ELECTRONIC DATA INTERCHANGE 101: THE EDI 810 INVOICE DOCUMENT

When working in an electronic data interchange (EDI) setting, an EDI 810 is sent in lieu of a paper invoice. The EDI 810 transaction set is triggered in response to an EDI 850 purchase order.Like the EDI 850, an EDI 810 is a set of data presented in a specific format that is readable by the recipient's network. It looks nothing like the paper version shown above.The EDI 810 version contains all the standard invoice details, including:

• Invoice number and date
• Shipping date
• Payment terms as agreed upon by both parties
• Item information including prices and quantities; or description of services rendered
• Discounts
• Applicable taxes

Depending on the products or services involved, other pertinent information could be included.

WHY DO WE NEED AN EDI 810?

An 810 is required when companies work in an EDI environment. EDI creates the safe exchange of information between companies that follow predetermined regulations. If you want to get paid, you need the 810.

HOW IS AN EDI 810 TRANSMITTED?

One common method for EDI 810 submission is through a secure VAN – value-added network. (A VAN is a third-party EDI service provider; refer to What's a VAN? for the basics and Value-Added Networks: How to Select a VAN Provider for EDI.)Another vehicle involves a direct EDI connection through a secure B2B messaging protocol like AS2.No matter how the document is submitted, what happens next is the same: The invoice is taken to a gateway where it intersects with the same vehicle on the recipient's end. This is where it is reviewed to make sure it's all good.Once approved, the 810 is processed through the recipient's EDI translation software, where it magically sheds its EDI alter ego and becomes an invoice document to send to accounting. (Alright, “magically” is an exaggeration: The transformation happens through a series of reformatting and mapping. But magic just sounds better, doesn't it?)

WHAT HAPPENS AFTER 810 RECEIPT?

Once an EDI 810 transaction is transmitted, additional EDI document exchange may occur.The recipient may submit the EDI 997 (aka – Functional Acknowledgement), which confirms receipt of the EDI 810. I have said it before, but it bears repeating: It is always nice to know important documents have been received. The EDI 997 provides that extra level of communication, so you know the payment is forthcoming. The document is a chance to confirm that the details on the invoice are correct.If everything is all set, the invoice is sent to the buyer's finance department for payment. The buyer sends the payment or payment details via an EDI 820 Payment Order/Remittance Advice transaction set.

READY TO GET STARTED?

If you need the magic of EDI software, you're in the right place. We can help determine which of our EDI services is best for your situation. Contact us to learn more: call 844-265-3777 or email info@boldvan.com.