The following is an outline of what is expected when receiving VICS 810 Inbound Invoice information from a vendor. For definitions of the segments, please see the VICS retail industry conventions and guidelines for EDI.

Deviation from the standard VICS 810 format may negate our ability to receive data from trading partners and would delay payment.

The following segments are based on VICS 4010. Refer to individual VICS manuals for differences in standards.

Transmissions of 810 Inbound Invoices must contain the valid Federated Purchase Order number in order to match the invoice for payment.

FDS does not accept non-merchandise charges including freight. Invoice will be processed net of these charges, with the exception of dropship invoices.

Prior to your sending 810 Invoice Transmissions, Federated Logistics Accounts Payable requires an enrollment and testing process. Please contact Federated Logistics Accounts Payable EDI office, (513) 782-3189, for enrollment information and testing procedures.

In the event that the vendor's invoice errors out of the Federated Accounts Payable system, Federated Logistics Accounts Payable will communicate failed invoice information for correction and retransmission via E-mail or phone.

It is mandatory to list the correct Bill of Lading (BOL) numbers within the EDI transmission. The BOL ties in directly with the 856 Advance Ship Notice. With the correct information, invoices can be processed more swiftly and accurately.


Note: Functional Acknowledgments will be sent for all documents transmitted to Federated by vendors.


Segment Summary

Header Segments
M*/O*
Segment Name
m
STTransaction Set Header
m
BIGBeginning Segment for Invoice
O
REFReference Identification
m
N1Name
M
ITDTerms of Sale/Deferred Terms of Sale
m
FOBFOB Related Instructions

Detail Segments
M*/O*
Segment Name
m
IT1Baseline Item Data
o
PID Product/Item Description

Summary Segments
M*/O*
Segment Name
m
TDSTotal Monetary Value Summary
m
CADCarrier Detail
o
SACService, Promotion, Allowance, or Charge Information
m
ISS Invoice Shipment Summary
m
CTTTransaction Totals
m
SETransaction Set Trailer

Header Envelope Segments
M*/O*
SegmentData Element Value/Comments
M
ISA isa01Qualifier 00
ISA02 Authorization Blanks
ISA03 Qualifier 00
ISA04 Security Blanks
ISA05 Qualifier
  • 01 - Duns Number
    08 - UCC Communication ID
    12 - Telephone Number
  • ISA06 Sender ID Sender's Identifier
    ISA07 Qualifier 08 - UCC Communication ID
    ISA08 Receiver ID UCC Assigned Communication ID
    ISA09 Date YYMMDD
    ISA10 Time HHMM
    ISA11 Standard ID U - ANSI X.12
    ISA12 Version 00401
    ISA13 Control Number Sequential Number
    ISA14 Request Acknowledgment 0 - No
    ISA15 Test Indicator P - Production

    T - Test

    ISA16 Subelement Separator >
    M
  • GS
  • GS01 IDIN
    GS02 Sender ID Same as ISA06
    GS03 Receiver ID Same as ISA08
    GS04 Date CCYYMMDD
    GS05 Time HHMM
    GS06 Control Number Sequential Number
    GS07 Agency X - ANSI X.12
    GS08 Version 004010VICS

    Header Segments
    M*/O*
    Segment DataElement Value/Comments
    M
    STST01 ID810
    ST02 Control Number Sequential Number assigned by sender
    M
    BIGBIG01 Date CCYYMMDD; date invoice was generated (Invoice date cannot be later than transmission date).
    BIG02 Invoice Number Identifying # from issuer. Each invoice number must be unique. FDS system will only process numeric characters. Ten of the most significant numeric characters will be processed.
    BIG04 Purchase Order Number Identifying # from Purchaser. Valid Federated Purchase Order number. Must be numeric only, 7 digits.
    O
    REFREF01
  • Reference Identification Qualifier
  • DP Department Number
    REF02 Reference ID 3-digit numeric Department Number
    O
    REFREF01 Reference Identification Qualifier CO - Customer Order Number
    REF02 Reference ID 7-digit numeric only
    M
    N1N101 Entity Identifier Code BY - Buying Party
    N103 Identification Code Qualifier 92 - Assigned by Buyer
  • N104
  • Identification Code Buying Party's buying location (mark for store number).
    M
    N1
  • N101
  • Entity Identifier Code ST - Ship To
  • N103
  • Identification Code Qualifier 92 - Assigned by Buyer
  • N104
  • Identification Code Buyer Party's Ship To location (in most cases this is the distribution center unless shipping directly to the store).
    M
    N1 N101Entity Identifier Code RI - Remit To
    N103 Identification Code Qualifier 1 - Duns Number
    N104 Identification Code Vendor's 9-digit Duns Number
    M*/O*
    SegmentData Element Value/Comments
    M
    ITD ITD01Terms Type Code
  • 05- Discount not applicable
  • 08 - Basic Discount Offered
  • 12 - 10 Days After EOM
  • ITD02 Terms Basis Date Code
  • 1 - Ship Date
  • 2 - Delivery Date
    3 - Invoice Date
  • 15 - ROG
  • ITD03 Terms Discount Percent Terms Discount percentage available to Buyer if Invoice is paid on or before due date. Expressed as %-Decimal point only used when needed (8.00 would be sent as 8 and 8.50 would be sent as 8.5).
    ITD05 Terms Discount Days Due Number of days in the Terms Discount period by which payment is due if Terms Discount is earned. When sending Terms Type code 12 (10 days after EOM) this field is not sent.
    ITD07 Terms Net Days Number of days until total invoice amount is due (discount not applicable).
    M*/O*
    SegmentData Element Value/Comments
    M
  • FOB
  • FOB01 Shipment Method of Payment CC - Collect

