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:
   • Each invoice number is unique
   • Each invoice is a separate EDI document.
6. Invoices must contain complete remittance vendor (N1*RI) name and address segments.
   • 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.
   • Remit-to must include complete address in N2 and/or N3, and N4 segments.
   • 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. (rascdataintegrity@kroger.com).
   • 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.
   • Only one (1) Duns+4 can match one (1) remit-to party.
   • 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.
   • 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).
   • 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.
   • 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.
   • 810 Invoices must contain (DTM*011).
   • 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.
   • 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).
   • 880 Invoices must containterms 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).
   • 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.
    • 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.
    • 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. 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 $200.00 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:

• 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.
• 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.