Vous êtes sur la page 1sur 39

EDI Guidelines

Goods Invoices
Germany
INVOIC - EANCOM’02, D.01B
INVOIC - EANCOM’97, D.96A
Guidelines
for Electronic Data Interchange in
Invoice Handling with
Sales Divisions of METRO GROUP
& Galeria Kaufhof in Germany

UNA:+.? 'UNB+UNOC:3+4304984000008:14+4007731000008:14+0908
31:1403+0908701+0901701:AA++++EANCOM+1'UNH+00001+INVOIC
:D:01B:UN:EAN010'BGM+380+5777111'DTM+137:20090831:102'DTM
+35:20090825:102'FTX+AAK++ST3++DE'RFF+DQ:2009342'DTM+171:
20090824:102'RFF+XA:DE87654321'NAD+SU+4101740000001::9'RFF

www.metro-mgp.com Ohmstraße 1
GLN 40 07731 00000 8 77694 Kehl (Germany)
Post box 77691 Kehl (Germany)
Document: EDI-GUIDE-DE-2016-01-01.docx Phone +49 (0) 78 51 94 90
Issue: January 2016 E-Mail: edi@metro-mgp.com
EDI Guidelines INVOIC
Goods Invoices - Germany

Table of Contents

1 Introduction ............................................................................................ 5
2 Legal Background .................................................................................. 5
3 Electronic invoice formats ..................................................................... 5
3.1 Structured formats ...................................................................................... 5
3.2 Unstructured formats (e-Invoice) ............................................................... 5
3.3 Overview ....................................................................................................... 6
3.4 Accepted EDI formats ................................................................................. 6
4 Scope of Application .............................................................................. 6
5 Requirements for Participation ............................................................. 7
5.1 Operative ...................................................................................................... 7
5.2 Legal.............................................................................................................. 7
6 Methods of EDI ....................................................................................... 7
6.1 EDI - Classic ................................................................................................. 7
6.2 Web-EDI ........................................................................................................ 7
6.2.1 MEC – METRO GROUP EDI Center ......................................................... 8

7 Steps of EDI-Implementation ................................................................. 8


7.1 EDI-Step “Preparation” ............................................................................... 8
7.2 EDI-Step “Test” ............................................................................................ 8
7.3 EDI-Step “Production” ................................................................................ 8
8 Data-Transmission ................................................................................. 9
9 Master-Data............................................................................................. 9
9.1 Master-Data: Customers ............................................................................. 9
9.2 Master-Data: Items ....................................................................................... 10
10 Document-Types used with EDI-Invoice ............................................... 11
10.1 Documents sent by suppliers to METRO GROUP companies ............ 11
10.1.1 Invoice (goods) ......................................................................................... 11
10.1.2 Special case: Deposit/Returns ................................................................ 12
10.1.3 Special case: „Pay per Scan“ METRO C&C / Real ................................ 12
10.1.4 Self-billing invoices (= credit notes) ....................................................... 12
10.1.5 Correction invoices .................................................................................. 13
10.1.6 Bills of Charges (only Spare Parts, Repairs and Services) .................. 13
10.2 Documents sent by METRO GROUP companies to suppliers ............ 13
10.2.1 Invoices ..................................................................................................... 13

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 2 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany

10.2.2 Self-billing invoices of Kaufhof (Consignment)..................................... 14


10.2.3 Correction invoices .................................................................................. 14

11 Proceeding for Electronic Invoicing (EDI) ............................................ 14


12 Complaints concerning EDI invoices.................................................... 15
12.1 Complaints concerning documents already settled ............................ 15
12.2 Rejected Documents not settled ............................................................ 15
13 Settlement of Invoices ........................................................................... 15
14 Conditions of Sales Divisions ............................................................... 15
14.1 METRO Cash & Carry (Wholesale) ......................................................... 16
14.2 Real (Food Retailing) ............................................................................... 17
14.3 MLG (Logistic) .......................................................................................... 17
14.4 Galeria Kaufhof (Department Stores) .................................................... 17
14.5 Dinea Gastronomie (Catering) ................................................................ 17
15 Components of EDI ................................................................................ 17
15.1 Message Types ........................................................................................ 18
15.2 Usage of message groups ...................................................................... 18
15.3 Possible/Mandatory information in segments/data elements ............. 18
15.4 Definitions of data fields ......................................................................... 18
16 Some Explanation of EANCOM INVOIC ................................................ 18
16.1 Identification of Supplier/Issuer of Invoice ........................................... 18
16.2 Identification of Buyer/Invoicee.............................................................. 18
16.3 Specification of renderer of services ..................................................... 18
16.4 Different Value Added Tax Rates in one Invoice .................................. 19
16.5 Allowances and Charges ........................................................................ 19
16.5.1 Allowances and Charges on Invoice-Level ............................................ 19
16.5.2 Allowances and Charges on Line-Item-Level ........................................ 20
16.6 Specification and Calculation of Line Items ......................................... 20
16.6.1 Single Line Items ...................................................................................... 20
16.6.2 Assortments ............................................................................................. 20
16.6.3 Mixed Assortments .................................................................................. 20
16.7 Message Type ”Invoice-List” .................................................................. 20
16.8 Identification of different invoice types ................................................. 21
16.9 Remark on beforehand agreed payment terms .................................... 21
16.10 Reverse Charge........................................................................................ 22
16.11 Remark on intracommunity supply ........................................................ 22
16.12 Identification of correction invoices ...................................................... 22
17 EDI Check Report ................................................................................... 23
EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 3 of 39
EDI Guidelines INVOIC
Goods Invoices - Germany

17.1 Content of Check Report......................................................................... 23


17.2 Error and Rejection Levels ..................................................................... 23
18 Error Handling ........................................................................................ 23
18.1 Rejection of an entire EDI File ................................................................ 23
18.2 Rejection of Logical File Unit.................................................................. 24
18.3 Rejection of Individual Invoices ............................................................. 24
19 Your Next Step........................................................................................ 24
20 Appendix ................................................................................................. 25
20.1 Contacts EDI ............................................................................................. 25
20.2 EDI-Timetable: From Paper to EDI ......................................................... 26
20.3 Six Points to Succeed in the EDI Test Phase ........................................ 27
20.4 Structure and Construction of the EDI-File ........................................... 28
20.5 EDI Data Communication ........................................................................ 29
20.5.1 X.400 (Telebox 400) .................................................................................. 29
20.5.2 EDIINT/AS2 ............................................................................................... 30
20.6 Data Elements used in EDI INVOIC ........................................................ 31
20.7 Sample: EDI INVOIC Agreement ............................................................. 35
20.8 Information on EDI ................................................................................... 35
20.9 Links on the Topic EDI ............................................................................ 36
20.10 Glossary of EDI Terms ............................................................................ 37
20.11 EDI Questionnaire METRO MGP............................................................. 39

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 4 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany

1 Introduction
This document describes the requirements for electronic data interchange in invoice handling with
MGP METRO GROUP ACCOUNT PROCESSING GmbH, short name MGP, for all sales divisions
of METRO GROUP and Galeria Kaufhof (short name Kaufhof) having appointed MGP with the
recording and archiving of supplier invoices with EDP. Besides it is intended to help suppliers with
the introduction of electronic data interchange according to EANCOM regulations.
It does not deal with general information on EDIFACT, its definition and its benefits. That kind of
information can be obtained from specific documents on EDI such as journals and guides. For
persons not quite familiar with the subject at hand certain special terms are explained in the
appendix.
The present documentation is also to be seen as supplementary to the EDI documentations of the
German “EDI USERGROUP TRADE” in co-operation with GS1 Germany (German UCC/EAN
numbering authority), and will also provide additional information specific for METRO GROUP or
Kaufhof. Please also note our document “EDI-examples INVOIC” containing selected case studies
of invoice-handling and their implementation into an EDI file.
Remark: When we speak about METRO GROUP or METRO companies in the following document
we normally mean as well Galeria Kaufhof, even Galeria Kaufhof is no longer member of the
METRO GROUP!

2 Legal Background
The EDI procedure of METRO MGP described in this guideline is based on Art. 14 para. 3,2. of the
German VAT act “Umsatzsteuergesetz (UStG)”. That is authenticity and integrity of data as well as
the legibility are made sure by application of the EDI procedure in conjunction with an EDI
agreement INVOIC and further internal checking routines at METRO MGP.
Procedures using electronic signature Art. 14 para. 3,1. are not accepted by METRO MGP.

3 Electronic invoice formats


Electronic invoices can generally be exchanged in structured as well as in unstructured form (see
Overview 3.3). Unfortunately the definitions EDI, e-Invoice etc. are not consistent. At the same time
there are different criteria to group and sort electronic invoice formats.

3.1 Structured formats


A well-known procedure for data interchange with structured data is the EDI procedure with
standard EDIFACT/EANCOM described here in this document. Formats like XML, EXCEL, CSV or
SAP-Idoc are also regarded as structured data interchange. It is also possible to send a PDF
image of the invoice together with the invoice data, this is called a „Hybrid“ invoice. However for
the time being these formats are no real standards in the sense of the EU directive, as is e.g.
EDIFACT/EANCOM. They are always bilateral formats agreed upon by two partners.
For this reason these formats are currently not offered by MGP as alternatives to
EDIFACT/EANCOM. There are intentions to establish XML as a general standard for electronic
interchange of invoices (comparable to EDIFACT/EANCOM), e.g. see “ZUGFeRD” standard of
FeRD (Forum elektronische Rechnung Deutschland), www.ferd-net.de.

3.2 Unstructured formats (e-Invoice)


Electronic interchange of invoices with unstructured data may be summed up as “e-Invoice”. An
example for this are PDF invoices.

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 5 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany

3.3 Overview

3.4 Accepted EDI formats


At present MGP offers two EDI standards for electronic data interchange of invoices:
- EDIFACT-Subset EANCOM’02 (D.01B), INVOIC
- EDIFACT-Subset EANCOM’97 (D.96A), INVOIC
This guide exclusively refers to data exchange based on GS1 Germany’s recommended
EDIFACT-Subset EANCOM'97 (D.96A) or EDIFACT-Subset EANCOM’02 (D.01B) for invoice
transaction. To new suppliers we recommend starting with EANCOM’02. Other EDIFACT-Subsets
or -versions are not accepted by MGP.
- The usage of message types, segments, data element groups and data elements as well
as their form and content are specified in the respective documents.
- The data layouts for EANCOM’97 (D.96A), INVOIC and EANCOM’02 (D.01B), INVOIC
have been agreed upon by the German EDI User Group Trade and GS1 Germany as a
mandatory basis for EDI invoicing in the consumer products industry. This common guide is
available at GS1 Germany, see web address in the appendix.

4 Scope of Application
The EDI-guideline INVOIC is valid for all sales divisions of METRO GROUP whose (commercial)
invoices are handled by MGP. For details please see chapter “Conditions of Sales Divisions”.
Please be aware that each sales division is self-responsible as far as business procedures and
usage of certain segments and/or data elements are concerned. Restrictions and peculiarities
concerning individual sales divisions are explicitly mentioned below and have to be observed
accordingly.
Note: As of 01.01.2016 only goods invoices (all sales lines incl. Kaufhof), invoices for repairs,
spare parts and services (only Kaufhof) will be processed via MGP.

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 6 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany
Please note that disregarding/ignoring these guidelines may lead to problems with the processing
of your invoices possibly causing a delay in the due date of payment as a consequence.

5 Requirements for Participation


5.1 Operative
To participate in the electronic interchange of invoice data with MGP the supplier has to be listed at
the respective METRO GROUP sales line and needs a valid (MGP) supplier number.
The electronic data interchange EDI INVOIC is based on the global numbering systems GLN
(Global Location Number) and GTIN (Global Trade Item Number) for identification of the
participants (Supplier, Invoicee, etc.) and invoiced items or services respectively. For detailed
information please see item 9 of this document.

