United Nations Directories
for Electronic Data Interchange for
Administration, Commerce and Transport
UN/EDIFACT
| United Nations Directories for Electronic Data Interchange for Administration, Commerce and Transport UN/EDIFACT |
Message Type : ENTREC Version : D Release : 13A Contr. Agency: UN Revision : 2 Date : 2013-10-08 SOURCE: TBG12 Accounting and Auditing, Registration, Financial Information Services CONTENTS Accounting entries message 0. INTRODUCTION 1. SCOPE 1.1 Functional definition 1.2 Field of application 1.3 Principles 2. REFERENCES 3. TERMS AND DEFINITIONS 3.1 Standard terms and definitions 4. MESSAGE DEFINITION 4.1 Segment clarification 4.2 Segment index (alphabetical sequence by tag) 4.3 Message structure 4.3.1 Segment table --------------------------------------------------------------------------- For general information on UN standard message types see UN Trade Data Interchange Directory, UNTDID, Part 4, Section 2.3, UN/ECE UNSM General Introduction --------------------------------------------------------------------------- 0. INTRODUCTION This specification provides the definition of the Accounting entries message (ENTREC) to be used in Electronic Data Interchange (EDI) between trading partners involved in administration, commerce and transport. 1. SCOPE 1.1 Functional definition A message used to exchange accounting entries between an enterprise and whoever may use them for the purpose of accounting, auditing, cost accounting, consolidation, financial analysis, etc. 1.2 Field of application The Accounting entries message may be used for both national and international applications. It is based on universal practice related to administration, commerce and transport, and is not dependent on the type of business or industry. 1.3 Principles The accounting entries may be prepared by an enterprise, a service bureau, a chartered accountant or an auditor - referred to as sender - for various parties - known as recipients - such as another enterprise, another service bureau, another chartered accountant or another auditor. The accounting entries are reflecting the activity of the enterprise. Merged with the chart of accounts, they enable to establish the ledger and consequently the trial balance. The term accounting entries is taken to mean a set of automated accounting records relating to the same event. A computerized accounting record is an accounting entry item consisting of several logically interrelated data items specifying the value date of an amount, its origin, its account concerned, its debit or credit amount and its references to the relevant document. The message ENTREC contains information concerning a set of entries for a given journal and period. The frequency of collected data ranges from daily to annually. 2. REFERENCES See UNTDID, Part 4, Chapter 2.3 UN/ECE UNSM - General Introduction, Section 1. 3. TERMS AND DEFINITIONS 3.1 Standard terms and definitions See UNTDID, Part 4, Chapter 2.3 UN/ECE UNSM - General Introduction, Section 2. 4. MESSAGE DEFINITION 4.1 Segment clarification This section should be read in conjunction with the segment table which indicates mandatory, conditional and repeating requirements. 00010 UNH, Message header A service segment starting and uniquely identifying a message. The message type code for the Accounting entries message is ENTREC. Note: Accounting entries messages conforming to this document must contain the following data in segment UNH, composite S009: Data element 0065 ENTREC 0052 D 0054 13A 0051 UN 00020 BGM, Beginning of message Segment identifying the type of accounting entries message. 00030 DTM, Date/time/period A segment containing the opening and closing dates of the accounting period of the accounting entries and the preparation date of the message. 00040 RFF, Reference Segment containing the number of the used chart of accounts linked to the message and its version number. 00050 CUX, Currencies A segment providing currencies which are specific to the accounting entries message. 00060 FTX, Free text A segment with free information, in coded or clear form, for the purpose of providing additional clarification solely concerning the summary section. 00070 Segment group 1: NAD-RFF-SG2 A segment group giving information on sender, recipient and intermediary. 00080 NAD, Name and address A segment to identify the sender, recipient or intermediary. 00090 RFF, Reference A segment to provide references which are specific to the concerned party. 00100 Segment group 2: CTA-COM A group of segments to specify contacts and related communication numbers. 00110 CTA, Contact information A segment to provide contacts related to the party. 00120 COM, Communication contact A segment to provide communication numbers of the contact. 00130 Segment group 3: CCI-CAV A group of segments to provide accounting, fiscal, social or legal characteristics of the enterprise accounting. 