What Are the CDW EDI 810 Invoice Rules Suppliers Must Follow?

The CDW EDI 810 invoice rules require suppliers to send accurate invoice, purchase order, line-item, product, shipment, serial-number, charge, tax, and total data in the expected X12 structure. Validate every EDI 810 against the original EDI 850 purchase order and the related EDI 856 advance ship notice before transmission.

CDW’s published 810 guide uses X12 version 4010. Your active CDW implementation guide and trading-partner profile should remain the final source of truth because requirements may vary by supplier program, location, and product type.

What Is a CDW EDI 810 Invoice?

A CDW EDI 810 is the electronic invoice a supplier sends for a fulfilled CDW purchase order. It communicates the invoice number, invoice date, purchase order number, invoiced items, quantities, prices, product identifiers, shipment references, serial details, charges, taxes, and total amount.

The CDW EDI 810 invoice rules connect the final billing document to the order and shipment records that came before it. A strong validation process compares the invoice with the purchase order and ASN instead of checking the invoice as a separate document.

• EDI 850: CDW sends the purchase order.
• EDI 855: The supplier confirms the order.
• EDI 856: The supplier sends shipment and item details.
• EDI 810: The supplier submits the invoice.

For more context, read the CDW EDI integration guide and the beginner’s guide to CDW EDI.

Which CDW EDI 810 Invoice Rules Matter Most?

1. Use a Unique Invoice Number and Valid Date

The BIG segment identifies the invoice. Include the invoice date in CCYYMMDD format, a unique supplier invoice number, the CDW purchase order number, and the correct transaction type. A standard invoice commonly uses a debit invoice code, while a credit uses a credit memo code.

2. Preserve the Original CDW Purchase Order Number

The purchase order number should match the EDI 850. Do not replace it with an internal sales order, warehouse reference, accounting-system ID, or another internal number that CDW cannot match.

3. Match Every Invoice Line to the EDI 850

The IT1 assigned identification should match the PO line number supplied by CDW. This is one of the most important CDW EDI 810 invoice rules because ERP systems often renumber imported order lines. Preserve the original CDW line reference through fulfillment, shipping, and invoicing.

4. Validate Quantity, Unit, Price, and Product IDs

Each IT1 line should contain the invoiced quantity, unit of measure, unit price, CDW buyer part number, and manufacturer part number. A vendor part number or UPC may also be used. Keep every identifier attached to the correct purchase order line.

5. Connect the Invoice to the Shipment

The invoice detail can carry the ASN identifi cation number from the EDI 856 and the shipped date. Matching the EDI 810 to the shipment helps confirm that billed products were included in the related ASN.

6. Include Serial Data for Serialized Products

CDW’s published guide states that a serial number is required for all invoiced units of a serialized product. Five serialized devices require serial information for all five units. Hardware tied to a warranty or license policy may also need the related policy reference.

7. Calculate the Total Correctly

The TDS segment carries the total monetary value. In X12 N2 format, two decimal places are implied, so 7288 represents $72.88. Confirm that line extensions, freight, handling, tax, discounts, and permitted charges reconcile to the invoice total.

8. Use the Correct Charge, Tax, and Credit References

Freight and handling can be represented through SAC. Canadian tax information uses TXI and may vary by province. For return-to-vendor credit invoices, the published guide calls for a CDW or supplier VRMA reference. Payment terms should align with the terms already maintained by CDW.

9. Validate Control Numbers and Counts

The ST and SE control numbers must match, the SE segment count must reflect the included segments, and the CTT line count should equal the number of invoice lines. These control checks are a basic part of the CDW EDI 810 invoice rules.

What Common Errors Break the CDW EDI 810 Invoice Rules?

Most invoice problems happen when the CDW EDI 810 invoice rules are applied only at the file level instead of validating each invoice against its purchase order and shipment.

• The purchase order number does not match the EDI 850.
• The invoice line uses an internal number instead of the CDW purchase order line.
• The quantity, unit price, or product identifier conflicts with the order.
• A serialized product is missing one or more serial numbers.
• The ASN identification points to the wrong shipment.
• The TDS total does not reconcile with the invoice details.
• A credit is missing the required return authorization reference.
• Control numbers, segment counts, or line counts do not match.

What Is a Real-World CDW EDI 810 Example?

CDW sends purchase order line 003 for 10 laptops at $485.00 each. Your ERP imports the order but renumbers the item as internal line 1. The warehouse ships all 10 units under ASN ID ASN78452 and records 10 unique serial numbers.

The invoice should preserve purchase order line 003, invoice 10 units at $485.00, include the correct buyer and manufacturer part numbers, reference ASN78452, and transmit all 10 serial numbers. Following the CDW EDI 810 invoice rules prevents the supplier from sending internal line 1 or incomplete serial data.

How Can Suppliers Validate an EDI 810 Before Sending It?

Use the CDW EDI 810 invoice rules as a pre-send checklist. This creates a repeatable validation process for operations, warehouse, finance, and EDI teams.

1. Confirm the invoice number is unique.
2. Match the purchase order number and every purchase order line to the EDI 850.
3. Compare quantity, unit, price, and product identifiers.
4. Match the ASN identification and shipped date to the EDI 856.
5. Confirm every serialized unit has serial data.
6. Recalculate charges, tax, credits, and the TDS total.
7. Validate required segments, control numbers, and counts.

Automated validation helps when data moves between an EDI platform, ERP, warehouse, carrier, and accounting system. See how the process works from purchase order to invoice.

How Does ActionEDI Support the CDW EDI 810 Invoice Rules?

ActionEDI’s CDW EDI integration helps suppliers manage the EDI 850, 855, 856, and 810 workflow in one cloud-based process. Validation can preserve CDW line references, connect shipment data, identify mismatches, and reduce manual rework before transmission.

Applying the CDW EDI 810 invoice rules automatically can help teams catch missing serial numbers, incorrect order lines, ASN mismatches, and unbalanced totals before the invoice is sent.

Frequently Asked Questions About CDW EDI 810 Invoice Rules

What Fields Are Required on a CDW EDI 810 Invoice?

Core data includes the invoice date, invoice number, purchase order number, transaction type, line quantity, unit price, buyer part number, manufacturer part number, and total. Conditional data may include serial numbers, ASN references, taxes, charges, and return authorization references.

Does the Invoice Line Need to Match the CDW Purchase Order?

Yes. The IT1 assigned identification should match the purchase order line number provided on the EDI 850. This is a central requirement within the CDW EDI 810 invoice rules.

Are Serial Numbers Required?

Serial numbers are required for all invoiced units of a serialized product. The number of serial records should support the quantity being invoiced.

Should the EDI 810 Match the EDI 856 ASN?

The invoice can include the ASN identification number and shipped date. Matching invoice and ASN data helps prevent shipment and billing discrepancies.

What Should Suppliers Test Before Go-Live?

Test invoice headers, purchase order references, line matching, quantities, prices, product identifiers, ASN links, serial data, totals, charges, credits, and control counts against the current CDW implementation guide.