EDI - EANCOM specifications

Solution Properties

Solution ID:

210802160351800

Last Modified Date:

Tue Feb 21 09:41:01 UTC 2023

Taxonomy Path:

Finance - Supplier//New Connections

Author:

vi1795

EDI - EANCOM specifications

Supplier Actions

Interchange Header

Seq	Element	Element Description	Req	Data Length	Example Data	Notes
UNB		Interchange Header	M
	0001	Syntax identifier	M	an4	UNOA
	:0002	Syntax version	M	n1	3
	+0004	Sender identification	M	an35		Supplier's mailbox ANA no.
	:0007	Qualifier	M	an4	ZZ,01,08,12,14	Supplier's qualifier
	:0008	Address for reverse	n			Not used
	+0010	Recipient identification	M	an35	5023949000004	John Lewis ANA number
	:0007	Qualifier	M	an4	14	John Lewis qualifier
	:0014	Routing address	n			Not used
	+0017	Date	M	n6	20130326	Format YYMMDD
	:0019	Time	M	n4	1139	Format HHMM
	+0020	Interchange control ref.	M	an14	3408	Unique number
	+0022	Password	M	an14	Network password
	:0025	Qualifier	n			Not used
	+0026	Application ref.	M	an14	INVOIC
	+0029	Processing priority	n			Not used
	+0031	Acknowledgment req.	n			Not used
	+0032	Communications agreement	n			Not used
	+0035	Test indicator	n			Not used

Message Header

Seg	Element	Element Description	Req	Data Length	Example Data	Notes
UNH		Message Header	M
	0062	Message reference number	M	an..14	3652	Sequential no. unique to your supplier's ANA no. and this INVOIC doc. We check this no. and will reject any files which are out of sequence. DE0062 in UNT will have the same value
	+0065	Message type identifier	M	an..6	INVOICES
	:0052	Message type version number	M	an3	D	D = draft directory
	:0054	Message type release	M	an3	96A	Version
	:0051	Controlling agency	M	an2	UN
	0057	Association assigned code	M	an6	EAN008	Version control number
	+0068	Common access ref	n			Not used
	+S010	Status of the transfer	n			Not used

Beginning of Message

Note: This segment is used to indicate the type and function of a message and to transmit the identifying number.

Seg	Element	Element Description	Req	Data Length	Example Data	Notes
BGM	C002	Beginning of Message	M
	1001	Document message name	M	an3	380	= Commercial Invoice
					384	= Corrected Invoice
	:1131	Code list qualifier	n			Not used
	:3055	Code list agency	n			Not used
	:1000	Doc / message name	n			Not used
	+1004	Doc / message no.	M	an35	Your invoice number	Invoice no. assigned by document sender
	+1225	Message function	M	an3	9	= Original
					7	= Duplicate
					43	= Additional
	+4343	Response type	n			Not used

Date/Time Period

Note: This segment is used to specify the date or period of the invoice. It may also be used to specify the date on which the goods were despatched, delivered or received.

Seg	Element	Element Description	Req	Data Length	Example	Notes
DTM		Date/ Time period	M
	2005	Date/ Time period qualifier	M	an3	20130331	137 = document date/time
						325 = tax date
						11 = despatch time
						35 = delivery date/time
						50 = recipient date/time
	:2380	Date time	M	an35
	:2379	Date/time format qualifier	M	an3		102 = CCYYMMDD
						203 = CCYYMMDDHHMM

Additional Information

Note: This segment is used to specify any special conditions which apply to the goods being invoiced. The country of origin of all the products ( if it is the same) may be specified here in the header section.

Seg	Element	Element Description	Req	Data Length	Example Data	Notes
ALI		Additional information	M			For non-UK invoices. Used to specify any special conditions which may apply to the goods being invoiced.
	3239	Country of origin	M	an3	ALI+GB	IDO3103166 country code two alpha country code
	+9213	Type of duty	n			Not used
	+4183	Special conditions	n			Not used

Free Text

Note: This segment is used to provider free form or coded text information which applies to the complete invoice message.

