Overview of EDIFACT ENTREC message format
For General Ledger Data
The ENTREC message supports the association of an extremely wide range of descriptors, references, quantity/unit of measure pairs, etc. with a general ledger transaction or transaction set. At the heart, it is a header/rows structure and has interesting implications in description of the ledger itself. Its elements are numerous and the naming. description and serial sequence assigned to each element has potential clues for the designer of any XML schema for transaction journals or general ledgers such as ArapXML. Any reports from users of this message in commerce would be very useful to the project. No MIGs or guidelines could be found in the public domain by this author; however, in June 2001 this annotation appeared in the "documentType" element of the XEGL schema at http://www.xbrl.org/gl.htm "liteRL:Indicates whether equivalent to EDIFACT (J)ournal or (L)edger - or possibly (C)hart of accounts? Journal normally is self-balancing (Dr=Cr) and does not normally include beginning balances. Ledger is information that has already been validated and included in history and may be only an extract of certain accounts, meaning DR don't have to equal credits."
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 http://www.unece.org/trade/untdid/d01a/trmd/entrec_c.htm BALANC CHACCO ENTREC INFENT LEDGER Message Type : ENTREC Version : D Release : 01A Contr. Agency: UN Revision : 2 Date : 2000-10-26 SOURCE: D14 Accounting and Auditing, Registration and Financial Information Services (SWG) 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. 0010 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 01A 0051 UN 0020 BGM, Beginning of message Segment identifying the type of accounting entries message. 0030 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. 0040 RFF, Reference Segment containing the number of the used chart of accounts linked to the message and its version number. 0050 CUX, Currencies A segment providing currencies which are specific to the accounting entries message. 0060 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. 0070 Segment group 1: NAD-RFF-SG2 A segment group giving information on sender, recipient and intermediary. 0080 NAD, Name and address A segment to identify the sender, recipient or intermediary. 0090 RFF, Reference A segment to provide references which are specific to the concerned party. 0100 Segment group 2: CTA-COM A group of segments to specify contacts and related communication numbers. 0110 CTA, Contact information A segment to provide contacts related to the party. 0120 COM, Communication contact A segment to provide communication numbers of the contact. 0130 Segment group 3: CCI-CAV A group of segments to provide accounting, fiscal, social or legal characteristics of the enterprise accounting. 0140 CCI, Characteristic/class id A segment to identify the accounting, fiscal, social or legal characteristic. 0150 CAV, Characteristic value A segment to provide the value of the above characteristic. 0160 Segment group 4: DTM-SG5-SG11 A segment group providing information on accounting entries by period. 0170 DTM, Date/time/period A segment giving detailed information on the periods of the journal. 0180 Segment group 5: RJL-SG6-SG7 A segment group providing information on accounting entries by journal. 0190 RJL, Accounting journal identification A segment specifying the source journal and the type of accounting records of accounting entries for a given period. 0200 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. 0210 QTY, Quantity A segment specifying the number of accounting entries for a given journal and period. 0220 RFF, Reference A segment containing references to a journal in a given period. 0230 DTM, Date/time/period A segment containing the date of the concerned period. 0240 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. 0250 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. 0260 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. 0270 RFF, Reference A segment containing the number of the source document relating to the accounting record. 0280 FTX, Free text A segment with free text information, in coded or clear form, to give an explanation of the accounting entry. 0290 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. 0300 LIN, Line item A segment identifying the line item of the accounting entries information sequence. 0310 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. 0320 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. 0330 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. 0340 PAI, Payment instructions A segment specifying the settlement method of the accounting record. 0350 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. 0360 QTY, Quantity A segment specifying the quantity and measure unit relative to the monetary amount of the accounting record. 0370 TAX, Duty/tax/fee details A segment specifying the tax type relative to the accounting record. 0380 FII, Financial institution information A segment specifying the bank account numbers relative to the specified account. 0390 CUX, Currencies A segment containing the currency details, currencies or currency rates used in the entry. 0400 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. 