ELECTRONIC DATA INTERCHANGE (EDI) LAYOUT DOCUMENT · X(15/15) X(15) Supplier Interchange ID...

ELECTRONIC DATA

INTERCHANGE (EDI)

LAYOUT DOCUMENT

CITIGROUP, Inc.

Procure to Pay

Transaction Set 810 (Invoice)

Version: ANSI X12 4010

Authors: Vijay Singh/Jennifer Higgins/Lynne Barnard/Patricia Krukar

Creation Date: July 2, 2001

Last Updated: July 21, 2010

Document Ref: MD050_Inbound_Invoices_ 810_18MAR09 V2.3.doc Version: Version 2.5

VERSION 004010 810

INVOICE

CITIGROUP, Inc. – July 21, 2010 2

General Information

The intent of this document is to inform our suppliers of how CITIGROUP interprets the ANSI X 12 data segments. Document Information CITIGROUP will use the document format name ‘X’ and format versions 004010. The text enclosed by single quotes in the description column of the segment’s definition represents the actual value for the corresponding element. Date Naming Convention for all segments containing dates is: YYYYMMDD except in the ISA segment. Those segments and elements which are not currently being used by CITIGROUP are shaded in dark gray. Examples of code are shaded in black with white text. Notes and clarifications or semantics will be included throughout the document as necessary in Italics. Delimiters

‘~’ => Segment terminator ‘*’ => Data element separator

Third Party Network Citigroup's Value Added Network is ADVANTIS (IBM)

Account Name is "CP2P"

USERID is P2PEDIP for Production

P2PEDIT for Testing Mailbox IDs CITIGROUP’s test mailbox qualifier and ID: ZZ CITI-P2P-TEST Test Mailbox

CITIGROUP’s production mailbox qualifier and ID: ZZ CITI-P2P-PROD Production Mailbox

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Invoice Information Transmission Schedule Invoices will be processed once per business day at 5:00 AM. Any invoices sent to your translator by 1:00 AM each business day will be picked up on a once daily sweep and processed with that same day’s 5:00 AM processing run. Transmission Acknowledgement CITIGROUP will use X12 997 for acknowledging receipt of the X12 810 file. Invoice Reconciliation NA Special Invoice Considerations CITIGROUP will accept both debit and credit invoices. CITIGROUP will accept in the BIG 07 a ‘DI’ for a standard invoice and ‘CN’ for a credit memo. Total invoice amount in the TDS 01 must be positive for Standard invoice (‘DI’). Total invoice amount in the TDS 01 must be negative for Credit invoice (‘CN”). If the dollar value being presented, anywhere within the file, is a credit (meaning a negative amount), the negative sign must be present. CITIGROUP assumes it is the responsibility of the supplier's invoicing application to ensure the correct sign of the dollar values is presented. If your company has special requirements for invoices, please notify your CITIGROUP program manager. Tax

Sales Tax may either be presented at the invoice line level in the IT1 loop or at the invoice summary level

depending upon the capabilities of the supplier’s billing system, however, it may only be provided in one place.

Citi’s preference is to receive sales tax at the line level as this will result in less hard-copy requests for invoices

based on state tax inquiries.

Use Tax can only be provided at the invoice header level within the transaction set loop. All items being billed on

that invoice must have the same ship to location. If multiple ship to locations are presented, then each ship to

location must result in a separate invoice.

Freight Freight must be provided at the invoice summary level only within the transaction set loop. Miscellaneous Charges Miscellaneous charges may only be applied when approved with your Citi Program Manager. They must be provided at the invoice line level only within the IT1 loop corresponding to the individual line item. Exception Handling CITIGROUP will use X12 824 standard file for communicating exceptions. There is a separate document with specifications for the 824. Please contact your Citi Program Manger for a copy of this document as needed.

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Invoice Format

Interchange ISA Interchange Control Header M Functional Group GS Functional Group Header M Transaction Set ST Transaction Group Header M BIG PO and Invoice Number M NTE Billing Comments O REF*IV Extended Invoice Number O REF*PG Product Code C REF*QY Service Flag C REF*43 Collection Documents C N9*ZZ Email Address Indicator C MSG Email Address C N1*RE Names and Remit-to Location M N1*BT Organization Name M IT1 Loop IT1 Baseline Item Data O TXI*LS Tax Segment (Sales Tax) O TXI*TX Extended Tax Information O PID Invoice Line Description O REF*12 Billing Account Number for Line Item C REF*BX Buyer Shipment and Distribution Number C REF*PD Buyer Deal Number O REF*RI Citigroup RITS ID O REF*T1 Tax Group Code O SAC Additional Charges O TDS Invoice Total M TXI*LS Invoice Level Sales Tax O TXI*SU Invoice Level State/Local Tax O SAC Freight Charges O CTT Total Line Items M SE Transaction Set Trailer M

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GE Functional Group Trailer M IEA Interchange Control Trailer M

M= Mandatory; O= Optional; C= Conditional

Segment Directory

SEGMENT: ISA – INTERCHANGE CONTROL HEADER .................................................................................... 6

