EDI 810 Invoice Segment Layout

SEGMENT SUMMARY

810 Invoice Business Requirements Technical Specifications - Toyota Motor Manufacturing Canada 06/14/2016 Page 1 of 31

ISA

GS

ST

BIG

CUR

IT1 invoice transaction functional

line item invoice set group

TXI detail envelope envelope

TDS

CTT

SE

GE

IEA

Note: these are the only segments allowed. Any extraneous segments will be rejected.

SEGMENT SUMMARY


interchange

group

envelope


INTERCHANGE CONTROL HEADER - ISA

EXAMPLE:

ISA*00* *01*TMMC *ZZ*123456789-1234A*01*247267594 *960404*0910*U*00304*000000001*0*P*>~

( '*' = element separator, '>' = sub-element separator, '~' = segment terminator)

FORMAT / VALUE ELEMENT DATA MIN/MAXID TYPE LENGTH

'00' ISA01 ID 2/2

' ' ISA02 AN 10/10

'01' ISA03 ID 2/2

'TMMC ' ISA04 AN 10/10

'ZZ' ISA05 ID 2/2

xxxxxxxxx-xxxxx ISA06 AN 15/15

'01' ISA07 ID 2/2

'247267594 ' ISA08 AN 15/15

yymmdd ISA09 DT 6/6

hhmm ISA10 TM 4/4

'U' ISA11 ID 1/1

'00304' ISA12 ID 5/5

xxxxxxxxx ISA13 N0 9/9

'0' ISA14 ID 1/1

'P' ISA15 ID 1/1

2A - '*' sub-element separator: 3E - '>' segment terminator: 7E - '~'

Notes: Recommended values for element separator:


FUNCTIONAL GROUP HEADER - GS

EXAMPLE:

GS*IN*123456789*247267594*960404*0910*1*X*003040~

( '*' = element separator, '~' = segment terminator)


'IN' GS01 ID 2/2xxxxxxxxx GS02 AN 9/9

'247267594' GS03 AN 9/9yymmdd GS04 DT 6/6hhmm GS05 TM 4/4

xxxxxxxxx GS06 N0 1/9

'X' GS07 ID 1/1'003040' GS08 AN 6/6


TRANSACTION SET HEADER - ST

EXAMPLE:

ST*810*0001~



'810' ST01 ID 3/3xxxxxxxxx ST02 AN 4/9


BEGINNING SEGMENT FOR INVOICE - BIG

EXAMPLE:

BIG*960404*1234567890123456**1234ASAA6095D01~



yymmdd BIG01 DT 6/6xxxxxxxxxxxxxxxx BIG02 AN 1/16

BIG03 0/0xxxxxxxxxxxxxxx BIG04 AN 15/15

Note:Invoice Date - Must be same month as Ship Date month to ensure payment in the proper monthInvoice Number - TMMC requires a unique Invoice Number for each Purchase OrderP.O. Number - Must be 15 characters

All alpha characters must be


CURRENCY - CUR

EXAMPLE:

CUR*SU*CAD~



'SU' CUR01 ID 2/2xxx CUR02 ID 3/3

Note:Canadian currency must be "CAD" not "CND" or "CDN"


BASELINE ITEM DATA (INVOICE) - IT1

EXAMPLE:

IT1*D004*250*PC*37.1250**BP*1234567890D0~



xxxx IT101 AN 4/4

xxxxxxxxxx IT102 R 1/10xx IT103 ID 2/2

xxxxxxxxxxxxxx IT104 R 5/14IT105 ID 0/0

'BP' IT106 ID 2/2xxxxxxxxxxxx IT107 AN 10/12

Note:

_ The same item (Kanban Number) cannot be repeated on the same invoice e.g., TMMC order quantity 10 Supplier invoices 5 + 5 will result in error

INCORRECT CORRECTD039 = 5 @ 1.2340 D039 = 10 @ 1.2340D038 = 4 @ 1.4967 D038 = 4 @ 1.4967D039 = 5 @ 1.2340 D040 = 3 @ 3.3690D040 = 3 @ 3.3690

_ Each supplier invoice must match TMMC's order.


TAX INFORMATION - TXI

EXAMPLE:

TXI*GS*124.73~



xx TXI01 ID 2/2

xxxxxxxxxxxxxxx TXI02 R 1/15

Note:When calculating Tax round to two decimal places :ie. 1.0050 = 1.01 1.0049 = 1.00


TOTAL MONETARY VALUE SUMMARY - TDS

EXAMPLE:

TDS*239456~



xxxxxxxxxx TDS01 N2 1/10

NOTE: No Decimal place in total. System assumes 2 decimal placesie. if total = 2394.56, then use 239456 in this field


TRANSACTION TOTALS - CTT

EXAMPLE:

CTT*7~



xxxxxx CTT01 N0 1/6


TRANSACTION SET TRAILER - SE

EXAMPLE:

SE*37*0001~



xxxxxxxxxx SE01 N0 1/10xxxxxxxxx SE02 AN 4/9


FUNCTIONAL GROUP TRAILER - GE

EXAMPLE:

