X12 860 Purchase Order Change Request - Buyer Initiated
This X12 Transaction Set contains the format and establishes the data contents of the Purchase Order Change Request - Buyer Initiated Transaction Set (860) for use within the context of an Electronic Data Interchange (EDI) environment.
The transaction set can be used to provide the information required for the customary and established business and industry practice relative to a purchase order change. This transaction can be used: (1) by a buyer to request a change to a previously submitted purchase order or (2) by a buyer to confirm acceptance of a purchase order change initiated by the seller or by mutual agreement of the two parties.
- ~ Segment
- * Element
- > Component
- ^ Repetition
- None included
Interchange Control Header
To start and identify an interchange of zero or more functional groups and interchange-related control segments
Code identifying the type of information in the Authorization Information
- 00
- No Authorization Information Present (No Meaningful Information in I02)
Information used for additional identification or authorization of the interchange sender or the data in the interchange; the type of information is set by the Authorization Information Qualifier (I01)
Code identifying the type of information in the Security Information
- 00
- No Security Information Present (No Meaningful Information in I04)
This is used for identifying the security information about the interchange sender or the data in the interchange; the type of information is set by the Security Information Qualifier (I03)
Code indicating the system/method of code structure used to designate the sender or receiver ID element being qualified
Identification code published by the sender for other parties to use as the receiver ID to route data to them; the sender always codes this value in the sender ID element
Code indicating the system/method of code structure used to designate the sender or receiver ID element being qualified
Identification code published by the receiver of the data; When sending, it is used by the sender as their sending ID, thus other parties sending to them will use this as a receiving ID to route data to them
Type is not applicable; the repetition separator is a delimiter and not a data element; this field provides the delimiter used to separate repeated occurrences of a simple data element or a composite data structure; this value must be different than the data element separator, component element separator, and the segment terminator
- ^
- Repetition Separator
Code specifying the version number of the interchange control segments
- 00501
- Standards Approved for Publication by ASC X12 Procedures Review Board through October 2003
A control number assigned by the interchange sender
Code indicating sender's request for an interchange acknowledgment
- 0
- No Interchange Acknowledgment Requested
- 1
- Interchange Acknowledgment Requested (TA1)
Code indicating whether data enclosed by this interchange envelope is test, production or information
- I
- Information
- P
- Production Data
- T
- Test Data
Type is not applicable; the component element separator is a delimiter and not a data element; this field provides the delimiter used to separate component data elements within a composite data structure; this value must be different than the data element separator and the segment terminator
- >
- Component Element Separator
Functional Group Header
To indicate the beginning of a functional group and to provide control information
Code identifying a group of application related transaction sets
- PC
- Purchase Order Change Request - Buyer Initiated (860)
Code identifying party sending transmission; codes agreed to by trading partners
Code identifying party receiving transmission; codes agreed to by trading partners
Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year
Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)
Assigned number originated and maintained by the sender
Code identifying the issuer of the standard; this code is used in conjunction with Data Element 480
- T
- Transportation Data Coordinating Committee (TDCC)
- X
- Accredited Standards Committee X12
Code indicating the version, release, subrelease, and industry identifier of the EDI standard being used, including the GS and GE segments; if code in DE455 in GS segment is X, then in DE 480 positions 1-3 are the version number; positions 4-6 are the release and subrelease, level of the version; and positions 7-12 are the industry or trade association identifiers (optionally assigned by user); if code in DE455 in GS segment is T, then other formats are allowed
- 005010
- Standards Approved for Publication by ASC X12 Procedures Review Board through October 2003
Heading
Transaction Set Header
To indicate the start of a transaction set and to assign a control number
Code uniquely identifying a Transaction Set
- The transaction set identifier (ST01) is used by the translation routines of the interchange partners to select the appropriate transaction set definition (e.g., 810 selects the Invoice Transaction Set).
