Like the PO1 segment, IT1 is another line item segment used in the supply chain.Â This is the line item segment found in invoices.Â And since invoices make up an important part of a supply chain, I wanted to spend another article on this segment.Â (IT1 is a group or loop so it is more than just a segment.)Â In this article we will discuss what data is found on the IT1 segment, and how it should be handled on both inbound and outbound document.Â For clarity, we are going to use the 4010 x12 standard.
Parts of IT1
Here is a diagram of a sample IT1 segment.
Like any other segment in EDI, the IT1 segment is composed of elements.Â Here is a list, element by element and what it contains.
|IT1_01||This is the Line Identifier, or Line Number.Â This is a value that must be unique among the lines or IT1 segments of a Invoice.Â There is no rule that these must be incrementing integers starting at 1.Â But it is normal for these to be Numeric even if the type is Alpha-Numeric.Â And it is general practice to have them reflect the Line Number of the Purchase Order they are invoicing.Â Because this is some times not possible, the IT101 is optional.Â All effort should be made to include it, but for lines that have no number from the PO associated with them, it is sometimes a good practice to just leave this blank.Â When handling IT1 lines in invoices produced by others, it is essential that you verify the line item with a secondary value other than just the line number.Â Using a part number or "Product or Service ID Value" to match against the line is a good best practice.|
|IT1_02||This is the quantity invoiced.Â Most of the time people will just call this the quantity, but there are places and times, (like in an invoices) that quantity ordered and other quantities have a distinction.Â The quantity is Numeric integers only.Â Invoicing fractions of something is not supported.Â The IT1_02 is conditional with the IT1_03 and IT1_04, if one exists all others are required.|
|IT1_03||This is the Unit of Measure.Â It is a 2 character, Alpha-Numeric value.Â It is also an encoded value.Â Being âencodedâ means that there is a list of acceptable values for this element, any value outside of that set is invalid and will cause an exception.When the IT1_02 and IT1_03 are used together, we can tell how much of something is being Invoiced.Â 1 CA (1 case) is not the same as Invoicing 1 EA (1 each) of an item.|
|IT1_04||This is the Price.Â This is a Numeric, but can be decimal it is not strictly currency formatted, so it is possible to have item prices precise past $0.01.Â This is the price of a single item, so we would multiply the IT1_02 and the IT1_04 to arrive at the cost of the line item.Â (We might also have a additional charges or tax on a line item in another segment within the IT1 loop.Â If this is the case, that cost would also be included in the cost total of the line item but not multiplied by the quantity.)|
|IT1_05||This is the Price Basis Code.Â This is optional, and most of the time is not used.Â If it is used, it denotes where the IT1_04 price was derived from.|
|IT1_06||Is a Product or Service Qualifier.Â This element is a 2 character, encoded value.Â All of the âQualifierâ defined elements are encoded values.Â This, again, means that there is a list of acceptable values for this element, any value outside of that set is invalid and will cause an exception.This qualifier defines what type of value is found in the next element, the IT1_07.Â So if the IT1_06 has a âVCâ, then the IT1_07 contains a Vendorâs Catalog Number.Â (This means it is a part number as found in the Vendor Catalog.)|
|IT1_07||This is a Product or Service ID.Â It is Alpha-Numeric, and can be from 1 to 48 characters in length.Â It is conditional with the IT1_06, if one is present, the other must be present.Â This value is an identifier like a part number or other type of line item data.|
|IT1_08||The IT1_08 has the exact same definition as the IT1_06 with the exception that it defines the type of value is found in the IT1_09.|
|IT1_09||The IT1_09 has the exact same definition as the IT1_07.Â This is a Product or Service ID.Â It is Alpha-Numeric, and can be from 1 to 48 characters in length.Â It is conditional with the IT1_08, if one is present, the other must be present.Â This value is an identifier like a part number or other type of line item data.|
|IT1_06 to IT1_25||This pattern continues all way to IT1_24 and IT1_25. All of the segment pairs from IT1_06 to IT1_25 that have the same potential values for each pair.Â In earlier version of EDI, like 3010, the IT1 segment only had 23 elements.Â Or in other words it was one Product or Service pair shorter that what we have inÂ 4010.|
I wrote a section on Line Item Good Form and Best Practices in the article about PO1 Line Items.Â Instead of repeating that I will just let you hop over there are read it.
IT1 Loop Segments
As we said in the beginning, the IT1 is a segment, and a loop/group. And as you may have noticed, there is data that you may need that is not covered in the elements available in the IT1 Segment that belong to the line item.Â Values like Tax information, found in the TAX and TXI segments.Â These and other values are found on the line item, but are not on the IT1 segment.