GE*1*1~



xxxxxx GE01 N0 1/6xxxxxxxxx GE02 N0 1/9


INTERCHANGE CONTROL TRAILER - IEA

EXAMPLE:

IEA*1*000000001~



xxxxx IEA01 N0 1/5xxxxxxxxx IEA02 N0 9/9


INTERCHANGE CONTROL HEADER - ISA

ISA*00* *01*TMMC *ZZ*123456789-1234A*01*247267594 *960404*0910*U*00304*000000001*0*P*>~

DESCRIPTION / COMMENTS

Authorization Information Qualifier - use '00'

Authorization Information - use ten spaces

Security Information Qualifier - use '01'

Security Information - use 'TMMC' + six spaces

Interchange ID Qualifier - use 'ZZ'

Interchange Sender ID - use sender's DUNS number + dash +

supplier and plant code

Interchange ID Qualifier - use '01'

Interchange Receiver ID - use '247267594' (TMMC's DUNS) + six spaces

Interchange Date

Interchange Time

Interchange Control Standards Identifier - use 'U'

Interchange Control Version Number - use '00304'

Interchange Control Number - assigned by sender, but cannot

be repeated within a one year period

Acknowledgment Requested - use '0'

Test Indicator - use 'P'


FUNCTIONAL GROUP HEADER - GS

GS*IN*123456789*247267594*960404*0910*1*X*003040~


Functional Identifier Code - use 'IN' Application Sender's Code - use sender's DUNS number Application Receiver's Code - use '247267594' (TMMC DUNS) Data Interchange Date Data Interchange Time Group Control Number - start with 1 and increment by 1 for each subsequent GS segment Responsible Agency Code - use 'X' Version / Release / Industry Identifier Code - use '003040'


TRANSACTION SET HEADER - ST

ST*810*0001~


Transaction Set Identifier Code - use '810' Transaction Set Control Number - must be unique within the functional group


BEGINNING SEGMENT FOR INVOICE - BIG

BIG*960404*1234567890123456**1234ASAA6095D01~


Invoice Date Invoice Number - assigned by sender Purchase Order Date - not used Purchase Order Number - use supplier and plant code (5 chars) + dock code (2 chars) + TMMC order number (8 chars)

Invoice Date - Must be same month as Ship Date month to ensure payment in the proper monthInvoice Number - TMMC requires a unique Invoice Number for each Purchase Order

All alpha characters must be CAPITAL LETTERS


CURRENCY - CUR

CUR*SU*CAD~


Entity Identifier Code - use 'SU' Currency Code - use Standard ISO code (eg. 'CAD' or 'USD')

Canadian currency must be "CAD" not "CND" or "CDN"


BASELINE ITEM DATA (INVOICE) - IT1

IT1*D004*250*PC*37.1250**BP*1234567890D0~


Assigned Identification - use TMMC kanban number (Note: If part number starts with 'YC', use kanban number 'ZZZZ') Quantity Invoiced (same as shipped quantity) Unit of Measurement Code (as per TMMC order) Unit Price must be extended to 4 decimal places Basis of Unit Price Code - not used Product / Service ID Qualifier - use 'BP' Product / Service ID - use TMMC part number

_ The same item (Kanban Number) cannot be repeated on the same invoice

Supplier invoices 5 + 5 will result in error

D039 = 10 @ 1.2340D038 = 4 @ 1.4967D040 = 3 @ 3.3690

_ Each supplier invoice must match TMMC's order. Multiple orders cannot be combined on same invoice


TAX INFORMATION - TXI

TXI*GS*124.73~


Tax Type Code - use 'GS' for Goods and Services Tax or 'ST' for State (or Provincial) Sales Tax (Note: Multiple TXI segments are allowed per line item) Monetary Amount - tax amount for invoice line itemIf tax exempt use 0, if tax is applicable use 2 decimal places rounded up usingrules below.

When calculating Tax round to two decimal places :


TOTAL MONETARY VALUE SUMMARY - TDS

TDS*239456~


Total Invoice Amount

No Decimal place in total. System assumes 2 decimal placesie. if total = 2394.56, then use 239456 in this field


TRANSACTION TOTALS - CTT

CTT*7~


Number of Line Items - total number of IT1 segments


TRANSACTION SET TRAILER - SE

SE*37*0001~


Number of Included Segments - total including ST and SE Transaction Set Control Number - use same value as in ST02


FUNCTIONAL GROUP TRAILER - GE

GE*1*1~


Number of Transaction Sets Included - total ST segments Data Interchange Control Number - use same value as in GS06


INTERCHANGE CONTROL TRAILER - IEA

IEA*1*000000001~


Number of Included Functional Groups - total GS segments Interchange Control Number - use same value as in ISA13