5.2 Legal
To make sure the EDI procedure corresponds to legal requirements METRO MGP (on behalf of
the METRO GROUP sales lines) signs an „EDI agreement INVOIC“ with its partners, in which the
essential aspects of the data interchange are defined. The EDI agreement INVOIC is based on the
drafts of the EDI agreement of GS1 Germany and the European EDI model agreement
recommended by the EU.
A pattern of this EDI agreement INVOIC can be provided on request: edi@metro-mgp.com.
Submission of EDI invoices without a valid EDI agreement INVOIC is not possible. Suppliers
without a valid EDI agreement INVOIC have to submit their invoices on paper or as a PDF invoice
regarding the respective organizational requirements.
For electronic invoicing in EDI format the "Organisation Guidelines for Account Processing of
METRO GROUP" are also to be observed (see Internet: www.metro-mgp.com).

6 Methods of EDI
We offer two different methods of communicating with us via EDI: EDI-Classic or Web-EDI.
Suppliers may choose deliberately which of these EDI methods suits their needs best.
Though these guidelines are basically valid for all EDI methods they mainly describe the Classic-
EDI-Solution; for the WEB-EDI-Solutions please consider the guidelines of the different EDI service
providers.

6.1 EDI - Classic


With this classic form of electronic data interchange the supplier either uses an EDI converter of
his own or else asks an external EDI-service-company to convert his invoice data into EANCOM
and send them to MGP.

6.2 Web-EDI
For suppliers not willing to use an EDI converter most EDI service providers are offering Web-EDI
solutions. These internet based EDI applications are enabling suppliers to exchange invoice data
(as well as order and despatch data) electronically via Internet.
Data exchange can be achieved either by manual entry of the invoice data into a pre-determined
web form or else by generating and uploading a pre-defined Web-EDI interface file. In both cases
the Web-EDI solution will convert the supplier’s invoice-data into EANCOM automatically and send
them to MGP for data processing.
The content of these Web-forms was agreed upon with GS1 Germany and other trade partners
from the trade study group. The Web-forms have been developed on the basis of pre-defined
invoice types. In comparison with EDI-Classic there may be limitations regarding availability and
length of several data elements.

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 7 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany
All these applications do work on the same principles and as a rule may be used for invoicing with
METRO GROUP. Further and detailed information is available directly from the providers.
Important note: For invoices for repairs, spare parts and services the application has to be capable
of filling segment BGM_1000 with the respective invoice type.

6.2.1 MEC – METRO GROUP EDI Center


“MEC” is a Web-EDI solution of METRO GROUP provided by METRO Systems via service
provider COMARCH. If you choose this method of EDI you can exchange EDI data with the
METRO GROUP exclusively. The terms of use for MEC can be different depending on the METRO
GROUP sales line.
All EDI files sent via MEC may be downloaded from METRO GROUPs supplier portal “METRO
Link” for archiving purposes according to legal requirements.
Further information concerning MEC is available directly from the Internet at
http://www.metro-link.com/metro-link/html/en/1866516/index.html or by your EDI contact of the
sales line.

7 Steps of EDI-Implementation
The implementation of electronic data interchange takes place in three steps:
Preparation, test and production (paperless).

7.1 EDI-Step “Preparation”


Suppliers with whom contact concerning EDI has been established but no EDI test file has yet
been received by MGP are in stage Preparation. In this phase the people in charge of EDI are
named and master data-maintenance is checked. Open questions referring our EDI-Guidelines or
our EDI-Examples are answered and, if necessary details of invoicing are discussed. Moreover a
timetable for the introduction of EDI up to the changeover to production-business is defined as
concrete as possible.

7.2 EDI-Step “Test”


As soon as the supplier sends a first EDI test file to MGP, he reaches status “Test”. With the first
test file received we will name our EDI project manager responsible for the entire test phase and
the following live run.
The test data should always relate to “real-data” from current production business and should not
be “fictitious-data”. Test data have to be marked as such.
Please note: during the EDI test phase the original paper invoices still have to be sent to the former
recipient (regular goods invoices to MGP) as usual, so the existing production business in paper
form will not be disturbed or interrupted.
The supplier will receive a qualified test report from MGP corresponding to each transmitted test
file. In return we expect the reported errors to be corrected as soon as possible and a new test-file
to be sent.
Hint: For a first syntax check please use the free EDI-Checker tool of GS1 Germany:
http://www.gs1-germany.de/gs1-consult/services-tools/edi-services/#c470.

7.3 EDI-Step “Production”


The common goal is to achieve a paperless production run in order to exploit economies of scale
for all partners. Two conditions have to be fulfilled for the go live:
a) The test data may not show any formal or syntactical errors and the content of the EDI
invoice has to correspond to the paper invoice.
b) An agreement on EDI has to be signed by both sides, i.e. the supplier and the customer
(MGP on behalf of the METRO GROUP sales divisions). For details see sample of EDI
agreement INVOIC at www.metro-mgp.com.

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 8 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany
The go live will take place after a successful test and signing of the EDI agreement on a fixed date
of invoice. From this date on no more paper invoices may be submitted: MGP receives only the
EDI file. Invoices with an invoice date older than the fixed conversion date generally have to be
sent on paper.
Later alterations or additions on the supplier’s side taking effect on invoice processing
with MGP or invoice content have to be settled with MGP and checked with a test file.

8 Data-Transmission
For "EDI-Classic" and external Web-EDI solutions the EDI-data have to be sent either to MGP’s
X400 Mailbox address or via EDIINT/AS2 to the central data hub of METRO GROUP. For METRO
GROUP’s Web-EDI solution “MEC” we receive the EDI-data automatically via the central EDI data
hub of METRO GROUP. Details of the data-transmission have to be coordinated beforehand with
MGP. Please see the annotations and hints in the appendix.
We recommend making use of the possibility of your X.400 or AS2 system to request an automatic
acknowledgement (X.400-Delivery-Report or AS2-MDN). Generally MGP does not provide any
other confirmation of receipt save for EDI check reports in case of errors!
Please be aware that, according to legal requirements the transfer files have to be archived by the
supplier as well as by the buyer (or their assigned third party respectively) for at least 10 years.
Users of the METRO GROUP web EDI solution MEC can download the data for archiving from the
“METRO-LINK” portal.

9 Master-Data
In the context of electronic data interchange the significance of master data maintenance has
increased in a previously unknown scope. The decisive identification criteria are the GLN (= global
location number, former ILN = international location number) identifying the partners involved,
especially the GLN of the supplier, buyer, invoicee, and delivery party, and the GTIN (= global
trade item number, former EAN = international article-number) identifying the invoiced goods and
services.
The supplier’s (= issuer of invoice’s) GLN is allocated by the respective national EANCOM
Organisation – in Germany GS1 Germany - and it has to be applied for there.
There are two types of GLN: type-1 and type-2.
Note: GLN/type-1 cannot be used for creating GTIN, which is only possible with a GLN of type-2.
We recommend applying for a GLN of type-2 for the supplier’s identification. Further details
referring to this topic are available at your national EAN Organisation as well as in the literature
available from them (link via www.gs1.org).
GLN of type 1 are allocated by the responsible EANCOM Organisation as an entire number of 13
digits. Different GLN of type 1 may share a common 7 digit basic number, digits 8 – 12 of which
are allocated individually in ascending order:
4099999 nnnnn C GLN type 1, i.e. seven digit basic number + five digit fix number + check digit.
In contrary a GLN type2 looks as follows:
1234567 00000 C seven digit basic number + 5 zeroes + check digit or
1234567 nnnnn C seven digit basic number + 5 digit branch number+ check digit
We recommend applying for a GLN type 2 if the supplier intends to create GLN/ GTIN of his own.

9.1 Master-Data: Customers


Please be aware that incorrect master data are by far the most frequent reason for invoice
rejection. Responsibility for master data maintenance rests with the supplier.

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 9 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany
The GLN of invoicees and delivery-parties currently valid can be downloaded from
www.metro-mgp.com or via www.metro-link.com > Locations. Please note there are different lists
of GLN for commercial invoices and Bills of Charges.
MGP regularly informs the suppliers about changes in the master-data. Please inform us about
your person in charge of master data and give us an e-mail address especially for this purpose.
Information on GLN can also be obtained from our GLN Hotline, direct extension -121.
Note: There may be changes within METRO GROUP affecting the invoicing of either single stores
or else entire sales divisions. About such changes you will be informed by our respective
acknowledgement of changes provided we have a valid contact for this purpose. As long as a
store or sales division is listed in our GLN lists it may be invoiced via MGP.
Suppliers receiving their orders electronically by EDI message ORDERS should be aware that the
buyer’s, invoicee’s and delivery party’s GLN, contained in the EDI-ORDERS may possibly change
by the time the invoice is sent. In this case only the currently valid GLN can be processed.
Obsolete or incorrect GLN cannot be processed and the respective invoices will be rejected. These
rejected invoices have to be corrected and re-transmitted to MGP via EDI. We recommend all
suppliers not to adopt untested data from ORDERS but to countercheck the GLN with their own
customer’s master data before invoicing.
The invoicee generally depends on the delivery party. Only in exceptional cases where a
warehouse supplying several stores is involved the buyer becomes important to identify the correct
invoicee.
The GLN of MGP has to be inserted into certain data elements in the EDI file:
- GLN-interchange-recipient, UNB_0010,
- GLN-interchange-functional-group-recipient, UNG_0044, (if used)
- GLN-invoice-list-recipient NAD_3039, if NAD_3035 = CPE, (if an electronic invoice list is sent)
Please note that in these cases GLN 4007731000008 has to be used for invoicing with METRO
GROUP Germany.
All buyers, invoicees and delivery parties are identified by their GLN exclusively; additional
identifiers like name, street, zip-code, place, etc. may not be entered, i.e. data-elements
subsequent to NAD_3036 of the delivery-party may not be used.
In electronic data exchange GLN have to be entered with 13 digits, i.e. including the check-digit.

9.2 Master-Data: Items


The GTIN is an absolute prerequisite for electronic data interchange with the METRO GROUP.
Supplier’s create their own GTIN independently (one GTIN per supplier’s item no.). If necessary,
suppliers have to apply for additional GLN of the type-2 at their national EAN organisation in order
to be able to form an unambiguous GTIN for each item.
As a rule only GTIN having been agreed upon with your customers may be used for invoicing. The
listing of GTIN is directly agreed upon with the respective METRO GROUP sales division.
In agreement with the METRO GROUP sales lines we recommend using either EANCOM
message-type PRICAT or else the SINFOS pool of master data for exchanging item data.
MGP itself does not receive any item master-data, save for certain necessary basic item data to be
inserted into message type INVOIC.
For certain fresh items (fruits and vegetables but not meat, fish or poultry) there are several
segments and data elements in EANCOM97 / EANCOM02 offering the possibility to insert
additional information required for these goods. These are described in detail within the
recommendations of GS1 Germany.
In electronic data interchange GTIN have to be entered with 13 digits, i.e. including the check-digit;
only DUN (GTIN-14) have to be entered with 14 digits and ”short”-GTIN have to be entered with 8
digits.
As a rule Dummy GTIN created by GS1 Germany are not permitted in EDI. However suppliers with
a GLN type 1 not being capable of creating GTIN may use them further on.
EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 10 of 39
EDI Guidelines INVOIC
Goods Invoices - Germany
Should there be no reasonable possibility of creating unambiguous GTIN for certain services the
use of a dummy GTIN may be agreed upon mutually.
Further identification is possible by means of the supplier’s and buyer’s item number.

