the good guys tax invoice implementation guide€¦ · the good guys – tax invoice implementation...

Message Implementation

Guideline (MIG)

The Good Guys

Tax Invoice

Implementation Guide

Audience: The Good Guys Suppliers

Version: 1.6

Status: Final

Issue Date: 26-Mar-2012

Written by: Sudhir Rajai

Solution Architect

eVision Pty Ltd

© eVision Pty Ltd 2012- Commercial In Confidence 2

The Good Guys – Tax Invoice Implementation Guide

CONTENTS

DOCUMENT PROPERTIES .................................................................................................................... 3

Copyright ....................................................................................................................................... 3

Change History .............................................................................................................................. 3

TAX INVOICE BUSINESS RULES ............................................................................................................ 4

SEGMENT HIERARCHY ......................................................................................................................... 5

Header Section .............................................................................................................................. 5

Detail Section................................................................................................................................. 5

Summary Section ........................................................................................................................... 6

SEGMENT DEFINITIONS ....................................................................................................................... 7

EXAMPLES ........................................................................................................................................ 36

Clarification ................................................................................................................................. 36

Samples ....................................................................................................................................... 37

TRANSMISSION ................................................................................................................................. 41

CONTACT DETAILS ............................................................................................................................ 42

eVision - MessageXchange ........................................................................................................... 42

The Good Guys ............................................................................................................................ 42

http://www.evision.com.au/



DOCUMENT PROPERTIES

Copyright

This document is the property of:

Evision Pty Ltd. Level 3, 488 Bourke Street, Melbourne Vic 3000 www.eVision.com.au

This Message Implementation Guide has been created for The Good Guys.

Unauthorized access, copying, replication and usage for a purpose other than for which this is intended is

prohibited by Copyright Laws.

The holder is responsible for incorporating revisions into his copy of the document and keeping the

contents up-to-date.

Change History

Version Date Updated by Nature of Amendment

1.6 03-Dec-2014 Payal Pandya

BGM – Document / message number maximum length 30 characters

RFF – Reference maximum length 30 characters PAT – 1- Basic ; 7- Extended




TAX INVOICE BUSINESS RULES

All the line items in an invoice message must be related to one buyer purchase order only. However, supplier can produce multiple invoices per buyer purchase order. In the Australian Electrical Appliances Industry the standard for all reported invoice amounts is to be excluding of GST (Goods and Services Tax). A valid tax invoice is a document that meets all of the following requirements:

It is issued by the supplier

It contains enough information to enable the following to be clearly identified:

The supplier's identity and ABN

A brief description of what is sold, including the quantity and the price of what is sold

The extent to which each sale is a taxable sale

The date the document is issued

The amount of GST (if any) payable for each sale

If the document was issued by the recipient and GST is payable for any sale - that the GST is

payable by the supplier

That the document was intended to be a tax invoice




SEGMENT HIERARCHY

Header Section

Position Group / Segment Usage Max. Use

0010 UNH - Message header M 1

0020 BGM - Beginning of message M 1

0030 DTM - Date/time/period M 4 of 35

0080 Segment Group 1 M 5 of 99

0090 RFF - Reference M 1


0120 NAD - Name and address M 1



0280 Segment Group 7 C 1 of 5

0290 CUX - Currencies M 1


0320 PAT - Payment terms basis M 1

0330 DTM - Date/time/period O 1

0340 PCD - Percentage details O 1

0350 MOA - Monetary amount O 1

0490 Segment Group 13 O 1 of 1000

0500 PAC - Package M 1


0580 ALC - Allowance or charge M 1


0700 MOA - Monetary amount M 1


0760 TAX - Duty/tax/fee details M 1


Detail Section


0890 Segment group 25 M 9999999

0900 LIN - Line item M 1

0910 PIA - Additional product id M 2

0920 IMD - Item description M 1

0940 QTY - Quantity M 2




1120 PRI - Price details M 1

1160 Segment Group 29 O 1 of 10








Summary Section


1790 UNS - Section control M 1

1800 CNT - Control total M 1 of 10






1930 UNT - Message trailer M 1




SEGMENT DEFINITIONS

Segment: BGM - Beginning of message

Purpose: To indicate the type and function of a message and to transmit the identifying number.