SEGMENT: GS – FUNCTIONAL GROUP HEADER .............................................................................................. 7

HEADING: ......................................................................................................................................................................... 8

SEGMENT: ST – TRANSACTION SET HEADER .................................................................................................................. 8 SEGMENT: BIG – SEGMENT FOR INVOICE ....................................................................................................................... 9 SEGMENT: NTE – INVOICE HEADER DESCRIPTION........................................................................................................ 10 SEGMENT: REF*IV-EXTENDED INVOICE NUMBER ....................................................................................................... 10 SEGMENT: REF*PG – BRAZIL PRODUCT CODE ............................................................................................................ 10 SEGMENT: REF*QY – BRAZIL SERVICE FLAG .............................................................................................................. 11 SEGMENT: REF*43 – BRAZIL COLLECTION DOCUMENT NUMBER ................................................................................. 11 SEGMENT: N1*RE – NAME ......................................................................................................................................... 12 SEGMENT: N1*BT – NAME ........................................................................................................................................ 13 SEGMENT: N9*ZZ – EMAIL ADDRESS LOOP ................................................................................................................ 13 SEGMENT: MSG – EMAIL ADDRESS ............................................................................................................................. 14

DETAIL: .......................................................................................................................................................................... 15

SEGMENT: IT1 – BASELINE ITEM DATA ....................................................................................................................... 15 SEGMENT: TXI*LS – INVOICE LINE LEVEL SALES TAX INFORMATION (CITI’S PREFERRED METHOD FOR SALES TAX) ....... 17 SEGMENT: TXI*TX – INVOICE LINE LEVEL EXTENDED TAX INFORMATION ................................................................... 17 SEGMENT: PID – PRODUCT/ITEM DESCRIPTION ............................................................................................................ 18 SEGMENT: REF*12 – BILLING ACCOUNT NUMBER (REQUIRED FOR NON-MATCH TO PO INVOICES – IT101 IS NULL) ....... 19 SEGMENT: REF*BX –BUYER SHIPMENT / DISTRIBUTION NUMBER ............................................................................... 20 SEGMENT: REF*PD – BUYER DEAL NUMBER .............................................................................................................. 20 SEGMENT: REF*RI – RITS ID .................................................................................................................................... 21 SEGMENT: REF*T1 – TAX GROUP CODE ..................................................................................................................... 21 SEGMENT: SAC – LINE LEVEL CHARGES ..................................................................................................................... 22

SUMMARY: .................................................................................................................................................................... 23

SEGMENT: TDS – TOTAL MONETARY VALUE SUMMARY .............................................................................................. 23 SEGMENT: TXI – SUMMARY LEVEL TAX INFORMATION ................................................................................................ 24 SEGMENT: SAC – SUMMARY LEVEL CHARGES ............................................................................................................. 25 SEGMENT: CTT – TRANSACTION TOTALS .................................................................................................................... 26 SEGMENT: SE – TRANSACTION SET TRAILER ............................................................................................................... 26

SEGMENT: GE – FUNCTIONAL GROUP TRAILER ................................................................................................ 27

SEGMENT: IEA – INTERCHANGE CONTROL TRAILER ...................................................................................... 27

SAMPLE 810.................................................................................................................................................................... 28

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SEGMENT: ISA – Interchange Control Header

Mandatory MAX USE: 1 FUNCTION: First record of the transmission. Identifies the sender and receiver enveloping ids and

document control information. FIELD CITIGROUP ELEMENT TITLE SIZE SIZE DESCRIPTION REQ'D

ISA 01 Authorization Information Qualifier

X(2/2) X(2) ‘00’ - No Authorization Required M

ISA 02 Authorization Information

X(10/10) X(10) Not used, blanks are received M

ISA 03 Security Information Qualifier

X(2/2) X(2) ‘00’ - No Authorization Required M

ISA 04 Security Information

X(10/10) X(10) Not used, blanks are received M

ISA 05 Interchange ID Qualifier

X(2/2) X(2) Supplier Interchange ID qualifier:

Supplier will provide this value to CITIGROUP.

M

ISA 06 Interchange Sender ID

X(15/15) X(15) Supplier Interchange ID Address.

Supplier will provide this value to CITIGROUP.

M

ISA 07 Interchange ID Qualifier

X(2/2) X(2) CITIGROUP’s Interchange ID Qualifier.

‘ZZ’ – Test and Production

M

ISA 08 Interchange Receiver ID

X(15/15) X(15) CITIGROUP’s Interchange ID Address. Also known as location code.

‘CITI-P2P-TEST’ - Used for Test

‘CITI-P2P-PROD’ - Used for Production

M

ISA 09 Interchange Date N(6/6) N(6) Date: ‘YYMMDD’ M

ISA 10 Interchange Time N(4/4) N(4) Time: ‘HHMM’ M

ISA 11 Interchange Control Standards Identifier

X(1/1) X(1) ‘U’ - United States of America M

ISA 12 Interchange Control Version Number

X(5/5) X(5) ‘00401’ for version 004010 M

ISA 13 Interchange Control Number

N(9/9) N(9) Unique sequential number that ties the ISA segment with the IEA segment.

