edi guidelines debit note - mediamarktsaturn retail...

Responsible for the guidelines: Media-Saturn-Holding GmbH

Wankelstrasse 5 Document: EDI-INVOIC-GUIDELINES.doc 85046 Ingolstadt Status: 20/05/2015 Germany Version: 1.6 Phone: +49 (841) 634 0 Email: [email protected]

EDI guidelines DEBIT NOTE

INVOIC - EANCOM’02 D.01B

Guidelines for electronic data interchange in

invoicing with Media-Saturn

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History

Version Date Content Changed by Status Responsible

1.0 06.02.2013 initial version Project EDI Debit Note

final EDI-Project

1.1 25.03.2013

Point 2 – Scope of application: Sentence changed “Debit notes for cost accounts...” Point 9 – Document types in EDI invoicing: document types changed Point 12.5 Qualifier for stock protection changed

Project EDI Debit Note

final EDI-Project

1.2 17.04.2013 Point 16.2 Contact data changed


final EDI-Project

1.3 24.04.2013 Point 2 – Overview countries updated


final EDI-Project

1.4 25.06.2013 Point 2 – Overview Countries updated


Final EDI Project

1.5 30.03.2015 Point 2 – Add GKM information


Final EDI-Project

1.6 20.05.2015

Change from Pironet (Sa2) to Seeburger Point 6.2 EDI step test change


Final Rebecca Dunz

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Table of contents

1. Introduction ............................................................................................................... 5 2. Scope of application ................................................................................................. 5

3. Requirements for participation .................................................................................. 7

4. EDI standards ........................................................................................................... 7 5. EDI classic ................................................................................................................ 8 6. Steps of EDI implementation .................................................................................... 8

6.1. EDI step first contact and preparation (stage 1) ................................................. 8 6.2. EDI step test (stage 2) ........................................................................................ 8

6.3. EDI step production paperless............................................................................ 9 7. Data transmission ..................................................................................................... 9 8. Master data .............................................................................................................. 9

8.1. Customer master data ...................................................................................... 10 8.2. Product master data ......................................................................................... 10

9. Document types in EDI invoicing ............................................................................ 11 9.1. Miscellaneous invoice types ............................................................................. 11

10. EDI invoicing method ........................................................................................... 11

11. Invoice settlement ................................................................................................ 12 12. Important special features.................................................................................... 12

12.1. Variant quantity discrepancy ......................................................................... 12 12.1.1. Quantity statements: ............................................................................... 12 12.1.2. Price statements ..................................................................................... 12

12.1.3. Example quantity discrepancy ................................................................ 14 12.2. Variant price discrepancy .............................................................................. 15

12.2.1. Quantity statements: ............................................................................... 15

12.2.2. Price statements ..................................................................................... 15 12.2.3. Example price discrepancy ..................................................................... 16

12.3. Variant quantity and price discrepancy .......................................................... 17 12.3.1. Quantity statements ................................................................................ 17

12.3.2. Price statements ..................................................................................... 17

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12.3.3. Example price and quantity difference .................................................... 18 12.4. Variant goods in kind discrepancy ................................................................. 19

12.4.1. Quantity statements: ............................................................................... 19 12.4.2. Price statements ..................................................................................... 19 12.4.3. Example goods in kind discrepancy ........................................................ 20 12.4.4. Example quantity and goods in kind discrepancy ................................... 21

12.5. Variant IR (return) and LW (stock protection) ................................................ 22

12.5.1. Quantity statements ................................................................................ 22 12.5.2. Price statements ..................................................................................... 22 12.5.3. Example return ....................................................................................... 23

12.6. Variants BN (bonus) and WK (WKZ) ............................................................. 24

12.6.1. Quantity statements ................................................................................ 24 12.6.2. Price statements ..................................................................................... 24 12.6.3. Example bonus ....................................................................................... 25

12.7. Duties ............................................................................................................ 26 12.8. Temporally transmission of debit notes ......................................................... 26 12.9. Miscellaneous ............................................................................................... 26 12.10. Associated company DE, AT, BENELUX, HU, SE, PT .............................. 27

12.11. Associated company ES ............................................................................ 27 12.12. Associated company LU ............................................................................ 27

12.13. Associated company CH ............................................................................ 27

12.14. Associated company PL and GR ............................................................... 27

12.15. Associated company TR ............................................................................ 27 12.16. Associated company IT .............................................................................. 27

13. EDI system components ...................................................................................... 28

13.1. Interchange ................................................................................................... 28 13.2. Message types .............................................................................................. 28

13.3. Use of message groups ................................................................................ 28 13.4. Optional/mandatory information in segments/data elements ......................... 28 13.5. Data field definitions ...................................................................................... 28

14. Explanation of individual concepts in EANCOM-INVOIC ..................................... 29 14.1. Identification of supplier/invoice issuer .......................................................... 29

14.2. Identification of buyer/invoice recipient.......................................................... 29 14.3. Different VAT rates in one document ............................................................ 30

14.4. Cancellation / Backpayment .......................................................................... 30 15. Your next step ...................................................................................................... 30 16. Appendix .............................................................................................................. 31