Example: BGM+388:::TAX INVOICE+432097+9'

Position Segment Usage Representation

010 C002 DOCUMENT/MESSAGE NAME C

1001

Document/message name, coded 388 - Tax invoice

C an..3

1131 Code list qualifier C an..3

3055 Code list responsible agency, coded C an..3

1000

Document/message name TAX INVOICE

C an..35

020 1004 Document/message number C an..30

030 1225 Message function, coded 9 - Original 7 - Duplicate

C an..3




Segment: DTM - Date/time/period

Purpose: To specify date, and/or time, or period.

Example:

DTM+137:20111012:102' (Mandatory) DTM+454:20111019:102' (Optional) DTM+11:20111012:102' (Optional) DTM+17:20111019:102' (Optional)


010 C507 DATE/TIME/PERIOD M

2005

Date/time/period qualifier

137 – Document/message date/time

454 - Accounting value date (EAN Code)

11 – Despatch date

17 – Estimated delivery date

M an..3

2380 Date/time/period C an..35

2379

Date/time/period format qualifier

102 - CCYYMMDD C an..3

Notes:

1.

The code 454 is used as the effective invoice date advising the trading partner that it is from this

specified date that payment terms would be calculated from. This scenario may arise when an invoice is

generated mid month. However, payment calculations may occur once at the end of each month.




Segment: RFF - Reference

Purpose: To specify a reference.

Example:

RFF+ON:P053022338' (Mandatory) RFF+VN:VendorOrderNo' (Optional) RFF+ DQ:DeliveryNoteNo' (Optional) RFF+ CN:ConsignmentNo ' (Optional) RFF+ IV: InvoiceNo' (Optional)


010 C506 REFERENCE M

1153

Reference qualifier

ON - Purchase order number

VN - Vendor sales order number

DQ - Delivery note number

CN - Carrier's reference number to a consignment

IV - Invoice number

M an..3

1154 Reference number C an..30




Segment: NAD - Name and address

Purpose: To specify the name/address and their related function.

Example: NAD+BS+9377779129296::9' (Mandatory) NAD+SU+1234567890128::9' (Mandatory)


010 3035

Party qualifier

BY – Buyer or BS – Bill and ship to

SU – Supplier

M an..3

020 C082 PARTY IDENTIFICATION DETAILS C

3039 Party id. identification M an..35


3055

Code list responsible agency, coded

9 - EAN (International Article Numbering association) C an..3






Example: RFF+AMT:2341296851' (Mandatory)



1153

Reference qualifier

AMT - Goods and services tax identification number M an..3


Notes:

1. In case of Australian supplier, ABN (Australian Business Number) must be use in this data element.




Segment: CUX - Currencies

Purpose: To specify currencies used in the transaction and relevant details for the rate of exchange.

Example: CUX+2:NZD:4' (Conditional – Optional in case of AUD, otherwise mandatory.)


010 C504 CURRENCY DETAILS C

6347

Currency details qualifier

2 - Reference currency M an..3

6345 Currency, coded C an..3

6343

Currency qualifier

4 - Invoicing currency C an..3




Segment: PAT - Payment terms basis

Purpose: To specify the payment terms basis.

Example: PAT+1++5:3:D:30'


010 4279

Payment terms type qualifier

1 – Basic

7 - Extended

M an..3

020 C110 PAYMENT TERMS C

030 C112 TERMS/TIME INFORMATION C

2475

Payment time reference, coded

5 - Date of invoice C an..3

2009

Time relation, coded

3 - After reference C an..3

2151

Type of period, coded

D - Day C an..3

2152 Number of periods C n..3




Segment: DTM - Date/time/period

Purpose: To specify date, and/or time, or period.

Example: DTM+13:20111012:102' (Optional)


010 C507 DATE/TIME/PERIOD M

2005

Date/time/period qualifier

13 – Terms net due date M an..3

2380 Date/time/period C an..35

2379

Date/time/period format qualifier

102 - CCYYMMDD C an..3




Segment: PCD - Percentage details

Purpose: To specify percentage information.

Example: PCD+12:2.5'


010 C501 PERCENTAGE DETAILS M

5245

Percentage qualifier

12 - Discount M an..3

5482 Percentage C n..10




Segment: MOA - Monetary amount

Purpose: To specify a monetary amount.

