EDI Implementation Guide - fsc.va.govfor use within the context of an Electronic Data Interchange...

EDI Implementation Guide

Transaction Set

810

Version 5010 Inbound Invoice

Revised – October 2018

Financial Services Center ANSI X.12 V 005010 810 Implementation Guide

OAL-IPPS-5010-GUIDELINES (005010) 2 October 10, 2018

Contact Information

VA FSC Electronic Commerce Division may be contacted through the following methods

Production Support Team

Email: [email protected] Phone: 512.460.5311 Technical Support Sarah Snyder IT Specialist, EDI 512-460-5332 [email protected] Development and testing

Stephen Bodnarchuk Systems Architect / Developer 512-460-5085 [email protected]

Trading Partner IDs

The VA FSC ECD team uses the following IDs for COMMERCIAL INVOICES:

ISA Qualifier: ZZ

ISA ID: VAFSCEDIPROD1

GS ID: VAFSCEDIPROD1

EDI Delimiters

The VA FSC ECD team uses the following delimiters

Segment Terminator: Hex 7E (~ Tilde)

Element Separator: Hex 5E (^ Caret)

Sub Element Separator: Hex 7C (| Pipe)

All data segments are sent wrapped unless otherwise requested. If an alternative delimiter set is

needed please let the ECD team know during testing.

mailto:[email protected]





810 Invoice

Functional Group ID=IN

Introduction:

This X12 Transaction Set contains the format and establishes the data contents of the Invoice Transaction Set (810)

for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to

provide for customary and established business and industry practice relative to the billing for goods and services

provided.

Heading:

Pos. Seg. Req. Loop Notes and

No. ID Name Des. Max.Use Repeat Comments

M 0100 ST Transaction Set Header M 1 M 0200 BIG Beginning Segment for Invoice M 1

0300 NTE Note/Special Instruction O 100

0500 REF Reference Information O 12

LOOP ID - N1 200 M 0700 N1 Party Identification M 1

0800 N2 Additional Name Information O 2 M 0900 N3 Party Location M 2 M 1000 N4 Geographic Location M 1

1100 REF Reference Information O 12 M 1200 PER Administrative Communications Contact M 3

M 1300 ITD Terms of Sale/Deferred Terms of Sale M >1

1400 DTM Date/Time Reference M 10

Detail:



LOOP ID - IT1 200000 M 0100 IT1 Baseline Item Data (Invoice) M 1

0400 TXI Tax Information O >1

0590 MEA Measurements O 40

LOOP ID - PID 1000 M 0600 PID Product/Item Description M 1

1200 REF Reference Information O >1

1500 DTM Date/Time Reference C 10

LOOP ID - SAC >1



1800 SAC Service, Promotion, Allowance, or Charge Information

O 1

Summary:



M 0100 TDS Total Monetary Value Summary M 1

0200 TXI Tax Information O >1

LOOP ID - SAC >1

0400 SAC Service, Promotion, Allowance, or Charge

Information O 1

M 0700 CTT Transaction Totals M 1 n1 M 0800 SE Transaction Set Trailer M 1

Transaction Set Notes

1. Number of line items (CTT01) is the accumulation of the number of IT1 segments. If used CTT02 is the hash

total of the quantities invoiced (IT102) for each IT1 segment.



Segment: ST Transaction Set Header

Position: 0100

Loop:

Level: Heading

Usage: Mandatory

Max Use: 1

Purpose: To indicate the start of a transaction set and to assign a control number

Syntax Notes:

Semantic Notes: 1 The transaction set identifier (ST01) is used by the translation routines of the

interchange partners to select the appropriate transaction set definition (e.g., 810

selects the Invoice Transaction Set).

2 The implementation convention reference (ST03) is used by the translation routines

of the interchange partners to select the appropriate implementation convention to

match the transaction set definition. When used, this implementation convention

reference takes precedence over the implementation reference specified in the GS08.

Comments:

Business Rules: Variable Name: STST

Data Element Summary

Ref. Data

Des. Element Name Attributes

M ST01 143 Transaction Set Identifier Code M 1 ID 3/3 Code uniquely identifying a Transaction Set

Refer to 005010 Data Element Dictionary for acceptable code values.

M ST02 329 Transaction Set Control Number M 1 AN 4/9 Identifying control number that must be unique within the transaction set

functional group assigned by the originator for a transaction set ST03 1705 Implementation Convention Reference O 1 AN 1/35

Reference assigned to identify Implementation Convention



Segment: BIG Beginning Segment for Invoice

Position: 0200

Loop:

Level: Heading

Usage: Mandatory

Max Use: 1

Purpose: To indicate the beginning of an invoice transaction set and transmit identifying numbers

and dates

Syntax Notes:

Semantic Notes: 1 BIG01 is the invoice issue date.

2 BIG03 is the date assigned by the purchaser to purchase order.

Comments: 1 BIG07 is used only to further define the type of invoice when needed.


