Automation
EDI 810 removes the need for manual invoicing, allowing businesses to automate the process of billing and payment tracking.
EDI 810 – Invoice Document: Definition and Overview
The ANSI ASC X12 EDI 810 Invoice Transaction Set, or EDI 810 is an essential transaction in the electronic exchange of business documents between trading partners. It is used to request payment for goods or services rendered, following an order, such as an EDI 850 Purchase Order.
This document replaces paper invoices, streamlining the billing process, reducing manual entry errors, and speeding up payment cycles.
Key Information in an EDI 810 Invoice
The EDI 810 Invoice includes vital details necessary for accurate billing and payment processing. Below is a breakdown of the key information typically included in this document:
Invoice Header Information
The header section contains the general information about the invoice, including:
- Invoice Number
- Invoice Date
- Purchase Order Number
Buyer and Seller Details
- Buyer: Identifies the buyer’s organization, including their address and any specific identification codes (e.g., DUNS, internal codes).
- Seller: Contains details of the seller or supplier, ensuring the invoice is properly attributed.
These segments facilitate the identification of both parties involved in the transaction, ensuring correct assignment of the invoice.
Item-Level Information
The item-level details are one of the most critical parts of the EDI 810 document. They provide specifics about each product or service being invoiced:
- Item Identification This segment includes the item description, item number (e.g., SKU, UPC), unit of measurement, and quantity billed.
- Unit Price: The cost per item, which is multiplied by the quantity to determine the line item total.
- Extended Line Amount: The total cost for each item line, factoring in quantity and unit price. This segment may also include discount details, promotional offers, or negotiated pricing.
Tax and Allowance Information
Tax Information: Specifies any applicable taxes, such as sales tax or VAT. This ensures compliance with local and international tax regulations.
Allowances and Charges: Provides information on any additional charges or discounts, such as shipping costs, handling fees, or promotional discounts. This ensures that the buyer is aware of all costs associated with the purchase.
Payment Terms
Terms of Payment: Defines the payment terms, such as due date and early payment discounts. These terms are essential for both parties to agree on when and how the payment will be made. For example, a typical payment term might specify “Net 30,” meaning the invoice is due 30 days after receipt.
Total Amount Due
Total Invoice Amount (TDS Segment): Summarizes the total monetary value of the invoice, including all item costs, taxes, and any applicable charges or discounts. This segment confirms the amount the buyer is expected to pay.
Remittance Information
Remit To: Provides the details of where the payment should be sent, often including the seller’s bank account information, address, or payment processor details. This helps the buyer ensure they send the payment to the correct party.
Freight and Shipping Details
Freight Information: Defines the terms of freight, such as who is responsible for shipping costs (buyer or seller).
Carrier Information: Includes routing and transportation details, identifying the carrier responsible for shipping the goods.
Special Instructions
Some EDI 810 Invoices may include segments for special instructions or notes, such as packaging requirements, handling instructions, or delivery deadlines. These are often captured in the NTE (Note/Special Instruction) segment, ensuring that both the buyer and seller have clear communication about additional expectations.
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EDI 810 Sample File
Here’s a sample EDI 810 Invoice file to give you a clear idea of its structure:
ISA*00* *00* *12*5141231234 *12*5034564567
*181122*1220*U*00501*000000001*0*T*> GS*IN*5141231234*504564567*20181122*122047*1*X*005010
ST*810*0001
BIG*20181122*I-0042537
N1*RI**92*10055500
N1*ST**92*00262
ITD*05*1*****100
DTM*011*20190120
IT1**2*EA*5.45**UP*888077648572
SDQ*EA*92*00682*1*70674*1
IT1**2*EA*5.45**UP*888077650123
SDQ*EA*92*00111*1*11356*1
IT1**3*EA*4.85**UP*888077648954
SDQ*EA*92*00682*1*11356*1*70674*1
IT1**3*EA*5.15**UP*888077649105
SDQ*EA*92*00011*2*00111*1
IT1**1*EA*5.9**UP*888077648867
SDQ*EA*92*00682*1
TDS*5770
CAD*A***FDEG
CTT*5
SE*20*0001
GE*1*1
IEA*1*000000001
This sample outlines a typical EDI 810 file, from headers like ISA and GS to detailed line items (IT1) and totals (TDS).
Key Segments in an EDI 810 Invoice
Here’s a breakdown of commonly used segments in an EDI 810 document:
ISA (Interchange Control Header)
ISA (Interchange Control Header): Marks the start of the EDI message.
GS (Functional Group Header)
GS (Functional Group Header): Provides a group control for related transactions.
ST (Transaction Set Header)
ST (Transaction Set Header): Marks the start of the transaction set, identifying it as an Invoice (810).
BEG (Beginning Segment for Invoice)
BIG (Beginning Segment for Invoice): Contains invoice date and invoice number, essential for referencing.
REF (Reference Identification)
REF (Reference Identification): Allows for the inclusion of reference numbers, like the PO number related to the invoice.
IT1 (Baseline Item Data)
IT1 (Baseline Item Data): Provides detailed line-item information, including item quantity, description, and price.
SE (Transaction Set Trailer)
SE (Transaction Set Trailer): Ends the transaction set and provides control information.
How Does the EDI 810 Process Work?
- Buyer’s System Generates an EDI 850 Purchase Order: The buyer sends an EDI 850 Purchase Order to the supplier, initiating the purchasing process.
- Supplier Sends the EDI 810 Invoice: After fulfilling the order, the supplier generates an EDI 810 This document includes all necessary details regarding the items delivered, their prices, any applicable taxes, discounts, and the total amount due.
- EDI Provider or Direct EDI System Processes the Invoice: The supplier’s EDI provider or in-house EDI system converts the invoice into the EDI format and sends it to the buyer. The buyer’s system then processes the invoice for payment.
- Automated ERP Integration: The EDI 810 can be automatically integrated into the buyer’s ERP system, where it is matched against the EDI 850 purchase order and an EDI 856 (if a shipping notice was sent). This automation reduces errors and accelerates the payment cycle.
Benefits of Using EDI 810 for Invoicing
EDI 810 and ERP/CRM System Integration
At EDI2XML, we specialize in the integration of EDI 810 invoices with various ERP and CRM systems. This automation streamlines the invoicing process by minimizing manual input and ensuring that your financial data is accurately reflected in real-time.
Additionally, our Fully Managed EDI Services and EDI Web Services provide end-to-end management of the EDI 810 transaction, from sending and receiving invoices to integrating them seamlessly into your internal systems. Our solutions allow businesses to eliminate manual data entry, ensuring accurate, timely, and compliant invoice processing.
Partner with EDI2XML for EDI 810 Invoice Integration
Whether you’re looking to integrate EDI 810 with REST API or require a fully managed EDI solution, EDI2XML offers the expertise to handle your EDI needs. Our team simplifies the integration process, ensuring your business runs efficiently.
The following is a list of additional helpful information:
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