0410 Segment group 9: CCI-CAV A group of segments to provide accounting, fiscal, social or legal characteristics of the entries. 0420 CCI, Characteristic/class id A segment to identify the accounting, fiscal, social or legal characteristic of the entry. 0430 CAV, Characteristic value A segment to provide the value of the above characteristic. 0440 Segment group 10: AUT-DTM A segment group to provide authentication information to prevent insertion of an accounting entry between two accounting entries. 0450 AUT, Authentication result A segment to provide authentication results. 0460 DTM, Date/time/period A segment to provide the date of the authentication. 0470 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. 0480 QTY, Quantity A segment specifying the number of accounting entries for a given journal, for all periods. 0490 RFF, Reference A segment containing references for a given journal, for the sub-period. 0500 DTM, Date/time/period A segment specifying the date of the concerned sub- period. 0510 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. 0520 UNS, Section control A service segment used to separate the detail and summary sections of the message. 0530 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. 0540 QTY, Quantity A segment specifying the number of subperiods for the total periods concerned relative to the accounting entries message. 0550 RFF, Reference A segment referencing a period using a reference number. 0560 DTM, Date/time/period A segment specifying the dates for the total period. 0570 MOA, Monetary amount A segment adding up the total amounts relating to the accounting entries message. 0580 Segment group 13: AUT-DTM A segment group to provide authentication information. 0590 AUT, Authentication result A segment to provide authentication results. 0600 DTM, Date/time/period A segment to provide the date of the authentication. 0610 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 0010 UNH Message header M 1 0020 BGM Beginning of message M 1 0030 DTM Date/time/period M 99 0040 RFF Reference C 99 0050 CUX Currencies C 99 0060 FTX Free text C 1 0070 ----- Segment group 1 ------------------ M 99----------+ 0080 NAD Name and address M 1 | 0090 RFF Reference C 9 | | 0100 ----- Segment group 2 ------------------ C 99---------+| 0110 CTA Contact information M 1 || 0120 COM Communication contact C 9----------++ 0130 ----- Segment group 3 ------------------ C 99----------+ 0140 CCI Characteristic/class id M 1 | 0150 CAV Characteristic value C 1-----------+ 0160 ----- Segment group 4 ------------------ M 999---------+ 0170 DTM Date/time/period M 1 | | 0180 ----- Segment group 5 ------------------ M 999--------+| 0190 RJL Accounting journal identification M 1 || || 0200 ----- Segment group 6 ------------------ M 1---------+|| 0210 QTY Quantity M 1 ||| 0220 RFF Reference C 1 ||| 0230 DTM Date/time/period C 1 ||| 0240 MOA Monetary amount M 9---------+|| || 0250 ----- Segment group 7 ------------------ M 99999-----+|| 0260 IND Index details M 1 ||| 0270 RFF Reference M 1 ||| 0280 FTX Free text M 1 ||| ||| 0290 ----- Segment group 8 ------------------ M 999------+||| 0300 LIN Line item M 1 |||| 0310 CPT Account identification C 4 |||| 0320 DTM Date/time/period C 9 |||| 0330 FTX Free text C 1 |||| 0340 PAI Payment instructions C 1 |||| 0350 RFF Reference C 9 |||| 0360 QTY Quantity C 9 |||| 0370 TAX Duty/tax/fee details C 9 |||| 0380 FII Financial institution information C 1 |||| 0390 CUX Currencies C 9 |||| 0400 MOA Monetary amount M 9 |||| |||| 0410 ----- Segment group 9 ------------------ C 9-------+|||| 0420 CCI Characteristic/class id M 1 ||||| 0430 CAV Characteristic value C 1-------++||| ||| 0440 ----- Segment group 10 ------------------ C 1--------+||| 0450 AUT Authentication result M 1 |||| 0460 DTM Date/time/period C 1--------+++| | 0470 ----- Segment group 11 ------------------ M 1----------+| 0480 QTY Quantity M 1 || 0490 RFF Reference C 1 || 0500 DTM Date/time/period C 1 || 0510 MOA Monetary amount M 9----------++ 0520 UNS Section control M 1 0530 ----- Segment group 12 ------------------ M 1-----------+ 0540 QTY Quantity M 1 | 0550 RFF Reference C 1 | 0560 DTM Date/time/period C 1 | 0570 MOA Monetary amount M 9-----------+ 0580 ----- Segment group 13 ------------------ C 1-----------+ 0590 AUT Authentication result M 1 | 0600 DTM Date/time/period C 1-----------+ 0610 UNT Message trailer M 1
UN Economic Commission for Europe Palais des Nations, CH-1211 Geneva 10, Switzerland Tel: +41-22 917 2773 Fax: +41-22 917 0037 E-mail: [email protected]
Counts of billions of possible message formats Here is a very brief outline of the GL message EDIFACT ENTREC message for General Ledger data., I am leaving out *many* details. I am only including the segments which have more than 20 or 30 types. (these are metadata names that normally have their own column in a transaction database--they are not data values). Remember, also, that multiple instances of some of these segments are permitted. There may be 99 of most of these items, and as many as 99999 for those in journal entry lines. There are 40 billion possible permutations just within the first
5 rows (Beginning of message). The total number of message formats
is effectively infinite. If every one of 6 billion people used
one million unique formats per second, for the rest of our lives we
would never exhaust the possible variations in the ENTREC message.