Ref. Data


M BIG01 373 Date M 1 DT 8/8 Date expressed as CCYYMMDD where CC represents the first two digits of

the calendar year EDI Creation Date

M BIG02 76 Invoice Number M 1 AN 1/22 Identifying number assigned by issuer

M BIG03 373 Date M 1 DT 8/8 Date expressed as CCYYMMDD where CC represents the first two digits of

the calendar year Invoice Date

M BIG04 324 Purchase Order Number M 1 AN 1/22 Identifying number for Purchase Order assigned by the orderer/purchaser

Department of Veterans Affairs original purchase order number provided by

purchasing Agent/Station.

An invalid Purchase Order Number may cause the invoice to be rejected back

to the sender for correction.

A Valid PO# consists of a 9 digit alpha-numeric combinations

(e.g., 123C59876).

Where "123" = the Station Number

"C" = PO type

"5" = Fiscal Year

"9876" = Unique #

Note: The "C" and the "5" may be inverted if needed for a unique value.

A valid purchase order number is required for payment. An invalid purchase

order number may result in a delayed payment. BIG07 640 Transaction Type Code O 1 ID 2/2

Code specifying the type of transaction

Used only for Credit Memos.

CR Credit Memo



Segment: NTE Note/Special Instruction

Position: 0300

Loop:

Level: Heading

Usage: Optional

Max Use: 100

Purpose: To transmit information in a free-form format, if necessary, for comment or special

instruction

Syntax Notes:

Semantic Notes:

Comments: 1 The NTE segment permits free-form information/data which, under ANSI X12

standard implementations, is not machine processible. The use of the NTE segment

should therefore be avoided, if at all possible, in an automated environment.


Ref. Data


NTE01 363 Note Reference Code O 1 ID 3/3

Code identifying the functional area or purpose for which the note applies

GEN Entire Transaction Set

NTE02 352 Description O 1 AN 1/80

A free-form description to clarify the related data elements and their content



Segment: REF Reference Information

Position: 0500

Loop:

Level: Heading

Usage: Optional

Max Use: 12

Purpose: To specify identifying information

Syntax Notes: 1 REF02 is required.

Semantic Notes:

Comments:

Notes: The vendor DUNS Number must be provided in either the header or N1 Remit-To loop.

The VA Contract number is required for payment of an invoice The Job (Project)

Number is required on all construction invoices and must be provided at either the header

or line level.


Ref. Data


M REF01 128 Reference Identification Qualifier M 1 ID 2/3 Code qualifying the Reference Identification

For a complete list of codes currently supported, refer to APPENDIX A:

Supported Reference Identification Qualifier values, provided in this

document. AD

AN

FG

Acceptable Source DUNS Number

Associated Purchase Order

Fund Identification Number JB

SE Job (Project) Number

Serial Number VC Vendor Contract Number

VR Vendor ID Number

REF02 127 Reference Identification X 1 AN 1/50

Reference information as defined for a particular Transaction Set or as

specified by the Reference Identification Qualifier The value in REF 01 (See Appendix A) corresponds to the value provided in

REF 02.

When REF01 = "AD" then REF02 =Vendor DUNS Number

When REF01 = “AN” then REF02 = Distribution Fee Certified PO Number for

MSPV contract orders

When REF01 = “FG” then REF02 = Fund Control Point

When REF01 = "JB" then REF02 = Job (Project) Number

When REF01 = "SE" then REF02 = Serial Number

When REF01 = "VC" then REF02 = VA Contract Number

When REF01 = "VR" then REF02 = VA FSC Vendor ID

The vendor DUNS Number is a mandatory field

The VA Contract number is required for payment of an invoice

The Serial Number is a required field on all applicable Lease/Rental invoices.

The Job (Project) Number is a required field on all construction invoices.

Required data may be sent at either the header or the line level as needed. REF03 352 Description X 1 AN 1/80


The value in REF 01 (See Appendix A) corresponds to the value provided in

REF 02 and REF 03.

When REF01 = "AD" then REF03 = Third-party Source Transaction ID



Segment: N1 Party Identification

Position: 0700

Loop: N1 Mandatory

Level: Heading

Usage: Mandatory

Max Use: 1

Purpose: To identify a party by type of organization, name, and code

Syntax Notes: 1 N102 is required.

2 If either N103 or N104 is present, then the other is required.

Semantic Notes:

Comments: 1 This segment, used alone, provides the most efficient method of providing

organizational identification. To obtain this efficiency the "ID Code" (N104) must

provide a key to the table maintained by the transaction processing party.