M

ISA 14 Acknowledgment Request

X(1) X(1) ‘0’(zero) - No Acknowledge Request M

ISA 15 Usage Indicator X(1) X(1) ‘T’ - Test

‘P’ - Production

M

ISA 16 Component Element

X(1) X(1) HEX ‘2F’ M

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SEGMENT: GS – Functional Group Header

Mandatory MAX USE: 1 FUNCTION: Begins a transaction set. Identifies the type of document being sent and transaction

control information. Begins a functional group. Provides the document functional id and group control information. FIELD CITIGROUP ELEMENT TITLE SIZE SIZE DESCRIPTION REQ'D

GS 01 Functional ID X(2/2) X(2) ‘IN’ – Invoice Information M

GS 02 Applications Sender's ID

X(2/15) X(12) Supplier’s Sender Id for:

- Test

- Production

M

GS 03 Application Receiver's ID

X(2/15) X(2/12) ‘CITI-P2P’ - CITIGROUP’s Receiver Id. Used for both Test and Production

M

GS 04 Date N(8/8) N(8) Date: ‘YYYYMMDD’ M

GS 05 Time N(4/8) N(4) Time: HHMM M

GS 06 Group Control Number

N(1/9) N(9) Unique sequential number that ties the GS segment to the GE segment.

M

GS 07 Responsible Agency Code

X(1/2) X(1) ‘X’ – Accredited Standards Committee X12. M

GS 08 Version Number X(1/12) X(6) Version 004010 M

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Heading:

SEGMENT: ST – Transaction Set Header

Mandatory MAX USE: 1 FUNCTION: Begins a transaction set. Identifies the type of document being sent and transaction

control information. DATA DATA ANSI CITIGROUP ELEMENT ELEMENT TITLE SIZE SIZE DESCRIPTION REQ'D

ST 01 Transaction Set ID Code

X(3/3) X(3) ‘810’ – Invoice M

ST 02 Transaction Set Control Number

X(4/9) X(9) Unique sequential number that ties the ST segment to the SE segment.

M

Semantics:

1. The transaction set identifier (ST01) used by the translation routines of the interchange partners to select the

appropriate transaction set definition (e.g., 810 selects the invoice transaction set).

Example:

ST*810*0001~

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SEGMENT: BIG – Segment for Invoice

Mandatory MAX USE: 1 FUNCTION: Indicates the beginning of an invoice transaction set and identifying numbers and dates. DATA DATA ANSI CITIGROUP ELEMENT ELEMENT TITLE SIZE SIZE DESCRIPTION REQ'D

BIG 01 Invoice Date X(8/8) X(8) Invoice Issue Date M

BIG 02 Invoice Number X(1/22) X(22) Supplier sends invoice number.

This number must be unique for the supplier.

Note: If the invoice number exceeds the ANSI standard of 22 characters, input „1‟ here and see REF*IV segment for further coding instructions.

M

BIG 03 Purchase Order Date

N(8/8) N(8) Purchase Order Date O

BIG 04 Purchase Order Number

X(1/22) X(22) Supplier sends CITIGROUP’s purchase order number.

Note: If receiving CITIGROUP EDI 850, this value will be provided at BEG03 segment.

Note: If invoice is NOT MATCHING TO A PO, (N-MATCH-TO-PO) then this field is blank.

O

BIG 05 Purchase Order Release Number

X(1/30) X(1/26) Supplier sends CITIGROUP’s purchase order release number in this element (only when it is provided on the CITIGROUP Purchase Order).

Note: If receiving the CITIGROUP EDI 850, this value will be provided at BEG04 segment..

O

BIG 06 CITIGROUP does not use this element.

BIG 07 Transaction Type Code

X(2/2) X(2) Supplier sends the following types: 'DI' - Standard Invoice 'CN' - Credit Memo

Note: The default value of BIG07 is „DI”. Use of BIG07 is used only to further define the type of invoice when needed.

O

Example: BIG*19990826*SYSTEMINV3963*19990810*MH80312***DI~ CREDIT MEMO Example: BIG*19990826*SYSTEMINV3963*1990810*MH80312***CN~

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SEGMENT: NTE – Invoice Header Description

Optional MAX USE: 1 FUNCTION: To provide free form invoice comments. DATA DATA ANSI CITIGROUP ELEMENT ELEMENT TITLE SIZE SIZE DESCRIPTION REQ'D

NTE 01 Note Reference Code

X(3/3) X(3) ‘GEN’ – Entire Transaction Set O

NTE 02 Description X(1/80) X(80) Supplier sends a free form message.

