X12 850 Purchase Order
This Draft Standard for Trial Use contains the format and establishes the data contents of the Purchase Order Transaction Set (850) 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 the placement of purchase orders for goods and services. This transaction set should not be used to convey purchase order changes or purchase order acknowledgment information.
- ~ Segment
- * Element
- > Component
Interchange Control Header
To start and identify an interchange of zero or more functional groups and interchange-related control segments
Code to identify 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 to identify 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)
Qualifier to designate 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
Qualifier to designate 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
Code to identify the agency responsible for the control standard used by the message that is enclosed by the interchange header and trailer
- U
- U.S. EDI Community of ASC X12, TDCC, and UCS
This version number covers the interchange control segments
- 00401
- Draft Standards for Trial Use Approved for Publication by ASC X12 Procedures Review Board through October 1997
A control number assigned by the interchange sender
Code sent by the sender to request an interchange acknowledgment (TA1)
- 0
- No Acknowledgment Requested
- 1
- Interchange Acknowledgment Requested
Code to indicate 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
- PO
- Purchase Order (850)
Code identifying party sending transmission; codes agreed to by trading partners
Code identifying party receiving transmission. Codes agreed to by trading partners
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 used in conjunction with Data Element 480 to identify the issuer of the standard
- 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
- 004010
- Draft Standards Approved for Publication by ASC X12 Procedures Review Board through October 1997
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) used by the translation routines of the interchange partners to select the appropriate transaction set definition (e.g., 810 selects the Invoice Transaction Set).
- 850
- Purchase Order
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
To indicate the beginning of the Purchase Order Transaction Set and transmit identifying numbers and dates
Code identifying purpose of transaction set
- 00
- Original
Code specifying the type of Purchase Order
- DS
- Dropship
- NE
- New Order
- RL
- Release or Delivery Order
- RN
- Renewal Order
- SA
- Stand-alone Order
- TM
- Time & Materials
Identifying number for Purchase Order assigned by the purchaser
Number identifying a release against a Purchase Order previously placed
Reference Identification
To specify identifying information
Code qualifying the Reference Identification
- 12
- Billing Account (Flooring Account Number)
- AH
- License Authorization Number
- BB
- Manufacturer Authorization Number
- BD
- Bid Request Number
- CT
- Contract Number
- EU
- CDW customer‟s purchase order number
- GC
- Bid Contract Number
- IA
- Internal Vendor Number
- PO
- CDW purchase order number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
A free-form description to clarify the related data elements and their content
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
- BD
- Buyer Name or Department
- IC
- Information Contact
Code identifying the type of communication number
- TE
- Telephone
Complete communications number including country or area code when applicable
Code identifying the type of communication number
- EM
- Electronic Mail
Complete communications number including country or area code when applicable
Tax Reference
To provide data required for proper notification/determination of applicable taxes applying to the transaction or business described in the transaction
Number assigned to a purchaser (buyer, orderer) by a taxing jurisdiction (state, county, etc.); often called a tax exemption number or certificate number
- TAX01 is required if tax exemption is being claimed.
Code identifying exemption status from sales and use tax
- 0
- Exempt (For Export)
- 1
- Yes (Tax Exempt)
- 2
- No (Not Tax Exempt)
- 3
- Exempt (For Resale)
- 4
- Not Exempt/For Resale
- 5
- Exempt (Not For Resale)
- 6
- Not Exempt, Not For Resale
- 7
- Direct Pay ID
- 8
- Exempt (Sale to U.S. Government)
- 9
- Exempt (Per State Law)
- A
- Labor Taxable, Material Exempt
- B
- Material Taxable, Labor Exempt
- C
- Not Taxable
- V
- Exempt from State Property Tax
- W
- Other Property Tax Exemption
- X
- Exempt - Letter on file
F.O.B. Related Instructions
To specify transportation instructions relating to shipment
Code identifying payment terms for transportation charges
- FOB01 indicates which party will pay the carrier.
- BP
- Paid by Buyer
- CA
- Advance Collect
- CC
- Collect
- MX
- Mixed
- PA
- Advance Prepaid
- PC
- Prepaid but Charged to Customer
- PP
- Prepaid (by Seller)
- PS
- Paid by Supplier/Vendor
- TP
- Third Party Pay
Code identifying type of location
- FOB02 is the code specifying transportation responsibility location.
- DE
- Destination (Shipping)
- OR
- Origin (Shipping Point)
A free-form description to clarify the related data elements and their content
Terms of Sale/Deferred Terms of Sale
To specify 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.