Notes: Remit-to, Ship-to, and Bill-to information is required


Ref. Data


M N101 98 Entity Identifier Code M 1 ID 2/3 Code identifying an organizational entity, a physical location, property or an

individual Remit-to, Ship-to, and Bill-to information is required

BT Bill-to-Party

RI Remit To

SJ Service Provider

Identifies name and address information as pertaining to a

service provider for which billing is being rendered SO Sold To If Different From Bill To

ST Ship To

N102 93 Name X 1 AN 1/60

Free-form name

N103 66 Identification Code Qualifier X 1 ID 1/2

Code designating the system/method of code structure used for Identification

Code (67) IF N101 = "RI" and

IF N103 = "91" then

N104 = VENDOR TAX ID NUMBER 91 Assigned by Seller or Seller's Agent

N104 67 Identification Code X 1 AN 2/80

Code identifying a party or other code

VENDOR TAX ID NUMBER

IF N101 = "RI" and

IF N103 = "91"

N104 = VENDOR TAX ID NUMBER

VENDOR TAX ID NUMBER is required for payment



Segment: N2 Additional Name Information

Position: 0800

Loop: N1 Mandatory

Level: Heading

Usage: Optional

Max Use: 2

Purpose: To specify additional names

Syntax Notes:

Semantic Notes:

Comments:


Ref. Data


M N201 93 Name M 1 AN 1/60 Free-form name

N202 93 Name O 1 AN 1/60

Free-form name



Segment: N3 Party Location

Position: 0900

Loop: N1 Mandatory

Level: Heading

Usage: Mandatory

Max Use: 2

Purpose: To specify the location of the named party

Syntax Notes:

Semantic Notes:

Comments:


Ref. Data


M N301 166 Address Information M 1 AN 1/55 Address information

N302 166 Address Information O 1 AN 1/55

Address information



Segment: N4 Geographic Location

Position: 1000

Loop: N1 Mandatory

Level: Heading

Usage: Mandatory

Max Use: 1

Purpose: To specify the geographic place of the named party

Syntax Notes:

Semantic Notes:

Comments: 1 N402 is required only if city name (N401) is in the U.S. or Canada.

2 N404 is required only if city name (N401) is outside the U.S. or Canada.


Ref. Data


M N401 19 City Name M 1 AN 2/30 Free-form text for city name

CITY NAME M N402 156 State or Province Code M 1 ID 2/2 Code (Standard State/Province) as defined by appropriate government agency

STATE M N403 116 Postal Code M 1 ID 3/15 Code defining international postal zone code excluding punctuation and blanks

(zip code for United States)

ZIP CODE N404 26 Country Code X 1 ID 2/3

Code identifying the country

A country code is required for any address outside of the United States. Please

provide a valid ISO Country Code




Position: 1100

Loop: N1 Mandatory

Level: Heading

Usage: Optional

Max Use: 12



Semantic Notes:

Comments:

Notes: The Vendor DUNS Number must be provided in either the header or N1 Remit-To loop


Ref. Data





document. AD Acceptable Source DUNS Number

VR Vendor ID Number

REF02 127 Reference Identification X 1 AN 1/50


specified by the Reference Identification Qualifier When REF01 = "AD" then REF02 =Vendor DUNS Number

When REF01 = "VR" then REF02 = VA FSC Vendor ID

The vendor DUNS Number is a mandatory field REF03 352 Description X 1 AN 1/80




Segment: PER Administrative Communications Contact

Position: 1200

Loop: N1 Mandatory

Level: Heading

Usage: Mandatory

Max Use: 3

Purpose: To identify a person or office to whom administrative communications should be directed

Syntax Notes: 1 If either PER03 or PER04 is present, then the other is required.

2 If either PER05 or PER06 is present, then the other is required.

3 If either PER07 or PER08 is present, then the other is required.

Semantic Notes:

Comments:

Notes: A Billing contact email address is required for payment processing.


Ref. Data


M PER01 366 Contact Function Code M 1 ID 2/2 Code identifying the major duty or responsibility of the person or group named

AR Accounts Receivable Department

BD Buyer Name or Department

BI Bill Inquiry Contact

Service Provider contact for making inquires about

information on the invoice EA EDI Coordinator

UR Ultimate Receiver

M PER02 93 Name M 1 AN 1/60 Free-form name

PER03 365 Communication Number Qualifier X 1 ID 2/2

Code identifying the type of communication number

TE Telephone

PER04 364 Communication Number X 1 AN 1/256

Complete communications number including country or area code when

applicable Contact Telephone Number

M PER05 365 Communication Number Qualifier M 1 ID 2/2 Code identifying the type of communication number

EA Internet Email Address

Internet based electronic mail address with a structure of

"ADDRESSEE @ DOMAIN NAME . DOMAIN NAME

EXTENSION" M PER06 364 Communication Number M 1 AN 1/256 Complete communications number including country or area code when

applicable Email Address

PER07 365 Communication Number Qualifier X 1 ID 2/2

Code identifying the type of communication number

FX Facsimile

PER08 364 Communication Number X 1 AN 1/256



Complete communications number including country or area code when

applicable Contact Fax Number



Segment: ITD Terms of Sale/Deferred Terms of Sale

Position: 1300

Loop:

Level: Heading

Usage: Mandatory

Max Use: >1

Purpose: To specify terms of sale

Syntax Notes: 1 If ITD03 is present, then ITD04 and ITD05 are required.