M

Example:

NTE*GEN*Item Description Goes Here~

SEGMENT: REF*IV-Extended Invoice Number

Optional MAX USE: 1 FUNCTION: To be used only when invoice number in BIG02 exceeds the ANSI standard of 22

characters DATA DATA ANSI CITIGROUP ELEMENT ELEMENT TITLE SIZE SIZE DESCRIPTION REQ'D

REF 01 Reference ID Qualifier

X(2/3) X(2) ‘IV’ – Invoice Number M

REF 02 Reference Identification

X(1/30) X(1) Currently Citigroup is not using this Element O

REF 03 Description X(1/80) X(50) Invoice Number

M

Example:

REF*IV**ACCT819776543211JAN072002~

SEGMENT: REF*PG – Brazil Product Code

Conditional MAX USE: 1 FUNCTION: To provide Product Code for Brazil invoices DATA DATA ANSI CITIGROUP ELEMENT ELEMENT TITLE SIZE SIZE DESCRIPTION REQ'D

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X(2/3) X(2) ‘PG’ – Product Code M



REF 03 Product Code X(1/80) X(4) Product Code

M

Example:

REF*PG**0122~

SEGMENT: REF*QY – Brazil Service Flag

Conditional MAX USE: 1 FUNCTION: To indicate whether a Brazil invoice is for a service DATA DATA ANSI CITIGROUP ELEMENT ELEMENT TITLE SIZE SIZE DESCRIPTION REQ'D


X(2/3) X(2) ‘QY’ – Service Flag M



REF 03 Description X(1/80) X(1) Service Flag

M

Example:

REF*QY**Y~

SEGMENT: REF*43 – Brazil Collection Document Number

Conditional MAX USE: 1 FUNCTION: Provide Collection Document Number for Brazil invoices DATA DATA ANSI CITIGROUP ELEMENT ELEMENT TITLE SIZE SIZE DESCRIPTION REQ'D


X(2/3) X(2) ‘43’ – Collection Document M



REF 03 Description X(1/80) X(50) Collection Document Number

M

Example:

REF*43**01234567890123456789~

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SEGMENT: N1*RE – Name

Mandatory MAX USE: 1 FUNCTION: Provide the Remit To Location Code. DATA DATA ANSI CITIGROUP ELEMENT ELEMENT TITLE SIZE SIZE DESCRIPTION REQ'D

N1 01 Entity ID Code X(2/2) X(2) ‘RE’ -Remit To M

N1 02 Name X(1/60) X(1/20) Supplier Name M

N1 03 ID Code Qualifier X(1/2) X(2) ‘92’ - Assigned By Buyer M

N1 04 ID Code X(2/80) X(35) CITIGROUP will provide this Remit To Location Code based on the pay site to which invoice will be paid. Note: Please contact your Citi Program Manager to obtain this value. This value may be different in test than it in Production.

M

Example:

N1*RE*CANNON INC*92*US3464894~

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SEGMENT: N1*BT – Name

Mandatory MAX USE: 1 FUNCTION: Provide the Bill To organization name. DATA DATA ANSI CITIGROUP ELEMENT ELEMENT TITLE SIZE SIZE DESCRIPTION REQ'D

N1 01 Entity ID Code X(2/3) X(2) ‘BT’ – Bill To M

N1 02 Name X(1/60) X(1/60) CITIGROUP does not currently use this element. O

N1 03 ID Code Qualifier X(1/2) X(2) ‘92’ – Assigned By Buyer M

N1 04 ID Code X(2/80) X(80) CITIGROUP provides this value to the supplier.

Valid value are

‘US’ - CITI US OPERATING ORG

‘CA’ – CITI CA CAD OPERATING ORG

‘BR’ – CITI BR BRL OPERATION ORG

‘GB’ – CITI GB GBP OPERATION ORG

M

Example For US set of Books:

N1*BT**92*US~

SEGMENT: N9*ZZ – Email Address Loop

Conditional MAX USE: 1 FUNCTION: Email Address loop begins – mandatory if MSG segment is used DATA DATA ANSI CITIGROUP ELEMENT ELEMENT TITLE SIZE SIZE DESCRIPTION REQ'D

N9 01 Reference Code X(2/3) X(2) ‘ZZ’ – Entire Transaction Set M

N9 02 Description X(1/80) X(10) ‘Email Used’

M

Example:

NTE*ZZ*Email Used~

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SEGMENT: MSG – Email Address

Conditional MAX USE: 1 FUNCTION: Email Address DATA DATA ANSI CITIGROUP ELEMENT ELEMENT TITLE SIZE SIZE DESCRIPTION REQ'D

MSG 01 Email Address X(1/80) X(80) Email address M

Example:

MSG*[email protected]~

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Detail: SEGMENT: IT1 – Baseline Item Data

Optional MAX USE: 1 FUNCTION: To provide the quantity, unit price, and product codes of the items being invoiced. Note: If the invoice is a non-match to PO invoice, then specific coding is included here

and the REF*12 segment is required. DATA DATA ANSI CITIGROUP ELEMENT ELEMENT TITLE SIZE SIZE DESCRIPTION REQ’D

IT1 01 Assigned Identification

X(1/20) X(20) The supplier sends back the CITIGROUP PO line number (PO1 01) from the PO number sent in CITIGROUP EDI 850 BIG 04 segment.