- 860
- Purchase Order Change Request - Buyer Initiated
Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set
Beginning Segment for Purchase Order Change
To indicate the beginning of the Purchase Order Change Transaction Set and transmit identifying numbers and dates
Code identifying purpose of transaction set
- 01
- Cancellation
Entire order cancelled
- 04
- Change
Changes to the original purchase order
Code specifying the type of Purchase Order
- PR
- Promotion
- RL
- Release or Delivery Order
- SA
- Stand-alone Order
- ZZ
- Mutually Defined
Used for Cross-dock II suppliers only. If element BEG02 is transmitted with a qualifier of “ZZ” on the purchase order then a “ZZ” qualifier will be
transmitted in BCH02.
Identifying number for Purchase Order assigned by the orderer/purchaser
Original purchase order number issued by AAFES
Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year
- BCH06 is the date assigned by the purchaser to purchase order.
Date of original purchase order number issued by AAFES.
Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year
- BCH11 is the date of the purchase order change request.
Date of change to purchase order issued by AAFES.
Reference Information
To specify identifying information
Code qualifying the Reference Identification
- IA
- Internal Vendor Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Suppliers Internal Procurement Number
A free-form description to clarify the related data elements and their content
Suppliers Name
Administrative Communications Contact
To identify a person or office to whom administrative communications should be directed
This segment includes the name and phone number of the contracting officer. Questions concerning cancellation or changes should be directed to this number.
Code identifying the major duty or responsibility of the person or group named
- BD
- Buyer Name or Department
Code identifying the type of communication number
- TE
- Telephone
Complete communications number including country or area code when applicable
F.O.B. Related Instructions
To specify transportation instructions relating to shipment
This segment will be sent if there is an FOB change.
Code identifying payment terms for transportation charges
- FOB01 indicates which party will pay the carrier.
- CC
- Collect
- PA
- Advance Prepaid
- PB
- Customer Pickup/Backhaul
- PC
- Prepaid but Charged to Customer
- PP
- Prepaid (by Seller)
- TP
- Third Party Pay
Code identifying type of location
- FOB02 is the code specifying transportation responsibility location.
- CI
- City
- DE
- Destination (Shipping)
- FA
- Factory
- MI
- Mill
- OR
- Origin (Shipping Point)
- PL
- Plant
- RG
- Region Code
Qualifies a code that identifies a geographic area where transportation rates apply.
- TL
- Terminal Cargo Location
A free-form description to clarify the related data elements and their content
Service, Promotion, Allowance, or Charge Information
To request or identify a service, promotion, allowance, or charge; to specify the amount or percentage for the service, promotion, allowance, or charge
This segment will be sent if there is an Allowance change.
Code which indicates an allowance or charge for the service specified
- If SAC01 is "A" or "C", then at least one of SAC05, SAC07, or SAC08 is required.
- A
- Allowance
- C
- Charge
Code identifying the service, promotion, allowance, or charge
- A260
- Advertising Allowance
- A630
- Blocking and Bracing Charge
- B190
- Closing & Sealing
- B320
- Competitive Allowance
- B560
- Container Allowance
- B570
- Container Deposits
- C000
- Defective Allowance
- C260
- Discount - Incentive
- C310
- Discount
- C350
- Distributor Discount/Allowance
- C540
- Early Buy Allowance
- C560
- Early Ship Allowance
- C680
- Environmental Protection Service
- D240
- Freight
- D530
- Hazardous Cargo Charge
- E550
- Market Development Funds
- E800
- No Return Credit Allowance
- F170
- Pallet Exchange Charge
- F190
- Palletizing
- F340
- Pick/Up
- F800
- Promotional Allowance
- F910
- Quantity Discount
- G170
- Redistribution Allowance
- G360
- Repack Charge
- G470
- Restocking Charge
- G870
- Shrink-Wrap Charge
- H000
- Special Allowance
- H660
- Tax - Federal Excise Tax, FET
- H770
- Tax - State Tax
- H920
- Temporary Allowance
- I170
- Trade Discount
- I310
- Truckload Discount
- I410
- Unsaleable Merchandise Allowance
- I530
- Volume Discount
Monetary amount
- SAC05 is the total amount for the service, promotion, allowance, or charge.
- If SAC05 is present with SAC07 or SAC08, then SAC05 takes precedence.