00140 CCI, Characteristic/class id A segment to identify the accounting, fiscal, social or legal characteristic. 00150 CAV, Characteristic value A segment to provide the value of the above characteristic. 00160 Segment group 4: DTM-SG5-SG11 A segment group providing information on accounting entries by period. 00170 DTM, Date/time/period A segment giving detailed information on the periods of the journal. 00180 Segment group 5: RJL-SG6-SG7 A segment group providing information on accounting entries by journal. 00190 RJL, Accounting journal identification A segment specifying the source journal and the type of accounting records of accounting entries for a given period. 00200 Segment group 6: QTY-RFF-DTM-MOA A segment group providing information on the totals and the quantities corresponding to the accounting records. For verification purposes, this group summarizes all the monetary amounts by journal and by period. 00210 QTY, Quantity A segment specifying the number of accounting entries for a given journal and period. 00220 RFF, Reference A segment containing references to a journal in a given period. 00230 DTM, Date/time/period A segment containing the date of the concerned period. 00240 MOA, Monetary amount A segment adding up the total amounts of the accounting records for a given journal and period in local and foreign currencies. It may also to be used to provide the total of the journal for the period. 00250 Segment group 7: IND-RFF-FTX-SG8-SG10 A segment group providing the following relevant information for a given period and a specified accounting journal : record, account number, references, stated value, date and time, quantity and free text, together comprising an accounting record. 00260 IND, Index details A segment containing the reference to an order number inside a folio, or the sequential number allocated to the entry of an accounting record for a given journal and period. 00270 RFF, Reference A segment containing the number of the source document relating to the accounting record. 00280 FTX, Free text A segment with free text information, in coded or clear form, to give an explanation of the accounting entry. 00290 Segment group 8: LIN-CPT-DTM-FTX-PAI-RFF-QTY-TAX-FII-CUX- MOA-SG9 A segment group containing all needed information on an accounting record. 00300 LIN, Line item A segment identifying the line item of the accounting entries information sequence. 00310 CPT, Account identification A segment containing detailed information identifying the principal active account number (general, analytical or budget account) or for subdivision of the accounting record concerned and the subsidiary account number of this principal account number. 00320 DTM, Date/time/period A segment giving the date of accountancy concerning the accounting record : date of capture, date of source document, date of accounting validation, etc. 00330 FTX, Free text A segment with free text information, in clear or coded form, to give a text for the entry describing whether the entry is analytical, budgetary or has valuation purposes. 00340 PAI, Payment instructions A segment specifying the settlement method of the accounting record. 00350 RFF, Reference A segment containing references to documents such as the number of source document, number of related document, internal source document reference, checking reference and European Tax-codes relating to the accounting record. 00360 QTY, Quantity A segment specifying the quantity and measure unit relative to the monetary amount of the accounting record. 00370 TAX, Duty/tax/fee details A segment specifying the tax type relative to the accounting record. 00380 FII, Financial institution information A segment specifying the bank account numbers relative to the specified account. 00390 CUX, Currencies A segment containing the currency details, currencies or currency rates used in the entry. 00400 MOA, Monetary amount A segment containing detailed information on the debit or credit trend of the monetary amount, the monetary amount itself in the local currency and possibly the currency code relating to this monetary amount. 00410 Segment group 9: CCI-CAV A group of segments to provide accounting, fiscal, social or legal characteristics of the entries. 00420 CCI, Characteristic/class id A segment to identify the accounting, fiscal, social or legal characteristic of the entry. 00430 CAV, Characteristic value A segment to provide the value of the above characteristic. 00440 Segment group 10: AUT-DTM A segment group to provide authentication information to prevent insertion of an accounting entry between two accounting entries. 00450 AUT, Authentication result A segment to provide authentication results. 00460 DTM, Date/time/period A segment to provide the date of the authentication. 00470 Segment group 11: QTY-RFF-DTM-MOA A group of segments giving information on the totals and the quantities corresponding to the accounting records. For verification purposes this group summarizes all the monetary amounts by journal, for all periods. 