810 INVOICE EXAMPLE(one invoice with three line items)

I S A * 0 0 * * 0 1 * T M M C * Z Z * 1 2 3 4 5 6 7 8 9 - 1 2 3 4 A * 0 1 * 2 4 7 2 6 7 5 9 4 * 9 6 0 4 0 4 * 0 9 10 * U * 0 0 3 0 4 * 0 0 0 0 0 0 0 0 1 * 0 * P * # ~ G S * I N * 1 2 3 4 5 6 7 8 9 * 2 4 7 2 6 7 5 9 4 * 9 6 0 4 0 4 * 0 9 1 0 * 1 * X * 0 0 3 0 4 0 ~ S T * 8 10 * 0 0 0 1 ~ B I G * 9 6 0 4 0 4 * 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 * * 1 2 3 4 A S A A 6 0 9 5 D 0 1 ~ C U R * S U * C A D ~ I T 1 * D 0 0 4 * 2 5 0 * P C * 37 . 1 2 5 0 * * B P * 1 2 3 4 5 6 7 8 9 0 D 0 ~ T X I * G S * 6 4 9 . 6 9 ~ T X I * S T * 7 4 2 . 5 0 ~ I T 1 * K 3 0 0 * 7 0 * P C * 6 . 5 3 2 5 * * B P * 1 11 2 2 2 3 3 3 4 B 1 ~ T X I * G S * 3 2 . 0 1 ~ I T 1 * P 1 2 0 * 8 * P C * 2 2 9 . 6 5 0 0 * * B P * 7 7 7 7 7 7 7 7 7 7 B 0 ~ T X I * S T * 1 4 6 . 9 8 ~ T DS * 1 3 1 4 6 9 0 ~ C T T * 3 ~ S E * 1 5 * 0 0 0 1 ~ G E * 1 * 1 ~ I E A * 1 * 0 0 0 0 0 0 0 0 1 ~

( '*' = element separator, '>' = sub-element separator, '~' = segment terminator)

ISA*00* *00* *12*111111111-11110 *01*247267594*070828*1748*U*00304*100006108* GS*IN*111111111*247267594*070828*1748*100006108*X*003040~ ST*810*0001~ BIG*070814*752274**72200SP00453392~ CUR*SU*USD~ IT1*ZZZZ*1*EA*2860.0000**BP*NO YR~ TXI*GS*171.60~ TDS*303160~ CTT*1~ SE*8*0001~ GE*1*100006108~ IEA*1*100006108~

*070828*1748*U*00304*100006108* 1*P*>~ GS*IN*111111111*247267594*070828*1748*100006108*X*003040~

Method for Calculating Invoice Amounts in SAP

Line Item Calculations

Calculation Formula Result

Line Item Subtotal Quantity * Unit Price Round to 2 decimal places

Line Item Tax Amount Quantity * Unit Price * Tax Rate Round to 2 decimal places

Line Item Total No rounding required

Invoice Calculations

Calculation Formula Result

Invoice Tax Amount Round to 2 decimal places

Invoice Total No rounding required

ExamplesConsider an invoice with the following 2 line items:

Item Quantity Unit Price

1 25 1.0576

2 40 0.9901

Line Item Subtotal

Item Formula Result

1 25 * 1.0576 = 26.44 26.44

2 40 * 0.9901 = 39.604 39.6

Line Item Tax Amount (with Tax Rate of 7%)

Item Formula Result

1 25 * 1.0576 * 0.07 = 1.8508 1.85

2 40 * 0.9901 * 0.07 = 2.77228 2.77

Line Item Total

Item Formula Result

1 26.44 + 1.85 = 28.29 28.29

2 39.60 + 2.77 = 42.37 42.37

Invoice Tax Amount

Formula Result

4.62

Invoice Total

Formula Result

70.66

When attempting to calculate the total amount for an invoice, it is important to ensure that rounding is performed at the proper times in the intermediate calculations. This document provides the formulae for these intermediate calculations and shows how to arrive at a total amount that is consistent with SAP.

Subtotal + Tax Amount

Sum all of the Line Item Subtotals * Tax Rate

Sum all of the Line Item Subtotals + Invoice Tax Amount

(26.44 + 39.60) * 0.07 = 4.6228

(26.44 + 39.60) + 4.62 = 70.66


810 Invoice Discrepancies

Once an 810 invoice is received at TMMC from Sterling, there are three 810 errors that may be discovered by TMMC.These errors will result in non-payment to supplier until such a time that a corrected 810 invoice is received and processedby TMMC.

ResponsibilitiesError Description TMMC TMMNA Supplier

Supplier transmits 810 <Purchasing> No involvement 1. Investigate cause ofinvoice containing incorrect 1. Contact supplier sales problem

810 information in a particular representative to 2. Take corrective actionDOCUMENT segment (please refer to identify problem to ensure problem

Error Section 10: Frequent 810 does not reoccurInvoice Segment Errors) 3. Retransmit corrected

810 invoice in itsentirety

Supplier transmits 810 <Purchasing> <Purchasing>invoice containing a price 1. Identify price 1. Contact supplier sales

810 that does not match the mismatch to TMMNA representative toPRICE TMMC price. Purchasing identify price mismatch

Error 2. Request 2. Confirm appropriateretransmission from price with suppliersupplier sales representative

Supplier transmits 810 <Production Control> No involvementinvoice containing a 1. Contact supplier

810 quantity that does not ordering contact toQUANTITY match the TMMC goods identify problem

Error receipt quantity. 2. Request retransmissionfrom supplier.

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EDI 810 Invoice Segment Layout