Note: If BIG04 (Purchase Order Number) is present then ITI 01 (Purchase Order Line Number) is required.

Note: IT101 is the purchase order line item identification.

Note: If a non-match to PO invoice, then this field is blank.

C

IT1 02 Quantity Invoiced X(1/10) X(10) The supplier sends the quantity of the item shipped.

Note: For a match-PO credit, the quantity must be negative. For a non-match-PO credit, the quantity will be positive.

Note: If a non-match to PO invoice, this field should be “1”.

M

IT1 03 Unit of Measure Code

X(2/2) X(2) The supplier sends back the unit of measures (UOM) that was originally sent on the Purchase Order. Exception, if the UOM is not a valid ANSI unit of measure then ‘ZZ’ – Mutually Defined unit of measure will be sent.

Note: If a non-match to PO invoice, then the UOM “EA” should be used.

M

IT1 04 Unit Price X(1/17) X(17) The supplier sends the unit price based on CITIGROUP’s pricing agreements with the supplier. Note: For a non-match-PO credit, the unit price must be negative. For a match-PO credit, the unit price must be positive.

Note: If a non-match to PO invoice ,then this field should contain the amount that corresponds to the coding being provided in the REF*12

M

IT1 05 Basis of Unit Price Code

X(2/2) X(2) CITIGROUP does not currently use this element. O

IT1 06 Product ID Qualifier X(2/2) X(2) ‘A7’ Subline Item Number O

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IT1 07 Product/Service ID X(1/48) X(30) The supplier provides invoice line number. Should the invoice fail to import, this invoice line number will be provided in the EDI 824 message. If this element is left blank, Citigroup will provide its own invoice line number (sequential beginning with 1).

O

IT1 08 Product/Service ID Qualifier


IT1 09 Product/Service ID X(1/48) X(48) CITIGROUP does not currently use this element. C

IT1 10 Product/Service ID Qualifier


IT1 11 Product/Service ID X(1/48) X(48) CITIGROUP does not currently use this element. O

Semantics:

1. IT101 is the purchase order line item identification.

2. If BIG04 (Purchase Order Number) is present then IT1 01 (Purchase Order Line Number) is required

Example:

IT1*1*24*EA*29.92**A7*Supplier Invoice Line Identification~

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SEGMENT: TXI*LS – Invoice Line Level Sales Tax Information (Citi’s preferred method for sales tax)

Optional MAX USE: 1 FUNCTION: Provide tax amount that will be charged for billed merchandise item (at the line level). DATA DATA ANSI CITIGROUP ELEMENT ELEMENT TITLE SIZE SIZE DESCRIPTION REQ'D

TXI 01 Tax Type Code X(2/2) X(2) Code specifying the type of tax.

Code Description

‘LS’ Sales Tax

M

TXI 02 Monetary Amount X(1/18) X(1/15) The suppler sends the dollar amount of the sales tax.

Note: Must be negative for a credit.

M

Example:

TXI*LS*23.40~ SEGMENT: TXI*TX – Invoice Line Level Extended Tax Information

Optional MAX USE: 1 FUNCTION: Extended Tax Code (non-US invoices) DATA DATA ANSI CITIGROUP ELEMENT ELEMENT TITLE SIZE SIZE DESCRIPTION REQ'D

TXI 01 Tax Type Code X(2/2) X(2) ‘TX’ M

TXI 02 Line Amnt X(1/60) X(1/60) Line Amnt M

TXI 03-09 N/A X(1/2) X(2) CITIGROUP does not currently use this element. O

TXI 10 Tax Code X(2/80) X(80) CITIGROUP provides this value to the supplier.

M

Example For US set of Books:

TXI*TX*9.99********CITI TAX CODE~

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SEGMENT: PID – Product/Item Description Optional

MAX USE: 1 FUNCTION: The supplier provides invoice line detail. DATA DATA ANSI CITIGROUP ELEMENT ELEMENT TITLE SIZE SIZE DESCRIPTION REQ'D

PID 01 Item Description Type

X(1/1) X(1) ‘F’ - Free Form

Note: Mandatory if this segment is provided.

M

PID 02 Product Characteristic Code

X(2/3) X(2) CITIGROUP does not currently use this element.

O

PID 03 Qualifier Code X(2/2) X(2) CITIGROUP does not currently use this element.

O

PID 04 Product Description Code

X(1/12) X(12) CITIGROUP does not currently use this element..

O

PID 05 Description X(1/80) X(80) The supplier sends the invoice line description.

Example: ‘Office Supplies’

Note: Mandatory if this segment is provided.

M

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SEGMENT: REF*12 – Billing Account Number (Required for non-match to PO Invoices – IT101 is null)

Conditional MAX USE: 1 FUNCTION: Provide billing account number for the invoice line item. This information is required

when invoice line does not have CITIGROUP matching Purchase Order line IT1 01. The supplier must obtain billing account number from CITIGROUP before sending invoices that do not match to a CITIGROUP purchase orders.

