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X12 transaction guide · Finance

EDI 812 Credit/Debit Adjustment

The X12 document trading partners use to notify each other of, or request, credits, debits and billbacks for goods or services.

Sent by
Either trading partner
Received by
Either trading partner
Standard
ANSI ASC X12

What is an EDI 812?

The EDI 812 Credit/Debit Adjustment is the ANSI X12 transaction set used to notify a trading partner of an adjustment or billback, or to request one. It identifies the exceptions, adjustments, credits or debits involved and the amounts, and it can travel in either direction between buyer and seller.

Retailers often use the 812 to explain deductions they take from payments, such as shortages, pricing differences or compliance charges. Suppliers use it to issue credits or to bill for differences. Linking 812 detail to the original invoices and orders is essential for resolving deductions.

How the EDI 812 worksDiagram of the EDI 812 Credit/Debit Adjustment. Either trading partner sends it to either trading partner. It usually follows 810 and 880. It is usually followed by 997 and 820. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: BCD (Beginning Credit/Debit Adjustment) and the required N1 loop with N1 (Party Identification). 5 optional loops are listed by their first segment.How the EDI 812 worksCredit/Debit Adjustment: who sends it, where it fits and what the standard marks required1 WHERE IT FITSUSUALLY FOLLOWS810Invoice880Grocery Products InvoiceEDI 812SENDEREither trading partnerRECEIVEREither trading partner997 or 999 acknowledgment back, if the partners agreeUSUALLY FOLLOWED BY997FunctionalAcknowledgment820PaymentOrder/Remittance Advice2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDsISA … IEAFunctional group, ID code CDGS … GETransaction set 812ST … SEHEADINGBCDBeginning Credit/Debit AdjustmentRequired loop N1 · repeats up to 200N1Party Identification+ 4 optional loops, starting with:SACLMFA1TXIDETAIL+ 1 optional loop, starting with:CDDBlue 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 812. Your trading partner's implementation guide adds its own requirements.
How the EDI 812 worksDiagram of the EDI 812 Credit/Debit Adjustment. Either trading partner sends it to either trading partner. It usually follows 810 and 880. It is usually followed by 997 and 820. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: BCD (Beginning Credit/Debit Adjustment) and the required N1 loop with N1 (Party Identification). 5 optional loops are listed by their first segment.How the EDI 812 worksCredit/Debit Adjustment: who sends it, where itfits and what the standard marks required1 WHERE IT FITSUSUALLY FOLLOWS810Invoice880Grocery Products InvoiceEDI 812SENDEREither tradingpartnerRECEIVEREither tradingpartner997 or 999 acknowledgment back, if the partnersagreeUSUALLY FOLLOWED BY997Functional Acknowledgment820Payment Order/Remittance Advice2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDs (ISA… IEA)Functional group, ID code CD (GS … GE)Transaction set 812 (ST … SE)HEADINGBCDBeginning Credit/DebitAdjustmentRequired loop N1 · repeats up to200N1Party Identification+ 4 optional loops, starting with:SACLMFA1TXIDETAIL+ 1 optional loop, starting with:CDDBlue 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 812. Your trading partner'simplementation guide adds its own requirements.

How to read this diagram: the top row shows who sends the 812, 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 812 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

  • Explaining deductions for shortages or pricing errors
  • Issuing credits for returns or allowances
  • Billing back promotional or compliance charges

Where it fits in the document flow

Usually follows 810 Invoice880 Grocery Products Invoice
This document 812 Credit/Debit Adjustment
Usually followed by 997 Functional Acknowledgment820 Payment Order/Remittance Advice

Structure

Mandatory segments in the 812 (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
  • BCD
  • SAC
  • N1
  • LM
  • LQ
  • FA1
  • FA2
  • TXI
  • CDD
  • N11
  • SE

Practical example

The 812 in practice

A retailer receives fewer units than it was invoiced for. Instead of paying the full invoice, it sends the supplier an 812 debit for the shortage, referencing the invoice and purchase order. The supplier's deduction team matches the 812 to the receiving advice, confirms the shortage and closes the item without a dispute.

Implementation

Implementation considerations for the 812

  • Carry the original invoice and purchase order references on every adjustment.
  • Use coded reasons so deductions can be sorted and resolved automatically.
  • Agree which partner sends 812s and in which direction, because the same transaction set covers credits and debits.

Trading partners

Integration guides that include the 812

  • Kroger EDI integration

How ECOM helps

Automate the 812 with ECOM

Solution

Financial Document Automation

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

Industry

Retail

Retail and eCommerce EDI for suppliers and retailers, from purchase order to payment, with compliance built in.

Solution

Order-to-Cash Automation

Automate the flow from purchase order to payment across every customer channel.

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

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