Seg	Element	Element Description	Req	Data Length	Example Data	Notes
FTX		Free Text	M
	4451	Text subject qualifier	M	an3	PUR	= Purchasing information
	+4453	Text function	n			Not used
	+C107	Text reference	n			Not used
	+4440	Free text	O	an70	Free text	Narrative - up to 28 characters, optional
	:4440	Free text	O	an70	Free text	Narrative - up to 28 characters, all :4440 fields are optional narrative fields
	+3453	Language	O	an3		ISO 639 two alpha code

Reference

Note: This segment is used to specify references which relate to the whole invoice, for example Purchase Order Numbers, Delivery Numbers, etc.

Seg	Element	Element Descritpion	Req	Data Length	Example Data	Notes
RFF		Reference	M
	1153	Reference qualifier	M	an3	ON	=JL order number. You must send this seg. Any messages without a valid 6 digit number are rejected.
					ALL	= Invoice batch number. Must match the TAXCON batch sent with the invoice
					DQ	= Delivery note number, optional
	:1154	Ref. number	M	an35	6 digit order number	JL order number
	:1156	Line number	n			Not used
	:4000	Ref. version	n			Not used

Name & Address

Note: This segment is used to identity the Trading Parties involved in the invoice process - Identification of the Buyer and Supplier of goods and services in mandatory in the invoice.

Seg	Element	Element Description	Req	Data Length	Example Data	Notes
NAD		Name & address	M
	3035	Party qualifier	M	an3	5023949000004	BY = Buyer. JL ANA no. - always sent
						SR = Supplier's agent. OPD only - overseas suppliers etc
					1234567891231	SU = Supplier. Supplier's ANA no.
					1234567891231	DP = Delivery party
						VN = Supplier's ANA no. Optional, not sent if SU used
	+3039	Party identifier	M	an35		ANA number for party specified in 3035
	:1131	Code list qualifier	n			Not used
	:3035	Code list agency	M	an3	9	=EAN
	+C058	Name & address freeform	n			Not used
	+3036	Party name	M	an35	Name
	:3036	Party name	n
	:3036	Party name	n			Not used
	:3036	Party name	n			Not used
	:3036	Party name	n			Not used
	:3045	Party name format	n			Not used
	+C059	Street	n			Not used
	+3164	City name	n			Not used
	+3229	Country	n			Not used
	+3251	Postcode	n			Not used

Reference

Seg	Element	Element Description	Req	Data Length	Example Data	Notes
RFF		Reference	M			Mandatory for all UK suppliers paying VAT and for non-UK suppliers
	1153	Reference qualifier	M	an3	VA	= VAT reg. no.
	:1154	Reference no.	M	an35	VAT re. no.	Supplier's VAT reg
	:1156	Line number	n			Not used
	:4000	Reference version	n			Not used

Contact information

Seg	Element	Element Description	Req	Data Length	Example Data	Notes
CTA		Contact information	O			Optional
	3139	Contact function	O	an3	AD	=Accounts contact
					AP	= Accounts payable
					AR	= Accounts receivable
	+3413	Employee identification	n			Not used
	:3412	Employee	n	an35		Not used
COM		Communication contact	O			Optional
	3148	Communication number	O	an512		Tel or fax number
	:3155	Communication channel	O	an3	EM	= Email
					FX	= Fax
					TE	= Telephone

Currency

Notes: This segment is used to specify currency information for the complete invoice.

Seg	Element	Element Description	Req	Data Length	Example Data	Notes
CUX		Currency	M			Optional
	6347	Currency detail qualifier	M	an3	CUX+2	2 = Reference currency
	:6345	Currency	M	an3	GBP	ISO4217 currency code
	:6343	Currency qualifier	M	an3	4	= invoicing currency
	:6348	Currency rate	n			Not used
	+C504	Currency details 2	n			Not used
	+5402	Rate of exchange	n			Not used
	+6341	Currency market exchange	n			Not used

Payment Terms

Seg	Element	Element Description	Req	Data Length	Example Data	Notes
PAT		Payment Terms				Mandatory for all non-UK invoices. Not used for nUK invoices
	4279	Payment terms type qualifier	M	an3	1	= Basic
	+4277	Terms of payment ID	M	an17	22	= Discount
	:1131	Code list qualifier	n			Not used
	:3055	Code list agency	n			Not used
	:4276	Terms of payment text 1	M	an35
	:4276	Terms of payment text 2	M	an35
	+2475	Payment terms ref	M	an3	5	= invoice date
	:2009	Time relation	N	an3	3	= after reference
	:2151	Type of period	M	an3	D	= Day
					M	= Month
	:2152	No of periods	M	n3		Number of periods for payment

Date/Time Period

Notes: This segment is used to specify any dates associated with the payment terms for the invoice.