16.1. Contact information EDI INVOIC Media-Saturn group .................................. 31 16.2. Contact information EDI SEEBURGER ......................................................... 31

16.3. Data transmission to SEEBURGER/ the Media-Saturn group ....................... 31 16.4. Data fields used in EDI invoicing ................................................................... 31 16.5. INVOIC EDI agreement ................................................................................. 32

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1. Introduction This document describes the requirements for electronic data interchange in invoicing with the Media-Saturn group which has appointed Media-Saturn IT Services GmbH (MSITS) and SEEBURGER (provider) with the recording and archiving of their supplier invoices. Simultaneously, it will help suppliers with the introduction of electronic data interchange for the INVOIC DEBIT NOTE message type according to EANCOM regulations. Due to the close relations between Media-Saturn group and MSITS, the following description only uses the terms Media-Saturn group/Media-Saturn. General explanations and definitions regarding EDIFACT are omitted here as well as listing advantages of electronic data interchange. This information can be taken from all specific trade magazines and manuals treating EDI. The present documentation is also to be seen as supplementary to the EDI documentation of GS1 (national/international) in co-operation with EDI users and will also give further Media-Saturn-specific information to the supplier. GS1 documentation is available on the respective GS1 web pages of each country. Country-specific guidelines of the Media-Saturn group are listed for each country in a sub item. In this context, please also take notice of the MIG (Message Implementation Guide) document describing the definition of the individual fields of the INVOIC DEBIT NOTE message and its characteristic for the Media-Saturn group. The MIG is defined for all countries and contains the respective national regulations. The respective persons in charge of the Media-Saturn group, MSITS and SEEBURGER are provided at the end of the document.

2. Scope of application The EDI INVOIC Debit Note guideline applies to the entire Media-Saturn group whose invoice data outbound takes place via SEEBURGER. The following EDIFACT Codes are in use in the BGM segment 1001 “document name”: 380 = Invoice 383 = Debit Note – goods and services 381 = Credit Note – goods and services 261 = Self-billed credit note (credit note request) The determinations of the EDIFACT codes can be different per Media-Saturn subsidiary. In the appendix, the definition of the code can be seen per transaction:

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go o ds

do m.

Go o ds do main C ase descript io n - english C ase descript io n - german D E SE ES B E N L A T P L P T H U R U

. . . . . . . . . . . . . .

BN Bonus Debit note Belastungsanzeige 383

(Debit Note)

261

(Credit Note

Request)

383

(Debit Note)

383

(Debit Note)

383

(Debit Note)

383

(Debit Note)

XXX

(no EDIFACT)

383

(Debit Note)

383

(Debit Note)

383

(Debit Note)

BN Bonus Credit memo (backpayment) Gutschriftsanzeige

(Nachzahlung)

381

(Credit Memo)

XXX

(no EDIFACT)

381

(Credit Memo)

381

(Credit Memo)

381

(Credit Memo)

381

(Credit Memo)

XXX

(no EDIFACT)

381

(Credit Memo)

381

(Credit Memo)

381

(Credit Memo)

IR Return Debit note Belastungsanzeige 380

(Invoice)

383

(Debit Note)

383

(Debit Note)

383

(Debit Note)

383

(Debit Note)

383

(Debit Note)

261

(Credit Note

Request)

383

(Debit Note)

383

(Debit Note)

383

(Debit Note)

IR Return Credit memo (backpayment) Gutschriftsanzeige

(Nachzahlung)

381

(Credit Memo)

381

(Credit Memo)

381

(Credit Memo)

381

(Credit Memo)

381

(Credit Memo)

381

(Credit Memo)

XXX

(no EDIFACT)

381

(Credit Memo)

381

(Credit Memo)

381

(Credit Memo)

LW Stock protection Debit note Belastungsanzeige 383

(Debit Note)

261

(Credit Note

Request)

383

(Debit Note)

383

(Debit Note)

383

(Debit Note)

383

(Debit Note)

XXX

(no EDIFACT)

383

(Debit Note)

383

(Debit Note)

383

(Debit Note)

LW Stock protection Credit memo (backpayment) Gutschriftsanzeige

(Nachzahlung)

381

(Credit Memo)

XXX

(no EDIFACT)

381

(Credit Memo)

381

(Credit Memo)

381

(Credit Memo)

381

(Credit Memo)

XXX

(no EDIFACT)

381

(Credit Memo)

381

(Credit Memo)

381

(Credit Memo)

PR Commissions Debit note Belastungsanzeige 383

(Debit Note)

261

(Credit Note

Request)

383

(Debit Note)

383

(Debit Note)

383

(Debit Note)

383

(Debit Note)

XXX

(no EDIFACT)

383

(Debit Note)

383

(Debit Note)

383

(Debit Note)

PR Commissions Credit memo (backpayment) Gutschriftsanzeige

(Nachzahlung)

381

(Credit Memo)

XXX

(no EDIFACT)

381

(Credit Memo)

381

(Credit Memo)

381

(Credit Memo)

