Processing 810 invoices for service contracts

X12 810 invoices for service contracts contain a contract number but not a valid purchase order number. In this scenario, when the 810 is translated and processed to a match invoice, it fails and must be manually corrected. Use this information to process X12 810 invoices for service contracts.

Enabling 810 invoices for service contracts

  1. In the Invoice Type field, specify V-Service Contract based on a code in BIG07. In the previous example, the value of BIG07 is DI.
  2. This table shows the EDI Data Substitution record to use for 810 invoices as service contract invoices:
Field Value Comments and examples
List Name <tpid>_I_INVOICE_HC Replace <tpid> with the trading partner ID of the EDI Trading Partner record for processing 810 invoices
Your Value V The code for a Service Contract Invoice Type and Template
Partner Value * Use for all BIG07 values

Conditions

These assumptions apply to the setup and processing:

  • You only receive 810 invoices for service contracts from the trading partner.
  • The contract number is included in the BIG segment in the PO element (BIG04) or in the IT1 segment with a CR qualifier.

In these examples, 115 is the service contract:

BIG^20210131^29997640^^115^^^DI~

IT1^1^1^DA^75.65^CT^VC^VANDELAY-MK238^SN^VI13657^CR^115~

Processing rules for service contract number

If the Invoice Type is V from the data substitution record, then the Service Contract value is mapped from the first CR qualified element in an IT1 segment.

  • If a CR-qualified element does not exist, then the purchase order from BIG04 is mapped to Service Contract.
  • If a Service Contract value exists, then the purchase order number is blank.
Note: If the Service Contract is larger than 15 digits or contains non-numeric characters, then the import to EDI Invoice Match Interface Input will fail. The data is saved in EDI Work.

Testing the interface

  1. Perform normal setup for 810 EDI Trading Partner and Data Substitution records.
  2. Add the EDI Data Substitution record for <tpid>_I_INVOICE_HC.
  3. Create an EDI Data Exchange record that contains an 810 for service contract.
  4. Run the Translate Inbound action.
  5. Review the EDI Invoice Match Interface Input records for the invoice.
  6. Run the Interface Invoices action.

This list shows the expected results:

  • The Purchase Order field is empty.
  • Invoice Template Type is Service Contract
  • Service Contract contains the value from BIG04 or IT1 segment.
  • Invoice is imported successfully.