What is EDI 210 Motor Carrier Freight Invoice

EDI 210 - Motor Carrier Freight Details and Invoice

What is the EDI 210? The EDI 210 Motor Carrier Freight Details and Invoice replaces paper invoices and is used by freight carriers. This transaction is sent from a carrier to a shipper to request payment of freight charges. In some cases, the EDI 210 invoices are sent to a third-party payment center. An individual EDI 210 document is typically sent for each shipment moved by the carrier.

The EDI 210 format

The EDI 210 is often customized to meet the specific needs of the parties involved in the transaction and is an important tool within the logistics and transportation sectors of supply chains.

Here is a high-level overview of the standard segments typically found in an EDI 210 document:

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B3: Beginning segment for carrier's invoice

Contains information to start the carrier’s invoice, including the invoice number, billing date and payment terms.

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C3: Currency identifier

Specifies the currency used in the transaction.

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N9: Extended reference information

Provides additional reference information, such as purchase order numbers.

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N1-N4: Name and Address Information

Identifies parties by name (usually shipper or receiver) and provides their address, including city, state, country, and zip code.

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G62: Date/time qualifier

Specifies pertinent dates and times for the transaction, such as the shipment or delivery date.

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R3: Route information

Contains routing and transit information.

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LX-L1: Line Item Details

Includes assigned numbers, descriptions, quantities, weights, rates, and charges for each line item.

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TDS: Total monetary value summary

Specifies the total invoice amount.

How is the EDI 210 used?

Invoice submission:

The primary use of the EDI 210 document is for carriers to electronically submit freight invoices to shippers, consignees or third-party logistics providers. It automates the billing process for transportation services.

Detailed breakdown:

It provides a detailed breakdown of charges related to the transportation of goods, including line-item details of services provided, rates and charges.

Tracking and auditing:

The EDI 210 can be used by companies to track invoicing and payment processes for freight services. It also facilitates easier auditing of transportation invoices for accuracy.

Documentation and record-keeping:

It often works in conjunction with other EDI documents, such as the EDI 204 (Motor Carrier Load Tender) for shipment instructions, and the EDI 214 (Transportation Carrier Shipment Status Message) for tracking shipment status. This integration streamlines communication and documentation between carriers and shippers.

Benefits of using the EDI 210 Motor Carrier Freight Details and Invoice

While the EDI 210 document is used specifically for electronic processing of freight invoices, the benefits it brings to a supply chain are far-reaching. It not only streamlines the billing process but also contributes to overall operational efficiency, cost reduction and enhanced supply chain visibility.

Improved efficiency:

Automating the invoice process with the EDI 210 eliminates manual data entry, reduces processing time and speeds up the billing cycle. This leads to faster invoice payments and improved cash flow.

Reduced errors:

When invoice information is electronically transmitted, the risk of manual errors is significantly reduced. This enhances invoice accuracy and reduces disputes.

Cost savings:

Automated invoice processing reduces administrative costs associated with paper-based processing, such as printing, mailing and storage costs.

Enhanced visibility:

The EDI 210 provides detailed information about transportation charges, which improves visibility into transportation spending and helps companies manage their logistics costs more effectively.

Better compliance:

Many large retailers and organizations mandate the use of EDI for all transactions. Utilizing the EDI 210 helps meet these compliance requirements and maintains good business relationships.

Data analytics:

The standardized format of EDI documents, including the EDI 210, allows for better data analytics and reporting. Companies can analyze their transportation spending patterns and identify opportunities for optimization.

Common issues regarding EDI 210

Trading partner specifications should give insight as to which shipping charges are acceptable and how these charges should be coded in the EDI 210. If the Motor Carrier Freight Details and Invoice document is not in alignment with the shipper’s expectations, the invoice may be rejected and payment could be delayed.

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Managing ongoing EDI tasks can be complex and time-consuming. Full-service EDI providers like SPS Commerce deliver EDI technology and associated staffing resources responsible for customizing, optimizing and operating your EDI solution.

SPS communicates directly with your trading partners to manage connectivity, setup, requirements, updates and support efforts. SPS also takes ownership of understanding your trading partner requirements and making map changes.

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EDI 210 - Motor Carrier Freight Details and Invoice