How to Parse Amazon EDI Invoice Files (810)

If you're a vendor working with Amazon Vendor Central, understanding how to parse and validate EDI 810 invoice files is critical to avoid chargebacks, payment delays, and account penalties. Amazon requires vendors to transmit invoices within 24 hours of shipment confirmation, and any mismatch between the invoice (810), purchase order (850), and ASN (856) can result in invoice rejection and deductions.

What is an EDI 810 Invoice?

The EDI 810 Invoice is the electronic version of a paper invoice. It's sent by the vendor (you) to Amazon Vendor Central to request payment for products shipped. The 810 is the final step in the EDI transaction workflow:

Key EDI 810 Invoice Segments

Understanding the structure of an EDI 810 invoice helps you parse and validate invoice files before sending to Amazon. Here are the critical segments:

1. BIG (Beginning Segment for Invoice)

The BIG segment contains the invoice date, invoice number, and purchase order reference. This is the header segment that identifies the invoice.

BIG*20250115*INV987654*20250112**PO123456~

Translation: Invoice date: January 15, 2025. Invoice number: INV987654. Invoice was created on January 12, 2025. PO number: PO123456.

2. N1 (Name/Address Segment)

The N1 segment identifies the parties involved in the invoice transaction. Amazon requires specific N1 segments:

• N1*ST (Ship To): The Amazon fulfillment center or warehouse receiving the shipment
• N1*RI (Remit To): Your company's payment address and DUNS number

N1*ST*AMAZON FULFILLMENT CENTER*9*123456789~
N1*RI*YOUR COMPANY*1*987654321~

Translation: Ship To: Amazon Fulfillment Center (DUNS 123456789). Remit To: Your Company (DUNS 987654321).

3. IT1 (Baseline Item Data)

The IT1 segment contains line-item details for each product in the invoice. This is where you list quantities, descriptions, prices, and UPC numbers.

IT1*1*100*EA*25.00**UP*012345678901~

Translation: Line item 1: 100 units (EA = each), $25.00 per unit, UPC: 012345678901. Total line item value: $2,500.

The IT1 segment must match the quantities and prices from the original 850 PO. Any discrepancy results in invoice rejection.

4. TDS (Total Invoice Amount)

The TDS segment summarizes the total monetary value of the invoice, including all item costs, taxes, and applicable charges or discounts.

TDS*250000~

Translation: Total invoice amount: $2,500.00 (amount is in cents: 250000 cents = $2,500).

5. CAD (Carrier Detail)

The CAD segment provides carrier and shipment tracking information, linking the invoice to the physical shipment.

CAD*M***FXFW*FEDEX FREIGHT WEST**BM*1130050996~

Translation: Shipment method: Motor Freight (M). Carrier: FedEx Freight West (SCAC: FXFW). Bill of Lading (BOL) number: 1130050996.

Example EDI 810 Invoice File

Here's what a complete EDI 810 invoice file looks like for Amazon Vendor Central:

ISA*00*          *00*          *ZZ*YOURCOMPANY    *12*AMAZON         *250115*1430*U*00401*000000001*0*P*>~
GS*IN*YOURCOMPANY*AMAZON*20250115*1430*1*X*004010~
ST*810*0001~
BIG*20250115*INV987654*20250112**PO123456~
N1*ST*AMAZON FULFILLMENT CENTER*9*123456789~
N1*RI*YOUR COMPANY*1*987654321~
IT1*1*100*EA*25.00**UP*012345678901~
IT1*2*50*EA*15.00**UP*012345678902~
TDS*325000~
CAD*M***FXFW*FEDEX FREIGHT WEST**BM*1130050996~
SE*10*0001~
GE*1*1~
IEA*1*000000001~

Translation: Invoice INV987654 for PO PO123456. Line 1: 100 units at $25.00 each. Line 2: 50 units at $15.00 each. Total invoice: $3,250.00. Carrier: FedEx Freight West, BOL: 1130050996.

Amazon's Three-Way Match Requirement

Amazon enforces a three-way match between the purchase order (850), advance ship notice (856), and invoice (810). This means:

Any mismatch can reject the invoice, delaying payment and triggering chargebacks. Common mismatches include:

• Invoicing for quantities not listed in the ASN (shortage chargebacks)
• Price differences between PO and invoice (price mismatch rejection)
• Incorrect UPC codes or SKU identifiers (product identification errors)

Amazon Vendor Central Chargebacks

Amazon imposes chargebacks (deductions from payments) for non-compliance with EDI requirements. Here are the most common chargeback types related to EDI 810 invoices:

1. Price Mismatch Chargebacks

Cause: The invoiced prices (EDI 810) do not match the prices agreed upon in the purchase order (EDI 850).

Result: Amazon rejects the invoice or deducts the price difference from your payment.

How to Avoid: Always verify that the prices in your 810 invoice match the prices in the original 850 PO. Use PlainEDI's 850 to CSV converter to extract PO prices before creating invoices.

2. Shortage Deductions

Cause: The quantity received by Amazon is less than the quantity stated in the invoice. Common causes include:

• Human error in counting or damage during transportation
• Missing SSCC barcode numbers at carton level in the 856 ASN (MAN*GM segment)
• Pilfered or missing items in transit

Result: Amazon deducts the value of missing items from your payment and may issue additional shortage penalties.

How to Avoid: Always include SSCC barcodes in the MAN*GM segment of the 856 ASN. Verify carton counts before shipping. Use PlainEDI's 856 to CSV converter to validate ASN SSCC codes before sending.