381

(Credit Memo)

XXX

(no EDIFACT)

381

(Credit Memo)

381

(Credit Memo)

381

(Credit Memo)

SV Service Debit note Belastungsanzeige 383

(Debit Note)

261

(Credit Note

Request)

383

(Debit Note)

383

(Debit Note)

383

(Debit Note)

383

(Debit Note)

XXX

(no EDIFACT)

383

(Debit Note)

383

(Debit Note)

383

(Debit Note)

SV Service Credit memo (backpayment) Gutschriftsanzeige

(Nachzahlung)

381

(Credit Memo)

XXX

(no EDIFACT)

381

(Credit Memo)

381

(Credit Memo)

381

(Credit Memo)

381

(Credit Memo)

XXX

(no EDIFACT)

381

(Credit Memo)

381

(Credit Memo)

381

(Credit Memo)

UE Quantity- and Price

differences

Debit note Belastungsanzeige 383

(Debit Note)

261

(Credit Note

Request)

383

(Debit Note)

383

(Debit Note)

383

(Debit Note)

383

(Debit Note)

261

(Credit Note

Request)

383

(Debit Note)

383

(Debit Note)

383

(Debit Note)

UE Quantity- and Price

differences

Credit memo (backpayment) Gutschriftsanzeige

(Nachzahlung)

381

(Credit Memo)

XXX

(no EDIFACT)

381

(Credit Memo)

381

(Credit Memo)

381

(Credit Memo)

381

(Credit Memo)

XXX

(no EDIFACT)

381

(Credit Memo)

381

(Credit Memo)

381

(Credit Memo)

WK Advertising allow . Debit note Belastungsanzeige 383

(Debit Note)

261

(Credit Note

Request)

383

(Debit Note)

383

(Debit Note)

383

(Debit Note)

383

(Debit Note)

XXX

(no EDIFACT)

383

(Debit Note)

383

(Debit Note)

383

(Debit Note)

WK Advertising allow . Credit memo (backpayment) Gutschriftsanzeige

(Nachzahlung)

381

(Credit Memo)

XXX

(no EDIFACT)

381

(Credit Memo)

381

(Credit Memo)

381

(Credit Memo)

381

(Credit Memo)

XXX

(no EDIFACT)

381

(Credit Memo)

381

(Credit Memo)

381

(Credit Memo)

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The following business cases are in scope for the transmission of a DEBIT NOTE:

- Price and/or quantity discrepancy - Return to Vendor - Decentral agreements (advertising allowances, bonus, stock protection) - Back payment and cancellation

Within the further explanation of the document only the generic term “DEBIT NOTE” is in use. Debit notes for cost accounts, de-central agreements via GKM, as well as for central agreements are currently excluded from the transmission and continue to be send in hard copy (on paper). Every associated company in each country is responsible itself for the way in which business transactions are processed. This involves the use/non-use of individual segments/data elements and their contents. Limitations and specifics of individual companies that cannot explicitly be defined in the MIG are explicitly mentioned in this document and must be taken account of. The same applies to limitations and specifics related to specific types of invoices. Please bear in mind that non-observance of this EDI guideline might result in problems when processing our data.

3. Requirements for participation In order to participate in the EDI DEBIT NOTE data interchange with the Media-Saturn group, a supplier must be listed centrally, have at least one valid Media-Saturn supplier number and have a GLN. In order to identify participating parties (suppliers, invoice recipients), cleared items and services, the EDI INVOIC electronic data interchange is based on the global number systems GLN (Global Location Number) and GTIN (Global Trade Item Number). In conclusion, an EDI-Contract must be concluded between the Media-Saturn associated company of each country and the supplier. If an EDI contract has already been existing for INVOIC (from supplier to Media-Saturn) this contract has to be supplemented. More information can be requested by the associated country company.

4. EDI standards The Media-Saturn group offers suppliers the following EDI standard for electronic DEBIT NOTE interchange: EDIFACT-subset EANCOM’02 (D.01B). Version 4 is used for countries in which the Media-Saturn group expects invoicing with signature. Otherwise, version 3 is used. Which version to apply can be taken from the MIG. Furthermore, all mandatory fields are listed in the MIG (Message implementation guide) for each associated country company. This guideline refers to DEBIT NOTE interchange according to the INVOIC EANCOM’02 (D.01B) EDIFACT subsets for invoicing recommended by GS1 Germany. Other EDIFACT-subsets or EDIFACT-versions are not supported by the Media-Saturn group.

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Permissibility of message types, usable segments, data element groups and data elements and their format/content are defined in the respective documentations of GS1 and the Media-Saturn group (MIG). Data layouts for INVOIC DEBIT NOTE EANCOM’02 (D.01B) present a common, binding basis for EDI invoicing in the consumer goods industry.

5. EDI classic The Media-Saturn group strives to consequently push on EDI and to electronically process the largest possible share of document volume via EDI. With this classic form of electronic data interchange, the supplier operates his/her own EDI converter or assigns an external service provider to receive electronic DEBIT NOTE data from Media-Saturn group/SEEBURGER.