Semantic Notes:

Comments:

Notes: When a discount is offered then ITD03 and ITD04 MUST be present

A value in the ITD06 representing the invoice due date is required


Ref. Data


ITD01 336 Terms Type Code O 1 ID 2/2

Code identifying type of payment terms

01 Basic

ITD02 333 Terms Basis Date Code O 1 ID 1/2

Code identifying the beginning of the terms period

5 Invoice Receipt Date

ITD03 338 Terms Discount Percent O 1 R 1/6

Terms discount percentage, expressed as a percent, available to the purchaser if

an invoice is paid on or before the Terms Discount Due Date Applicable discount percentage

ITD04 370 Terms Discount Due Date X 1 DT 8/8

Date payment is due if discount is to be earned expressed in format

CCYYMMDD where CC represents the first two digits of the calendar year Due date for discount to apply

ITD05 351 Terms Discount Days Due X 1 N0 1/3

Number of days in the terms discount period by which payment is due if terms

discount is earned Days allowed from invoice date for discount to apply

M ITD06 446 Terms Net Due Date M 1 DT 8/8 Date when total invoice amount becomes due expressed in format

CCYYMMDD where CC represents the first two digits of the calendar year Net Due date for invoice is required

ITD07 386 Terms Net Days O 1 N0 1/3

Number of days until total invoice amount is due (discount not applicable)

Net due days



Segment: DTM Date/Time Reference

Position: 1400

Loop:

Level: Heading

Usage: Mandatory

Max Use: 10

Purpose: To specify pertinent dates and times

Syntax Notes: 1 DTM02 is required.

Semantic Notes:

Comments:

Notes: A ship date is required on all product invoices at either the header or line item level. Line

item ship dates are preferred.

Invoice period Start (186) and End (187) dates are required on all service or rental

invoices in addition to line item service period start (150) and end (151) dates when

different from the header level.


Ref. Data


M DTM01 374 Date/Time Qualifier M 1 ID 3/3 Code specifying type of date or time, or both date and time

004 Purchase Order

011 Shipped

146 Closing Date

177 Cancellation

Date on which the coverage or service is no longer in

force 186 Invoice Period Start

When the billing period covered by an invoice begins

187 Invoice Period End

When the billing period covered by an invoice ends

211 Service Requested

When warranty repair service was requested

370 Actual Departure Date

572 Date Property Sold

604 Withdrawn

801 Acquisition Date

904 Approval/Offer

DTM02 373 Date X 1 DT 8/8

Date expressed as CCYYMMDD where CC represents the first two digits of

the calendar year When DTM01 = "004" then DTM02 = Purchase Order date

When DTM01 = "011" then DTM02 = Date item shipped

When DTM01 = "146" then DTM02 = Close date

When DTM01 = "177" then DTM02 = Cancel date

When DTM01 = "186" then DTM02 = Invoice period Start date

When DTM01 = "187" then DTM02 = Invoice period End date

Invoice start (186) and end (187) dates are required on all service or rental

invoices

When DTM01 = "211" then DTM02 = Initiation date



When DTM01 = "370" then DTM02 = Vacate date

When DTM01 = "572" then DTM02 = Resale date

When DTM01 = "604" then DTM02 = Fall Thru date

When DTM01 = "801" then DTM02 = Acquisition date

When DTM01 = "904" then DTM02 = Offer date DTM03 337 Time X 1 TM 4/8

Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or

HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-

59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds

are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)



Segment: IT1 Baseline Item Data (Invoice)

Position: 0100

Loop: IT1 Mandatory

Level: Detail

Usage: Mandatory

Max Use: 1

Purpose: To specify the basic and most frequently used line item data for the invoice and related

transactions

Syntax Notes: 1 If any of IT102 IT103 or IT104 is present, then all are required.

2 If either IT106 or IT107 is present, then the other is required.




6 If either IT114 - 24 or IT115 - 25 is present, then the other is required.

Semantic Notes: 1 IT101 is the line item identification.

Comments: 1 Element 235/234 combinations should be interpreted to include products and/or

services. See the Data Dictionary for a complete list of IDs.

2 IT106 through IT125 provide for ten different product/service IDs for each item. For

example: Case, Color, Drawing No., U.P.C. No., ISBN No., Model No., or SKU.

Notes: IT1 14 - IT1 25 may be used to send additional data associated with a line item. Please

coordinate with the VA FSC ECD Team to ensure the data is captured correctly.


Ref. Data


M IT101 350 Assigned Identification M 1 AN 1/20 Alphanumeric characters assigned for differentiation within a transaction set

A consecutive number for each line invoiced (001, 002, 003. etc.).

M IT102 358 Quantity Invoiced M 1 R 1/15 Number of units invoiced (supplier units)

M IT103 355 Unit or Basis for Measurement Code M 1 ID 2/2 Code specifying the units in which a value is being expressed, or manner in

which a measurement has been taken For a list of codes currently supported, refer to APPENDIX B: "Supported Unit

or Basis for Measurement Codes", provided at the end of this document. M IT104 212 Unit Price M 1 R 1/17 Price per unit of product, service, commodity, etc.