Seg	Element	Element Description	Req	Data length	Example Data	Notes
DTM		Date / Time period	M
	2005	Date / time period qualifier	M	an3	7	= Effective date/time
	:2380	Date / time	M	an35
	:2379	Date / time format qualifier	M	an3	102	=CCYYMMDD

Monetary Amount

Note: This segment is used to specify monetary values which will be allowed or charged if the Invoices pays (does not pay) to terms.

Seg	Element	Element Description	Req	Data Length	Example Data	Notes
MOA		Monetary Amount				Settlement discount before VAT - Optional
	5025	Monetary amount qualifier	M	an3	21	= cash discount
	:5004	Monetary amount	M	n18
	:6345	Currency	n			Not used
	:6343	Currency qualifier	n			Not used
	:4005	Satus	n			Not used

Transport Details

Note: This segment is used to specify transport services provided for the delivery of the invoiced line items, such as express transport services.

Seg	Element	Element Description	Req	Data Length	Example Data	Notes
TDT		Transport details				Mandatory for non-UK suppliers. This segment is used to specify transport services provided for the delivery of the invoice line items, such as express transport service.
	8051	Transport stage	M	an3	20	= Main carriage
	+8028	Reference number	M
	C220 +8067	Mode of transport coded	M	an3	10	=Maritime
					20	= Rail
					30	= Road
					40	= Air
	:8066	Mode of transport	n			Not used
	C228 +8179	Transport means	C		23 25 31	= Rails = Rail express = Truck
	+C400	Carrier	n			Not used
	+C401	Excess transport	n			Not used
	+C222	Transport ID	n			Not used
	+8281	Transport ownership	n			Not used

Terms of Delivery

Note: This segment is used to specify the terms of delivery for the complete invoice. When specifying terms of delivery it is required in EANCOM to use incoterms.

Seg	Element	Element Description	Req	Data Length	Example Data	Notes
TOD		Terms of delivery				Mandatory for non-UK suppliers. This segment is used to specify the terms of delivery for the complete invoice.
	4055	Terms of delivery function	M	an3	6	= Delivery condition
	+4215	Method of payment	M
	+4043	Terms of delivery	M	an3		Use INCOTERMS 1990
	:1131	Code list qualifer	n			Not used
	:3055	Code list agency	n			Not used
	:4052	Terms of delivery	n			Not used
	:4052	Terms of delivery	n			Not used

Allowance or Charge

Note: This segment is used to indicate any Allowances or Charges to the total invoice, e. g. packaging costs.

Seg	Element	Element Description	Req	Data Length	Example Data	Notes
ALC		Allowance or charge	M			Sent to add a surcharge/carriage ti the cost of goods on the order
	5463	Allowance qualifier	M	an3	C	= Charge / carriage
	+C552	Allowance information	n			Not used
	+4471	Settlement coded	M		6	Charged to be paid by customer
	+1227	Calculation sequence	n			Not used
	+7161	Special services codes	M	an3	FC	= Freight charge/carriage
					HD	= Handling
					IN	= Insurance
	:1131	Code list qualifier	n			Not used
	:3055	Code list agency	n			Not used
	:7160	Sepcial service	n			Not used
	:7160	Special service	n			Not used
MOA		Monetary Amount				Surcharge/carriage before VAT
	5025	Monetary amount qualifier	M	an3	23	= charge amount
	:5004	Monetary amount	M	n18		Not used
	:6345	Currency	n			Not used
	:6345	Currency qualifier	n			Not used
	:4405	Status	n			Not used

Line Details

Note: This segment is used to indicate the beginning of the details sections of the Invoice message. The detail section is formed by a repeating group of segments, always starting with a LIN segment.