Code indicating method of handling for an allowance or charge
- 01
- Bill Back
- 02
- Off Invoice
- 03
- Vendor Check to Customer
- 04
- Credit Customer Account
- 05
- Charge to be Paid by Vendor
- 06
- Charge to be Paid by Customer
Terms of Sale/Deferred Terms of Sale
To specify terms of sale
This segment will be sent if there are changes to the Terms of Sale.
Code identifying type of payment terms
- If the code in ITD01 is "04", then ITD07 or ITD09 is required and either ITD10 or ITD11 is required; if the code in ITD01 is "05", then ITD06 or ITD07 is required.
- 01
- Basic
- 02
- End of Month (EOM)
- 03
- Fixed Date
- 04
- Deferred or Installment
- 05
- Discount Not Applicable
- 06
- Mixed
- 07
- Extended
- 08
- Basic Discount Offered
- 09
- Proximo
- 11
- Elective
- 12
- 10 Days After End of Month (10 EOM)
- 14
- Previously agreed upon
- 15
- Special Proximo
Terms discount percentage, expressed as a percent, available to the purchaser if an invoice is paid on or before the Terms Discount Due Date
Date payment is due if discount is to be earned expressed in format CCYYMMDD where CC represents the first two digits of the calendar year
Number of days in the terms discount period by which payment is due if terms discount is earned
Date when total invoice amount becomes due expressed in format CCYYMMDD where CC represents the first two digits of the calendar year
Number of days until total invoice amount is due (discount not applicable)
A free-form description to clarify the related data elements and their content
Date/Time Reference
To specify pertinent dates and times
This segment is sent if there is a change to the Ship/Delivery Date.
Code specifying type of date or time, or both date and time
- 002
- Delivery Requested
- 010
- Requested Ship
- 015
- Promotion Start
- 023
- Promotion Order - Start
- 038
- Ship No Later
- 077
- Requested for Delivery (Week of)
Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year
Paperwork
To identify the type or transmission or both of paperwork or supporting information
This segment will be transmitted if the item requires a General Certificate of Conformity in regards to the Customer Product Safety Act (CPSIA). The PWK loop may repeat multiple times in order to accommodate all information required for CPSIA documentation.
Code indicating the title or contents of a document, report or supporting item
- CP
- Certificate of Compliance (Material Certification)
A free-form description to clarify the related data elements and their content
- PWK07 may be used to indicate special information to be shown on the specified report.
Party Identification
To identify a party by type of organization, name, and code
The N1 segment is sent on all changes.
Code identifying an organizational entity, a physical location, property or an individual
- BY
- Buying Party (Purchaser)
Code designating the system/method of code structure used for Identification Code (67)
- 9
- D-U-N-S+4, D-U-N-S Number with Four Character Suffix
- 92
- Assigned by Buyer or Buyer's Agent
- UL
- Global Location Number (GLN)
Code identifying a party or other code
- This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the "ID Code" (N104) must provide a key to the table maintained by the transaction processing party.
Detail
Line Item Change
To specify changes to a line item
Alphanumeric characters assigned for differentiation within a transaction set
- POC01 is the purchase order line item identification.
Line number on original purchase order
Code specifying the type of change to the line item
- AI
- Add Additional Item(s)
- CA
- Changes To Line Items
This code will be sent when there is a change to the HTS code. The new code(s) will be sent in the LIN segment.
- CC
- Changes To Terms
- CE
- Changes To Item Level Allowance/Charges
- CG
- Changes To Total Level Allowance/Charges
- DI
- Delete Item(s)
- PC
- Price Change
- QD
- Quantity Decrease
- QI
- Quantity Increase
Numeric value of quantity
- POC03 is quantity ordered.
Current quantity on purchase order before change.
Quantity left to receive as qualified by the unit of measure
This is the quantity to be subtracted or added to the current quantity on the Purchase Order based upon the code in POC02.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
Price per unit of product, service, commodity, etc.
The price is sent with a decimal point only when needed, e.g., $15.95 would be sent as 15.95, and $29.00 would be sent as "29".
If POC = PC (Price Change) POC06 will contain the new cost price.
To indicate a no charge item or free goods, POC06 will contain a single zero (0) and POC07 will contain code NC.