A decimal point is required in this field. The VA FSC currently supports up to

four decimal places. Examples (140.25, 250.00, 0.03, 0.0004)

IT105

IT106

639

235

Basis of Unit Price Code

Code identifying the type of unit price for an item

Required on MSPV-NG invoices if Distribution Fees apply

“CT” = Bulk Distribution Fee

“LE” = Low Unit of Measure Distribution Fee

CT Contract

LE Catalog Price per Each

Product/Service ID Qualifier

O

X

1

1

ID 2/2

ID 2/2

Code identifying the type/source of the descriptive number used in

Product/Service ID (234)

The Purchase Order is required on all MSPV-NG Distribution Fee Invoices PO

VC Purchase Order Number

Vendor's (Seller's) Catalog Number



VP Vendor’s (Seller’s) Part Number IT107 234 Product/Service ID X 1 AN 1/48

Identifying number for a product or service

When IT106 = “PO” Then IT107 = Original product Purchase Order Number

(MSPV-NG Only)

When IT106 = “VC” Then IT107 = Vendor Catalog Number

When IT106 = “VP” Then IT107 = Vendors Part Number IT108 235 Product/Service ID Qualifier X 1 ID 2/2


Product/Service ID (234) CR Contract Number

IT109 234 Product/Service ID X 1 AN 1/48


Vendor Contract Number

IT110 235 Product/Service ID Qualifier X 1 ID 2/2


Product/Service ID (234) SN Serial Number



A Serial Number is required on all applicable service invoices

Example: Equipment lease or rental

IT112 235 Product/Service ID Qualifier X 1 ID 2/2


Product/Service ID (234) VN Vendor's (Seller's) Item Number



Vendor Product Number

IT114 - 24 235 Product/Service ID Qualifier X 1 ID 2/2


Product/Service ID (234) Additional values as needed coordinated with the VA FSC ECD Team

Refer to 005010 Data Element Dictionary for acceptable code values.

IT115 - 25 234 Product/Service ID X 1 AN 1/48


Additional values as needed coordinated with the VA FSC ECD Team



Segment: TXI Tax Information

Position: 0400

Loop: IT1 Mandatory

Level: Detail

Usage: Optional

Max Use: >1

Purpose: To specify tax information

Syntax Notes: 1 TXI02 is required.

Semantic Notes: 1 TXI02 is the monetary amount of the tax.

2 TXI07 is a code indicating the relationship of the price or amount to the associated

segment.

Comments:


Ref. Data


M TXI01 963 Tax Type Code M 1 ID 2/2 Code specifying the type of tax

FT Federal Excise Tax

LS State and Local Sales Tax

LT Local Sales Tax (All Applicable Sales Taxes by Taxing

Authority Below the State Level) SL State and Local Tax

State and Local tax funds, exclusive of State and Local

Sales tax ST State Sales Tax

TXI02 782 Monetary Amount X 1 R 1/18

Monetary amount

A decimal point is required in this field. The VAFSC currently supports up to

four decimal places. Examples (140.25, 250.00, 0.03, 0.0004) TXI06 441 Tax Exempt Code X 1 ID 1/1

Code identifying exemption status from sales and use tax

6 Not Exempt, Not For Resale

TXI07 662 Relationship Code O 1 ID 1/1

Code indicating the relationship between entities

A Add

O Information Only

Charges which relate to but may not be included in or

added to the unit price of the SLN. (i.e., compute WATS

calculation based upon usage amounts)



Segment: MEA Measurements

Position: 0590

Loop: IT1 Mandatory

Level: Detail

Usage: Optional

Max Use: 40

Purpose: To specify physical measurements or counts, including dimensions, tolerances, variances,

and weights (See Figures Appendix for example of use of C001)

Syntax Notes: 1 At least one of MEA03 MEA05 MEA06 or MEA08 is required.

2 Only one of MEA04 or MEA12 may be present.

3 If MEA05 is present, then at least one of MEA04 or MEA12 is required.

4 If MEA06 is present, then at least one of MEA04 or MEA12 is required.

Semantic Notes: 1 MEA04 defines the unit of measure for MEA03, MEA05, and MEA06.

Comments:

Notes: This segment is used to report required metered counts on invoices that charge per units

used. For example:

* A copier invoice that bills for copies used.

* Medical equipment that bills for usage.

* Taxi or delivery services billing for miles driven.

For further clarification see the contact information provided on page two of this

document.