Seg	Element	Element Description	Req	Data Length	Example Data	Notes
LIN		Line Item	M
	1082	Line item number	M	n6		Invoice line item number from PO
	+1229	Action request	n
	+7140	Item number	M	an35		EAN8, UPC12 or EAN13 code. Must be the same item number sent by JL on EDI order
	:7143	Item number type	M	an3	EN	=EAN
					UP	= UPC12
	:1131	Code list qualifier	n			Not used
	:3055	Code list agency	n			Not used
	+C829	Sub line info	N			Not used
	+1222	Configuration level	n			Not used
	+7083	Configuration	n			Not used

Additional Product ID

Notes: This segment is used to specify additional or substitutional item identification codes such as buyer’s or supplier’s item number.

Seg	Element	Element Description	Req	Data Length	Example Data	Notes
PIA		Additional Product ID	M
	4347	Prodict ID function	M	an3	5	= Product information
					1	= Additional info -commodity group for EC Intrastats imports. Supplemental ID which provides more info complementary to the main global trade no. (provided in LIN segment) e.g. a batch no., promo variant no., product group no.
	+7140	Item number	M	an35	Supplier's item number	If not EAN/UPC. If 5 sent in 4374
					EC Intrastats commodity group	If 1 sent in 4374
	:7143	Item number type	M	an3	SA	= Supplier's article number
					HS	= Harmonised system
					CG	= EC Intrastats
	:1131	Code list qulifier	n			Not used
	:3055	Code list agency	n			Not used
	+C212	Item number ID	n			Not used
	+C212	Item number ID				Not used
	+C212	Item number ID				Not used
	+C212	Item number ID				Not used

Item Description

Seg	Element	Element Description	Req	Data Length	Example Data	Notes
IMD		Item Description	M
	7077	Item description type	M	an3		Must be A, E or F (free-form text)
	:7081	item characteristic	n			Not used
	+7009	Item description code	n			Not used
	:1131	Code list qualifier	n			Not used
	:3055	Code list agency	n			Not used
	:7008	Item description	n			Not used
	:3453	Language	n			Not used
	+7383	Surface/layer indicator	n			Not used

Measurements

Seg	Element	Element Description	Req	Data Length	Example Data	Notes
MEA		Measurements				For measured sq metre stock only
	6311	Measurement qualifier	M	an3	PD	= Physical dimensions
	+6313	Measurement qualifier	M	an3	LN	= Length
					WD	= Width - sq metred only
	:6321	Measurement significance	n			Not used
	:6155	Measurement attribute, coded	n			Not used
	:6154	Measurement attribute	n			Not used
	+6411	Meaure unit qualifier	M	an3	MTR	= Metre
	:6314	Measurement value	M	n18	Piece length	Measured & sq metred stock. Up to 3 decimal places
					Piece width	For sq metred stock. Up to 3 decimal places
	:6162	Range minuimum	n			Not used
	:6152	Range maximum	n			Not used
	:6432	Significant digits	n			Not used
	+7383	Surface/layer indicator	n			Not used

Quantity

Seg	Element	Element Description	Req	Data Length	Example Data	Notes
QTY		Quantity
	6063	Quantity qualifier	M	an3	47	= Invoice quantity - no. of traded units
					59	= Pack size - no. of consumer units in traded unit
	:6060	Quantity	M	n15
	:6411	Measure unit qualifier	M	an3	MTR	= Metres. Measured& sq metre stock only
					MTK	= Sq metres. For measured & sq metred stock only

Free Text

Note: This segment is used to provide free form or coded text information that applies to the complete invoice message.

