Configuring EDI 810 Invoice Documents

Modified on Tue, 30 Sep at 5:04 PM

This article can be sent to the entity configuring the EDI documents to know how to configure the document to be compatible with Cloud Retailer.

TABLE OF CONTENTS

Overview
EDI 810 (Invoice) Implementation Guide
1. Segment Specifications
Sample

Overview

Cloud Retailer has the capabilities to read an EDI 810 Invoice document and automatically create a matching purchase order. These purchase orders can be a regular purchase order, which commits the values to inventory, or an invoice purchase order, which is used for comparing what was ordered, received, and billed (three-way matching).

These document files are typically sent to an FTP server, hosted by Cloud Retailer or the supplier, and Cloud Retailer will check the FTP periodically every day for new documents.

EDI 810 (Invoice) Implementation Guide

Version: X12

Document: 810 – Invoice

Trading Partner: Cloud Retailer

Segment Specifications

ISA – Interchange Control Header

Element	Requirement
ISA06	Interchange Sender ID (Supplier)
ISA08	Interchange Receiver ID (Cloud Retailer)

GS – Functional Group Header

Element	Requirement
GS02	Application Sender Code (Supplier)
GS03	Application Receiver Code (Cloud Retailer)

ST – Transaction Set Header

Element	Requirement
ST01	Always 810 (Invoice)
ST02	Control number (must match SE02)

BIG – Beginning Segment for Invoice

Element	Description	Requirement
BIG01	Invoice Date	Invoice issue date
BIG02	Invoice Number	Supplier’s invoice number
BIG04	Purchase Order Number	Required if available

N1 – Name (Ship To)

Element	Description	Requirement	Business Rule
N101	Entity Identifier Code	Required	Always set to ST (Ship To)
N102	Name	Optional	May be blank
N103	Identification Code Qualifier	Required	Always set to 92 (Buyer’s Agent Code)
N104	Identification Code	Required	Retailer identifier provided by Cloud Retailer

N3 – Address Information

Element	Requirement
N301	Ship To street address
N302	Additional street address (optional)

N4 – Geographic Location

Element	Requirement
N401	City
N402	State
N403	Zip Code

ITD – Terms of Sale

Element	Requirement	Business Rule
ITD01–ITD08	Optional	Cloud Retailer logs this data only

IT1 – Baseline Item Data

Element	Description	Requirement	Business Rule
IT101	Assigned Identification	Optional	Line item sequence number (start at 1)
IT102	Quantity Invoiced	Required	Negative for credits
IT103	Unit of Measure	Required	CA = Case, EA = Each
IT104	Unit Price	Required	Price per unit
IT106	Product/Service ID Qualifier	Required	Always UA (UPC Code)
IT107	Product/Service ID	Required	UPC Code
IT108	Product/Service ID Qualifier	Required	Always VN (Vendor Number)
IT109	Product/Service ID	Required	Vendor Number

PID – Product Description

Element	Description	Requirement
PID01	Item Description Type	Always F (Free-form)
PID05	Description	Required – Item description text

TDS – Total Monetary Value Summary

Element	Requirement	Business Rule
TDS01	Invoice Total Amount	Required

SE – Transaction Set Trailer

Element	Requirement
SE01	Number of included segments
SE02	Transaction Set Control Number (matches ST02)

Sample

ISA*00*          *00*          *ZZ*SUPPLIERID     *ZZ*CLOUDRETAILER  *250929*1234*U*00401*000000001*0*P*>~
GS*IN*SUPPLIERID*CLOUDRETAILER*20250929*1234*1*X*004010~
ST*810*0001~
BIG*20250929*INV12345***PO98765~
N1*ST*Cloud Retailer*92*12345~
N3*1001 2nd St S~
N4*Sartell*MN*56377~
ITD*ZZ*ZZ****20251018*30~
IT1*1*10*EA*5.00**UA*012345678905*VN*VEND123~
PID*F****BUD LIGHT CHELADA 25oz~
IT1*2*5*CA*20.00**UA*01820025543*VN*VEND456~
PID*F****BUD LIGHT PLATINUM 25oz~
TDS*20000~
SE*10*0001~
GE*1*1~
IEA*1*000000001~

Open a Ticket With Our Support Team

Once you are confident your output matches our specifications, send an email to support@cloudretailer.com with the subject of "New Supplier EDI Integration".

Please ensure this email contains your business name, Name & Contact info for a technical contact, and most importantly, which retailer you are working with and their contact info. We will reach out to any customers to obtain their cooperation and confirmation before moving forward.

Exchange FTP Credentials / Location Mappings

We are happy to provide secure FTP accounts for our retailers for the purposes of Supplier Integration. Once we have an open ticket and established permission from the retailer, we can provide you with is information. If you prefer to host your own files, we are happy to make this work as well, and can exchange details at this time.

While we are exchanging information, we will also need to know what N104 Account Codes/Numbers/Identifiers you make use of for each location of a multi-location retailer. We will use this information within Cloud Retailer to create a mapping between your location values and those used by Cloud Retailer.

Send Sample File for Validation

Send a sample file, with real info from the retailer. We'll use this file as a test run to ensure the file will import correctly. We can always "not finalize" the import if this example has duplicate or dummy data and it should not be retained long-term.

Put Integration into Production

Once we've confirmed your file, we'll set our end to process files every hour. When you are ready on your end, set the files to start arriving.

NOTE: You are free to send Supplier Invoice files throughout the day, however they are typically most valuable to retailers if they can be processed before the start of their day (7 - 8 AM local time).