Note: This segment should not be sent in an IT1 loop if BIG 04 exists.

DATA DATA ANSI CITIGROUP ELEMENT ELEMENT TITLE SIZE SIZE DESCRIPTION REQ'D


X(2/3) X(2) ‘12’ – Billing Account M


X(1/30) X(1) ‘I’ - Item M

REF 03 Description X(1/80) X(80) The supplier sends the complete billing account number provided by CITIGROUP.

Example: 00001.19104000030.0000000915

M

Semantics:

If IT1 01 (Purchase Order Line Number) is present, REF*12 should not be sent.

Note:

REF 03 requires all segments to be populated as follows with “.” between digit segments –

00001.19104000030.0000000915

1st 5 characters = Corporation Code – Should be provided by the CITIGROUP employee at the time the order is placed

and will be different than you are currently receiving.

2nd

11 characters = Account Code – Should be static for all invoices from a given supplier and will be different than you

are currently receiving. Note: Numbers with less than 11 digits would need leading “0”s.

3rd

10 characters = Cost Center/Expense Code - Should be provided by the CITIGROUP employee at the time the order is

placed and could be the same as you are currently receiving with leading “0”‟s to fill 10 spaces.

Should be provided at time order is placed by CITIGROUP employee.

Example:

REF*12*I*00001.19104000030.0000000915~

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SEGMENT: REF*BX –Buyer Shipment / Distribution Number

Optional MAX USE: 1 FUNCTION: To be used when the Citigroup Purchase Order line number contains more than one

Ship To DATA DATA ANSI CITIGROUP ELEMENT ELEMENT TITLE SIZE SIZE DESCRIPTION REQ'D


X(2/3) X(2) ‘BX’ – Buyer Shipment Number M


X(1/30) X(4) Distribution Line Number from CITIGROUP’s purchase order.

Note: CITIGROUP provides this value at SLN 02 in EDI 850 message.

O

REF 03 Description X(1/80) X(4) Shipment Line Number from CITIGROUP’s purchase order.

Note: CITIGROUP provides this value at SLN 01 in EDI 850 message.

M

Example:

REF*BX*01*02~

SEGMENT: REF*PD – Buyer Deal Number

Optional MAX USE: 1 FUNCTION: To be used when Deal Number is requested in the return invoice to Citigroup DATA DATA ANSI CITIGROUP ELEMENT ELEMENT TITLE SIZE SIZE DESCRIPTION REQ'D


X(2/3) X(2) ‘PD’ – Buyer Deal Number M


X(1/30) X(30) Deal Number

Note: If applicable CITIGROUP will provide this value.

M

REF 03 Description X(1/80) X(80) CITIGROUP does not use these elements

Example:

REF*PD*34782442~

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SEGMENT: REF*RI – RITS ID

Optional MAX USE: 1 FUNCTION: To be used when RITS ID is requested in the return invoice to Citigroup DATA DATA ANSI CITIGROUP ELEMENT ELEMENT TITLE SIZE SIZE DESCRIPTION REQ'D


X(2/3) X(2) ‘RI’ – RITS ID M


X(1/30) X(30) RITS ID #

Note: If applicable CITIGROUP will provide this value.

M

REF 03 Description X(1/80) X(80) CITIGROUP does not use these elements

Example:

REF*RI* 0000114725 ~

SEGMENT: REF*T1 – Tax Group Code Conditional

MAX USE: 1 FUNCTION: Provide tax group code (non-US invoices) DATA DATA ANSI CITIGROUP ELEMENT ELEMENT TITLE SIZE SIZE DESCRIPTION REQ'D

REF 01 Reference Number

Qualifier X(2/3) X(2) ‘TI’ – Tax Group Code M

REF 02 Reference Number X(1/30) X(30) CITIGROUP does not use this element O

REF 03 Tax Group Code X(1/80) X(80) Tax Code – CITIGROUP will provide this value. M

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SEGMENT: SAC – Line Level Charges Optional

MAX USE: 25 FUNCTION: To specify any allowances or charges associated to this line item. Note: Charges must

be approved by a Citi Program Manager. DATA DATA ANSI CITIGROUP ELEMENT ELEMENT TITLE SIZE SIZE DESCRIPTION REQ'D

SAC 01 Allowance or Charge Indicator

X(1/1) X(1) The Supplier sends the following indicators:

‘C’ - Charge indicator

M

SAC 02 Service, Allowance, or Charge Code


‘F050’ – Other

M

SAC 03-04 CITIGROUP does not use these elements.

SAC 05 Amount N(1/15) N(15) The supplier sends the total amount of the charge.


M


SAC 12 Allowance or Charge Method of Handling Code


‘06’ - Charge to be paid by CITIGROUP

O

SAC13-14 CITIGROUP does not use these elements.

SAC 15 Description (Allowance or Charge)

X(1/80) X(1/80) A free-form description to clarify the related data elements and their content.