10 Document-Types used with EDI-Invoice


As a rule the document types to be exchanged have been agreed upon before with the METRO
GROUP sales divisions concerned. In case of any questions these should be settled with the
respective sales division as soon as possible.
Basically only invoices, self-billing invoices (=credit notes), and correction invoices may be
exchanged with MGP.
Invoices for spare parts, repairs and services may only be submitted after mutual agreement with
MGP and explicit consent of Kaufhof. The document type has to be marked according to 16.8.
The customer’s order shows which type of invoice, i.e. goods invoice or invoice for repairs has to
be sent.
Bills of charges not being exchanged via EDI have to be sent on paper to the respective sales
division depending on what has been agreed upon with the latter.
To help with correct identification, checking and booking the following new segments and data
elements have been added to the EDI guide EANCOM INVOIC of GS1 Germany:
Identification of renderer of services:
• FTX+ABN+1+BA:LEI:246' BA := issuer of document (billing company) renders goods
or services
• FTX+ABN+1+BE:LEI:246' BE := recipient of document (bill-to party) renders
goods or services
In an invoice renderer of service is always the issuer, in a self-billing invoice (credit note) it is
the recipient. In correction invoices (deduction of renumeration compared to an original invoice
/ self-billing invoice) the renderer may be the issuer as well as the recipient depending on who
creates the document and who was the renderer of services of the original document. In case
of self-billing invoices the renderer of services has always to be named in the EDI message.
Please note: According to EDI INVOIC guidelines of GS1 Germany the renderer of services
has to be indicated on all invoices or credit notes!
Identification of deposit items (empties):
• IMD+C++NRC::9' NRC := non-returnable container (goods encircling)
• IMD+C++RC::9' RC := returnable container (goods encircling)
• IMD+C++THM::246' THM := proper means of transport (transport equipment)
Identification of correction invoices (merchant credit notes)
• FTX+ABO++KOR::246++DE' KOR := correction invoice
Correction invoices have to be marked as such by this text key. Moreover the correction
invoice has to contain a reference to the original documents:
• RFF+DM:9999999999999999' number of original document
DTM+171:20140701:102' date of original document
Note: We recommend using all these information generally even if it isn‘t not mandatory for the
given case.

10.1 Documents sent by suppliers to METRO GROUP companies


10.1.1 Invoice (goods)
For each delivery note exactly one invoice has to be created.
The invoice has to be referenced to the goods receipt by means of the delivery note number and
delivery date, which have to correspond to the delivery note handed out to the recipient! If a
customer’s order number is sent with the order this has to be inserted into the EDI invoice as well.

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 11 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany
All invoices should generally name the renderer of services (FTX+ABN+1+BA:LEI:246', BA=issuer
of invoice);
The sequence of line items in the EDI message should be the same as on the paper invoice!
Please note: the invoice may not be dated before the date of delivery – i.e. invoicing in advance is
not permitted!
Within the invoice the items should be arranged in the same sequence as in the order.

10.1.2 Special case: Deposit/Returns


Means of transport are divided into two sub groups:
• Containers (goods encircling, returnable or non-returnable)
• Proper means of transport, such as pallets, crates etc…, (German abbr. “THM”)
Goods encircling container means all containers necessary for the transport of goods to the
ultimate consumer (e.g. bottles, boxes, paper wrapping etc.). These are taxed with the same rate
as the goods.
Proper means of transport (THM) are used for improved handling during transport and storage
such as pallets, meat boxes, crates, barrels etc. As a rule these are only used by the merchant
partners and not delivered to the ultimate user.
Delivery of THM as deposit is to be regarded as a separate delivery, subject to 19% VAT. The
return and pay back of THM is to be regarded as redemption (deduction of renumeration) and
subject to 19% VAT.
For goods encircling containers either a separate invoice may to be created or else the goods
encircling containers can be included into the invoice.
As a rule proper means of transport (THM) are not ordered explicitly and for this reason have to be
invoiced in a separate document containing THM exclusively.
In case that trade items and deposit items are included in the same invoice, the items have to be
inserted en bloc, i.e. first all trade items and then the deposit items. The latter have to be marked
as such with the respective qualifier.
Deposit is always to be marked with the respective qualifier. Besides the renderer of services
(FTX+ABN+1+BA:LEI:246', BA=issuer of invoice) should always be named as well.
Please note: Deposit returns (as well as goods returns) may not be calculated within an
invoice.

10.1.3 Special case: „Pay per Scan“ METRO C&C / Real


The companies Real and METRO Cash&Carry have agreed upon applying the consignment
procedure „Pay per Scan“ with several suppliers. Here the invoice is issued by the supplier based
on the sales data (SLSRPT) provided by Real or Metro C&C. This cooperative business may be
applied in parallel to regular trading and may be restricted to certain items or stores.
EDI invoicing requires regarding some specialties:
• The delivery note number always starts with „1“, the return number with „2“
• For daily invoicing the date has to be inserted into digits 2 - 9 of the delivery or return number
(Format 1YYYYMMDD or 2YYYYMMDD respectively)
• If an invoice is issued twice a month the delivery note or return number contains 01 for the
period from 1st to 14th day (1JJJJMM01 or 2JJJJMM01), 15 for the period from 15th to the end of
the month x (1JJJJMM15 or 2JJJJMM15)
We kindly ask you to let us know if such a business procedure is agreed upon with Real or Metro
C&C.

10.1.4 Self-billing invoices (= credit notes)


If the issuer of the document isn’t the renderer of services we talk about a self-billing invoice or
credit note (in terms of German VAT provisions). Creation and transmission of self-billing invoices
is only permitted when expressly agreed with the concerned METRO company.

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 12 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany
Only self-billing invoices referring to a single delivery are permitted, no collective self-billing
invoices.
Self-billing invoices are referenced to the original delivery by means of the respective delivery note
number and date, which means these values have to be identical on both documents.
In self-billing invoices resulting from the return of goods or containers (e.g. deposit) the return-of-
goods-number (proof of delivery reference number) given by the customer has to be entered
additionally.
In all self-billing invoices naming the renderer of services is mandatory. (FTX+ABN+1+BE:LEI:246',
BE=document recipient); THM items are to be marked as such (IMD+C++THM::246').

10.1.5 Correction invoices


As a rule this term refers to „classic“ commercial credit notes issued by the supplier in order to
settle either differences in price or quantity or else returns of goods or deposit. This means a
deduction from the supplier’s original invoice. Submission of correction invoices is only permitted if
there is an agreement with the respective METRO GROUP company to have these transactions
settled by the supplier. They require the following additional information:
• Identification of the renderer of services (FTX+ABN+1+BA:LEI:246')
• Identification of correction invoice (FTX+ABO++KOR::246++DE')
• Reference to the original document (RFF+DM:9999999999999')'
• Identification of deposit items (IMD+C++NRC::9'; IMD+C++RC::9', IMD+C++THM::246’)
If the correction invoice refers to an invoice issued by the METRO GROUP company (e.g. for
services) and settlement by supplier is agreed upon the correction invoice requires the following
additional information:
• Mark for deposit item to be corrected (IMD+C++THM::246’)
Correction invoices are not accepted by all METRO GROUP companies (see 14ff.). They may only
be sent if this is agreed upon explicitly with the respective company.
As an additional reference the original invoice number has to be inserted. Moreover the data field
for the delivery note number has to be filled with the original delivery note number. Only if there is
no such reference the invoice number of the correction invoice may be repeated instead.
Correction invoices referring to goods returns also require the customer’s goods return number.
As a rule the correction document will be created by your customer (debit note). In this case please
arrange for the creation of “internal” credit notes which may not be sent to METRO GROUP.

10.1.6 Bills of Charges (only Spare Parts, Repairs and Services)


This type of invoices is handled differently by each sales division. For the time being they are
normally sent on paper either directly to the recipient of goods or services or else to a certain
address named for this purpose by the former.
In case of a mutual agreement between the supplier and METRO MGP/Kaufhof these invoices
may be sent via EDI. They have to be marked in segment BGM_1000 according to the type of
invoice (bill of charge for repairs, for spare parts or for services).
In general the rules and requests for normal commercial invoices keep their validity but certain
additional information (e.g. cost centre, counter number or counter reading) may become
necessary.
Please inform us before sending the first test file if such types of invoices occur in your invoicing.
As a rule the “invoice type” is mentioned in the customer’s order.

10.2 Documents sent by METRO GROUP companies to suppliers


10.2.1 Invoices
These are invoices for transactions in which the METRO GROUP company is invoicing party as
well as renderer of services. As a rule they refer to either other services or returns of seasonal
goods (i.e. no deduction of renumeration of a prior original invoice).

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 13 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany
These invoices for returns may also be sent via EDI (Only classic EDI, no WebEDI). Please
contact us if you are interested in this topic. The respective Guides (according to GS1/ EDI User
Group Trade) are to be found on our website.
The renderer of services as well as the deposit items are marked in these documents according to
general rules above.
The interchange of EDI return documents requires a separate EDI agreement INVOIC.

10.2.2 Self-billing invoices of Kaufhof (Consignment)


Our sales division Kaufhof has arranged for a consignment stock accounting with several
suppliers.
In this case the supplier does not send the invoices but Kaufhof sends a self-billing invoice based
on the sales data to the supplier. This process can also be handled via EDI (only Classic EDI, not
Web EDI). The supplier will receive the EDI self-billing invoice from Kaufhof via MGP.
Please contact us if you have signed such an agreement and if you are interested in receiving
these self-billing invoices via EDI. The respective Guides are to be found on our website.
The renderer of services as well as the deposit items are marked in these documents according to
general rules above.
The interchange of self-billing invoices requires a separate EDI agreement INVOIC.

10.2.3 Correction invoices


As a rule these are the „classic“ debit notes referring to either differences in price or quantity or
else to returns of goods encircling deposit or THM. Alternative terms: storno, deduction of original
payment note, commercial credit note, etc. This means a deduction of renumeration from a
supplier‘s original invoice, an invoice of METRO GROUP or a self-billing invoice from METRO
GROUP to supplier (e.g. Kaufhof consignment note).
For the time being correction invoices for differences in price and quantity can only be sent on
paper or as PDF file. On the other hand correction invoices for returns of goods or deposit may
also be sent via EDI (Only classic EDI, no WEB EDI). Please contact us if you are interested in this
topic. The respective Guides (according to GS1/ User Group Trade) are to be found on our
website.
The documents are marked „Correction invoice” and do contain the respective information for
renderer of services and deposit.
If the METRO GROUP company creates correction invoices these will be charged against the next
incoming invoices or outstanding items. In this case we kindly ask you make do with “internal”
correction documents and not to send these to METRO.
Attention: It is possible in certain cases that only summarized correction invoices lacking detailed
item data will be provided! This is generally true for deposit items.
As there may be differences in the handling of returns or differences from one METRO GROUP
company to the other we recommend contacting the respective METRO GROUP company for
additional information.

11 Proceeding for Electronic Invoicing (EDI)


Our Account Processing Guidelines keep their validity for EDI invoices as well as for paper
invoices. Further information can be found on our homepage www.metro-mgp.com. Moreover
there may be additional requirements for bills of charges.
A prerequisite for EDI invoicing is an agreement signed by both sides (i.e. the supplier and the
customer) describing the procedures which insure data integrity and authenticity.
MGP has taken all necessary action to make sure EDI invoicing can be done without an invoice list
and without a digital signature. We only need the EDI file containing the electronic invoices. For
details please see the remarks on the EDI agreement to be found on our website.
Suppliers with several sales agreements (= supplier numbers) will in future have to send a
separate EDI file for each supplier number. Notwithstanding it is generally not allowed to send
separate EDI interchange files for each invoice!
EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 14 of 39
EDI Guidelines INVOIC
Goods Invoices - Germany
Sending of EDI invoices without a valid EDI Agreement INVOIC is not permitted.

12 Complaints concerning EDI invoices


12.1 Complaints concerning documents already settled
As a rule the customer (= METRO GROUP sales division) sends correction invoices for incorrect
invoices. If not the supplier has to send one to the METRO company. Both methods may be used
with the same customer, depending on whether the complaint concerns differences in quantity or in
price.
Please contact your customer about how to proceed. If you receive correction invoices from your
customer please make sure not to insert your internal correction invoices into the EDI file.