6. Steps of EDI implementation The implementation of electronic DEBIT NOTE interchange takes place in several stages. The Media-Saturn group classifies suppliers in three categories: first contact/preparation, test and production (paperless).

6.1. EDI step first contact and preparation (stage 1)

First contact/preparation includes all suppliers with whom first contact, preliminary talks and other information exchange in relation to the EDI issue take or have taken place, but no EDI test data have been transmitted by the Media-Saturn group yet. During the preparation phase, we will define the persons in charge of EDI and of master data maintenance. We will also clarify remaining questions relating to our EDI guidelines or MIG. If necessary, we will discuss any details about invoicing and we will together define as concretely as possible a timetable describing the steps from EDI DEBIT NOTE introduction to implementation. During this meeting, Media-Saturn will provide you with all relevant information. In order to define the linking of supplier and SEEBURGER via AS2 link, please contact SEEBURGER directly after having received your introductory information from Media-Saturn. The same applies for the creation of a signature, if necessary.

6.2. EDI step test (stage 2) Debit Notes, which are already created in paper form, can be re-processed as an EDI DEBIT NOTE test message and send via existing AS2 connection to supplier. Alternative DEBIT NOTE test data will be available on a Media-Saturn internet portal. The test data are sample data (no real data). The EDI country company person will support you during the whole test phase. Upon successful completion of the test phase, you will be unlocked for the productive site. .

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6.3. EDI step production paperless

The common goal is a paperless EDI production. Only then process cost optimisation can be realised for all parties concerned. There are two preconditions that have to be met before migration to a productive EDI can take place:

a) No more formal errors must exist and EDI data must reflect the basic content of the original paper-based debit note.

b) An EDI agreement INVOIC - DEBIT NOTE signed by both EDI parties or an attachment to the existing EDI INVOIC contract must exist between the provider (supplier) and the beneficiary (the Media-Saturn stores – represented by the associated company of each country)

The migration to production takes place after a successful test run and after signing the EDI agreement INVOIC - DEBIT NOTE at a fixed and agreed invoice date. After this date, the suppliers receive the debit note for a defined Media-Saturn store or for all Media-Saturn stores per subsidiary via EDI. Paper based document will not be created anymore. Please note: Subsequent alterations or amendments on the part of the supplier (especially system changes) that can influence the processing at Media-Saturn or can influence the document information, must always be agreed upon with Media-Saturn in advance. They must also be safeguarded by a test run.

7. Data transmission Please use the feature of your AS2 system to request an automated confirmation of document (an AS2 MDN). Adding to this, at the time of AS2 migration with SEEBURGER, it will be defined with the supplier if he always wishes to transmit such a document. Please note that both the provider (supplier) and the beneficiary (the companies of the Media-Saturn group) or any third party commissioned must archive the EDI transmission files according to legal requirements. For how long the files have to be kept is defined by the law of each county.

8. Master data In the field of electronic data interchange, master data maintenance has become very important. The decisive identification criteria are the GLN (Global Location Number, previously ILN) of the parties involved in electronic data interchange – especially the GLN of the invoice address and the delivery address – and the GTIN (Global Trade Item Number, previously EAN), which enables identification of goods or services traded and invoiced. The debit note communication between Media-Saturn and the supplier is always based on the reported GLN in the EDI INVOIC debit note agreement.

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The GLN (meant here is the supplier’s/invoice issuer’s GLN) is issued by the competent authority of each country and has to be applied for there. There is a distinction between GLN type 1 and GLN type 2. If a supplier wishes to use his/her GLN for the identification of further parts of his/her company or to establish his/her GTIN, we recommend applying for a GLN type 2 (13-digit, check digit included).

8.1. Customer master data

Incorrect master data are the most common reason for document rejection in electronic data interchange. Every supplier is responsible for maintaining his master data. In order to synchronise client master data, the Media-Saturn group will provide you with the following information:

- up-to-date list of all recipients (GLN of the associated companies in each country) - up-to-date list of all stores (GLN and address data of the Media-Saturn stores) - up-to-date list of all duty codes permitted (codes of duties and their denotation)

The supplier will regularly be informed by Media-Saturn about master data changes. To send this information, Media-Saturn will use the error message-related e-mail addresses defined in advance. These addresses should be of a non-changing nature, and possibly be non-person-specific. Please note: Due to company law related structural changes within the Media-Saturn group, it may happen to individual stores – and sometimes to whole associated companies in a country – that changes will arise for the way in which debit notes are handled. The notice of change of the Media-Saturn group is the decisive criterion to determine if a store or a whole company will be affected by such changes at all and if so, to which degree, As long as a store will be listed in the GLN directory of the Media-Saturn group, it will be possible to charge such a store via Media Saturn. The GLN transmission file recipient data element (UNB-0010) in the EDI file has to be completed with the GLN of the supplier or respective EDI provider. . All invoices and delivery addresses are clearly identified by their GLN. In that case, any additional identification feature such as the name, street address, postcode, city, etc. will also be transmitted as maintained in the Media-Saturn master data system. (i.e. data elements 3036 ff. in the NAD-Segment of the buyer).. In electronic data interchange, GLNs have always got to be specified as 13-digit numbers, i.e. check digit included.