3. ASN (Advance Ship Notice) Chargebacks

Cause: The ASN was not sent correctly from Vendor Central or your EDI trading partner. Amazon did not expect the delivery or was not informed of the correct delivery time.

Result: Shipment receiving delays, invoice payment delays, and potential chargebacks.

How to Avoid: Always send the 856 ASN before the shipment arrives at Amazon's fulfillment center. Ensure the ASN includes all required segments (BSN, HL, TD5, MAN, REF).

4. Late Shipment Chargebacks

Cause: Shipment timeline does not match the terms agreed upon in the PO, affecting on-time delivery (PO on Time Accuracy).

Result: Amazon may issue chargebacks for late shipments and reduce your supplier scorecard rating.

How to Avoid: Always ship on or before the delivery date specified in the 850 PO. Monitor your on-time delivery percentage in Vendor Central.

5. Prep Issues Chargebacks

Cause: Products are not properly prepared for sale, including incorrect or missing labels, damaged packaging, or insufficient protective materials.

Result: Amazon charges prep fees or issues chargebacks for non-compliant packaging.

How to Avoid: Follow Amazon's packaging and labeling requirements. Use GS1-128 labels with SSCC barcodes for all cartons and pallets.

6. COOP (Co-Op) Charges

Cause: Co-op marketing charges agreed upon in the vendor agreement.

Result: Amazon deducts COOP charges from invoice payments. Vendors must pay COOP amounts within 15 days of receiving an invoice from Amazon.

Disputing Amazon Chargebacks

If you believe a chargeback was issued in error, you can dispute it through Amazon Vendor Central. However, disputes must be submitted within 11 days of the chargeback, or you risk losing the opportunity to recover the deducted amount.

Steps to Dispute Chargebacks

How to Parse Amazon 810 Invoices with PlainEDI

PlainEDI makes it easy to parse and validate Amazon EDI 810 invoice files before sending to Vendor Central. Here's how:

Step 1: Upload Your 810 Invoice File

Go to PlainEDI's upload page and upload your EDI 810 invoice file (.edi, .txt, or .x12).

Step 2: Convert to CSV

PlainEDI instantly converts the 810 invoice to a clean CSV spreadsheet with the following columns:

• Invoice Number
• Invoice Date
• PO Number
• Line Items (SKU, UPC, Quantity, Unit Price, Total)
• Carrier and BOL Number
• Total Invoice Amount

Step 3: Verify Against PO and ASN

Compare the CSV data with your original 850 PO and 856 ASN to ensure:

• PO numbers match
• Quantities match shipped quantities in ASN
• Prices match PO prices
• UPC codes match product identifiers

Step 4: Fix Errors Before Sending

If you find mismatches, correct your 810 invoice before transmitting to Amazon Vendor Central to avoid invoice rejection and chargebacks.

Best Practices for Amazon EDI 810 Invoices

1. Transmit Invoices Within 24 Hours

Amazon requires vendors to transmit EDI 810 invoices within 24 hours of shipment confirmation. Set up automated invoice generation in your ERP or EDI system to meet this requirement.

2. Build a Three-Way Match System

Integrate your ERP, WMS, and EDI system to automatically verify that the 850 PO, 856 ASN, and 810 Invoice match before transmission. This prevents mismatches and reduces chargebacks.

3. Include SSCC Barcodes in ASN

Always include SSCC barcode numbers at the carton level in the MAN*GM segment of the 856 ASN. Missing SSCC codes lead to shortage deductions and invoice payment delays.

4. Monitor Vendor Central Performance Metrics

Regularly review your supplier scorecard in Amazon Vendor Central. Track metrics like on-time delivery, fill rate, and chargeback frequency to identify issues before they escalate.

5. Use CSV Validation Before EDI Transmission

Convert your 810 invoices to CSV with PlainEDI before sending to Amazon. This visual validation step catches errors that automated EDI systems might miss.

Amazon EDI Integration Options

Amazon Vendor Central supports two types of electronic invoicing:

1. EDI Invoicing (Recommended)

Use AS2 or FTP protocols to transmit EDI 810 invoices directly to Amazon's EDI server. This is the preferred method for high-volume vendors and provides automated processing.

2. Web-Based Invoicing

Use the "Create Invoice" feature in Vendor Central to manually enter invoice details. This method is suitable for low-volume vendors but does not support automated three-way matching.

Common Amazon 810 Invoice Mistakes

Mistake 1: Missing DUNS Number in N1*RI Segment

Problem: The N1*RI (Remit To) segment must include your company's DUNS number. Missing or incorrect DUNS numbers cause payment processing errors.

Solution: Always include your DUNS number in the N1*RI segment. Verify the number is correct before sending the invoice.

Mistake 2: Invoicing Before Sending ASN

Problem: Sending the 810 invoice before the 856 ASN causes Amazon's system to reject the invoice because it cannot match the invoice to a shipment.

Solution: Always send the 856 ASN first, then send the 810 invoice after shipment confirmation.

Mistake 3: Incorrect TDS (Total Invoice Amount)

Problem: The TDS segment total does not match the sum of all IT1 line items. This causes invoice validation errors.

Solution: Verify that the TDS amount equals the sum of all IT1 line item totals (quantity × unit price). Remember: TDS amounts are in cents, not dollars.

Mistake 4: Missing or Incorrect CAD Segment

Problem: The CAD segment links the invoice to the physical shipment. Missing or incorrect carrier SCAC codes or BOL numbers cause receiving delays.

Solution: Always include the CAD segment with correct carrier SCAC code and BOL number. Verify the carrier information matches the 856 ASN.

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