Ref. Data


MEA01 737 Measurement Reference ID Code O 1 ID 2/2

Code identifying the broad category to which a measurement applies

AA Meter reading-beginning actual/ending actual

MEA02 738 Measurement Qualifier O 1 ID 1/3

Code identifying a specific product or process characteristic to which a

measurement applies UG Usage

MEA03 739 Measurement Value X 1 R 1/20

The value of the measurement

Total units charged

MEA04 C001 Composite Unit of Measure X 1

To identify a composite unit of measure (See Figures Appendix for examples

of use) M C00101 355 Unit or Basis for Measurement Code M ID 2/2

Code specifying the units in which a value is being expressed, or manner in

which a measurement has been taken EA Each

C00103 649 Multiplier O R 1/10

Value to be used as a multiplier to obtain a new value

MEA05 740 Range Minimum X 1 R 1/20

The value specifying the minimum of the measurement range

Beginning meter read

MEA06 741 Range Maximum X 1 R 1/20

The value specifying the maximum of the measurement range

Ending meter read



Segment: PID Product/Item Description

Position: 0600

Loop: PID Mandatory

Level: Detail

Usage: Mandatory

Max Use: 1

Purpose: To describe a product or process in coded or free-form format

Syntax Notes: 1 PID05 is required.

Semantic Notes:

Comments: 1 If PID01 equals "F", then PID05 is used.

Notes: A description is required for each line item provided.


Ref. Data


M PID01 349 Item Description Type M 1 ID 1/1 Code indicating the format of a description

F Free-form

M PID05 352 Description M 1 AN 1/80 A free-form description to clarify the related data elements and their content

Item or Service Description required




Position: 1200

Loop: IT1 Mandatory

Level: Detail

Usage: Optional

Max Use: >1



Semantic Notes:

Comments:

Notes: The Job (Project) Number is required on all construction invoices and must be provided

at either the header or line level.


Ref. Data





document. REF02 127 Reference Identification X 1 AN 1/50


specified by the Reference Identification Qualifier The value in REF 01 (See Appendix A) corresponds to the value provided in

REF 02.

The Serial Number is a required field on all applicable Lease/Rental invoices.

The Job (Project) number is a required field on all construction invoices.

Required data may be sent at either the header or the line level as needed. REF03 352 Description X 1 AN 1/80




Segment: DTM Date/Time Reference

Position: 1500

Loop: IT1 Mandatory

Level: Detail

Usage: Conditional

Max Use: 10

Purpose: To specify pertinent dates and times

Syntax Notes: 1 DTM02 is required.

Semantic Notes:

Comments:

Notes: A ship date is required on all product invoices at either the header or line item level. Line

item ship dates are preferred.

Service Period Start (150) and End (151) dates are required on all service or rental

invoice line items when different from the DTM at the header level.


Ref. Data


M DTM01 374 Date/Time Qualifier M 1 ID 3/3 Code specifying type of date or time, or both date and time

004 Purchase Order

011 Shipped

146 Closing Date

150 Service Period Start

151 Service Period End

177 Cancellation

Date on which the coverage or service is no longer in

force 211 Service Requested

When warranty repair service was requested

370 Actual Departure Date

572 Date Property Sold

604 Withdrawn

801 Acquisition Date

904 Approval/Offer

DTM02 373 Date X 1 DT 8/8

Date expressed as CCYYMMDD where CC represents the first two digits of

the calendar year When DTM01 = "004" then DTM02 = Purchase Order date

When DTM01 = "011" then DTM02 = Date item shipped

When DTM01 = "146" then DTM02 = Close date

When DTM01 = "150" then DTM02 = Service period Start date

When DTM01 = "151" then DTM02 = Service period End date

Service start (150) and end (151) dates are required on all service or rental

invoices

When DTM01 = "177" then DTM02 = Cancel date

When DTM01 = "211" then DTM02 = Initiation date

When DTM01 = "370" then DTM02 = Vacate date

When DTM01 = "572" then DTM02 = Resale date

When DTM01 = "604" then DTM02 = Fall Thru date

When DTM01 = "801" then DTM02 = Acquisition date



When DTM01 = "904" then DTM02 = Offer date DTM03 337 Time X 1 TM 4/8

Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or

HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-

59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds

are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)



Segment: SAC Service, Promotion, Allowance, or Charge Information

Position: 1800

Loop: SAC Optional

Level: Detail

Usage: Optional

Max Use: 1

Purpose: To request or identify a service, promotion, allowance, or charge; to specify the amount

or percentage for the service, promotion, allowance, or charge

Syntax Notes: 1 SAC02 is required.

Semantic Notes: 1 If SAC01 is "A" or "C", then SAC05 is required.

2 SAC05 is the total amount for the service, promotion, allowance, or charge.

Comments:

Notes: Freight and miscellaneous charges should appear at the line item level.