00480 QTY, Quantity A segment specifying the number of accounting entries for a given journal, for all periods. 00490 RFF, Reference A segment containing references for a given journal, for the sub-period. 00500 DTM, Date/time/period A segment specifying the date of the concerned sub-period. 00510 MOA, Monetary amount A segment adding up the total amounts, in local and foreign currencies, of the accounting records for a given journal, for all periods. It may also be used to provide the total amount of the journal for all periods. 00520 UNS, Section control A service segment used to separate the detail and summary sections of the message. 00530 Segment group 12: QTY-RFF-DTM-MOA A group of segments giving information on the totals and the quantities corresponding to the accounting records. For verification purposes, this summarizes all the monetary amounts. 00540 QTY, Quantity A segment specifying the number of subperiods for the total periods concerned relative to the accounting entries message. 00550 RFF, Reference A segment referencing a period using a reference number. 00560 DTM, Date/time/period A segment specifying the dates for the total period. 00570 MOA, Monetary amount A segment adding up the total amounts relating to the accounting entries message. 00580 Segment group 13: AUT-DTM A segment group to provide authentication information. 00590 AUT, Authentication result A segment to provide authentication results. 00600 DTM, Date/time/period A segment to provide the date of the authentication. 00610 UNT, Message trailer A service segment ending a message, giving the total number of segments in the message (including the UNH & UNT) and the control reference number of the message. 4.2 Segment index (alphabetical sequence by tag) AUT Authentication result BGM Beginning of message CAV Characteristic value CCI Characteristic/class id COM Communication contact CPT Account identification CTA Contact information CUX Currencies DTM Date/time/period FII Financial institution information FTX Free text IND Index details LIN Line item MOA Monetary amount NAD Name and address PAI Payment instructions QTY Quantity RFF Reference RJL Accounting journal identification TAX Duty/tax/fee details UNH Message header UNS Section control UNT Message trailer
4.3 Message structure 4.3.1 Segment table Pos Tag Name S R 00010 UNH Message header M 1 00020 BGM Beginning of message M 1 00030 DTM Date/time/period M 99 00040 RFF Reference C 99 00050 CUX Currencies C 99 00060 FTX Free text C 1 00070 ---- Segment group 1 ------------------ M 99---------------+ 00080 NAD Name and address M 1 | 00090 RFF Reference C 9 | | 00100 ---- Segment group 2 ------------------ C 99--------------+| 00110 CTA Contact information M 1 || 00120 COM Communication contact C 9---------------++ 00130 ---- Segment group 3 ------------------ C 99---------------+ 00140 CCI Characteristic/class id M 1 | 00150 CAV Characteristic value C 1----------------+ 00160 ---- Segment group 4 ------------------ M 999--------------+ 00170 DTM Date/time/period M 1 | | 00180 ---- Segment group 5 ------------------ M 999-------------+| 00190 RJL Accounting journal identification M 1 || || 00200 ---- Segment group 6 ------------------ M 1--------------+|| 00210 QTY Quantity M 1 ||| 00220 RFF Reference C 1 ||| 00230 DTM Date/time/period C 1 ||| 00240 MOA Monetary amount M 9--------------+|| || 00250 ---- Segment group 7 ------------------ M 99999----------+|| 00260 IND Index details M 1 ||| 00270 RFF Reference M 1 ||| 00280 FTX Free text M 1 ||| ||| 00290 ---- Segment group 8 ------------------ M 999-----------+||| 00300 LIN Line item M 1 |||| 00310 CPT Account identification C 4 |||| 00320 DTM Date/time/period C 9 |||| 00330 FTX Free text C 1 |||| 00340 PAI Payment instructions C 1 |||| 00350 RFF Reference C 9 |||| 00360 QTY Quantity C 9 |||| 00370 TAX Duty/tax/fee details C 9 |||| 00380 FII Financial institution information C 1 |||| 00390 CUX Currencies C 9 |||| 00400 MOA Monetary amount M 9 |||| |||| 00410 ---- Segment group 9 ------------------ C 9------------+|||| 00420 CCI Characteristic/class id M 1 ||||| 00430 CAV Characteristic value C 1------------++||| ||| 00440 ---- Segment group 10 ------------------ C 1-------------+||| 00450 AUT Authentication result M 1 |||| 00460 DTM Date/time/period C 1-------------+++| | 00470 ---- Segment group 11 ------------------ M 1---------------+| 00480 QTY Quantity M 1 || 00490 RFF Reference C 1 || 00500 DTM Date/time/period C 1 || 00510 MOA Monetary amount M 9---------------++ 00520 UNS Section control M 1 00530 ---- Segment group 12 ------------------ M 1----------------+ 00540 QTY Quantity M 1 | 00550 RFF Reference C 1 | 00560 DTM Date/time/period C 1 | 00570 MOA Monetary amount M 9----------------+ 00580 ---- Segment group 13 ------------------ C 1----------------+ 00590 AUT Authentication result M 1 | 00600 DTM Date/time/period C 1----------------+ 00610 UNT Message trailer M 1