UN/EDIFACT Message Type : Batch : LEDGER

__ United Nations Directories for Electronic Data Interchange for Administration, Commerce and Transport __UN/EDIFACT

Message Type : LEDGER Version : D Release : 08A Contr. Agency: UN Revision : 1 Date : 2008-05-30 SOURCE: TBG12 Accounting and Auditing, Registration, Financial Information Services CONTENTS Ledger 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 4.1.1 Header section 4.1.2 Detail section 4.1.3 Summary section 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 Ledger message (LEDGER) to be used in Electronic Data Interchange (EDI) between trading partners involved in administration, commerce and transport. 1. SCOPE 1.1 Functional definition The LEDGER message deals with the communication of accounting ledgers between an organization and whoever may use them for the purpose of accounting, auditing, cost accounting, consolidation, financial analysis, etc. 1.2 Field of application The Ledger 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 ledger may be prepared by an enterprise, a service bureau, a chartered accountant or an auditor - referred as a sender - for various involved parties - known as recipient - such as another enterprise, another service bureau, another chartered accountant or another auditor. The accounting ledger is reflecting the activity of the enterprise. It enables to establish the trial balance and consequently the financial statements. The term accounting ledger is taken to mean a selection of accounting entries or records describing the activity relating to ledger accounts for a specified period. The message LEDGER contains information concerning a ledger or a part of a ledger for a given period. The frequency of data collection 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. 4.1.1 Header section Information to be provided in the Header section: 0010UNH, Message header A service segment starting and uniquely identifying a message. The message type code for the Ledger message is LEDGER. Note: Ledger messages conforming to this document must contain the following data in segment UNH, composite S009: Data element 0065 LEDGER 0052 D 0054 08A 0051 UN 0020BGM, Beginning of message Segment identifying the type of LEDGER message. 0030DTM, 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. 0040RFF, Reference Segment containing the number of the used chart of accounts linked to the message and its version number. 0050CUX, Currencies A segment providing currencies which are specific to the LEDGER message. 0060FTX, Free text A segment with free text information, in coded or clear form, for the purpose of providing additional clarification. 0070 Segment group 1: NAD-RFF-SG2 A segment group giving information on sender, recipient and intermediary. 0080NAD, Name and address A segment to identify a party. 0090RFF, 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. 0110CTA, Contact information A segment to provide contacts related to the party. 0120COM, 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 accounting ledger. 0140CCI, Characteristic/class id A segment to identify a characteristic. 0150CAV, Characteristic value A segment to provide the value of the characteristic. 4.1.2 Detail section Information to be provided in the Detail section: 0160 Segment group 4: SEQ-CPT-FII-SG5-SG9 A group of segments providing information on accounting entries by ledger. 0170SEQ, Sequence details A segment giving detailed information on the sequence of the ledger. 0180CPT, Account identification A segment containing detailed information identifying the active ledger account number (general, cost or budget account), or for evaluation, of the accounting record concerned or the subsidiary account number of this ledger account number. 0190FII, Financial institution information A segment for the purpose of specifying the bank account numbers relating to the specified account. 0200 Segment group 5: IND-RFF-FTX-SG6-SG8 A segment group providing the following relevant information for a given period and a specified accounting ledger : record, account number, references, stated value, date and time, quantity and free text, together comprising an accounting record. 0210IND, 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. 0220RFF, Reference A segment containing the number of the source document relating to the accounting record. 0230FTX, Free text A segment with free text information, in coded or clear form, to give an explanation of the accounting entry. 0240 Segment group 6: LIN-CPT-RJL-DTM-FTX-PAI-RFF-QTY-TAX- FII-CUX-MOA-SG7 A segment group containing all necessary information for an accounting record. 0250LIN, Line item A segment identifying the line item of the accounting entries or records information sequence. 0260CPT, Account identification A segment containing detailed information identifying the account number (general, cost or budget account), or for evaluation of the accounting record concerned or the subsidiary account number. 0270RJL, Accounting journal identification A segment identifying the source document and the type of accounting records of accounting entries for a given period. 0280DTM, Date/time/period A segment giving the accountancy dates concerning the accounting record, date of capture, date of source document, date of accounting validation. 0290FTX, Free text A segment with free text information, in coded or clear form, to give a text for the entry describing whether the record is cost, budgetary or have valuation purposes. 