Beginning of message
1001 doc. name codes 549 possible types of documents.
1131 Code List identifiers 243 possible types of codes.
3055 Agencies controlling lists 266 agencies
1225 Function (add, delete, etc) 60 actions or functions
4343 Response 19
RFF references about the message
1153 reference codes 707 types of codes
NAD name and address
3035 party function (role) 490 roles or relationships
1131/3055 codelist/agency pairs 243 code types; 266 agencies
1153 another set of refrnc codes 707 types of codes
CTA contact information...
3139 contact function codes 95 various job titles/roles
COM communication contact
3155 number types 34 kinds of phone,fax etc. nos.
CCI accounting, legal etc. characteristics
Measuremt details
6313 attribute codes 219 attributes you might track
Product characteristics
1131/3055 codelist/agency pairs 243 code types; 266 agencies
CAV association characteristic values
1131/3055 codelist/agency pairs 243 code types; 266 agencies
DTM DateTimePeriod about this journal
2005 DateTimePeiod functioncodes 697 adjectives that might apply,
2379 DateTime formats 74 formats that may be used.
RJL accounting journal identifcn.
Acctg Journal ID
1131/3055 codelist/agency pairs 243 code types; 266 agencies
Acctg. Entry type details
1131/3055 codelist/agency pairs 243 code types; 266 agencies
Control total information for the file:
6063 quantity type,what's counted 412 quantity types
6411 UOM 1532 units of measure
RFF reference codes
1153 reference codes 707 types of codes
DTM DateTimePeriod of the period
2005/2379 DateTimePeriod pairs 697 adjectives, 74 DateFormats
MOA monetary amounts for some control totals
5025 monetary qualifiers 496 kinds of amounts.
4405 Status description code 94 statuses, debits, credits etc.
WHEW - NOW WE CAN START WITH THE JOURNAL HEADERS AND
TRANSACTION ENTRIES:
TRANSACTION HEADER starts here, I think.
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IND Index details
1131/3055 codelist/agency pairs 243 code types; 266 agencies
RFF reference code to the source document
1153 reference codes 707 types of codes
TRANSACTION ENTRIES start here, I think.
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CPT Account identification
(the chart of account name/code are freeform strings)
1131/3055 codelist/agency pairs 243 code types; 266 agencies
4437 account types 16 types of accounts
DTM DateTimePeriod of the entry
2005/2379 DateTimePeriod pairs 697 adjectives, 74 DateFormats
PAI payment instructn/settlement method
4439 conditions 72 conditions for payment
4431 guarantees 14 various fiduc. guarantees
4461 means 70 means assoc. with payment
1131/3055 codelist/agency pairs 243 code types; 266 agencies
4435 channel 16 payment channels
RFF reference code to the source document
1153 reference codes 707 types of codes
TAX
5153 tax names 46
5279 tax rate ID 9999 see national tables
FII financial institution of bank account numbers
3035 party function (role) 490 roles or relationships
The financial institution
1131/3055 codelist/agency pairs 243 code types; 266 agencies
The branch of the fin. institution:
1131/3055 codelist/agency pairs 243 code types; 266 agencies
MOA monetary amounts for some control totals
5025 monetary qualifiers 496 kinds of amounts.
4405 Status description code 94 statuses, debits, credits etc.
CCI accounting, legal etc. characteristics
Measuremt details
6313 attribute codes 219 attributes you might track
Product characteristics
1131/3055 codelist/agency pairs 243 code types; 266 agencies
CAV association characteristic values
1131/3055 codelist/agency pairs 243 code types; 266 agencies
Then, follows several additional sections including two more
sets of control totals like the ones above for the file. A
control total set contains QTY/UOM pairs, RFF refs, DTM sets,
and MOA sets in addition to some other elements.
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