EDI Invoice Requirements
All Invoices must meet our
business requirements for proper payment of goods and services.
These business requirements should
be used in combination with the EDI transactions set map.
1.
Data must conform to EDI Standards.
2.
All information
within each invoice can only pertain to that invoice.
3.
Multiple purchase
orders may not be invoiced in the same document.
4.
If the invoice is for
product ordered via either a paper or electronic purchase order, that purchase
order number must be provided in the invoice header level.
5.
Multiple invoices may
relate to a single purchase order only if:
o
Each invoice number
is unique
o
Each invoice is a
separate EDI document.
6.
Invoices must contain
complete remittance vendor (N1*RI) name and address segments.
o
Remit-to must include
your company name in N102, Duns or Duns+4 in N104 with proper qualifier in N103
element (1 means Duns number alone; 9 means Duns + 4). If the Duns number without the 4 digit
suffix is used, our system will assign zeros as the suffix.
o
Remit-to must include
complete address in N2 and/or N3, and N4 segments.
o
Please have your
Accounts Receivable or Credit Manager contact by e-mail the EDI Accounts
Payable Coordinator at Fred Meyer and ask for the form required to submit your
company’s DUNS +4 remit-to address
identifier. (
mailto:dan.shaw@kroger.com).
o
For your invoice to
be processed, the Duns+4 number provided in the remit-to name segment (N1*RI) must
match the Duns+4 submitted to Fred Meyer with your Duns+4 form.
o
Only one (1) Duns+4
can match one (1) remit-to party.
o
Please direct all Duns+4
and remit-to changes to our Accounts Payable department, in writing and on
company letterhead, 30 days before the change in order to avoid any disruption
in payment.
o
When the remittance
vendor is a factor (i.e. bank, agent) include both the vendor's name
and factor's name along with the factor’s address in the (N1*RI) loop.
7.
Invoice must contain
Ship-to segment (N1*ST).
o
Ship-to must include
the N102, N103=9, and N104 where N104 matches an entry found in the Store
Location list found at our website at http://edi.kroger.com/edi/loc_001.htm.
o
Although the complete
Ship-to address in N2 and/or N3, and N4 segments is optional, including these
segments is strongly encouraged. The
added information can reduce the time required to resolve issues and speed
payment if problems are encountered during processing of your invoice.
8.
Invoice must contain
‘Shipped’ date.
o
810 Invoices must
contain (DTM*011).
o
880 Invoices must
contain (G62*11).
9.
Invoice must contain
one and only one “Terms of Sale” segment and must be sent at the header level.
o
810 Invoices must
contain terms type code (ITD01), terms basis date code (ITD02), terms
net due date (ITD06) and/or terms net days (ITD07). If discount
applies then terms must also include terms discount percent (ITD03)
and/or terms discount amount (ITD08) and terms discount due date (ITD04)
and/or terms discount days due
(ITD05).
o
880 Invoices must
contain terms net due date (G2308) and/or terms net days (G2309).
If discount applies then terms must also include terms discount percent (G2305)
and/or terms discount amount (G2310) and terms discount due date (G2306)
and/or terms discount days due (G2307).
o
Invoices received without terms will default to those on file and as
maintained by the Fred Meyer buyer or to Net 30 Days if no terms are provided
by our buyer.
10. Discount or charges passed within the IT1 (810) or
G17 (880) segment will be ignored. Discount or charges may be presented as
properly qualified SAC (810) or G72 (880) segments within the line detail loop.
o
For 810 Invoices,
allowance or charge SAC segment must contain service, promotion, allowance,
or charge code (SAC02). To
help resolve processing issues if they arise, it is recommend that the total
amount in the SAC05 data element and a description in the SAC15 element
be provided.
o
For 880 Invoices,
allowance or charge G72 segment must contain the allowance or charge code (G7201)
and allowance
or charge method of handling code (G7202). It is recommended that the total amount be provided using the G7208
element and a description using the G73 segment.