Code identifying the type of unit price for an item
- WE
- Wholesale Price per Each
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- EN
- EAN/UCC - 13
Data structure for the 13 digit EAN.UCC (EAN
International.Uniform Code Council) Global Trade Identification Number (GTIN) - EO
- EAN/UCC - 8
Data structure for the 8 digit EAN.UCC (EAN
International.Uniform Code Council) Global Trade Identification Number (GTIN) - IB
- International Standard Book Number (ISBN)
- UA
- U.P.C./EAN Case Code (2-5-5)
- UK
- GTIN 14-digit Data Structure
Data structure for the 14 digit EAN.UCC (EAN
International.Uniform Code Council) Global Trade Item Number (GTIN) - UP
- UCC - 12
Data structure for the 12 digit EAN.UCC (EAN
International.Uniform Code Council) Global Trade Identification Number (GTIN). Also known as the Universal Product Code (U.P.C.)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- PI
- Purchaser's Item Code
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- VA
- Vendor's Style Number
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- SK
- Stock Keeping Unit (SKU)
Identifying number for a product or service
AAFES Internal CRC Number.
Item Identification
To specify basic item identification data
This segment will be sent if POC02 = AI or CA. Segment may repeat multiple times to accommodate all the HTS codes associated to the item in the POC segment
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- LIN02 through LIN31 provide for fifteen different product/service IDs for each item. For example: Case, Color, Drawing No., U.P.C. No., ISBN No., Model No., or SKU.
- HD
- International Harmonized Commodity Code
For customs authority purposes, the class and description of a subject part or material item per harmonized agreements on tariff commodity codes
Identifying number for a product or service
- If POC02 = CA this element will contain the new HTS Code and all HTS codes associated to the item.
- If POC02 = AI this element will contain all HTS codes associated to the item.
Pricing Information
To specify pricing information
Code identifying pricing specification
- ALT
- Alternate Price
- PRP
- Promotional price
- RTL
- Retail
- UCP
- Unit cost price
Price per unit of product, service, commodity, etc.
- See Figures Appendix for an example detailing the use of CTP03 and CTP04.
- See Figures Appendix for an example detailing the use of CTP03, CTP04 and CTP07.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
Product/Item Description
To describe a product or process in coded or free-form format
This segment will be sent if a new line has been added to the purchase order.
Code indicating the format of a description
- If PID01 equals "F", then PID05 is used. If PID01 equals "S", then PID04 is used. If PID01 equals "X", then both PID04 and PID05 are used.
- F
- Free-form
A free-form description to clarify the related data elements and their content
Item Physical Details
To specify the physical qualities, packaging, weights, and dimensions relating to the item
This segment will be transmitted when a new line item is added (POC02 = AI) or quantity decrease (POC02 = QD) or quantity increase (POC02 = QI)
The number of inner containers, or number of eaches if there are no inner containers, per outer container
Destination Quantity
To specify destination and quantity detail
Mapped but not used at this time
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
Code designating the system/method of code structure used for Identification Code (67)
- SDQ02 is used only if different than previously defined in the transaction set.
- 9
- D-U-N-S+4, D-U-N-S Number with Four Character Suffix
- 92
- Assigned by Buyer or Buyer's Agent
- UL
- Global Location Number (GLN)
A globally unique 13 digit code for the identification of a legal, functional or physical location within the Uniform Code Council (UCC) and International Article Number Association (EAN) numbering system
Code identifying a party or other code
- SDQ03 is the store number.
Summary
Transaction Totals
To transmit a hash total for a specific element in the transaction set
- Number of line items (CTT01) is the accumulation of the number of POC segments.
If used, hash total (CTT02) is the sum of the value of quantities ordered (POC03) for each POC segment.
Total number of line items in the transaction set
Transaction Set Trailer
To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments)
Total number of segments included in a transaction set including ST and SE segments
Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set
Functional Group Trailer
To indicate the end of a functional group and to provide control information
Total number of transaction sets included in the functional group or interchange (transmission) group terminated by the trailer containing this data element
Assigned number originated and maintained by the sender
Interchange Control Trailer
To define the end of an interchange of zero or more functional groups and interchange-related control segments
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