12.2 Rejected Documents not settled


Rejected invoices not yet settled have to be cancelled internally, corrected and re-transmitted
electronically via EDI – as soon as possible - in one of the following data-transmissions!
The supplier may decide in advance how to proceed with rejected invoices. Either
rejection (and re-transmission) of only the incorrect document or
rejection on a higher level, e.g. the entire EDI file.
Possible rejection levels are: single invoice / logical-file-unit / physical-transfer-file-unit.
For example the rejection of a complete physical transfer file can be arranged for, even if only one
single invoice is incorrect.
Please note: If EDI invoicing is agreed upon no additional copies on paper may be sent. Paper
invoices –even when sent to the sales line directly- will be resent unsettled on the grounds that
only EDI invoicing is permitted. Only in exceptional cases and with expressive permission from
MGP paper invoices may be sent. In this case a written statement showing the reasons of
sending paper documents has to be added. If so please make sure the respective requirements
for paper invoicing are fulfilled.

13 Settlement of Invoices
The settled invoices will be transmitted by MGP to METRO International AG (MIAG) in Switzerland
where final payment is arranged for and the remittance advices to the suppliers are issued.
The remittance advice can either be downloaded from the internet (www.miag.com) or else be sent
in electronic form by MIAG. In this case we optionally use the EANCOM message REMADV
(Remittance Advice) from the original EDIFACT standard or the format CSV.
Further information concerning REMADV is available at MIAG Customer Care Center. Please see
the contact information in the appendix.

14 Conditions of Sales Divisions


Note: The following requirements refer to basic business processes and are not to be regarded as
a divergence from the basic GS1 standard. Please be aware that ignoring these conditions may
lead to invoice rejection.
Following items are valid for all METRO GROUP sales divisions:
(1) The EDI-files have to be typified with an unambiguous interchange control reference (UNB_0020)
(2) If there are business relations to different sales divisions all invoices of a certain transmission have to
be sent within one EDI file. It is generally not allowed to send one interchange file for each invoice!
(3) For each order/ delivery note one invoice has to be created. Invoices referring to several delivery notes
are not permitted. An exception to this rule is THM deposit for which a separate invoice has to be
created independent from the goods invoice.

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 15 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany
(4) All involved business partners in the EDI INVOIC message have to be identified by their GLN
exclusively. Please do not use the data elements subsequent to 3036 in the NAD segment!
(5) The delivery note number (RFF_1153=DQ) is mandatory. The delivery note number on the original
delivery note and the delivery note number in the EDI data have to be equal (same length/content).
o
Only if there really is no delivery note number the document N . may be repeated in segment RFF+DQ.
(6) The indication of the date of delivery (DTM_2005 = 35) is a legal requirement.
(7) The order reference number is mandatory in the EDI message INVOIC.
(8) Bills of Charges (Spare Parts, Repairs, Service) have to be marked especially (BGM_1000) and may
not be sent without prior consultation with MGP. These types of invoices can be identified in the
customer’s order.
(9) Within one invoice up to three different VAT rates may be inserted
(10) The measure units used in the invoice have to correspond to those in the customer’s order.
(11) Discounts and / or charges have to be calculated on line item level save for typical allowances/ charges
on invoice level such as freight, insurance packing etc.
(12) Delivery note and the respective invoice have to be identical; moreover the sequence of line items in
the delivery note should be the same as in the corresponding invoice.
(13) If there is an agreement about sending customer correction invoices please do not send correction
invoices of your own.
(14) If there are any returnable containers (e. g. deposit bottles) in invoices, these items have to be marked
with a special flag in segment IMD: IMD_7077 = ”C” and IMD_7009 = ”RC” (goods encircling
Returnable Container), “NRC” (goods encircling Non Returnable Container) or „THM“ (proper means of
transport)
(15) Returnable containers (especially Euro-palettes) not charged may not appear in the invoice, because
these items are also not object of the order and are not recorded at goods receipt.
(16) Test data have to be marked “1” in UNB_0035 (Test flag).
(17) It is not permitted to charge the toll for trucks without previous negotiation with METRO companies.
(18) The remark on mutually agreed terms of payment has to be sent as a text key (only for suppliers with a
German VAT-number), see chapter 16.9 .

14.1 METRO Cash & Carry (Wholesale)


Covers the following trading companies: stores and logistic stocks of METRO Cash & Carry and
C&C Schaper
(1) As a rule METRO Cash & Carry does not accept correction invoices from suppliers. Only in case of a
mutual agreement the supplier is allowed to send correction invoices.
(2) Returned containers may not be calculated within an invoice. METRO Cash & Carry will send
correction invoices or, in case of THM, invoices instead.
(3) Delivery note number and delivery date have to be entered. The delivery note number on the delivery
note has to correspond to the EDI data (same length/content). The delivery note number may contain
up to 9 digits.
(4) On line item level the quantity in data element QTY_6060 may not be zero or negative; the line item
amount in data element MOA_5004, (MOA_5025 = ”203”) may not be negative (see point 2).
(5) Dummy GTIN are not permitted.
(6) ALC segments for freight, packaging and insurance, ALC_7161 = ”PC” / ”IN” / ”FC”, may not be used.
(7) Bills of charges concerning Metro C&C are no longer processed by MGP.
(8) Debit notes for services etc. cannot be transmitted via EDI, but have to be sent on paper directly to the
delivery party.
(9) Please do not send invoices with a zero total.

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 16 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany

14.2 Real (Food Retailing)


Real (self-serving hypermarkets and logistic stocks) is part of METRO GROUP sales division Food
Retail:
(1) Returned containers may not be calculated within an invoice. METRO Cash & Carry will send
correction invoices or, in case of THM, invoices instead.
(2) ALC segments for freight, packaging and insurance, ALC_7161 = ”PC” / ”IN” / ”FC”, may not be used.
(3) In bills of charges the ten digit real order number has to be inserted into segment RFF+ON.
(4) In bills of charges the 15 digit Real item order number has to be inserted on item level
(RFF_1154=ON). This number consists of the ten digit order number as inserted into the header plus a
5 digit line item number ascending in steps of 10, which has to correspond to the line.
(5) On line item level the quantity in data element QTY_6060 may not be zero or negative; the line item
amount in data element MOA_5004, (MOA_5025 = ”203”) may not be negative (see point 1).
(6) Bills of charges concerning Real are no longer processed by MGP.

14.3 MLG (Logistic)


Please mind to this the transition of the ownership of goods to the respective sales line (METRO
C&C Deutschland from 13.10.2014, Real SB-Warenhaus from 17.10.2014).
There are no special limitations concerning EDI INVOIC.

14.4 Galeria Kaufhof (Department Stores)


Covers the trading companies Kaufhof Warenhaus and Sportarena. All branches of Kaufhof are
included in the EDI business, if listed in the GLN table.
Referring EDI INVOIC please observe the following conditions:
(1) Monthly or quarterly discounts (e. g. bonus/advertising allowance) may not be handled via EDI.
(2) Commission invoices cannot be handled via EDI. These invoices have to be sent on paper to Kaufhof
as before.
(3) Cost invoices/invoices for special services cannot be handled via EDI. These invoices have to be sent
on paper to Kaufhof as before (by indicating the AWIN reference).
(4) Invoices for repairs, spare parts and services may be sent via EDI like commercial invoices.
(5) Concerning all invoices being handled manually: please see the document “Organization Guidelines
DE METRO GROUP” on our website.

14.5 Dinea Gastronomie (Catering)


The branches of the METRO GROUP sales division Dinea Gastronomie (In-store catering
branches of Dinea Gastronomie) are included in the EDI business, if listed in the GLN table.
Invoices concerning the branch Büffeteria have to be handled on paper like before.
Dinea Gastronomie has appointed MGP to implement EDI INVOIC with certain suppliers. Before
starting EDI please arrange for a mutual agreement with Dinea Gastronomie upon sending
invoices via EDI. The special conditions are basically the same as for Kaufhof.
Paper invoices are handled by Dinea Gastronomie and have to be sent there directly.

15 Components of EDI
The EDI message consists of the following components: Syntax, Message Type, Segments, Data
element groups/Data elements, Codes und Qualifiers. The basic structure of the EDI file is
described in the appendix.
Since EDIFACT regulations have been developed for international data exchange specific
business procedures being used in German speaking countries sometimes cannot be described
easily in EANCOM. In such cases, e.g. several VAT rates within an invoice the specifications may
seem quite difficult. However this was inevitable to specify the procedure correctly within the given
context of EDIFACT rules.
EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 17 of 39
EDI Guidelines INVOIC
Goods Invoices - Germany
Since the respective rules have been developed in cooperation with GS1 Germany they do
correspond to the EANCOM standards in all respects.

15.1 Message Types


For electronic data interchange in invoicing MGP processes the message type INVOIC exclusively.
All other message types are dealt with either by the METRO sales divisions or by MIAG
(REMADV) (contacts in the appendix).

15.2 Usage of message groups


Message groups (UNG-UNE) are used to create several „logical files“ (=clients) within a transfer
file (UNB-UNZ). This may be useful for service providers sending EDI data of several clients. A
transfer file will then consist of several logical files of the same message type INVOIC.
In case your company consists of several branches with separate GLN you will have to create a
message group UNG – UNE for each of them and then combine these „logical files“ within a
physical transfer file. The other possibility is to create a separate transfer file for each supplier’s
GLN. If there is only one supplier’s GLN segments UNG – UNE should be omitted.
We recommend omitting logical files and instead sending separate physical transfer files
without segments UNB – UNE for each GLN!

15.3 Possible/Mandatory information in segments/data elements


Whether a segment or data element is used or not is described in the appendix. Segments not
used by MGP will as a rule be disregarded and may be omitted entirely.
As a rule the context decides how many times certain segments or data elements will be repeated.
Each invoice message may contain up to 5.000 line items.

15.4 Definitions of data fields


Generally the EANCOM standard field lengths are used by MGP. Possible divergences from these
have to be respected. Also some data fields described as alphanumeric in the EANCOM standard
are to be filled purely numerically for METRO GROUP.
A list of mandatory/possible data fields and METRO specific field definitions is to be found in the
appendix.

16 Some Explanation of EANCOM INVOIC


16.1 Identification of Supplier/Issuer of Invoice
Since usage of code-value "SU" is mandatory for each invoice this key is used to identify the issuer
of an invoice in data-element 3035 of NAD. The code-value "II" may not be used additionally.

16.2 Identification of Buyer/Invoicee


Code-value "BY" is also mandatory for each invoice, hence only this key is used to identify the
buyer in data-element 3035 of NAD. An NAD-Segment with code ”IV" in DE 3035 may be used
additionally if buyer and invoicee are different. We recommend always using both segments and
filling them with the invoicee’s GLN.

16.3 Specification of renderer of services


To help with correct identification, checking and booking the renderer of services has to be
specified by means of an additional segment FTX:
• FTX+ABN+1+BA:LEI:246' BA := issuer of document (billing company) renders
goods or services
(defined in segment NAD+SU)

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 18 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany

• FTX+ABN+1+BE:LEI:246' BE := recipient of document (bill-to party) renders


goods or services
(defined in segment NAD+IV or NAD+BY)
In an invoice renderer of service is always the issuer, in a self-billing invoice (credit note) it is the
recipient. In correction invoices (deduction of renumeration compared to an original invoice / self-
billing invoice) the renderer may be the issuer as well as the recipient depending on who creates
the document and who was the renderer of services of the original document.
The renderer of services must always be named in all EDI messages from 01.07.2015 on!