8.2. Product master data

The GTIN is a vital precondition for taking part in the electronic data interchange with the Media-Saturn group. The allocation of the GTIN takes place independently by the supplier. Every item requires its own GTIN (i.e. one GTIN for each supplier-internal item number). In case the type 2 GLN of the supplier will not suffice to create a clear GTIN for all items, the supplier may have to apply for further type 2 GLNs at GS1 Germany. Basically, only GTINs which are agreed by and listed with the Media-Saturn group are allowed to be invoiced.

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Within the EDI DEBIT NOTE the GTIN, the Media-Saturn article number (SG26-PIA/IN – only numeric values) and the supplier article number (if known) will be transmitted generally.

9. Document types in EDI invoicing The conditions relevant for supplier clearing – i.e. which document type has to be issued and is legitimate to use for which Media-Saturn company – are agreed upon between supplier and Media-Saturn (please also take the MIG into account). If any questions remain, they should be addressed to the Media-Saturn stores as soon as possible. The following document types are transmitted in the segment BGM data element 1000 (name of the document): ‘Blank’ = Quantity- and/or price discrepancy IR = Return to Vendor WK = Advertising allowance BN = Bonus LW = Stock protection SV = Service

9.1. Miscellaneous invoice types

Currently, credit notes, empties/returns and cost accounts, invoices for services and spare part invoices from suppliers cannot be supported via EDI and continue to be sent in hard copy (on paper).

10. EDI invoicing method Even when submitting documents electronically, the Organisational Guidelines for Invoice Clearing of the associated companies of the Media-Saturn group have got to be taken into account. In order to submit documents electronically, it is a precondition that an EDI agreement INVOIC - DEBIT NOTE exists between the provider (supplier) and the beneficiary (each associated company in each country represents the individual stores of that country), signed by both EDI parties. This EDI agreement INVOIC - DEBIT NOTE describes the EDI method, which in turn guarantees the genuineness of the origin and the integrity of the data. In general, this only applies to submissions without signature, but is a precondition for the Media-Saturn group for partaking in the EDI method. As the EDI invoices will be validated (specification in the SG1-RFF/CT segment is mandatory), a submission of EDI debit note without a valid EDI agreement INVOIC - DEBIT NOTE will not be possible. Suppliers not having a valid EDI agreement INVOIC - DEBIT NOTE cannot receive debit notes via EDI.

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11. Invoice settlement Documents submitted and cleared will only be processed for the Media-Saturn group, centrally by SEEBURGER. The actual invoice verification will– as up until now – be carried out and payment be initiated by the Media-Saturn group.

12. Important special features The global trade item number (GTIN) will be stated in the segment group (SG) 26, segment LIN, data element (DE) 7140. As responsible place for the code maintenance DE 7143 SRV (= EAN/UCC) is stated. EAN = International Article Numbering Association UCC = Uniform Code Council If no GTIN is transferred the Media-Saturn item number will be transmitted within DE 7143. Qualifier within DE 7140 is then IN (IN = item number of the buyer).

12.1. Variant quantity discrepancy Goods (BGM 1000 = ‘blank’) Service (BGM 1000 = SV)

12.1.1. Quantity statements:

All quantities are stated in SG 26 in segment QTY. Delivered quantity Qualifier 46 Calculated quantity Qualifier 47 Insufficient quantity delivered Qualifier 119

12.1.2. Price statements

Price of the total debit note position is stated in SG 27 in segment MOA, qualifier 203 (203 = position amount) Unit price net (including all additional fees and discounts and excluding taxes), is stated in SG 29 in segment PRI qualifier AAA. If additional fees are available; these are stated in SG 39 in segment ALC and the additional fee amount in segment group 42 in segment MOA, qualifier 8 (8 = additional fee/charge amount). The stated amount is the total debit value for the duty position.

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Information in ALC does not serve for calculation but as amending statement.

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12.1.3. Example quantity discrepancy

Artikel Pos 1

Goods receipt Media Saturn 10

Goods in kind Media Saturn 0

Order price Media Saturn 7,50

Duties order Media Saturn 0,00

Total Order price Media Saturn 7,50

Invoice quantity supplier 12

Goods in kind supplier invoice 0

Invoice price supplier 7,50

Duties supplier invoice 0,00

Total invoice price supplier 7,50

EDI-FACT message:

LIN+1++4007249460202:SRV’ QTY+46:10:PCE‘ QTY+47:12:PCE‘ QTY+119:2:PCE‘ MOA+203:15.00‘ PRI+AAA:7.50‘

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12.2. Variant price discrepancy

Goods (BGM 1000 = blank) Service (BGM 1000 = SV)


All quantities are stated in SG 26 in segment QTY. Delivered quantity Qualifier 46 Calculated quantity Qualifier 47 All other quantity statements are not relevant.