    PP - Prepaid(By Seller)

    fob02 Location Qualifier DE - Destination

    FA - Factory

    Detail Segments

    Note: FDS only receives transmissions at the UPC level.


    M
  • IT1
  • IT102 Quantity Invoiced Number of Units Invoiced
    IT103 Unit of Measure Code EA - Each
    IT104 Unit Price Price per Unit, the price is sent with the decimal point only when needed ($15.95 would be sent as 15.95 and $29.00 would be sent as 29).
    IT106 Product/Service ID Qualifier
  • UP - UPC number
  • EN - European Article Number
  • IT107 Product/Service ID
  • UPC Number (12 Digits)
  • EAN Number (13 Digits)
    o
    pidpid01 Item Description Type
  • F - Free-form
  • pid05 Description Vendor Style Number/Description

    Summary Segments
    M*/O*
    SegmentData Element Value/Comments
    M
  • TDS
  • TDS01 Amount Total Merchandise cost only (net invoice amount before discount) (no decimal necessary, 2 decimal places are implied; for example, $8.00 will be sent as 800).
    tds02 Amount Total Merchandise cost ONLY (no decimal necessary, 2 decimal places are implied, for example, $8.00 will be sent as 800).
    M
    CADCAD04 Standard Carrier Alpha Code 2 Digit Carrier Code
    (See External Code Source 17 in Section III for reference document)
    CAD05 Routing Carrier Description
    CAD07 Reference Number Qualifier BM - Bill of Lading
    CAD08 Reference Number Bill of Lading Number

    M*/O*
    Segment DataElement Value/Comments
    o
    CADCAD07 Reference Number Qualifier CN - Carrier's Reference Number (Pro/Freight Bill)
    cad08 Reference Number Pro Number or Freight Bill Number
    O
  • SAC

  • Note: Summary level SAC segment should carry any Freight or Sales Tax totals that may apply. However, FDS does not pay non-merchandise charges including freight. Invoice will be processed net of these charges, with the exception of dropship invoices.


    SAC01 Allowance or Charge Indicator A - Allowance

    C - Charge

    SAC02 Service, Promotion, Allowance, or Charge Code From Code list section III - use A970, C040, C420, D240, or I230 to identify "freight charges". All other codes will be applied as Misc. See list.
    SAC05 Allowance/Charge Total Amount Total Dollar Amount for Allowance/Freight charge. This data element has an implied decimal point with 2 digits to the right of the decimal point; for example, $29.00 will be sent as 29.
    SAC12 Allowance or Charge Method of Handling Code 02 - Off Invoice (Allowances)
    SAC15 Description Description
    m
    ISSISS01 Number of Units Shipped Total Quantity Cartons Shipped.
    ISS02 Unit of Measure Code CT - Carton

    CA - Case

    EA - Each

    M
    CTTCTT01 Number of Line Items Total Number of Line Items in Transaction Set.
    M
    SESE01 Number of Included Segments Total Number of Segments in Transaction Set.
    SE02 Transaction Set Control Number Sequential Number

    Trailer Envelope Segments
    M
  • GE
  • GE01Total Number of ST Segments Total Number of ST Segments.
    GE02 Control Number Sequential Number
    M
    IEAIEA01 Total Number of GS Segments Total Number of GS Segments.
    IEA02 Control Number Sequential Number