972-836-7750 Request a demo Talk to an expert
Talk to an expert Request a demo Call sales 972-836-7750

X12 transaction guide · Government and regulatory

EDI 568 Contract Payment Management Report

The X12 document used to report details of payments and collections made against funds obligated on contracts and orders.

Sent by
Payment office
Received by
Contracting, finance or administration offices
Standard
ANSI ASC X12

What is an EDI 568?

The EDI 568 Contract Payment Management Report is the ANSI X12 transaction set that enables the transmission of a management report detailing payments and collections made against funds obligated on contracts, orders and other obligations.

Finance and contracting offices need to know how much of each contract's funding has been spent. The payment report lets them reconcile obligations with disbursements, identify funds that can be released and support contract closeout. Reports are usually produced monthly, and they support the closeout of completed contracts.

How the EDI 568 worksDiagram of the EDI 568 Contract Payment Management Report. Payment office sends it to contracting, finance or administration offices. It usually follows 561. It is usually followed by 997. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: BGN (Beginning Segment) and AMT (Monetary Amount Information). 3 optional loops are listed by their first segment.How the EDI 568 worksContract Payment Management Report: who sends it, where it fits and what the standard marks required1 WHERE IT FITSUSUALLY FOLLOWS561Contract AbstractEDI 568SENDERPayment officeRECEIVERContracting, finance oradministration offices997 or 999 acknowledgment back, if the partners agreeUSUALLY FOLLOWED BY997FunctionalAcknowledgment2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDsISA … IEAFunctional groupGS … GETransaction set 568ST … SEHEADINGBGNBeginning SegmentAMTMonetary Amount Information+ 1 optional loop, starting with:N1DETAIL+ 2 optional loops, starting with:CSBALBlue box: required loop. Optional loops are listed by the segment that starts them; when a loop is used, that first segment is required. Optional segmentsoutside loops are not drawn.Structure: required segments and loops in the X12 008010 listing for the 568. Your trading partner's implementation guide adds its own requirements.
How the EDI 568 worksDiagram of the EDI 568 Contract Payment Management Report. Payment office sends it to contracting, finance or administration offices. It usually follows 561. It is usually followed by 997. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: BGN (Beginning Segment) and AMT (Monetary Amount Information). 3 optional loops are listed by their first segment.How the EDI 568 worksContract Payment Management Report: whosends it, where it fits and what the standardmarks required1 WHERE IT FITSUSUALLY FOLLOWS561Contract AbstractEDI 568SENDERPayment officeRECEIVERContracting,finance oradministrationoffices997 or 999 acknowledgment back, if the partnersagreeUSUALLY FOLLOWED BY997Functional Acknowledgment2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDs (ISA… IEA)Functional group (GS … GE)Transaction set 568 (ST … SE)HEADINGBGNBeginning SegmentAMTMonetary AmountInformation+ 1 optional loop, starting with:N1DETAIL+ 2 optional loops, starting with:CSBALBlue box: required loop. Optional loops are listedby the segment that starts them; when a loop isused, that first segment is required. Optionalsegments outside loops are not drawn.Structure: required segments and loops in the X12008010 listing for the 568. Your trading partner'simplementation guide adds its own requirements.

How to read this diagram: the top row shows who sends the 568, to whom, and which documents usually come before and after it. The lower part shows what X12 release 008010 itself requires: the envelopes around the 568 and the segments and loops the standard marks as required, area by area. Optional loops are listed by the segment that starts them rather than drawn in full. This is the standard's minimum, not a trading partner's requirement: each partner's implementation guide usually makes some optional loops mandatory, restricts the codes and may use a different release.

Expand diagram Download SVG

When it is used

  • Reporting payments made against contracts
  • Reporting collections and refunds
  • Reconciling obligations and disbursements

Where it fits in the document flow

Usually follows 561 Contract Abstract
This document 568 Contract Payment Management Report
Usually followed by 997 Functional Acknowledgment

Structure

Mandatory segments in the 568 (X12 release 008010)

The segments X12 release 008010 marks as mandatory at their level, in order. Segments inside optional loops are needed only when the loop is used. This is the standard's requirement, not your trading partner's: each partner's implementation guide names the release it uses, adds the optional segments it requires and restricts the values. The requirement status comes from one published X12 reference listing and has not been checked against a second source.

  • ST
  • BGN
  • AMT
  • N1
  • CS
  • LM
  • LQ
  • REF
  • LX
  • N9
  • FA1
  • FA2
  • BAL
  • SE

Practical example

The 568 in practice

A payment office sends the finance office a monthly 568 listing payments made against each contract line and its funding, and a refund collected from a contractor. The finance office reconciles the payments with its obligations and identifies contracts with unused funds.

Implementation

Implementation considerations for the 568

  • Report payments at the line and funding level.
  • Reconcile with accounting records each period.
  • Report collections and refunds as well as payments.
  • Support closeout with complete payment histories.

How ECOM helps

Automate the 568 with ECOM

Solution

Financial Document Automation

Automate invoices, remittances, payment files and bank statements from capture to posting.

Solution

Procure-to-Pay Automation

Automate purchasing, receiving and supplier invoicing across EDI, portals and documents.

Solution

EDI Integration

Exchange X12 and EDIFACT documents with partners and integrate them directly with your ERP.

More general questions about EDI are answered in the EDI FAQ.

Related transactions

Related government and regulatory documents

All 29 government and regulatory documents

Need help with the EDI 568?

ECOM maps, tests and monitors X12 documents for your trading partners and integrates them with your ERP.

Request a Demo Contact us