DE 5387 Qualifier EUP Qualifier EUP is only stated if DE in BGM C002.1000 is (zero) or "SV" and in case of price differences. The price of the total debit note position is stated in SG 27 in segment MOA, Qualifier = 203 (203 = position amount) Unit price net (including all additional fees and discounts and excluding taxes), is stated in SG 29 in segment PRI qualifier AAA. If additional fees are available; these are stated in SG 39 in segment ALC and the additional fee amount in segment group 42 in segment MOA, qualifier 8 (8 = additional fee/charge amount). The stated amount is the total debit value for the duty position. Information in ALC does not serve for calculation but as amending statement.

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12.2.3. Example price discrepancy

Artikel Pos 1











EDI-FACT message: LIN+1++2000015727709:SRV’ QTY+46:10:PCE‘ QTY+47:10:PCE‘ MOA+203:55.00‘ PRI+AAA:101.00:EUP

ALC+C+++1+:ZZZ:92:PT_6:EDI ABGABE Wert' MOA+8:5.00'

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12.3. Variant quantity and price discrepancy


12.3.1. Quantity statements

All quantities are stated in SG 26 in segment QTY. Delivered quantity Qualifier 46 Calculated quantity Qualifier 47 Insufficient quantity delivered Qualifier 119 Determination of “calculated quantity”: Delivered quantity (WE-quantity) + missing quantity = calculated quantity Calculation of missing quantity: Missing quantity = Insufficient quantity delivered


DE 5387 Qualifier EUP Qualifier EUP is only stated if DE in BGM C002.1000 is (zero) or "SV" and in case of price differences The price of the total debit note position is stated in SG 27 in segment MOA, Qualifier = 203 (203 = position amount) Unit price net (including all additional fees and discounts and excluding taxes), is stated in SG 29 in segment PRI qualifier AAA. If additional fees are available; these are stated in SG 39 in segment ALC and the additional fee amount in segment group 42 in segment MOA, qualifier 8 (8 = additional fee/charge amount). The stated amount is the total debit value for the duty position. Information in ALC does not serve for calculation but as amending statement

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12.3.3. Example price and quantity difference

Artikel Pos 1











EDI-FACT message:

LIN+1++2000015727709:SRV’ QTY+46:5:PCE‘ QTY+47:6:PCE‘ QTY+119:1:PCE‘ MOA+203:404.00‘ PRI+AAA:101.00:EUP

ALC+C+++1+:ZZZ:92:PT_6:EDI ABGABE Wert' MOA+8:4.00'

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12.4. Variant goods in kind discrepancy



All quantities are stated in SG 26 in segment QTY. Calculated quantity Qualifier 47 Missing goods in kind or non-calculated goods in kind is transmitted only with the calculated quantity. The qualifier 46 (delivered quantity) and the qualifier 119 (Insufficient quantity delivered) is not stated. In case of quantity- and goods in kind discrepancy, the goods in kind is stated in extra 2. position.


DE 5387 Qualifier EUP Qualifier EUP is only stated if DE in BGM C002.1000 is (zero) or "SV" and in case of price differences. The price of the total debit note position is stated in SG 27 in segment MOA, Qualifier = 203 (203 = position amount) Unit price net (including all additional fees and discounts and excluding taxes), is stated in SG 29 in segment PRI qualifier AAA. If additional fees are available; these are stated in SG 39 in segment ALC and the additional fee amount in segment group 42 in segment MOA, qualifier 8 (8 = additional fee/charge amount). The stated amount is the total debit value for the duty position. Information in ALC does not serve for calculation but as amending statement.

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12.4.3. Example goods in kind discrepancy

Artikel Pos 1

Order quantity Media Saturn 20

Ordered goods in kind 2











EDI-FACT message:

LIN+1++4007249010308:SRV’ QTY+47:2:PCE‘ MOA+203:8.30‘ PRI+AAA:4.15:EUP

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12.4.4. Example quantity and goods in kind discrepancy

Artikel Pos 1

Order quantity Media Saturn 10

Ordered goods in kind 1











In case of quantity- and goods in kind discrepancy, the goods in kind is stated in extra 2. position. LIN+1++4007249120465:SRV’ QTY+46:7:PCE‘ QTY+47:10:PCE‘ QTY+119:3:PCE‘ MOA+203:25.20‘ PRI+AAA:8.40‘ LIN+2++4007249120465:SRV’ QTY+46:1:PCE‘ QTY+47:1:PCE‘ MOA+203:8.40‘ PRI+AAA:8.40:EUP

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12.5. Variant IR (return) and LW (stock protection)

Return (BGM 1000 = IR) Stock protection (BGM 1000 = LW) The global trade item number (GTIN) will be stated in the segment group (SG) 26, segment LIN, data element (DE) 7140. As responsible place for the code maintenance DE 7143 SRV (= EAN/UCC) is stated. EAN = International Article Numbering Association UCC = Uniform Code Council If no GTIN is transferred the Media-Saturn item number will be transmitted within DE 7143. Qualifier in DE 7140 is then IN (IN = item number of the buyer).


All quantities are stated in SG 26 in segment QTY. Return quantity Qualifier 61 Stock protection quantity Qualifier 47 All other quantity statements are not relevant.


