 D SG9 O SG12 D SG14 O Level 1 CUX M R PYT R TDT R TOD R PAC R SG15 R Level 2 DTM D DTM O PCD D MOA O LOC O PCI R NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 17

18 3 5 Level 0 Level 1 SG16 O ALC R SG26 R LIN R SG19 D SG20 D SG22 D Level 2 PCD R MOA R TAX R PIA O IMD D IMD O QTY R Level 3 MOA D NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 18

19 4 SG27 R Level 2 QTY O ALI O ALI O DTM D GIN O FTX O MOA R NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 19

20 6 SG29 O SG30 O SG34 O SG35 O SG39 O Level 2 PRI R RFF R TAX R NAD M ALC R SG38 O SG41 D Level 3 DTM O MOA O LOC O CTA R PCD R Level 4 COM O NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 20

21 Level 3 7 SG42 D MOA R SG44 O TAX R Level 4 MOA O NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 21

22 Level 2 8 SG45 O TDT R SG47 O TOD R Level 3 LOC O NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 22

23 5 Level 0 UNS R UNT R UNZ M SG50 R SG52 R Level 1 CNT O MOA R TAX R Level 2 MOA R MOA R MOA R NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 23

24 7. 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. NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 24

25 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:+.?*' NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 25

26 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: : : : ' NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 26

27 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 NeB01 Nordic ebuilding 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:Neb01' NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 27

28 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 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 NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 28

29 DTM M 4 1 Date/time/period DTM C507 Date/time/period M M 2005 Date or time or period function M an..3 R an..3 Primary s qualifier 137 Document/message date/time 3 Invoice date/time 35 Delivery date/time, actual Secondary s 11 Despatch date and or time 17 Delivery date/time, estimated 131 Tax point date 158 Horizon start date 159 Horizon end date 157 Validity start date 64 Delivery date/time, earliest 63 Delivery date/time, latest 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 NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 29

30 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' NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 30

31 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' NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 31

32 FTX O 6 1 Free text FTX 4451 Text subject qualifier M an..3 M an..3 Free Text Qualifier DIN Delivery instructions TRA Transportation information AAG Party instructions PUR Purchasing information SUR Supplier remarks GEN Entire transaction set Text for Sweden " Företaget innehar F-skattsedel" use GEN REG Regulatory information Text for Sweden "Omvänd skattskyldighet för byggtjänster gäller" use REG 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 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+DIN+++AAC Undantag Artikel 28c (A) i directiv 77/388/EC:A:A:A:A+SV' NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 32

33 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" Secondary s AAG Offer number PL Price list number AFZ Situation number Situation number = Project agreement AER Project specification number Project specification number = project name ADE Account number ADT Group accounting AOU Cost account CT Contract number COF Call off order number UC Ultimate customer's reference 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 AAI Bank's individual interbank transaction reference number CU Consignor's reference number El branschen I Norge MS Message sender FT Free zone identifier ATS External object reference 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 NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 33

34 1060 Revision identifier C an..6 N Not used RFF+ON:55625' NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 34

35 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 NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 35

36 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 The usage of SU is recommended. For compatibility reasons also SE is supported. Both s are considered to express the same semantic content. SE - party selling merchandise to a buyer. SU - party which manufacturers or otherwise has possession of goods, and consigns or makes them available in trade. DP Delivery party IV Invoicee FH Seller as officially registered Secondary s SE Seller SF Ship from CA Carrier CN Consignee ST Ship to ST qualifier is a synonym for CN=Consignee 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 In most cases it will be sufficient to use C082 for identification of invoicee. If not, C080 and following data elements should be used (structured address). The preferred version is the structured address Party identifier M an..35 R an..35 GLN is recomended Or agreed on with party Seg NAD DP, this field could be blank 1131 Code list identification C an..17 N Not used 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 NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 36

37 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 O 3036 Party name M an..35 R an..35 Buyer's 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 If available 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 3042 Street and number or post office box identifier M an..35 R an..35 C an..35 O an..35 see 3042 # 1 C an..35 N Not used C an..35 N Not used 3164 City name C an..35 O an..35 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 3228 Country sub-entity name C an..70 N Not used 3251 Postal identification C an..17 O an Country name C an..3 O an..3 Use this element if the qualifier is other than *SE*. NAD+BY ::9++Skoogs AB:A+Tallvägen 45:A+Xstad SE' NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 37

38 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 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 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 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 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' NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 38

39 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 FII D 3 2 Financial institution information FII 3035 Party function qualifier M an..3 R an..3 RH Seller's financial institution C078 Account holder identification C R 3194 Account holder identifier C an..35 R an Account holder name C an..35 O an..35 Plusgiro Bankgiro Iban 3192 Account holder name C an..35 N Not used 6345 Currency identification C an..3 O an..3 Valutakod enl ISO 4217 C088 Institution identification C N 3433 Institution name C an..11 N Not used 1131 Code list identification C an..17 N Not used 3434 Institution branch identifier C an..17 N Not used 1131 Code list identification C an..17 N Not used 3432 Institution name C an..70 N Not used 3436 Institution branch location name C an..70 N Not used 3207 Country name Use only to define additonal information for Supplier/Seller FII+RH :Plusgiro::SEK' NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 39

40 0270 SG3 R 5 2 RFF RFF R 1 2 Reference RFF 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 ' NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 40

41 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' NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 41

42 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 NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 42

43 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 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 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 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 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 NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 43

44 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' NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 44

45 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' NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 45

46 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 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' NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 46

47 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' NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 47

48 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' NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 48

49 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 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' NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 49

50 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' NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 50

51 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 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' NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 51

52 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' NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 52

53 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 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 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 NORDIC ebuilding EDIFACT INVOIC /UN D.03A S3 Issue date: Page: 53