11. The Fred Meyer accounting system will not process
EDI Invoices with a zero total. Please
do not send zero total invoices
o
For 810 Invoices,
this includes zero in the TDS01 or a zero total resulting from the invoice
accumulated line item extended amount.
o
For 880 Invoices,
this includes zero in the G3301 or a zero total resulting from the invoice
accumulated line item extended amount.
12. Credit Invoices will only be accepted via EDI with
prior arrangement with the Fred Meyer Accounts Payable group.
Once your invoices have
been successfully tested, Fred Meyer will give notification of production
status. From that date forward, your company will be expected to send all invoices
via EDI. This includes invoices for all
purchase orders including paper purchase orders, memo purchase orders, samples,
special orders, and direct store delivery shipments. Paper Invoices will not be
accepted or processed. You could incur a non-compliance charge of $150.00 per invoice
if paper invoices are received.
Additional Invoice Requirements for Specific Procurement Models
INVOICE FOR DSD PRODUCTS INCLUDING RETAIL PRODUCTS SHIPPED DIRECTLY TO
THE STORES:
1.
Note that the ship-to
location identified in the invoice (N1*ST) is the store location to which the
product was delivered. Click for a full location listing for
all Kroger Western-Region operating companies.
2.
Although the sending
of the PID segment in the detail line loop is optional, including this segment
is strongly encouraged. The textual
description of a product or service information can reduce the time required to
resolve issues and speed payment if problems are encountered during processing
of your invoice.
3.
If applicable, BIG10
data element must contain ‘alternate match number’. If an alternate match
number is required with your invoices, the EDI Business Analyst working with
your partnership will identify that situation.
INVOICES FOR PRODUCT PACKED-BY-STORE for FLOW-THRU RECEIVING:
1.
Individual store invoice
must include the store location passed in the “N1*BY” segment with N103=92, and
N104=NNNNN (where NNNNN equals Fred Meyer five digit store location code). This
is same location identification number received in the SDQ segments of the
Pack-by-Store purchase order. Click for
a full location listing
for all Kroger Western-Region operating companies.
INVOICES FOR JEWELRY ITEMS OR SERVICE REQUIREMENTS:
Accounts Payable may require companies to send
three types of Invoices: Asset, Repair, and Memo. Asset invoices are for merchandise purchased. Repair invoices are
for repairs to merchandise. Memo invoices are for merchandise sold on consignment.
Asset
Type Invoices
1.
IT1 segment must
contain one of our listed product/service id qualifiers and associated
product/service id.
2.
PID segment must
contain the product description in PID05 data element.
Repair
Type Invoices
1.
Invoice must contain
the IT1 segment for each item being
repaired. The IT1 segment should include: quantity invoiced (IT102) = ‘1’, unit
or basis for measurement code (IT103) = ‘EA’, unit price (IT104) = ‘0’,
and one of our listed product/service id qualifiers and
associated product/service id’s in IT106 and IT107 (Ex: VC*WATCH REPAIR).
2.
Invoice must contain
the PID segment for each item being repaired. The PID segment should include
the item repair description in the PID05.
3.
Charges associated
with the line item (IT1) should be sent in a charge/allowance (SAC)
segment. One charge/allowance segment
per charge (e.g. LABOR, PARTS). The SAC segment should include: allowance
or charge indicator (SAC01) = ‘C’, charge code (SAC02) = ‘G380’, allowance
or charge method of handling code (SAC12) = ‘06’, the charge amount in
the SAC05 and the description (‘PARTS’ or ‘LABOR’) in the SAC15.
4.
Shipping charges may
not be included.
Memo
Type Invoices
1.
These invoices
require the use of an alternate matching number, i.e. Memo Payment
Authorization (MPA) number, for payment authorization. The Jewelry department provides a MPA number
when product has sold. Send the MPA
number in the BIG10 data element and the original memo number in the BIG04 data
element.
2.
Terms must be net and
discounts can not be applied.
3.
IT1 segment must
contain one of our listed product/service id qualifiers and associated
product/service id.
4.
PID segment must contain
the product description in the PID05 data element.
5.
Shipping charges may
not be included.