C

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Summary: SEGMENT: TDS – Total Monetary Value Summary

Mandatory MAX USE: 1 FUNCTION: Provide the total invoice dollar amount. DATA DATA ANSI CITIGROUP ELEMENT ELEMENT TITLE SIZE SIZE DESCRIPTION REQ'D

TDS 01 Amount N(1/15) N(1/10) The supplier sends the invoice total that includes all sales tax, freight and other charges.


Note: TDS01 should not include any Use Tax amount.

M

TDS 02 Amount Subject to Terms Discount

N(1/10) N(1/10) The supplier sends the amount upon which the terms discount amount is calculated. CITIGROUP does not currently use this element.

O

TDS 03 Discounted Amount Due

N(1/10) N(1/10) The suppler sends the amount of invoice due if paid by terms discount due date (total invoice or installment amount less cash discount.) CITIGROUP does not currently use this element.

O

TDS 04 Terms Discount Amount

N(1/10) N(1/10) The suppler sends total amount of term’s discount. CITIGROUP does not currently use this element..

O

Example:

TDS*72758~

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SEGMENT: TXI – Summary Level Tax Information

Optional MAX USE: 1 FUNCTION: Provide total taxable amount that should be used by CITIGROUP to calculate Tax for

the invoice. All items in IT1 loop must have same ship-to information as describe in TXI 05 of this segment.

Note: Do not use this segment if Sales Tax has already been provided in the TXI segment in the IT1 Loop.


TXI 01 Tax Type Code X(2/2) X(2) Code specifying the type of tax.

Code Description

SU Use Tax

LS State and Local Sales Tax

M

TXI 02 Monetary Amount X(1/18) X(1/15) If TXI 01 = ‘SU’ -- The suppler sends the total taxable dollar amount to be used for the calculation of tax for the invoice.

If TXI 01 = ‘LS’ – The supplier sends sales tax amount for the entire invoice.

Note: TX1 must be less than or equal to TDS 01 (total invoice amount).

M

TXI 03 Percent X(1/10) X(1/10) Percentage expressed as a decimal

CITIGROUP does not use this element.

O

TXI 04 Tax Jurisdiction Code Qualifier

X(2/2) X(2) ‘VE’ – Vertex

Note: Must be provided if TX1 01 is „SU‟.

C

TXI 05 Tax Jurisdiction Code

X(1/10) X Supplier sends State Code + US 5 digit zip code from Ship-To address.

Example: FL34243

Note: Must be provided if TX1 01 is „SU‟.

C

Example:

TXI*SU*303.00**VE*FL34243~

TXI*LS*231.00~

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SEGMENT: SAC – Summary Level Charges

Optional MAX USE: 25 FUNCTION: To specify any freight charges associated with the invoice. DATA DATA ANSI CITIGROUP ELEMENT ELEMENT TITLE SIZE SIZE DESCRIPTION REQ'D

SAC 01 Allowance or Charge Indicator


‘C’ - Charge indicator

M

SAC 02 Service, Allowance, or Charge Code


‘D240’ - Freight

M


SAC 05 Amount N(1/15) N(15) The supplier sends the total amount of the charge. M


SAC 12 Allowance or Charge Method of Handling Code


‘06’ - Charge to be paid by CITIGROUP

O

SAC13-14 CITIGROUP does not use these elements.

SAC 15 Description (Allowance or Charge)

X(1/80) X(1/80) A free-form description to clarify the related data elements and their content.

C

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SEGMENT: CTT – Transaction Totals

Mandatory MAX USE: 1 FUNCTION: Provide the cumulative number of IT1 segments being sent in this invoice. DATA DATA ANSI CITIGROUP ELEMENT ELEMENT TITLE SIZE SIZE DESCRIPTION REQ'D

CTT 01 Number of Line Items

N(1/6) N(1/6) The supplier sends a count of the total number of IT1 segments in the transaction set.

M

Example:

CTT*1 SEGMENT: SE – Transaction Set Trailer

Mandatory MAX USE: 1 FUNCTION: Ends a transaction set. Provides a total count of segments written starting with the ST.

To match the SE to the ST, the same control number used in the ST should be present in the SE.


SE 01 Number of Included Segments

N(1/10) N(1/6) The supplier sends a count of the total number of segments including the ST and SE segments, but excluding the ISA, IEA, GS and GE segments.

M

SE 02 Transaction Set Control Number

X(4/9) X(9) The supplier sends a unique number that ties the SE to the ST segment.

M

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SEGMENT: GE – Functional Group Trailer

Mandatory MAX USE: 1 FUNCTION: Used to end the functional group. Provides a count of the number of transaction sets

that were transmitted. To match the GE to the GS, the same control number used in the GS should be present in the GE.


GE 01 Number of Trans. Sets Included

N(1/6) N(1/6) Count of the included transaction sets. M

GE 02 Group Control Number

N(1/9) N(1/9) The supplier sends a unique number that ties the GE to the GS segment.