The price of the total debit note position is stated in SG 27 in segment MOA, Qualifier = 203 (203 = position amount) Unit price net (including all additional fees and discounts and excluding taxes), is stated in SG 29 in segment PRI qualifier AAA. If additional fees are available; these are stated in SG 39 in segment ALC and the additional fee amount in segment group 42 in segment MOA, qualifier 8 (8 = additional fee/charge amount). The stated amount is the total debit value for the duty position. Information in ALC does not serve for calculation but as amending statement

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12.5.3. Example return

Artikel Pos

Returned quantity Media Saturn 25

Product price Media Saturn 100,00

Duties Media Saturn 1,68

Total product price Media Saturn 101,68

EDI-FACTmessage: LIN+1++2000015727723:SRV’ QTY+61:25:PCE‘ MOA+203:2542.00‘ PRI+AAA:101.68‘

ALC+C+++1+:ZZZ:92:PT_6:EDI ABGABE Menge' MOA+8:42.00'

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12.6. Variants BN (bonus) and WK (WKZ)

Bonus (BGM 1000 = BN) WKZ (BGM 1000 = WK) If no GTIN is transferred the Media-Saturn item number will be transmitted within DE 7143. Qualifier in DE 7140 is then IN (IN = item number of the buyer).


All quantities are stated in SG 26 in segment QTY. Calculated quantity Qualifier 47 All other quantity statements are not relevant


The price of the total debit note position is stated in SG 27 in segment MOA, qualifier = 203 (203 = position amount) Unit price net (including all additional fees and discounts and excluding taxes), is stated in SG 29 in segment PRI qualifier AAA.

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12.6.3. Example bonus

Artikel Pos

Quantity Media Saturn 1

Product price Media Saturn 164979,00

Duties Media Saturn 0,00

Total product price Media Saturn 164979,00

EDI-FACT message: LIN+1++2000005:IN’ QTY+47:1:PCE‘ MOA+203:164979.00‘ PRI+AAA:164979.00‘

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12.7. Duties

If additional fees are available; these are stated in SG 39 in segment ALC and the additional fee amount in segment group 42 in segment MOA, qualifier 8 (8 = additional fee/charge amount). The stated amount is the total debit value for the duty position. Information in ALC does not serve for calculation but as amending statement.

12.8. Temporally transmission of debit notes The transmission of an interchange occurs twice a day (12.00 and 22.00 o´clock). An interchange includes debit notes from one subsidiary for one supplier.

12.9. Miscellaneous (1) EDI files are submitted with a clear data interchange reference number (UNB_0020). (2) The debit note number is transmitted in the segment BGM; element 1004 (document number). (3) The document date is transmitted in the segment DTM + 137. The transmission of the value date (invoice date in SAP) is in segment DTM + 454 (4) Within a document different tax rates are possible. (5) The invoiced products in the debit note equals to the GTIN in the order. The GTIN (segment SG26 LIN) is a 13-digit number. (6) Duties and fees are generally displayed per item. Discounts and rebates are not displayed separately in the debit note.

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12.10. Associated company DE, AT, BENELUX, HU, SE, PT No further conditions exist for electronic data interchange

12.11. Associated company ES If a supplier does not have an own GLN the message is filled and transmitted in the segment NAD + SU and UNB with the tax ID. The tax ID is reduced by the country code.

12.12. Associated company LU Transmission of the IBLC number at segment SG3 qualifier FC (IBLC mandatory for NAD + BY and NAD + SU).

12.13. Associated company CH

A debit note creation process does not exist for Switzerland in case of bilateral agreements between Media-Saturn and the supplier. A transmission of an electronic debit note via EDI is, therefore, not possible.

12.14. Associated company PL and GR

The creation of a debit note is legally not allowed in Poland and Greece. Therefore, only a credit note request (Qualifier 261) will be generated and transmitted via EDI.

12.15. Associated company TR

The direct debit note transmission between Media-Saturn and suppliers via EDIFACT format without the integration of the Turkish tax authorities is legally not allowed. Therefore, the usage of the electronic debit note process is not possible in Turkey.

12.16. Associated company IT

A debit note creation process does not exist in Italy due to different process handling. A transmission of an electronic debit note via EDI is, therefore, not possible.

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13. EDI system components Every EDI message consists of the components syntax, message types, segments, data element groups/data elements, codes and qualifiers. The structure used in an EDI message is outlined in the MIG in detail. You can obtain the complete structure from GS1 for example. As the EDIFACT Regulations are developed by international bodies and are designed for multinational electronic data interchange, specific business transactions and terms common and established in the German-speaking world can often not be expressed one-to-one in the EDIFACT language. In such cases (for example when there are several tax rates in one invoice), the form of expression can be difficult to grasp at first. However, in order to reproduce an issue correctly without violating the EDIFACT Regulations, this is absolutely essential.

