Professional Documents
Culture Documents
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
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.
3.3 Overview
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.
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.
6.2 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.
7 Steps of EDI-Implementation
The implementation of electronic data interchange takes place in three steps:
Preparation, test and production (paperless).
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.
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.
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.
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.
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.
In doubt please contact MGP via e-mail (edi@metro-mgp.com) to coordinate further proceedings.
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.
MGP
METRO GROUP ACCOUNT PROCESSING GmbH
- Department EDI Invoice -
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 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
Further people in charge for EDI you will find at the EDI supplier Portal of METRO GROUP:
www.metro-link.com.
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
(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:
20.5.2 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.
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!
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.
+ 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
www.gs1-germany.de/gs1-consult/services-tools/edi-services/#c470
EDI-Checker tool of GS1 Germany:
QUESTIONNAIRE
*)
EDI -INVOIC with MGP for METRO GROUP sales divisions
(Please complete as much of this form as possible)
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 ( )
4. Contact persons
Name Department Phone / Fax / E-mail address