Seg	Element	Element Description	Req	Data Length	Example Data	Notes
FTX		Free Text	M
	4451	Text subject qualifier	M	an3	PUR	= Purchasing information
	+4453	Text function	n			not used
	+C107	Text ref.	n			not used
	+4440	Free text	O	an70	Free text	Narrative (up to 28 characters, optional).
	:4440	Free text	O	an70	Free text	Narrative (up to 28 characters, optional).
	:4440	Free text	O	an70	Free text	Narrative (up to 28 characters, optional).
	:4440	Free text	O	an70	Free text	Narrative (up to 28 characters, optional).
	:4440	Free text	O	an70	Free text	Narrative (up to 28 characters, optional).
	+3453	Language	n			Not used

Monetary Amount

Seg	Element	Element description	Req	Data length	Example date	Notes
MOA		Monetary Amount	M
	5025	Monetar amount qualifier	M	an3	66	= goods item total
					203	= Line item amount. (If 66 is also sent, 203 will take preference.)
	:5004	Monetary amount	M	n18
	:6345	Currency	n			Not used
	:6343	Currency qualifier	n			Not used
	:4405	Status	n			Not used

Price

Seg	Element	Element description	Req	Data length	Example data	Notes
PRI		Price	M
	5125	Price qualifier	M	an3	AAA	-Traded unit price of net line of discounts
					AAB	- Price gross of line discounts
	:5118	Price	M	n15		Up to 4 decimal points
	:5375	Price type	n			Not used
	:5387	Price type qualifier	n			Not used
	:5284	Unit price basis	n			Not used
	:6411	Measure unit qualifier	M	an3	MTR	=Per metre. For measured and sq-metred stock only
					MTK	=Per sq-metre. For measured and sq-metred stock only.
	+5213	Sub-line price	n			Not used

Reference

Seg	Element	Element description	Req	Data Length	Example data	Notes
RFF		Reference	M			Each line must have an RFF segment with the line number.
	1153	Reference qualifier	M	an3	ON or LI	= Order and line number
	:1154	Reference number	M	an35	Order number
	:1156	Line number	M	an6	Line number
	:4000	Reference version	n			Not used

Tax

Seg	Element	Element description	Req	Data Length	Example data	Notes
TAX		Tax				If a product has more than one VAT rate, then two of these segments may be sent.
	5283	Tax qualifier	M	an3	7	= Tax
	+5153	Tax type coded	M	an3	VAT	Value Added Tax
	:1131	Code list qualifier	n			Not used
	:3055	Code list agency	n			Not used
	:5152	Tax type	n			Not used
	+C533	Tax account details	n			Not used
	+5286	Tax assesment basis	n			Not used
	+5279	Tax rate ID	n			Not used
	:1131	Code list qualifier	n			Not used
	:3055	Code list agency	n			Not used
	:5278	Tax rate	M	an17 17.50		In format nn.nn%
	:5273	Tax rate basis identification	n			Not used
	:1131	Code list qualifier	n			Not used
	:3055	Code list agency	n			Not used
	+5305	Tax category coded	M	an3	Z
					L	= lower rate
					E	= exempt
					A	= mixed rate
					S	= standard rate tax
	+3446	Tax identification	n			not used

Allowance or Charge

Seg	Element	Element description	Req	Data legth	Example data	Notes
ALC		Allowance or charge				This segment should be sent if there are any line discounts on this invoice.
	5463	Allowance qualifier	M	an3	A	= Allowance
	+C552	Allowance information	n			Not used
	+4471	Settlement	n			Not used
	+1227	Calculation sequence	M	an3	1	= First step
					2	= Second step
	+7161	Special services coded	M	an3	TD	= Trade discount
					QD	=Quantity discount
	:1131	Code list qualifier	n			Not used
	:3055	Code list agency	n			Not used
	:7160	Special service	n			Not used
	:7160	Special service	n			Not used

Monetary amount

Seg	Element	Description	Req	Data length	Example data	Notes
MOA		Monetary Amount	M			This segment is the discount value for the line allowance in the previous ALC segment.
	5025	Monetary amount qualifier	M	an3	204	= Allowance amount
	:5004	Monetary amount	M	n18
	:6345	Currency	n			Not used
	:6343	Currency qualifier	n			Not used
	:4405	Status	n			Not used