16.4 Different Value Added Tax Rates in one Invoice


In principle, goods or services can be invoiced with up to three different VAT rates in one
invoice/debit-note, currently 0%, 7% and 19%. If so certain segments/segment groups have to be
repeated per VAT rate, so the relevant information for each VAT rate can be entered separately.
For all VAT statements within an invoice, the VAT rate stated in the SG6-TAX of the document
header will serve as default value with EANCOM'97 (D.96A) and EANCOM’02 (D01B).
In invoices containing several VAT rates this default value is replaced by additional, explicit TAX
statements at certain positions, e.g. on line item level.
This means on line item level a segment TAX has to be added to identify the VAT rate of the item.
In the summary additional segment groups SG50 TAX-MOA (in EANCOM D96A) or SG52 TAX-
MOA (in EANCOM D01B) have to be added containing the respective amounts per VAT rate.
If there are allowances ort charges they also have to be specified per VAT rate, i.e. one segment
group ALC including a segment TAX per VAT rate.

16.5 Allowances and Charges


All Allowances and Charges have to be specified by means of an ALC group per VAT rate. This
means allowances/charges on document level have always to be specified in the header, since
there is no possibility of specifying allowances/charges with different VAT rates in the summary.
Allowances and charges in the EDI message can be specified on different levels taking effect on
the value of the amounts (- or +). The first level is the qualifier in data element BGM_1001: 380 =
invoice and 381 = credit note. The next level is the qualifier in data-element ALC_5463: A =
allowance = ("-"); C = charge = ("+"). The qualifiers in the ALC segments are the same, no matter
whether they appear in an invoice or a credit note.
The amounts for the discount total on line-item-level and invoice level (in each case with qualifier
MOA_5025 = 131) have to be inserted with the correct algebraic sign; i.e. in case of allowances
with a minus-sign directly in front of the amount in MOA_5004.
Please see also the examples in our document "EDI-Examples...."
Note: We recommend agreeing upon calculation of net-prices with the METRO GROUP sales
division in order to forgo any allowances or charges in the EDI message. Please avoid
allowances and charges on invoice-level. If unavoidable, we ask to specify them on line-item-
level as far as possible.
16.5.1 Allowances and Charges on Invoice-Level
Concerning allowances and charges please distinguish between "normal" discounts on invoice
level and allowances and charges for ”cash discount”, ”freight”, ”packaging” and ”insurance”.
"Normal" allowances or charges have to be specified in an ALC group as monetary amount in a
segment MOA with MOA_5025 = 8 and additionally as percentage in a segment PCD with
PCD_5245 = 3, provided a percentage discount has been agreed upon.
Please note: allowances and charges have to be specified in the sequence in which they occur.
Normally, the basis-amount reduced/added by an allowance/charge is the basis for the next
allowance/charge; depending on the payment terms having been agreed upon between supplier
and METRO GROUP sales division.
We recommend inserting the discount basis as well.

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 19 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany
Cash discount is only to be inserted into the invoice if it has been agreed upon explicitly. As a rule
any possible cash discount will be subtracted automatically based on the payment terms stored in
the MGP master data.
Freight, packaging and insurance are not accepted by all METRO sales divisions. Please see the
conditions of the respective METRO GROUP sales divisions mentioned above!
The total amount of all allowances/charges on invoice level (e. g. ”normal" allowances/charges,
freight, packaging and insurance) has to be inserted into the summary in a segment MOA with key
DE 5025 = 131. If necessary it has to be repeated for each VAT rate.
16.5.2 Allowances and Charges on Line-Item-Level
Basically the same is true for allowances/charges on the line-item-level.
Allowances/charges are to be specified in segment group ALC. The total amount of all
allowances/charges on the line-item-level has to be specified in a segment MOA with qualifier DE
5025 = 131).
Possible negative lines within an invoice require especial care. In this case the key values for
allowance / charge and the algebraic signs of quantity and amount are to be inversed. Please be
also aware negative items in an invoice aren’t accepted by some sales lines.

16.6 Specification and Calculation of Line Items


In principle there are three variations in the specification of line-items: single units (consumer unit),
sublines for assortments and mixed assortments. For details please see also our examples in
document "EDI-examples....".
In principle: the calculation of the line items has to correspond to the order! The ordered unit may
differ with the sales divisions.
16.6.1 Single Line Items
Single line items (standard group) are represented and invoiced in a standard group LIN. The
invoiced GTIN unit is the same as the consumer unit.
16.6.2 Assortments
Assortments are always invoiced on LIN standard group level, e. g. carton. The additional subline
only contains the GTIN of the consumer unit, the number of consumer units per assortment
(QTY+59...), the identification of the subline item (GTIN) and the IMD segment defining this item as
consumer-unit (IMD+C++CU...).
16.6.3 Mixed Assortments
The mixed assortment unit itself is represented as a LIN standard group. Subsequently the
respective single line items are represented as LIN sublines. The marking of a mixed-assortment-
unit is represented by an IMD segment in the LIN-standard-group with IMD_7077 = C and
IMD_7009 = SG .
As a rule the mixed assortment is invoiced, the sublines are to be inserted as non invoiced
quantities. This mode of calculation, corresponding to the order is requested by METRO GROUP.
Only if certain items of the display have a different VAT rate the sublines have to be invoiced.
The non invoiced part shows neither price nor line item amount, but only the quantity. The quantity
of the subline always refers to the total quantity of all mixed assortment units invoiced!
Please see also the examples in our document "EDI-examples....".
The single line item units of a mixed assortment always represent the consumer unit and cannot be
defined in the form of another trade unit, especially not if the subline is invoiced.

16.7 Message Type ”Invoice-List”


The electronic invoice list (message type BGM+393) and the reference to it in the EDI invoice
(segment RFF+ABO and corresponding DTM+171) are optional! In case the electronic invoice list
is sent it will be disregarded by MGP.

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 20 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany
If an electronic invoice list is created please take into account the following remarks:
The message-type "invoice-list" is identified in data-element BGM_1001 with qualifier "393". The
electronic invoice list contains no detail section with a listing of the single invoices but only header
and summary.
Invoices, self-billing invoices or correction invoices are referenced to the invoice list by an invoice
list number and date. The invoice list number has to be unambiguous and numbered in ascending
order. Invoice list and corresponding single invoices have to be sent within the same transfer file
(recommendation: first enter all single invoices followed by the EDI message invoice-list). If there
are several functional-groups in one transfer file please insert invoices and invoice list into the
same UNG-UNE group. If an invoice list contains self-billing invoices and / or correction invoices
the algebraic sign in the amounts changes to minus (-); the same is true if the total amount of the
credit notes exceeds the total amount of the invoices.
In the summary of the invoice list the amounts have to be represented in total (segment group
MOA) as well as by VAT rate (segment group TAX-MOA). If there is only one VAT rate segment
group SG48/SG50 (in standard EANCOM D96A / D01B respectively) will be sufficient.
Each invoice list unit may contain up to 9.999 documents, up to 99 invoice list units may be
inserted into one transfer file.

16.8 Identification of different invoice types


As described above invoices for internal consumption, repairs, spare parts and services may be
sent via EDI only after mutual agreement. Please inform us if your transactions with METRO
GROUP cover such invoices.
In order to separate them from “regular” commercial invoices they have to be marked explicitly by
the following text in data element BGM_1000:
“REPARATURRECHNUNG” – invoice for repairs
“ERSATZTEILRECHNUNG” - invoice for spare parts
“SERVICERECHNUNG” - invoice for services
As a rule the type of invoice can be derived from the customer’s order.
Invoices for fresh items (fruits and vegetables) may be marked „FRISCHWARENRECHNUNG“ in
BGM_1000 as well.
For „regular“ commercial invoices data element BGM+1000 remains empty (default value).

16.9 Remark on beforehand agreed payment terms


The legally required remark on beforehand agreed discount agreements has to be send as a text
key (only for suppliers with a German VAT ID).
The use of free text is no longer permitted since free text cannot be checked automatically.
GS1 Germany has fixed three text keys:
• ST1 = „Es ergeben sich Entgeltminderungen auf Grund von Rabatt- und
Bonusvereinbarungen“
(There is a rededuction of remuneration because of agreements on discounts or
bonuses)
• ST2 = „Entgeltminderungen ergeben sich aus unseren aktuellen Rahmen- und
Konditionsvereinbarungen“.
(There is a deduction of remuneration due to current agreements on payment terms)
• ST3 = „Es bestehen Rabatt- oder Bonusvereinbarungen“.
(There are agreements regarding deductions of remuneration)
The text key has to be inserted into a segment FTX with the qualifier „AAK“ in data element
FTX_4451. The text key itself (ST1, ST2 or ST3) has to be inserted into data element
FTX_4441.
Example: FTX+AAK++ST3++DE'

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 21 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany
Attention: Suppliers who previously printed out the remark on payment terms only on the
hardcopy invoice list are now obliged to insert it into the EDI invoice.

16.10 Reverse Charge


The Reverse Charge procedure according to §13b UStG (German VAT act) means a change of
VAT liability from the supplier to the customer. The customer is liable for taxation and has the right
of input tax deduction.
The Reverse-Charge procedure is valid for certain taxable turnover as e.g. electronic garbage,
scrap metals, mobile phones, tablet computers, game consoles, integrated circuits etc. Details
are to be found in the German legislation (Umsatzsteuergesetz bzw. Umsatzsteuer-
Anwendungserlass, also BMF letter dated 22.09.2011).
As far as the threshold value is concerned the METRO GROUP sales lines as a rule have
agreed upon application of the “simplification rule” (Vereinfachungsregel) with the respective
suppliers.
As an invoice may contain items subject to reverse charge as well as others the following items
are to be considered for invoicing:
• A remark on application of Reverse-Charge has to be inserted into the invoice header. For
this purpose the following text key is to be used: FTX+REG++LES++DE‘; code “LES“
meaning "the invoice contains items subject to Reverse Charge".
• The VAT rate in TAX_5278 is "0" (zero) and TAX_5305 is to be filled with code "AE" = „VAT
Reverse Charge“: TAX+7+VAT+++:::0+AE‘.
• In the summary the added values are to be specified in SG50 as usual. If there is Reverse
Charge as well as standard taxation SG 52 have to be created containing the following
values per VAT procedure:
- Sum of line items MOA+79
- Taxable amount MOA+125
- VAT amount MOA+124 (“0” if Reverse Charge).

Should there be items with reverse charge and VAT exemption within one invoice an SG52-group
with TAX_5278 = 0 and TAX_5305 = “AE” as well as an additional SG52-Group with TAX_5278 =
0 and TAX_5305 = “E” are to be created.

16.11 Remark on intracommunity supply


Invoices for goods sent from other countries of the EC are exempt from VAT because of intra-
community supply of goods. To distinguish them they have to be marked by the following segment
FTX in the invoice header:
• FTX+REG++IGL++DE'
In addition the supplier may not use a German VAT identification number, the VAT identification
number of the (German) invoice recipient has to be named and the VAT amount has to be zero.

16.12 Identification of correction invoices


To help with correct identification, checking and booking correction invoices have to be specified
by means of an additional segment FTX:
• FTX+ABO++KOR::246++DE' KOR := KORREKTURBELEG
Correction invoices have to be marked as such by this text key. Moreover the correction
invoice has to contain a reference to the original documents:
• RFF+DM:9999999999999999' number of original document
DTM+171:20140701:102' date of original document

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 22 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany

17 EDI Check Report


For each transfer file - test file and production file - containing any errors MGP generates an EDI
check report (error protocol), provided the data could be processed.
In case of grave syntactical errors preventing the proper processing the supplier will be informed
by phone or e-mail.

17.1 Content of Check Report


The protocol contains the following information:
+ type of processing (production or test) and date of processing
+ Statistical data referring to the EDI file
- sender, interchange control reference number, file creation date, archive number, etc.
+ Detailed list of rejected invoices with annotations and hints
- single invoice, logical file, physical file

17.2 Error and Rejection Levels


MGP distinguishes between different error and rejection levels. These levels correspond to the file
structure:
- physical file unit (UNB – UNZ)
- logical file unit (UNG – UNE) (optional, usage not recommended)
- single invoice (BGM_1001 = 380 or 381)
An error always refers to one of these units.