0300PAI, Payment instructions A segment specifying the settlement method of the accounting record. 0310RFF, Reference A segment containing references to documents such as the number of the source document, number of the related document, the internal source document reference and the checking reference and tax codes relating to the accounting record. 0320QTY, Quantity A segment for the purpose of specifying a quantity relating to the monetary amount of the accounting record. 0330TAX, Duty/tax/fee details A segment for specifying the duties, tax or fee types relating to the accounting record. 0340FII, Financial institution information A segment for the purpose of specifying the bank account numbers relating to the specified record. 0350CUX, Currencies A segment containing the currency details, currencies or currency rates used in the record. 0360MOA, 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. 0370 Segment group 7: CCI-CAV A group of segments to provide accounting, fiscal, social or legal characteristics of the accounting record. 0380CCI, Characteristic/class id A segment to identify a characteristic. 0390CAV, Characteristic value A segment to provide the value of the characteristic. 0400 Segment group 8: AUT-DTM A segment group to provide authentication information. 0410AUT, Authentication result A segment to provide authentication results. 0420DTM, Date/time/period A segment to provide the date of the authentication. 0430 Segment group 9: QTY-RFF-DTM-MOA A group of segments providing information on the totals and the quantities corresponding to the accounting records for verification purposes, this group summarizes all the monetary amounts by account and by period. 0440QTY, Quantity A segment indicating the number of accounting entries for a ledger and period. 0450RFF, Reference A segment to provide references related to a ledger or a period. 0460DTM, Date/time/period A segment containing the date related to a ledger or a period. 0470MOA, Monetary amount A segment adding up the total amounts of the accounting records for a ledger and period in local currency and in foreign currency. 4.1.3 Summary section Information to be provided in the Summary section: 0480UNS, Section control A service segment used to separate the detail and summary sections. 0490 Segment group 10: QTY-RFF-DTM-MOA A segment group providing quantity and amount totals at message level. 0500QTY, Quantity A segment specifying the number of sub-periods included in the period covered by the message. 0510RFF, Reference A segment providing references at message level. 0520DTM, Date/time/period A segment containing the date which are relevant at message level for verification purpose. 0530MOA, Monetary amount A segment adding up the total amounts relating to the LEDGER message. 0540 Segment group 11: AUT-DTM A segment group to provide authentication information. 0550AUT, Authentication result A segment to provide authentication results. 0560DTM, Date/time/period A segment to provide the date of the authentication. 0570UNT, 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 SEQ Sequence details 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 HEADER SECTION 0010UNH Message header M 1 0020BGM Beginning of message M 1 0030DTM Date/time/period M 99 0040RFF Reference C 99 0050CUX Currencies C 99 0060FTX Free text C 1 0070 ----- Segment group 1 ------------------ M 99----------+ 0080NAD Name and address M 1 | 0090RFF Reference C 9 | | 0100 ----- Segment group 2 ------------------ C 99---------+| 0110CTA Contact information M 1 || 0120COM Communication contact C 9----------++ 0130 ----- Segment group 3 ------------------ C 99----------+ 0140CCI Characteristic/class id M 1 | 0150CAV Characteristic value C 1-----------+ DETAIL SECTION 0160 ----- Segment group 4 ------------------ M 99999-------+ 0170SEQ Sequence details M 1 | 0180CPT Account identification C 4 | 0190FII Financial institution information C 1 | | 0200 ----- Segment group 5 ------------------ M 99999------+| 0210IND Index details M 1 || 0220RFF Reference M 1 || 0230FTX Free text M 1 || || 0240 ----- Segment group 6 ------------------ M 999-------+|| 0250LIN Line item M 1 ||| 0260CPT Account identification C 4 ||| 0270RJL Accounting journal identification C 1 ||| 0280DTM Date/time/period C 9 ||| 0290FTX Free text C 1 ||| 0300PAI Payment instructions C 1 ||| 0310RFF Reference C 9 ||| 0320QTY Quantity C 9 ||| 0330TAX Duty/tax/fee details C 9 ||| 0340FII Financial institution information C 1 ||| 0350CUX Currencies C 9 ||| 0360MOA Monetary amount M 9 ||| ||| 0370 ----- Segment group 7 ------------------ C 9--------+||| 0380CCI Characteristic/class id M 1 |||| 0390CAV Characteristic value C 1--------++|| || 0400 ----- Segment group 8 ------------------ C 1---------+|| 0410AUT Authentication result M 1 ||| 0420DTM Date/time/period C 1---------++| | 0430 ----- Segment group 9 ------------------ M 1----------+| 0440QTY Quantity M 1 || 0450RFF Reference C 1 || 0460DTM Date/time/period C 1 || 0470MOA Monetary amount M 9----------++ SUMMARY SECTION 0480UNS Section control M 1 0490 ----- Segment group 10 ------------------ M 1-----------+ 0500QTY Quantity M 1 | 0510RFF Reference C 1 | 0520DTM Date/time/period C 1 | 0530MOA Monetary amount M 9-----------+ 0540 ----- Segment group 11 ------------------ C 1-----------+ 0550AUT Authentication result M 1 | 0560DTM Date/time/period C 1-----------+ 0570UNT Message trailer M 1