EDI 810 – Invoice (ANSI ASC X12 EDI 810 Transaction Set)

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.