Example: MOA+21:100'


010 C516 MONETARY AMOUNT M

5025

Monetary amount type qualifier

21 - Cash discount M an..3

5004 Monetary amount C n..18




Segment: PAC - Package

Purpose: To describe the total number and type of packages/physical units.

Example: PAC+5+3' (Optional)


010 7224 Number of packages C n..8

020 C531 PACKAGING DETAILS C

7075

Packaging level, coded

3 - Outer C an..3




Segment: ALC - Allowance or charge

Purpose: To identify allowance or charge details.

Example: ALC+C'


010 5463

Allowance or charge

qualifier

A - Allowance

C - Charge

M an..3

Notes:

1. This segment specifies allowances and charges for the whole invoice.






Example: MOA+64:125.00'



5025


64 - Freight charge M an..3





Segment: TAX - Duty/tax/fee details

Purpose: To specify relevant duty/tax/fee information.

Example: TAX+7+GST+++:::10' The charge is subject to a 10% GST tax rate.


010 5283 Duty/tax/fee function qualifier

7 - Tax M an..3

020 C241 DUTY/TAX/FEE TYPE C

5153

Duty/tax/fee type, coded

GST - Goods and services tax M an..3

030 C533 DUTY/TAX/FEE ACCOUNT DETAIL C

040 5286 Duty/tax/fee assessment basis C an..15

050 C243 DUTY/TAX/FEE DETAIL C

5279 Duty/tax/fee rate identification C an..7



5278 Duty/tax/fee rate M an..17









5025


124 - Tax amount M an..3





Segment: LIN - Line item

Purpose: To identify a line item and configuration.

Example: LIN+1++9316561030150:EN'


010 1082 Line item number C n..6

020 1229 Action request/notification, coded C an..3

030 C212 ITEM NUMBER IDENTIFICATION C

7140 Item number C an..35

7143

Item number type, coded

EN - International Article Numbering Association (EAN) C an..3




Segment: PIA - Additional product id

Purpose: To specify additional item identification codes.

Example: PIA+1+ MyPartID:SA +WRF900CS:IN'


010 4347 Product id. function qualifier

1 - Additional identification M an..3

020 C212 ITEM NUMBER IDENTIFICATION M

7140 Item number M an..35

7143


SA - Supplier's article number M an..3

030 C212 ITEM NUMBER IDENTIFICATION O

7140 Item number M an..35

7143


IN - Buyer's item number M an..3

Notes:

1. Supplier’s article number is mandatory.

2. Buyer’s item number is optional.

If it is sent, the associated 7140 and 7143 both are mandatory.




Segment: IMD - Item description

Purpose: To describe an item in either an industry or free format.

Example: IMD+F++:::Item Description'


010 7077 Item description type, coded

F - Free-form C an..3

020 7081 Item characteristic, coded C an..3

030 C273 ITEM DESCRIPTION C

7009 Item description identification C an..17



7008 Item description C an..35




Segment: QTY - Quantity

Purpose: To specify a pertinent quantity.

Example: QTY+21:2:EA' (Mandatory) QTY+21:1:EA' (Mandatory)


010 C186 QUANTITY DETAILS M

6063

Quantity qualifier

21 - Ordered quantity

47 - Invoiced quantity

M an..3

6060 Quantity M n..15

6411 Measure unit qualifier C an..3






Example: MOA+128:100'



5025


128 - Total amount M an..3


Notes:

1.

Use 128 code to specify the amount of the article excluding GST. If required to specify the tax amount for

the item, use MOA in the TAX loop under LIN.

Eg. If item cost $10 excl. GST and GST value is 10% i.e. $1, use code 128 to qualifier the monetary

amount of $10.




Segment: PRI - Price details

Purpose: To specify price information.

Example: PRI+AAA:420.00::INV'


010 C509 PRICE INFORMATION C

5125

Price qualifier

AAA - Calculation net price excluding GST M an..3

5118 Price C n..15

5375 Price type, coded C an..3

5387

Price type qualifier

INV - Invoice price (Original Purchase Order Price) Price per unit of

quantity of a product as specified on an invoice.

C an..3






Example: RFF+ON:PO8306:7' (Optional) Reference relates to line 7 of the order PO8306.



1153

Reference qualifier

ON - Order number (purchase) M an..3


1156

Line number

Line item number from original purchase order C an..6






Example: TAX+7+GST+++:::10' The product is subject to a 10% GST tax rate.