Suppliers have the possibility of generally choosing a higher rejection level if so desired. In this
case not only the incorrect unit will be rejected but always the requested higher unit. In all other
cases only incorrect units will be rejected. The correct and faultless units will be processed as
usual.
Example:
If a supplier chooses error level ”physical file unit” and there are only errors on level “single invoice”
(single invoice(s) is/are rejected) the entire file (physical file) will be rejected and not only the
incorrect units.
A higher rejection level has to be applied for in writing; the same is true for revocation.
Since errors are considered exceptions MGP as a rule doesn’t not inform the suppliers about the
correct data processing! Nevertheless suppliers can apply for a processing protocol via e-mail
even if data were processed correctly.
If an error occurs the error protocol will be sent by post or e-mail. In case of the rejection of an
entire EDI file the supplier is going to be informed by phone or e-mail immediately.
According to the legal requirements the supplier has to archive the EDI check reports for at least
10 years.
Please name a contact for receiving these error reports with phone number and e-mail
address. We recommend using a common address independent from a distinct person.

18 Error Handling
18.1 Rejection of an entire EDI File
If a physical file is rejected, it has to be corrected and resent.
1. Please inform MGP about the changes (e-mail: edi@metro-mgp.com).
2. Please use a new file ID for the resent data.

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 23 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany

18.2 Rejection of Logical File Unit


In case a physical file consists of several logical files and one of the latter (or the files included in it)
is rejected only this logical file has to be corrected and then resent.
1. Please inform MGP about the changes (e-mail: edi@metro-mgp.com).
2. The logical file is to be resent either as a new physical transfer file or within any other physical
file.

18.3 Rejection of Individual Invoices


If individual invoices are rejected please resend only these invoices with one of your next data
transmissions.
Please note:
Responsibility for correction and resending of incorrect data rests with the supplier.
Corrected documents have to be resent via EDI, not on paper.
Only the rejected documents referred to in the error protocol are to be resent, please
omit resending documents already having been processed correctly.

In doubt please contact MGP via e-mail (edi@metro-mgp.com) to coordinate further proceedings.

19 Your Next Step


Please fill in the enclosed questionnaire (project timelines!) and send it back!
If you wish further or more detailed information and individual support concerning ”EDI with MGP”
we would like to offer you a special consulting-service in a common workshop on the topic of EDI
INVOIC. In addition we will support you intensively during the test-phase with highly qualified test-
analyses and will prepare the changeover to EDI production business.

If the start date for the test phase is delayed for more than 2 weeks, please send us brief
information for the reasons and an updated schedule. Before sending the first test file please give
us a brief notification by e-mail (edi@metro-mgp.com).

Please see also our Web-site: www.metro-mgp.com. There you will find the most current
information and news of MGP concerning the topic EDI INVOIC.
Further information concerning the topic EDI you find at the METRO GROUP supplier portal:
www.metro-link.com.

In case of any further questions please do not hesitate to contact us.

MGP
METRO GROUP ACCOUNT PROCESSING GmbH
- Department EDI Invoice -

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 24 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany

20 Appendix
20.1 Contacts EDI
MGP / Department EDI Invoice Phone Fax e-Mail
Heike Schulze -178 -129 heike.schulze@metro-mgp.com
Martina Michaelis -163 -129 martina.michaelis@metro-mgp.com
Heide Richter -133 -129 heide.richter@metro-mgp.com

EDI-Invoice Hotline MGP -178 -129 edi@metro-mgp.com

GLN Hotline MGP -121 -144 heike.becher@metro-mgp.com

Further EDI Contacts at METRO GROUP:


Company/Name Phone/E-mail Responsibility
MEC +49-2203-93530-1800 MEC-Hotline
info@metro-link.de

EDI Team METRO C&C edi@metro-cc.de ORDERS, DESADV, SLSRPT, etc.

EDI Team Real / Nonfood +49 (0)211 969-3438 ORDERS, DESADV, SLSRPT, etc.
franco.bianco@real.de

EDI Team Real / Food +49 (0)211 969-3433 ORDERS, DESADV, SLSRPT, etc.
christian.bruger@real.de

EDI Team Kaufhof +49 (0)221 223-1773 ORDERS, DESADV, SLSRPT, etc.
hans-gerd.hochguertel@kaufhof.de

EDI Team MLG edi@metro-logistics.de ORDERS, DESADV, SLSRPT, etc.

METRO International AG (MIAG C.V. Diemen NL), Branch Baar/Schweiz


Customer Care Center +41 41 768 78 75 Remittance advise, REMADV
Regula.Vaderna@miag.com

Further people in charge for EDI you will find at the EDI supplier Portal of METRO GROUP:
www.metro-link.com.

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 25 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany

20.2 EDI-Timetable: From Paper to EDI

Invoice handling in paper form


Single invoices/credit-notes in paper form
Manual data recording

Information-procurement for EDI


MGP EDI-Guidelines INVOIC (www.metro-mgp.com),
EDI-Layouts/-Documents of METRO GROUP (www.metro-link.com),
Documents of GS1 Germany (www.gs1-germany.de)
Information/Consulting with EDI specialists (EDI-Consultant, MGP, etc.)

Decision for one EDI-method


1. EDI „Classic“ (own EDI-Converter or Outsourcing-Partner EDI)
2. Web-EDI (e. g. via MEC – METRO GROUP EDI Center)

Time schedule up to introduction of EDI live run


Information-procurement, converter-selection, programming, mapping,
master-data-update, beginning/duration of the test-phase,
Go-live-date

Definition of people in charge


Organisation, master-data, test-phase, external consultant

Check of the Inhouse-Invoice-Interface to EDI


Information in standardized data fields
Completeness of the required data fields essential for EDI

Check/update of master-data
GLN for buyer/invoice recipient and delivery parties of the
METRO GROUP sales divisions
GTIN Item numbers

EDI-Test phase
Syntactic, formal and content tests
EDI INVOIC agreement

EDI live run (paperless)


Single Invoices/credit-notes via EDI
Electronic data processing

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 26 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany

20.3 Six Points to Succeed in the EDI Test Phase

1. MGP EDI GUIDELINES


The document EDI GUIDELINES INVOIC is the basis for the EDI test phase and later for live EDI with
MGP.

2. ANNOUNCEMENT OF THE 1. TEST FILE


Please get in contact with our EDI Service Center in Kehl (edi@metro-mgp.com) before sending the first
file and communicate the first data transmission and your persons in charge. Only one test file may be
sent at a time. Please send no further data before receipt of the written test result!

3. CURRENT INVOICE DATA – NO FICTITIOUS DATA


It is essential to send exclusively real invoice data in the test phase.

4. ALL RELEVANT DISTRIBUTION LINES ARE INCLUDED IN THE TEST PHASE


Invoices of all METRO GROUP sales divisions handled by MGP are included in the test phase.
Present METRO GROUP sales divisions: METRO Cash & Carry, C&C Schaper, Real, MLG, Kaufhof and
Dinea.

5. ERROR HANDLING – ORGANIZATION FROM THE BEGINNING


Please note the possible rejection levels / units of the EANCOM INVOIC data in the EDI production phase
according to the MGP EDI guidelines and arrange in time for the error-handling procedure in your
company.

6. EDI INVOIC AGREEMENT


The written EDI agreement upon the start-up day can only be made on the basis of completely faultless
test data. Please be aware that the test phase can only be completed by the project leader of MGP.

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 27 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany

20.4 Structure and Construction of the EDI-File


Remark: MGP does not recommend the usage of UNG-UNE segment groups but rather sending of
several separate transfer files.
transmission file (mandatory)
"pyhsical"

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 28 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany

20.5 EDI Data Communication


20.5.1 X.400 (Telebox 400)

Data Transmission via Telebox-400

(1) Please send the EDI files to the following X.400 – address (Telebox 400)

C = DE (country)
A = viaT (administration)
S = MGR (surname)
O = METRO-MGR (organisation)
(2) The file has to be sent as an attachment
(3) In case of using IBM network for data transmission please note the following settings:

X.400 ACCOUNT ID = “X400 ”


X.400 USER ID = “U9987357 ”
Content type (EDIFACT) = “P2 ”
Preferred body part type = “IA5 ”
Description (subject) = ”EDI-xxx”. ”xxx” stands for a supplier’s abbreviation
(4) The EDI data have to be sent as an ASCII–file
(5) GLN data recipient (UNB-DE 0010) for invoice data regarding METRO GROUP is
4007731000008.
(6) The EDI data can also be sent as a compressed file. In this case please use exclusively the
compression software GZIP*). Before compressing the file please make sure that the file
name is unambiguous. Preferably the file name should refer to the supplier’s name. The file
extension should be numbered consecutively (e.g. “suppliername.123”). For compressing
only option “-N” is permitted, other options may not be used.
Syntax: gzip –N source file > target file (the option –N in capital letter)
(7) Partners using the Telebox-400-Software of Deutsche Telekom have to create a file name
instead of the comma in the following command:
<< ATTACH_FILE PFAD$, ”file name” >>
(8) Test data have to be marked “1” in UNB_0035.
(9) Please send only EDI data via X.400 to MGP, no text messages!
(10) Make use of the possibility of your X.400-system to request an automatic acknowledgement
(X.400-Delivery-Report). MGP does not provide any other confirmation of receipt (save for
EDI check report in case of errors)!

*) Please order GZIP at: www.gnu.org/software/gzip/gzip.html or


www.gzip.org

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 29 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany

20.5.2 EDIINT/AS2

Data Transmission via EDIINT/AS2

Data sent via EDIINT/AS2 are not transmitted directly to METRO MGP but to the central EDI data
hub of METRO GROUP, which will route the data via dedicated line to METRO MGP.

The use of an EDIINT/AS2 connection depends on specified premises. If you are interested in this
mode of communication we kindly ask you to fill in a special questionnaire available at
edi@metro-mgp.com and resend it to the same address.

Further information regarding EDIINT/AS2 can be found at www.edi-ak-handel.de.

For transmission via EDIINT/AS2 the rules and requests for the EDI data are the same as for
the transmission via Telebox-400:
(1) The EDI data have to be sent as an ASCII–file
(2) Test data have to be marked with “1” in UNB_0035.
(3) GLN data recipient (UNB-DE 0010) for invoice data regarding METRO GROUP is
4007731000008.
(4) Please send only EDI data via EDIINT/AS2 to EDI Solution Department in Düsseldorf, no text
messages!
(5) Make use of the possibility of your AS2-system to request an automatic acknowledgement
(AS2-MDN). MGP does not provide any other confirmation of receipt (save for EDI check
report in case of errors)!

Hint: The establishment of an AS2 connection is very complex and time-consuming, the
realisation can last several months. Therefore MGP generally recommends using of an X.400
connection!

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 30 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany

20.6 Data Elements used in EDI INVOIC

Note:
The following scheme is a mere list of data elements in sequential order but not a syntactically correct
view of an EANCOM message! It is based on release EANCOM D.01B, the segment groups in EANCOM
D.96A are slightly different.
According to the GS1 guideline additional information may be inserted into an invoice. However this will
be disregarded by MGP as far as it is not listed in the file below.
The segments/data elements marked by a grey background may be omitted.
The segments/data elements marked blue are as a rule only used in bills of charges (only for Spare
Parts, Repairs and Services).
Remarks on column “Format MGP”: R = mandatory field (required), O = optional field, A = recommended
field (advised), D = dependant, i.e. this field is mandatory under certain circumstances. Without these it is
a possible field or it is to be omitted entirely.
Example: M n..10,2 = Mandatory filed, numerical, up to ten digits two of which may be decimals.