M

SEGMENT: IEA – Interchange Control Trailer

Mandatory MAX USE: 1 FUNCTION: Used to end the interchange. Provides a count of the number of functional groups that

were transmitted. To validate the end of the interchange, the same control number provided in the ISA should be present in the IEA.


IEA 01 Number of Included Functional Groups

N(1/5) N(1/5) Count of the included transaction sets. M

IEA 02 Interchange Control Number

N(9/9) N(9/9) The supplier sends a unique number that ties the GE to the GS segment.

M

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SAMPLE 810 – US Vendors Only

STANDARD INVOICE (DI) MATCH TO PO:

ISA*00* *00* *14*111111111SSI *ZZ*CITI-P2P-PROD *030508*050

4*U*00401*000000376*0*P*>~

GS*IN*111111111SSI*CITI-P2P*20030508*0504*299*X*004010~

ST*810*4864~

BIG*20030507*6933374*20030506*1059863***DI~

N1*RE*ANY SUPPLIER*92*102595865~

N1*BT**92*US~

IT1*1*84*EA*18.51~

PID*F****MSELECT WINDOWS SERVER 2003 WNT USER CAL (ENGLISH)~

IT1*2*84*EA*291.93~

PID*F****MSELECT OFFICE XP PRO 32 BIT WIN (ENGLISH)~

IT1*5*3*EA*258.62~

PID*F****MSELECT VISIO PRO 2002 32 BIT WIN (ENGLISH)~

IT1*6*3*EA*309.84~

PID*F****MSELECT PROJECT 2002 32 BIT WIN (ENGLISH)~

IT1*7*3*EA*130.75~

PID*F****MS PUBLISHER DELUXE 2002 32 BIT WIN (CD)(ENGLISH)~

IT1*8*2*EA*151.94~

PID*F****SYMANTEC PCANYWHERE HOST & REMOTE V10.5 MP (CD)~

TDS*3022111~

TXI*LS*1708.71~

SAC*C*D240***3393*******06***FREIGHT TOTAL~

CTT*6~

SE*21*4864~

CREDIT MEMO (CN) MATCH TO PO:


4*U*00401*000000376*0*P*>~

GS*IN*11111111SSI*CITI-P2P*20030508*0504*299*X*004010~

ST*810*4864~

BIG*20030507*6933374*20030506*1059863***CN~


N1*BT**92*US~

IT1*1*-84*EA*18.51~

PID*F****MSELECT WINDOWS SERVER 2003 WNT USER CAL (ENGLISH)~

IT1*2*-84*EA*291.93~

PID*F****MSELECT OFFICE XP PRO 32 BIT WIN (ENGLISH)~

IT1*5*-3*EA*258.62~

PID*F****MSELECT VISIO PRO 2002 32 BIT WIN (ENGLISH)~

IT1*6*-3*EA*309.84~

PID*F****MSELECT PROJECT 2002 32 BIT WIN (ENGLISH)~

IT1*7*-3*EA*130.75~

PID*F****MS PUBLISHER DELUXE 2002 32 BIT WIN (CD)(ENGLISH)~

IT1*8*-2*EA*151.94~

PID*F****SYMANTEC PCANYWHERE HOST & REMOTE V10.5 MP (CD)~

TDS*-3022111~

TXI*LS*-1708.71~

SAC*C*D240***-3393*******06***FREIGHT TOTAL~

CTT*6~

SE*21*4864~

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STANDARD INVOICE (DI) NON-MATCH-TO-PO:

ISA*00* *00* *ZZ*111111111SSI *ZZ*CITI-P2P-PROD *030507*104

9*U*00401*000000026*0*P*>~

GS*IN*ANY SUPPLIER*CITI-P2P-PROD*20030507*1049*26*X*004010~

ST*810*8373~

BIG*20030506*100900*****DI~

N1*RE*AMY SUPPLEIR*92*US100659NEWY~

N1*BT**92*US~

IT1**1*ZZ*12.57~

REF*12*I*01058.01822000030.0000051903~

TDS*1907~

SAC*C*D240***650*******06~

CTT*1~

SE*10*8373~

CREDIT MEMO (CN) NON-MATCH-TO-PO:


5*U*00401*000000329*0*P*>~

GS*IN*111111111SSI*CITI-P2P*20030321*0505*265*X*004010~

ST*810*4053~ BIG*20030320*6854028*20030210****CN~


N1*BT**92*US~

IT1*1*4*EA*-267.05~

PID*F****ATTACHMATE MYEXTRA PRESENTATION SERVICES V7.1 MP (CD)(EU)~

REF*12*I*00001.01823003180.0000024648~

TDS*-116174~

TXI*LS*-88.54~

SAC*C*D240***-500*******06***FREIGHT TOTAL~

CTT*1~

SE*12*4053~

ELECTRONIC DATA INTERCHANGE (EDI) LAYOUT DOCUMENT · X(15/15) X(15) Supplier Interchange ID...

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Transcript of ELECTRONIC DATA INTERCHANGE (EDI) LAYOUT DOCUMENT · X(15/15) X(15) Supplier Interchange ID...