7 - Tax M an..3


5153


















5025


124 - Tax amount M an..3





Segment: UNS - Section control

Purpose: To separate header, detail and summary sections of a message.

Example: UNS+S'


010 0081 Section identification

S - Summary section separation M a1




Segment: CNT - Control total

Purpose: To provide control total.

Example: CNT+2:2'


010 C270 CONTROL M

6069

Control qualifier

2 - Number of line items in message M an..3

6066 Control value M n..18









5025


128 - Message total monetary amount excluding GST M an..3







Example: TAX+7+GST+++:::10' Invoice is subject to a 10% GST tax rate.



7 - Tax M an..3


5153


















5025


124 - Message total tax amount M an..3





EXAMPLES

Clarification

The Good Guys use GLN (Global Location Number) issued by GS1 as the party and location identifier

in NAD segments.

Price amounts at all levels are excluding GST.

Supplier can include freight charges at header level and/or detail Level.

If freight charges or any other charges are included at header level then MOA+128, TAX+7, and

MOA+124 at summary level will include the amount and percentages covering the whole invoice

(complete invoice) (i.e. sum of Header + Detail). Please refer to the sample given (Freight Charges

@ Header Level).




Samples

FREIGHT CHARGES @ DETAIL LEVEL

UNH+12345+INVOIC:D:96A:UN:EAN008'

BGM+388:::TAX INVOICE+432097+9'

DTM+137:200108201200:203'

DTM+454:20010831:102'

RFF+VN:1234567'

RFF+ON:ABCDE134567'

RFF+DQ:7654321'

NAD+BY+1234567890123::9'

RFF+AMT:11122233344412'

NAD+SU+5556667778889::9'

RFF+AMT:99988844455512'

PAT+1++5:3:D:30'

LIN+1++9312345678902:EN'

PIA+1+1078341:IN+SKU25:SA'

IMD+F++:::Item Description'

QTY+21:90'

QTY+47:85'

MOA+128:2505.80'

PRI+AAA:29.48'

TAX+7+GST+++:::10'

MOA+124:250.58'




LIN+2'

PIA+1+ASF:SA'

IMD+F++:::STANDARD SIDE BY SIDE DELIVERY'

QTY+47:1'

MOA+128:70.00'

PRI+AAA:70.00'

TAX+7+GST+++:::10.00'

MOA+124:7.00'

UNS+S'

CNT+2:2'

MOA+128:2575.80'

TAX+7+GST+++:::10'

MOA+124:257.58'

UNT+38+12345'




FREIGHT CHARGES @ HEADER LEVEL

UNH+12345+INVOIC:D:96A:UN:EAN008'

BGM+388:::TAX INVOICE+432097+9'

DTM+137:20010820:102'

DTM+454:20010831:102'

RFF+VN:1234567'

RFF+ON:ABCDE134567'

RFF+DQ:7654321'

NAD+BY+1234567890123::9'

RFF+AMT:11122233344412'

NAD+SU+5556667778889::9'

RFF+AMT:99988844455512'

PAT+1++5:3:D:30'

ALC+C'

MOA+64:70'

TAX+7+GST+++:::10'

MOA+124:7.00'

LIN+1++9312345678902:EN'

PIA+1+1078341:IN+SKU25:SA'

IMD+F++:::Item Description'

QTY+21:90'

QTY+47:85'

MOA+128:2505.80'

PRI+AAA:29.48'

TAX+7+GST+++:::10'

MOA+124:250.58'




UNS+S'

CNT+2:1'

MOA+128:2575.80'

TAX+7+GST+++:::10'

MOA+124:257.58'

UNT+38+12345'




TRANSMISSION The transmission type defines the protocol or method used to receive or send the message. The

messagexchange.com provides number of types of transmission. Please arrange your preferred type of

transmission with the MessageXchange Support & Activation team.




CONTACT DETAILS

eVision - MessageXchange

3/488 Bourke Street

Melbourne, VIC

Australia, 3000

P: +613 8622 0200

E: [email protected]

Technical support

P: 1300769414

E: [email protected]

The Good Guys

Toni Green B2B Project Leader The Good Guys Phone: +61 3 9330 6540 E-mail: [email protected]


mailto:[email protected]

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