Element description Format Sample EANCOM‘2002 (D.01B)


MGP
Tranfer file level
1 Service string R UNA:+.? '
2 GLN file sender R n13 UNB+UNOC:3+4304984000008:14+
4007731000008:14+040712:1505+
04071201+04071201:AA++++EANCOM'
3 GLN file recipient R n13 UNB+UNOC:3+4304984000008:14+
4007731000008:14+040712:1505+
04071201+04071201:AA++++EANCOM'
4 Date of file creation R n6 UNB+UNOC:3+4304984000008:14+
4007731000008:14+040712:1505+
04071201+04071201:AA++++EANCOM'
5 Number of transfer file R n..8 UNB+UNOC:3+4304984000008:14+
4007731000008:14+040712:1505+
04071201+04071201:AA++++EANCOM'
6 Sender’s archive number O n..8 UNB+UNOC:3+4304984000008:14+
4007731000008:14+040712:1505+
04071201+04071201:AA++++EANCOM'
7 Test flag D n1 UNB+UNOC:3+4304984000008:14+
4007731000008:14+040712:1505+
04071201+04071201:AA++++EANCOM+1'
Document header
8 Begin of message UNH+00001+INVOIC:D:01B:UN:EAN010'
- Message number
- Message type
- Release number
- Release version number
9 Document type R n3
- Invoice D BGM+380+777111+9'
- Credit note D BGM+381+777111+9'
- Debit note for financial adjustment D BGM+84+777111+9'
- Credit note for financial adjustment D BGM+83+777111+9'
10 Invoice type (for bills of charges only!) D an..35 BGM+380:::ERSATZTEILRECHNUNG+611+9'
BGM+380:::REPARATURRECHNUNG+662+9'
BGM+380:::SERVICERECHNUNG+6613+9'
11 Document number R n..16 BGM+380+666111+9'
12 Document date R n8 DTM+137:20040707:102'
13 Date of delivery/service or alternatively R n8 DTM+35:20040707:102'
period of services n8-n8 DTM+35:20040707-20040707:718'
EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 31 of 39
EDI Guidelines INVOIC
Goods Invoices - Germany

14 Month of invoicing O n6 DTM+263:200407:610'


15 Country of origin O an..3 ALI+ES'
16 Free text to document header O 5x a..70 FTX+ZZZ+++Free text header+DE'
17 Free text to summary O 5x a..70 FTX+SUR+++Free text footer+DE'
18 Remark on payment terms D an3 FTX+AAK++ST3++DE'
19 Remark on renderer of service A an2 FTX+ABN+1+BA:LEI:246‘
R an2 FTX+ABN+1+BE:LEI:246‘
20 Mark for correction invoice D an3 FTX+ABO++KOR::246++DE'
21 Remark on intracommunity supply D an3 FTX+REG++IGL++DE'
22 Remark on Reverse Charge D an3 FTX+REG++LES++DE'
23 Remark on retention of title O an3 FTX+ZZZ++EEV++DE'
24 Invoice list number R n..7 SG1-RFF+ABO:4561237'
25 Invoice list date R n8 SG1-DTM+171:20040712:102'
26 Delivery note number R n..16 SG1-RFF+DQ:777999001'
(if there is no delivery note, e.g. for invoices for
spare parts, repairs or services, document
number may be repeated)
27 Delivery note date O n8 SG1-DTM+171:20040706:102'
28 Customer’s order number D n..35 SG1-RFF+ON:7779980001'
29 Customer’s order date O n8 SG1-DTM+171:20040705:102'
30 Supplier’s order number. O n..16 SG1-RFF+VN:7779980001'
31 Supplier’s order date O n8 SG1-DTM+171:20060705:102'
32 Supplier’s reference number O an..14 SG1-RFF+ACE:54346789'
33 Number of original document O n..16 SG1-RFF+DM:7779991'
34 Date of original document O n8 SG1-DTM+171:20040705:102'
35 Complaint number O n..17 SG1-RFF+AGG:777999001'
36 Customer’s goods return number (Deposit) D n..17 SG1-RFF+ASI:777999001'
37 Supplier’s goods return number (Deposit) D n..17 SG1-RFF+ALQ:777999001'
38 Number of sales contract (ultimate consignee’s O an..12 SG1-RFF+AGB:54346789'
order)
39 Number of transport document O an..16 SG1-RFF+AAS:12354346789'
40 EAR-WEEE number O an..12 SG1-RFF+XA:DE87654321'
41 MGP contract number. O n1 SG1-RFF+CT:1'
42 Supplier R
GLN Rn13 SG2-NAD+SU+4304984000008::9'
43 METRO/MGP supplier number D n6 SG3-RFF+YC1:654321'
44 Supplier’s VAT registration number R an..14 SG3-RFF+VA:DE121285949'
45 Supplier’s fiscal number O an..15 SG3-RFF+FC:12345/321/45'
46 EAR-WEEE number O an..12 SG3-RFF+XA:DE87654321'
47 Buyer R
GLN R n13 SG2-NAD+BY+4333099000009::9'
48 Supplier’s internal number for buyer O n..8 SG3-RFF+IT:88888888'
49 Buyer’s VAT registration number D an..14 SG3-RFF+VA:DE195285523'
50 Buyer’s cost center O an..12 SG3-RFF+ADE:0717-3355'
51 Invoicee R
GLN R n13 SG2-NAD+IV+4306286000007::9'
52 Invoicee’s VAT registration number D an..14 SG3-RFF+VA:DE215285534'
53 Supplier’s internal number for invoicee O n..8 SG3-RFF+IT:88888888'
54 Invoicee’s cost center O an..12 SG3-RFF+ADE:0717-3355'
55 Delivery party R
GLN R n13 SG2-NAD+DP+4306286000717::9’
56 Supplier’s internal number for delivery party O n..8 SG3-RFF+IT:88668866'
57 Delivery party’s cost center O an..12 SG3-RFF+ADE:0717-3355'
58 Delivery Party’s department/person in charge O an..10 / SG5-CTA+PD+54321+Frau Wagner
O an..20
59 Ultimate consignee (store) O
GLN O n13 SG2-NAD+UC+4306286000717::9'
60 Distributor O
GLN O n13 SG2-NAD+DS+4304984000992::9'
61 Ultimate customer O SG2-NAD+UD+++Herr Mayer+Hauptstr.
Name and address 3+Kehl++77694+DE'
62 Basic VAT rate (default value) R n..4,2 SG6-TAX+7+VAT+++:::19+S'

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 32 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany

63 Currency R an3 SG7-CUX+2:EUR:4’


64 Date of special credit due date O n8 SG8-PAT+3'
SG8-DTM+209:20040721:102'
65 Cash discount offer, date O n8 SG8-PAT+3'
SG8-DTM+12:20060728:102'
66 Cash discount offer, percentage O n..4,2 SG8-PCD+12:2'
67 Date of maturity without cash discount O n8 SG8-PAT+3'
SG8-DTM+13:20060818:102'
68 Allowance/charge on invoice level O
Allowance/charge indicator R a1 SG16-ALC+A+3++1+DI'
Allowance/charge number (1-4) R a1 SG16-ALC+A+3++1+DI'
Allowance/charge calculation level (1-4) O n1 SG16-ALC+A+3++1+DI'
Allowance/charge specification
- Allowance on invoice level R an3 SG16-ALC+A+1++1+DI'
- Charge on invoice level SG16-ALC+C+2++1+SH'
- Minimum billing charge SG16-ALC+C+1++1+MAC'
- One way container SG16-ALC+C+2++1+NAA'
- Other services SG16-ALC+C+3++1+ADR'
- Immediate bonus SG16-ALC+C+3++1+BON'
69 Allowance/charge on invoice level - percentage O n..8,4 SG19-PCD+3:1.00'
70 Allowance/charge on invoice level - per VAT O n..11,4 SG20-MOA+25:572.30'
rate
71 Allowance/charge on invoice level - in € per R n..8,2 SG20-MOA+8:5.72'
VAT rate
72 Allowance/charge on invoice level - VAT rate D n..4,2 SG22-TAX+7+VAT+++:::7+S'
73 F-I-P (Freight, Insurance, Packing) O an3
- Freight costs SG16-ALC+C++++FC'
- Packing costs SG16-ALC+C++++PC'
- Insurance costs SG16-ALC+C++++IN'
74 F-I-P - basis amount per VAT rate O n..11,4 SG20-MOA+25:100'
75 F-I-P - amount per VAT rate R n..8,2 SG20-MOA+8:2.30'
76 F-I-P - VAT rate D n..4,2 SG22-TAX+7+VAT+++:::19+S'
77 Immediate cash discount O a1 SG16-ALC+A++++EAB'
78 Immediate cash discount -percentage O n..5,2 SG19-PCD+3:2.00'
79 Immediate cash discount - amount per VAT R n..8,2 SG20-MOA+8:2.30'
rate
80 Immediate cash discount - VAT rate D n..4,2 SG22-TAX+7+VAT+++:::19+S'
Line item level
81 GTIN item main line R n..14 SG26-LIN+10++4304984471105:SRV'
82 GTIN basic item of mixed assortment/display- D n..14 SG26-LIN+12++4008400408132:SRV+1:10’
(from item subline)
83 GTIN consumer unit of an assortment (from D n..14 SG26-LIN+4++4008400408156:SRV+1:3’
item subline)
84 Supplier’s item number R an..21 SG26-PIA+1+47110:SA’
85 Customer’s item number D n..14 SG26-PIA+1+876543210:IN'
86 Tariff number. O an..18 SG26-PIA+1+78787878:HS'
87 Serial number O an..5 SG26-PIA+1+04/07:SN'
88 GS1 Germany classification O n4 SG26-PIA+1+1147:GN'
89 Batch number O an..8 SG26-PIA+1+5544:NB'
90 Promotional variant number O an..8 SG26-PIA+1+04/001:PV'
91 Code for garbage O an..8 SG26-PIA+1+91201:EWC::246'
92 Fraction O an..14 SG26-PIA+1+4304984471105:FRA::246'
93 Item description R an..70 SG26-IMD+A++:::Einzel-Artikel 3258 fuer :MCC
Sonderanfertigung'
94 Qualifier for invoiced item: GTIN in LIN is D SG26-IMD+C++IN::9'
invoiced
95 Qualifier for consumer unit: GTIN in LIN is D SG26-IMD+C++CU::9'
consumer unit
96 Qualifier for display-/mixed assortment (in D SG26-IMD+C++SG::9'
mainline)
97 Qualifier for deposit (goods encircling D SG26-IMD+C++RC::9'
returnable container)

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 33 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany

98 Qualifier for deposit (goods encircling non- D SG26-IMD+C++NRC::9'


returnable container)
99 Qualifier for deposit (proper means of transport D SG26-IMD+C++THM::246'
/ THM)
100 Qualifier for fee D SG26-IMD+C++GEB::246'
101 Qualifier for provision D SG26-IMD+C++PRO::246'
102 Item colour O an..30 SG26-IMD+B+35+:::dunkelblau'
103 Item size - alphanumeric O an..7 SG26-IMD+B+98+:::XXL'
Item size - numeric SG26-IMD+B+SGR+:::52'
104 Item brand (fresh goods) O an..7 SG26-IMD+B+38+:::Navel'
105 Grade of goods (fresh goods e) O an..7 SG26-IMD+B+13+:::IA'
106 Net weight of invoicing unit in gram O n..7 SG26-MEA+AAI+AAA+GRM:500'
Gross weight of invoicing unit in gram SG26-MEA+AAI+AAB+GRM:500'
107 Quantity / measure unit R
- invoiced quantity R n..10,4 SG26-QTY+47:20:PCE'
- non invoiced quantity D SG26-QTY+192:20:PCE'
108 Number of consumer units within invoicing unit D n..4 SG26-QTY+59:25:PCE'
109 Quantity / measure unit R
- Number of displays / assortments D SG26-QTY+46:20:PCE'
(if consumer units are invoiced)
- Number of consumer units in displays-
/assortments- (if display is invoiced) D SG26-QTY+45E:20:PCE'