Section Control

Seg	Element	Element Description	Req	Data length	Example data	Notes
UNS		Section control
	0081	Section identification	M	a1	S	= detail / summary separation
CNT		Control total
	6069	Control qualifier	M	an3	2	= No. of line items in message. must always be sent
					29	= Total net weight of the consignment. Must be sent for non-uk EC suppliers
					10	consignments no. of deliveries. Must be sent ffor non UK EC suppliers
					11	No. of packages. Must be sent ffor non UK EC suppliers
					15 or 26	= cube or total measure of the consignment. Must be sent ffor non UK EC suppliers
	:6066	Control value	M	n18		Count of LIN items, or measure value
	:6411	Measure unit qualifier	M		KGM	= Kilogram. For type 15,26 or 29
					MTR	= Meters. For type 15,26 or 29
					MTK	= Sq meters. For type 15,26 or 29
					MTQ	= Cubic meters. For type 15,26 or 29
					TNE	= Metric ton. For type 15,26 or 29

Monetary amount

Seg	Element	Element Description	Req	Data Length	Example Data	Notes
MOA		Monetary amount	M
	5025	Monetary amount qualifier	M	an3	86 or 9 or 39 or 77	= Total monetary amount (ie including surcharges settlement discount and VAT) Mandatory for all invoices
			M		124 or 176	= Total VAT (send 0 for goods coming from outside UK) Mandatory for all invoices
			M		129	= Goods inc surcharge (ie inc surcharges but before settlement discount and VAT) Mandatory for all invoices
			M		125	=Taxable amount (ie inc surcharges and settlement discount but before VAT). Mandatory for all invoices.
			M		79	= Total line items amount (ie goods excluding surcharges settlement discount and VAT
	:5004	Monetary amount	M	n18
	:6345	Currency	M	an3	GBP
	:6343	Currency qualifier	n			Not used
	:4405	Status	n			Not used

Tax

Seg	Element	Element description	Req	Data length	Example data	Notes
TAX		Tax				This is mandatory on all invoices from UK suppliers who pay VAT.
	5283	Tax qualifier	M	an3	7	= Tax
	+5153	Tax type coded	M	an3	VAT	=Value added tax
	:1131	Code list qualifier	n			Not used
	:3055	Code list agency	n			Not used
	:5152	Tax type	n			Not used
	+C533	Tax account details	n			Not used
	+5286	Tax assesment basis	n			Not used
	+5279	Tax rate identification	n			Not used
	:1131	Code list qualifier	n			Not used
	:3055	Code list agency	n			Not used
	:5278	Tax rate	M	an17	20.00	In format nn.nn%
	:5273	Tax rate basis identification	n			Not used
	:1131	Code list qualifier	n			Not used
	:3055	Code list agency	n			Not used
	+5305	Tax category, coded	M	an3	Z	= Zero rated tax
					L	= lower rate
					E	= Exempt
					A	= Mixed rate
					S	= Standard rate tax
	+3446	Tax identification	n			Not used

Monetary Amount

Seg	Element	Element Desciption	Req	Data Length	Example data	Notes
MOA		Monetary amount	M
	5025	Monetary amount qualifier	M	an3	124 or 176	= Total VAT/ mandatory for all invoices from UK suppliers who pay VAT.
			M		125	= Taxable amount (ie inc surcharges and settlement discount, but before VAT). Mandatory for all invoices from UK suppliers who pay VAT
	:5004	Monetary amount	M	n18
	:6345	Currency	M	an3	GBP
	:6343	Currency qualifier	n			Not used
	:4405	Status	n			Not used

Message Trailer

Seg	Element	Element Description	Req	Data length	Example data	Notes
UNT		Message trailer
	0074	Number of segments	M	n6		Number of segments in a message
	+0062	Message ref. number	M	an14		=UNH segment
UNZ		Interchange trailer	M
	0036	Interchange control count	M	n6		Number of messages in interchange
	+0200	Interchange control ref	M	an14		=UNB segment

Table of Contents

Interchange Header

Message Header

Beginning of Message

Date/Time Period

Additional Information

Free Text

Reference

Name & Address

Reference

Contact information

Currency

Payment Terms

Date/Time Period

Monetary Amount

Transport Details

Terms of Delivery

Allowance or Charge

Line Details

Additional Product ID

Item Description

Measurements

Quantity

Free Text

Monetary Amount

Price

Reference

Tax

Allowance or Charge

Monetary amount

Section Control

Monetary amount

Tax

Monetary Amount

Message Trailer