13.1. Interchange

The interchange may contain only one message typ. The transmission of ORDERS and INVOIC within one interchange will not be done

13.2. Message types

This Guideline is only relevant for the INVOIC DEBIT NOTE message type in electronic data interchange. If any other (incoming/outgoing) message type such as PRICAT, ORDERS, INVOIC or INVRPT is involved, the respective person in charge at the Media-Saturn group needs to be contacted.

13.3. Use of message groups

Message groups (UNG-UNE) are not in use with the Media-Saturn group and are not supported.

13.4. Optional/mandatory information in segments/data elements The use/non-use of segments/data elements is described in the respective MIG and in the specialties section. In single document, a maximum of 999 items may be invoiced.

13.5. Data field definitions

Basically, the standard field lengths were carried over from EANCOM. Moreover, fields designated as alphanumeric in the EANCOM Norm must nevertheless be submitted with numeric content sometimes at the Media-Saturn group. Please see the respective MIG for an overview of the optional/mandatory information and Media-Saturn-specific field definitions.

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14. Explanation of individual concepts in EANCOM-INVOIC

14.1. Identification of supplier/invoice issuer

As the SU key in the 3035 data element of the NAD segment is an absolute must in every invoice, this key will be used for the identification of the supplier. Deviating from this, the II key must be used if the invoice issuer is different from the seller/supplier (for example when invoicing has been outsourced). All this information must be defined with Media-Saturn in advance.

14.2. Identification of buyer/invoice recipient

The BY key in DE 3035 of the NAD segment is used in every debit note and will be used for the identification of the buyer/invoice recipient. An NAD segment with key DE 3035 = IV must only be used in addition if buyer and invoice recipient are not identical. We recommend always completing both segments, even if buyer and invoice recipient are identical.

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14.3. Different VAT rates in one document

Basically, goods with different VAT rates are invoiced in one debit/credit note. In this case, and for the respective information to be supplied separately by VAT rate, certain segments/segment groups are repeated for each VAT rate. With regard to all VAT information within a document, what is decisive with EANCOM’02 (D.01B) at first is the VAT rate supplied as defaults in the SG6-TAX group. For all documents that contain several VAT rates, this defaults is then overwritten in the appropriate place by the additional information of a TAX segment. In order to identify the corresponding tax rate of each surcharge/allowance amount, an ALC group including an ALC-TAX segment is set up for each VAT rate within the ALC groups for surcharges/allowances. In order for an item to be allocated the respective tax rate, a TAX segment is set up on item level. In order for the amounts to be presented separately by VAT rate, instead of a single MOA segment two TAX-MOA segment groups is used in addition in the summary section for example. Please note: If an intra-Community supply (IGL)/reverse charge method (RCH)/tax-exempt supply (among other things defined in the FTX/C107/4441 segment) is involved, the VAT rate (5278) in the SG6-TAX is transmitted as “0” and the category (5305) as “E” (RCH=”AE”).

14.4. Cancellation / Backpayment Debit notes can also be canceled or paid. In this case, under normal circumstances, the transfer of an EDIFACT INVOIC Debit Note occurs with qualifier 381 “additional payment / credit”.

15. Your next step If you wish to receive further or more detailed information and individual support regarding the EDI at the Media-Saturn group issue, we will offer to inform you extensively in a common discussion about the topic of EDI/INVOIC DEBIT NOTE at Media-Saturn. Furthermore, the Media-Saturn Onboarding Service Provider will intensively take care for you during the test phase and will prepare migration to EDI in cooperation with you.

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16. Appendix

16.1. Contact information EDI INVOIC Media-Saturn group

EDI MSITS : [email protected] EDI Germany: [email protected] EDI Switzerland: [email protected] EDI Austria: [email protected] EDI Netherlands: [email protected] EDI Russia: [email protected] EDI Spain: [email protected] EDI Portugal: [email protected] EDI Luxembourg: [email protected] EDI Belgium [email protected] EDI Sweden: [email protected] EDI Hungary: [email protected] EDI Greece: [email protected]

16.2. Contact information EDI SEEBURGER EDI Operation: [email protected]

16.3. Data transmission to SEEBURGER/ the Media-Saturn group The transmission of EDI invoice debit note data via EDIINT/AS2 does not take place directly to Media-Saturn, but via the service provider SEEBURGER. The data transmission via EDIINT/AS2 is subject to certain conditions. The following rules apply to EDI data: (1) Data must be submitted as ASCII code. (2) The data recipient GLN (UNB-DE 0010) for invoice data is the respective GLN of the associated company of each country. (3) Only EDI data are to be sent.

16.4. Data fields used in EDI invoicing In order to see the data fields used in EDI debit note invoicing for the Media-Saturn group, please consult the respective MIG (Message Implementation Guide) for each country. According to the GS1 policies, an invoice can also contain further information. As long as these data are not part of the MIG, they will – if applicable – be skipped at SEEBURGER/the Media-Saturn group and not be processed. The definition of decimal places for single numeric values can be found in the MIG under the General message structure point.

mailto:[email protected]










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16.5. INVOIC EDI agreement

A sample INVOIC EDI Debit Note agreement and the respective explanations will be submitted directly on request by the respective associated Media-Saturn company of each country.