110 Country of origin O an..3 SG26-ALI+EU'


111 Item delivery date O n8 SG26-DTM+35:20060710:102'
n8-n8 SG26-DTM+35:20060701-20060710:718'
112 Period of invoicing from – to O n8 SG26-DTM+263:200607:610'
n8-n8 SG26-DTM+263:20060701-20060710:718'
..n12-n12 SG26-DTM+263:200607011430-200607011530:719'
113 Time limit for usage (Butter) O n8 SG26-DTM+9:20060710:102'
114 Serial number from - to O n..16- SG26-GIN+BN:11504:11508'
n..16
115 Free text on item level O 5x a..70 SG26-FTX+ZZZ+++Freitext:Freitext:Freitext'
116 Remark: rule for simplified specification of D an3 SG26-FTX+REG++KA++DE'
combined items is used
117 Item net amount R n..12,2 SG27-MOA+203:97.00'
118 Total allowance charge/amount (algebraic D n..9,2 SG27-MOA+131:-3.00'
sign!)
119 Amount for losses O n..9,2 SG27-MOA+204:7.00'
120 Total sales amount O n..12,2 SG27-MOA+402:97.00'
121 Item price (no algebraic sign!) R n..10,4 SG29-PRI+AAB:5.00:::1:PCE'
incl. price basis (1,100,1000) and measure unit
122 Sales price O n..12,2 SG29-PRI+AAE:7.00::SRP'
123 Delivery note number on item level D n..16 SG30-RFF+DQ:97980002'
124 Customer’s order number on item level D an..16 SG30-RFF+ON:8010-98800'
125 Supplier’s order number on item level O an..16 SG30-RFF+VN:108800'
126 Ultimate consignee’s order number on item O an..16 SG30-RFF+UC:80988'
level
127 EAR WEEE-number O an..16 SG30-RFF+XA:DE87654321'
128 Charge number (Butter) O an..16 SG30-RFF+AUQ:Z876-4321'
129 Qualifier for package R an..3 SG31-PAC+++CA'
130 Number of Colli O n..7 SG31-PAC+25'
131 Package type (fresh goods) O an..7 SG31-PAC+2++:::8x5'
132 Weight per piece in gram O n..7 SG31-MEA+AAI+AAA+GRM:500'
133 Item VAT rate, S = Standard VAT rate D n..4,2 SG34-TAX+7+VAT+++:::19+S'
E = exempt from VAT SG34-TAX+7+VAT+++:::0+E'
O = no VAT SG34-TAX+7+VAT++++O'
AE = Reverse Charge SG34-TAX+7+VAT+++0+AE'

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 34 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany

134 Allowance/charge on item level O


Allowance/charge indicator R a1 SG39-ALC+A+1++1+DI'
Allowance/charge number (1-4) D a1 SG39-ALC+A+1++1+DI'
Allowance/charge calculation level (1-4) D n1 SG39-ALC+A+1++1+DI'
Allowance/charge specification
- Allowance on item level R an..3 SG39-ALC+A+1++1+DI'
- Charge on item level SG39-ALC+C+2++1+SH'
- Minimum billing charge SG39-ALC+C+1++1+MAC'
- One way container SG39-ALC+C+3++2+NAA'
135 Allowance/charge on item level, percentage D n..8,4 SG41-PCD+3:1.00'
136 Allowance/charge on item level, basis amount D n..11,4 SG42-MOA+25:572.30'
137 Allowance/charge on item level in € D n..8,2 SG42-MOA+8:5.72'
138 Allowance/charge on item level in € / quantity D n..8,4 SG43-RTE+1:1.5'
Summary
139 Begin of summary R UNS+S'
Sectional code
140 Total line item amount for all VAT rates R n..11,2 SG50-MOA+79:403.60'
141 Total amount of allowances/charges (incl. D n..10,2 SG50-MOA+131:-12.68'
freight, insurance, packing and cash discount)
(algebraic sign!)
142 Taxable amount for all VAT rates R n..10,2 SG50-MOA+125:426.3'
143 Tax amount for all VAT rates R n..10,2 SG50-MOA+124:98.27'
144 Total amount for all VAT rates R n..10,2 SG50-MOA+77:494.51'
145 Total sales amount for all VAT rates O n..11,2 SG50-MOA+402:536'
146 Total amounts per VAT rate D
VAT rate for following amounts R n..4,2 SG52-TAX+7+VAT+++:::19+S'
147 Line item amount per VAT rate R n..11,2 SG52-MOA+79:174.60'
148 Total amount of allowances/charges per VAT D n..10,2 SG52-MOA+131:-8.60'
rate (algebraic sign!)
149 Taxable amount per VAT rate R n..10,2 SG52-MOA+125:185.08'
150 Tax amount per VAT rate R n..10,2 SG52-MOA+124:29.61'
151 End of message R UNT+41+00001'
- Number of segments within the message
- message reference number
End of file
152 End of transfer file R UNZ+15+04071201'
- number of messages or
message groups
- Number of transfer file

20.7 Sample: EDI INVOIC Agreement


Sample and additional comments can be provided on request: edi@metro-mgp.com

20.8 Information on EDI

METRO MGP / Department EDI Invoice, Kehl


+ Guidelines for electronic data interchange in invoice handling:
”EDI Guidelines INVOIC”
+ Examples/Case studies in EANCOM-INVOIC:
”EDI-Examples INVOIC”
+ EDI Guidelines for returned goods and containers (only German Issue available):
”EDI Guidelines INVOIC Returns”

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 35 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany

+ EDI Guidelines for Consignment Invoice Processing Kaufhof (only German Issue available):
”EDI Guidelines INVOIC Consignment”
+ Sample of EDI INVOIC Agreement
+ GLN list invoice recipients/stores of METRO GROUP Companies
+ List of VAT registration numbers of METRO GROUP Companies

METRO GROUP, Düsseldorf


+ Information and Data Layouts to further EDI-messages (ORDERS, DESADV, PRICAT,
REMADV, etc.).
See METRO Supplier Portal: www.metro-link.com

GS1 Germany GmbH Phone: +49 (0) 221/94714-0


Fax: +49 (0) 221/94714-990
Maarweg 133 e-Mail: info@gs1-germany.de
50825 Köln Internet: www.gs1-germany.de
+ Administration of Global Location Number(s) – GLN
+ Publisher for EANCOM-relevant Guidelines and user recommendations

EDI Usergroup Trade


+ Information and data layouts for all essential types of EDI-messages, supplier meetings and
other subjects around EDI.
See Web-page: www.edi-ak-handel.de

20.9 Links on the Topic EDI

www.edi-ak-handel.de EDI USERGROUP TRADE (EDI Anwenderkreis Handel)

www.gs1-germany.de GS1 Germany (EAN/UCC numbering authority)

www.FeRD-net.de FeRD = Forum elektronische Rechnung Deutschland


(Electronic invoicing forum Germany)

www.gs1-germany.de/gs1-consult/services-tools/edi-services/#c470
EDI-Checker tool of GS1 Germany:

www.metro.de METRO GROUP Internet


www.metrogroup.de

www.metro-link.com METRO GROUP – Supplier Portal

www.metro-mgp.com MGP METRO GROUP ACCOUNT PROCESSING GmbH

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 36 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany

20.10 Glossary of EDI Terms

- EAN (International (formerly European) Article Number) / GTIN


International Article Number. An eight- or thirteen-digit code used by companies outside
North America to uniquely identify products world-wide. The new international name of the
EAN is GTIN (Global Trade Item Number).
- EANCOM (EAN and COMmunication)
Real subset from EDIFACT® especially for the consumer goods industry. The EANCOM®
standard can be implemented in all segments of industry. With the unique numbering
system every object can be identified. EANCOM can be implemented in every branch.
The EANCOM standard is implemented world-wide. The international network of EAN
numbering organisations is represented in more than 86 countries and gives support in
the local native language.
- EDI (ELECTRONIC DATA INTERCHANGE)
The computer to computer transmission of business information using a public standard
format.

- EDIFACT (Electronic Data Interchange for Administration Commerce and Transport)


Acronym for Electronic Data Interchange for Administration, Commerce and Transport,
the international EDI Standard as developed through the United Nations.
- ILN (International Location Number) / GLN (Global Location Number)
The GLN represents a basic prerequisite for rational multi-industry exchange of data. The
GLN is required in order to supply products, information on paper or electronic data to the
requested location or address.
By using the GLN, physical addresses of companies, subsidiaries, branches or even
regional offices of a corporation can be identified. The GLN type 2 can unambiguously
identify functional units of a company such as warehouses, departments, production lines,
supply points as well as networks and other communication nodes. In all applications the
number is the key to retrieving master data information stored in a data base. The new
international term is GLN (Global Location Number).
- EDI Message types
Rules for the implementation (syntax/content) of certain business processes and
documents in the EDIFACT standard.
Examples:
INVOIC A message claiming payment for goods or services supplied under
conditions agreed between the seller and the buyer.
PRICAT A message to enable the transmission of information regarding pricing and
catalogue details for goods and services offered by a seller to a buyer.
ORDERS A message specifying details for goods or services ordered under conditions
agreed between the seller and the buyer.
DESADV A message specifying details for goods despatched or ready for despatch
under agreed conditions.
REMADV The Remittance Advice is communication between trading partners, e.g.
seller, buyer, financial institutions which provide detailed accounting relative to payment or
other forms of financial settlement for the provision of goods and/or services as detailed in
the advice.
- Document name
The message type INVOIC includes also the specification for debit note and credit note
messages. Throughout this document, the reference to 'Invoice' may be interpreted as
conveying the wider meaning of 'Invoice/Credit Note/Debit Note'. MGP accepts the

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 37 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany

following specifications: code 380=commercial invoice, code 381=credit note, code


393=invoice-list.
- Qualifier
A data element that identifies or defines a related element, set of elements, or a segment.
The qualifier contains a code taken from a list of approved codes.
- WebEDI
Web EDI is an internet-based EDI application that is oriented on small and middle
businesses with uniform WebEDI layouts. Depending on the scope of information, the
German EAN numbering organisation GS1 Germany has classified the invoices in three
invoice types. After data entry the invoice data are converted to the EANCOM standard
and transmitted to the trade companies.

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 38 of 39


EDI Guidelines INVOIC
Goods Invoices - Germany

20.11 EDI Questionnaire METRO MGP


Recipient: Reply from:
MGP Supplier-no.:
Department EDI Invoice GLN-supplier:
77691 Kehl (Germany) company name:
postal address:
Fax: +49 (0) 7851 949-129
e-mail: edi@metro-mgp.com

QUESTIONNAIRE
*)
EDI -INVOIC with MGP for METRO GROUP sales divisions
(Please complete as much of this form as possible)

1. Which sales divisions do you do business with?


( ) Real ( ) MLG
( ) Kaufhof ( ) Dinea
( ) METRO Cash & Carry ( ) C&C Schaper

2. Do you have bill of charges with METRO GROUP?


( ) only commercial invoices for resale
( ) invoices for spare parts ( ) invoices for repairs ( ) invoices for services
( ) invoices for private consumption of sales divisions branches/stores

3. Current status of your EDI activities:


a) EDI guidelines EANCOM/INVOIC of MGP already received/downloaded? ................ ( ) Yes ( ) No
b) Official guidelines “Anwenderrichtlinie EANCOM’97” (EDI USERGROUP TRADE)
from GS1 Germany (German UCC/EAN numbering authority) already requested? ... ( ) Yes ( ) No
c) EDI converter software already in use? ....................................................................... ( ) Yes ( ) No
If yes:
Your consulting company:

EDI status EANCOM In live run since Test start with MGP nothing
(DD.MM.YYYY) from (DD.MM.YYYY) planned yet
EANCOM‘02 (D.01B) / INVOIC ( )
EANCOM‘97 (D.96A) / INVOIC ( )

If no: Are there any objections to implementing EDI now?


____________________________________________________________________
____________________________________________________________________

4. Contact persons
Name Department Phone / Fax / E-mail address

*) EDI = Electronic Data Interchange

EDI-GUIDE-DE-2016-01-01.docx (C) METRO MGP Page 39 of 39