When SAC01 is present an accompanying description is required in the SAC15


Ref. Data


M SAC01 248 Allowance or Charge Indicator M 1 ID 1/1 Code which indicates an allowance or charge for the service specified

A Allowance

C Charge

N No Allowance or Charge

M SAC02 1300 Service, Promotion, Allowance, or Charge Code M 1 ID 4/4 Code identifying the service, promotion, allowance, or charge

Use of any SAC code requires an associated description in an accompanying

SAC15. A172 Administrative

C210 Determined Freight

D180 Freight Based on Dollar Minimum

D200 Freight Charges to Destination

D230 Freight Surcharge

D240 Freight

D270 Fuel Surcharge

D750 Inbound Freight Charges

D980 Insurance

F050 Other (See related description)

G830 Shipping and Handling

H080 Special Freight Supplements

I500 Vendor Freight

R060 Packing, Crating, and Handling Charge

M SAC05 610 Amount M 1 N2 1/15 Monetary amount

A default of two decimal places is implied. No decimal point is required

SAC15 352 Description X 1 AN 1/80




Segment: TDS Total Monetary Value Summary

Position: 0100

Loop:

Level: Summary

Usage: Mandatory

Max Use: 1

Purpose: To specify the total invoice discounts and amounts

Syntax Notes:

Semantic Notes: 1 TDS01 is the total amount of invoice (including charges, less allowances) before

terms discount (if discount is applicable).

2 TDS02 indicates the amount upon which the terms discount amount is calculated.

Comments: 1 TDS02 is required if the dollar value subject to discount is not equal to the dollar

value of TDS01.


Ref. Data


M TDS01 610 Amount M 1 N2 1/15 Monetary amount

Total amount due. A default of two decimal places is implied. No decimal

point is required TDS02 610 Amount O 1 N2 1/15

Monetary amount

Total amount due when discount terms are met (Discount amount due)

A default of two decimal places is implied. No decimal point is required



Segment: TXI Tax Information

Position: 0200

Loop:

Level: Summary

Usage: Optional

Max Use: >1

Purpose: To specify tax information

Syntax Notes: 1 TXI02 is required.

Semantic Notes: 1 TXI02 is the monetary amount of the tax.

2 TXI07 is a code indicating the relationship of the price or amount to the associated

segment.

Comments:

Notes: Use for payable taxes that were not included at the line item level


Ref. Data


M TXI01 963 Tax Type Code M 1 ID 2/2 Code specifying the type of tax

CT

FT County Tax

Federal Excise Tax

LS State and Local Sales Tax

LT Local Sales Tax (All Applicable Sales Taxes by Taxing

Authority Below the State Level) SL State and Local Tax

State and Local tax funds, exclusive of State and Local

Sales tax

ST

SU State Sales Tax

Sales and Use Tax

Tax on Equipment and Service provided TXI02 782 Monetary Amount X 1 R 1/18

Monetary amount

A decimal point is required in this field. The VA FSC currently supports up to

four decimal places. Examples (140.25, 250.00, 0.03, 0.0004) TXI06 441 Tax Exempt Code X 1 ID 1/1

Code identifying exemption status from sales and use tax

6 Not Exempt, Not For Resale

TXI07 662 Relationship Code O 1 ID 1/1

Code indicating the relationship between entities

A Add

O Information Only

Charges which relate to but may not be included in or

added to the unit price of the SLN. (i.e., compute WATS

calculation based upon usage amounts)



Segment: SAC Service, Promotion, Allowance, or Charge Information

Position: 0400

Loop: SAC Optional

Level: Summary

Usage: Optional

Max Use: 1

Purpose: To request or identify a service, promotion, allowance, or charge; to specify the amount

or percentage for the service, promotion, allowance, or charge

Syntax Notes: 1 SAC02 is required.

Semantic Notes: 1 If SAC01 is "A" or "C", then SAC05 is required.

2 SAC05 is the total amount for the service, promotion, allowance, or charge.

Comments:

Notes: Freight and miscellaneous charges should appear at the line item level.

Use for freight and miscellaneous charges that were not included at the line item level

When SAC01 is present an accompanying description is required in the SAC15


Ref. Data


M SAC01 248 Allowance or Charge Indicator M 1 ID 1/1 Code which indicates an allowance or charge for the service specified

A Allowance

C Charge

N No Allowance or Charge

M SAC02 1300 Service, Promotion, Allowance, or Charge Code M 1 ID 4/4 Code identifying the service, promotion, allowance, or charge

D200 Freight Charges to Destination

D240 Freight

F050 Other (See related description)

G830 Shipping and Handling

I500 Vendor Freight

M SAC05 610 Amount M 1 N2 1/15 Monetary amount

M SAC15 352 Description M 1 AN 1/80 A free-form description to clarify the related data elements and their content



Segment: CTT Transaction Totals

Position: 0700

Loop:

Level: Summary

Usage: Mandatory

Max Use: 1

Purpose: To transmit a hash total for a specific element in the transaction set

Syntax Notes: 1 If either CTT03 or CTT04 is present, then the other is required.

2 If either CTT05 or CTT06 is present, then the other is required.

Semantic Notes:

Comments: 1 This segment is intended to provide hash totals to validate transaction completeness

and correctness.


