X12 855 Purchase Order Acknowledgment
This Draft Standard for Trial Use contains the format and establishes the data contents of the Purchase Order Acknowledgment Transaction Set (855) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to provide for customary and established business and industry practice relative to a seller's acknowledgment of a buyer's purchase order. This transaction set can also be used as notification of a vendor generated order. This usage advises a buyer that a vendor has or will ship merchandise as prearranged in their partnership.
- ~ 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
- 00403
- Draft Standards for Trial Use Approved for Publication by ASC X12 Procedures Review Board through October 1999
A control number assigned by the interchange sender
Code indicating sender's request for an interchange acknowledgment
- 0
- No Acknowledgment Requested
- 1
- Interchange Acknowledgment Requested
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
- PR
- Purchase Order Acknowledgment (855)
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
- 004030
- Draft Standards Approved for Publication by ASC X12 Procedures Review Board through October 1999
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).
- 855
- Purchase Order Acknowledgment
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 Acknowledgment
To indicate the beginning of the Purchase Order Acknowledgment Transaction Set and transmit identifying numbers and dates
Code identifying purpose of transaction set
- 00
- Original
Code specifying the type of acknowledgment
BAK02 qualifiers indicate that all PO items from the current purchase order must be returned
- AC
- Acknowledge - With Detail and Change
PO1/ACK segment usage required
- AD
- Acknowledge - With Detail, No Change
PO1 segment usage required
- RD
- Reject with Detail
PO1 segment usage required
Identifying number for Purchase Order assigned by the orderer/purchaser
Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year
- BAK04 is the date assigned by the purchaser to purchase order.
Original Purchase Order Date
Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year
- BAK09 is the date assigned by the sender to the acknowledgment.
Acknowledgement Date
Currency
To specify the currency (dollars, pounds, francs, etc.) used in a transaction
Only send if changing currency information
Reference Identification
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
Terms of Sale/Deferred Terms of Sale
To specify terms of sale
Only send if modifying Terms of Sale/Deferred Terms of payment from those communicated on the current purchase order
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.
- ZZ
- Mutually Defined
Code identifying the beginning of the terms period
- 3
- Invoice Date
Terms discount percentage, expressed as a percent, available to the purchaser if an invoice is paid on or before the Terms Discount Due Date
If a term discount applies, both the Terms Discount Percent and Terms Discount Days Due are required (ITD03 and ITD05)
Number of days in the terms discount period by which payment is due if terms discount is earned
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
Only send if the entire purchase order cannot be filled within the header level purchase order dates communicated on the current order
Reference Identification
To transmit identifying information as specified by the Reference Identification Qualifier
Code qualifying the Reference Identification
- L1
- Letters or Notes
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Name
To identify a party by type of organization, name, and code
Address Information
To specify the location of the named party
Geographic Location
To specify the geographic place of the named party
Free-form text for city name
- A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location.
Code (Standard State/Province) as defined by appropriate government agency
- N402 is required only if city name (N401) is in the U.S. or Canada.
Code defining international postal zone code excluding punctuation and blanks (zip code for United States)
Administrative Communications Contact
To identify a person or office to whom administrative communications should be directed
Code identifying the major duty or responsibility of the person or group named
- IC
- Information Contact
Code identifying the type of communication number
- EM
- Electronic Mail
- FX
- Facsimile
- TE
- Telephone
Complete communications number including country or area code when applicable
Code identifying the type of communication number
- EM
- Electronic Mail
- FX
- Facsimile
- TE
- Telephone
Complete communications number including country or area code when applicable
Code identifying the type of communication number
- EM
- Electronic Mail
- FX
- Facsimile
- TE
- Telephone
Complete communications number including country or area code when applicable
Detail
The BAK02 determines whether items with changes only, all or no line item must be present on the 855 Purchase Order Acknowledgment. When line item information is present, the line information being referenced should correspond to the current purchase order (net any changes made through a preceding purchase order change).
Baseline Item Data
To specify basic and most frequently used line item data
- PO102 is required.
The BAK02 determines whether items with changes only, all or no line item must be present on the 855 Purchase Order Acknowledgment. When line item information is present, the line information being referenced should correspond to the current purchase order (net any changes made through a preceding purchase order change).
Alphanumeric characters assigned for differentiation within a transaction set
- PO101 is the line item identification.
This value must match the line number from the purchase order.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- CA
- Case
- EA
- Each
Price per unit of product, service, commodity, etc.
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- PO106 through PO125 provide for ten different product/service IDs per each item. For example: Case, Color, Drawing No., U.P.C. No., ISBN No., Model No., or SKU.
- VN
- Vendor's (Seller's) Item Number
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- EN
- EAN/UCC - 13
- UP
- UCC - 12
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
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- HD
- International Harmonized Commodity Code
Identifying number for a product or service
Product/Item Description
To describe a product or process in coded or free-form format
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
The number of inner containers, or number of eaches if there are no inner containers, per outer container
PO401 represents the number of selling units in a case
if selling unit and purchasing unit are the same then PO401 = 1
Line Item Acknowledgment
To acknowledge the ordered quantities and specify the ready date for a specific line item
If ACK01 = IQ, ACK02 and 03 are required
If ACK01 = IP, new price for this item must be sent in PO104.
If ACK01 = DR, ACK04 and ACK05 are required
If ACK01 = IB, ACK02, ACK03, ACK04 and ACK05 are required
Code specifying the action taken by the seller on a line item requested by the buyer
- DR
- Item Accepted - Date Rescheduled
Updated, current scheduled delivery date must be communicated in the ACK05
- IA
- Item Accepted
- IB
- Item Backordered
- IP
- Item Accepted - Price Changed
New price must be indicated in the PO104
- IQ
- Item Accepted - Quantity Changed
New quantity must be indicated in the ACK02
- IR
- Item Rejected
Numeric value of quantity
If ACK01 = IQ or IB, this element is required
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
If ACK01 = IQ or IB, this element is required
- CA
- Case
- EA
- Each
Code specifying type of date or time, or both date and time
If ACK01 = DR or IB, this element is required
- 068
- Current Schedule Ship
Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year
If ACK01 = DR or IB, this element is required
Summary
Transaction Totals
To transmit a hash total for a specific element in the transaction set
- The number of line items (CTT01) is the accumulation of the number of PO1 segments. If used, hash total (CTT02) is the sum of the value of quantities ordered (PO102) for each PO1 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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