Ref. Data


M CTT01 354 Number of Line Items M 1 N0 1/6 Total number of line items in the transaction set

CTT02 347 Hash Total O 1 R 1/10

Sum of values of the specified data element. All values in the data element will

be summed without regard to decimal points (explicit or implicit) or signs.

Truncation will occur on the left most digits if the sum is greater than the

maximum size of the hash total of the data element.

Example:

-.0018 First occurrence of value being hashed.

.18 Second occurrence of value being hashed.

1.8 Third occurrence of value being hashed.

18.01 Fourth occurrence of value being hashed.

18E2 Fifth occurrence of value being hashed.

--------

1873 Hash Total



Segment: SE Transaction Set Trailer

Position: 0800

Loop:

Level: Summary

Usage: Mandatory

Max Use: 1

Purpose: To indicate the end of the transaction set and provide the count of the transmitted

segments (including the beginning (ST) and ending (SE) segments)

Syntax Notes:

Semantic Notes:

Comments: 1 SE is the last segment of each transaction set.


Ref. Data


M SE01 96 Number of Included Segments M 1 N0 1/10 Total number of segments included in a transaction set including ST and SE

segments M SE02 329 Transaction Set Control Number M 1 AN 4/9 Identifying control number that must be unique within the transaction set

functional group assigned by the originator for a transaction set



Appendix – A

Supported Reference Identification Qualifier Codes

The following codes are currently used as Reference Identification Qualifier Codes by the Department of

Veterans Affairs, Financial Service Center, Electronic Commerce Division on all ANSI X.12 transactions.

New codes are added to this list as requested by vendors or based on business needs. If you would like

to add a valid ANSI X.12 Reference Identification Qualifier Code to this list, please notify the ECD team

during testing.

X.12 CODE DESCRIPTION

23 Client Number ACC Status AD Acceptable Source DUNS Number AI Associated Invoices AN Associated Purchase Order

CR Customer Reference Number CT Contract Number DD Document Identification Code

DF Defense Federal Acquisition Regulations (DFAR) FG Fund Identification Number

JB Job (Project) Number K5 Task Order LT Lot Number OK Offer Group SE Serial Number SN Seal Number TN Transaction Reference Number TY Policy Type VC Vendor Contract Number

VR Vendor ID Number

Any additional Reference qualifier codes sent will not be captured for processing unless the ECD

team is notified in advance and they are added to the list.



Appendix B

Supported Unit or Basis for Measurement Codes

The following codes are currently used as Unit or Basis for Measurement codes by the Department of

Veterans Affairs, Financial Service Center, Electronic Commerce Division on all ANSI X.12 transactions.

New codes are added to this list as requested by vendors or based on business needs. If you would like

to add a valid ANSI X.12 Unit or Basis for Measurement codes to this list, please notify the ECD team

during testing.

X.12 Code DESCRIPTION

10 GROUP

11 OUTFIT

12 PACKET

13 RATION

14 SHOT

15 STICK

AA BALL

AM AMPOULE

AS ASSORTMENT

AY ASSEMBLY

BA BALE

BD BUNDLE

BF BOARD FOOT

BG BAG

BI BAR

BK BOOK

BM BOLT

BO BOTTLE

BR BARREL

BX BOX

CA CASE

CB CARBOY

CF CUBIC FOOT

CH CONTAINER

CJ CONE

CL CYLINDER

CN CAN

CQ CARTRIDGE

CR CUBIC METER

CT CARTON

CX COIL



CY CUBIC YARD

DA DAY

DI DISPENSER

DR DRUM

DZ DOZEN

EA DOSE

EA EACH

EA FEE

EA SERVICE

FT FOOT

GA GALLON

GM GRAM

GS GROSS

HA HANK

HR HOUR

HU HUNDRED

IN INCH

JA JOB

JR JAR

KA CAKE

KG KILOGRAM

KT KIT

LB POUND

LF LINEAR FOOT

LN LENGTH

LO LOT

LT LITER

MO MONTH

OZ OUNCE

PA PAIL

PC PIECE

PD PAD

PH PACKAGE

PK PACK

PK PACKAGE

PP PLATE

PR PAIR

PT PINT

Q1 QUARTER (TIME)

Q3 MEAL

QT QUART

RE REEL

RL ROLL

RM REAM

SF SQUARE FOOT



SH SHEET

SJ SACK

SO SPOOL

SP SHELF PACK

ST SET

SV SKID

SW SKEIN

SY SQUARE YARD

TB TUBE

TH THOUSAND

TN TON

TO TROY OUNCE

TU TUBE

TY TRAY

TZ THOUSAND CUBIC FEET

UN UNIT

V1 FLAT

VI VIAL

WK WEEK

YD YARD

YR YEAR

Any additional Unit or Basis for Measurement codes sent will not be captured for processing

unless the ECD team is notified in advance and they are added to the list.

EDI Implementation Guide - fsc.va.govfor use within the context of an Electronic Data Interchange...

Documents

Transcript of EDI Implementation Guide - fsc.va.govfor use within the context of an Electronic Data Interchange...