Code identifying the beginning of the terms period
Terms discount percentage, expressed as a percent, available to the purchaser if an invoice is paid on or before the Terms Discount Due Date
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)
Carrier Details (Routing Sequence/Transit Time)
To specify the carrier and sequence of routing and provide transit time information
Code specifying the method or type of transportation for the shipment
- 7
- A
- Air
- AE
- Air Express
- AF
- Air Freight
- D
- Parcel Post
- E
- Expedited Truck
- J
- Motor
- M
- Motor (Common Carrier)
- MP
- Motor (Package Carrier)
- P
- Private Carrier
- ZZ
- Mutually defined
Name
To identify a party by type of organization, name, and code
Code identifying an organizational entity, a physical location, property or an individual
- BS
- Bill To / Ship To
- BT
- Bill To (if other than Ship To)
- EN
- End User
- VN
- Vendor
Code designating the system/method of code structure used for Identification Code (67)
- 1
- D-U-N-S Number, Dun & Bradstreet
- 9
- D-U-N-S+4, D-U-N-S Number with Four Character Suffix
- 91
- Assigned by Seller or Seller's Agent
- 92
- Assigned by Buyer or Buyer's Agent
- 93
- assigned by buyer
- 94
- assigned by seller
Code identifying a party or other code
Either a static value assigned or SIC codes for gov/ed
Code describing entity relationship
- N105 and N106 further define the type of entity in N101.
Code identifying an organizational entity, a physical location, property or an individual
Additional Name Information
To specify additional names or those longer than 35 characters in length
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
Free-form name
If ship to is CDW, will be purchasing agent. If ship to is CDW customer, will be customer contact
Code identifying the type of communication number
- TE
- Telephone
Complete communications number including country or area code when applicable
Name
To identify a party by type of organization, name, and code
Code identifying an organizational entity, a physical location, property or an individual
- ST
- Ship To
Code designating the system/method of code structure used for Identification Code (67)
- 1
- D-U-N-S Number, Dun & Bradstreet
- 9
- D-U-N-S+4, D-U-N-S Number with Four Character Suffix
- 91
- Assigned by Seller or Seller's Agent
- 92
- Assigned by Buyer or Buyer's Agent
- 93
- Code assigned by the organization originating the transaction set
- 94
- Code assigned by the organization that is the ultimate destination of the transaction set
Code identifying a party or other code
Either a static value assigned or SIC codes for gov/ed
Code describing entity relationship
- N105 and N106 further define the type of entity in N101.
Code identifying an organizational entity, a physical location, property or an individual
Additional Name Information
To specify additional names or those longer than 35 characters in length
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)
Code identifying type of location
- DE
- Destination (Shipping)
Code which identifies a specific location
- 01
- Vernon Hills, IL
- 07
- North Las Vegas, NV
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
Free-form name
If ship to is CDW, will be purchasing agent. If ship to is CDW customer, will be customer contact
Code identifying the type of communication number
- TE
- Telephone
Complete communications number including country or area code when applicable
Detail
Baseline Item Data
To specify basic and most frequently used line item data
- PO102 is required.
Alphanumeric characters assigned for differentiation within a transaction set
- PO101 is the line item identification.
This element is used to identify the purchase order line item number.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- EA
- Each
Price per unit of product, service, commodity, etc.
Code identifying the type of unit price for an item
- CA
- Catalog
- PE
- Price per Each
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.
- BP
- Buyer's Part Number
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- MG
- Manufacturer's Part Number
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- VP
- Vendor's (Seller's) Part Number
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- OE
- Original Equipment Number
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- UP
- U.P.C. Consumer Package Code (1-5-5-1)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- UR
- UCC/EAN-128 Coupon Extended Code
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- AC
- Aggregation Code (Used to Consolidate Part Families)
Identifying number for a product or service
Pricing Information
To specify pricing information
Code identifying pricing specification
- C01
- Contract (CDW – Supplier) – replaces CON
- C02
- Contract (EU – Manufacturer)
- DAP
- Dealer Adjusted Price
- GOV
- Federal Government (Non-GSA)
- GSA
- Federal GSA(-only) Price
- MSR
- Mfg Suggested Price
- N02
- Higher Education
- N03
- K-12
- N04
- State Government
- N05
- Education Other
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
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.
A free-form description to clarify the related data elements and their content
Reference Identification
To specify identifying information
Code qualifying the Reference Identification
- AH
- License Authorization Number
- BB
- Manufacturer Authorization Number
- BD
- CDW Bid Request Number
- CT
- Contract Number
- EU
- CDW customer‟s purchase order number
- GC
- Bid Contract Number
- IA
- Internal Vendor Number
- PO
- CDW purchase order number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
A free-form description to clarify the related data elements and their content
Date/Time Reference
To specify pertinent dates and times
Message Text
To provide a free-form format that allows the transmission of text information
Used (Warranty Orders only)
Subline Item Detail
To specify product subline detail item data
Alphanumeric characters assigned for differentiation within a transaction set
- SLN01 is the identifying number for the subline item.
- SLN01 is related to (but not necessarily equivalent to) the baseline item number. Example: 1.1 or 1A might be used as a subline number to relate to baseline number 1.
Code indicating the relationship between entities
- SLN03 is the configuration code indicating the relationship of the subline item to the baseline item.
- O
- Information Only
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- EA
- Each
Price per unit of product, service, commodity, etc.
Code identifying the type of unit price for an item
- CP
- Current Price (Subject to Change)
- CT
- Contract
Code indicating the relationship between entities
- SLN08 is a code indicating the relationship of the price or amount to the associated segment.
- O
- Information Only
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- SLN09 through SLN28 provide for ten different product/service IDs for each item. For example: Case, Color, Drawing No., U.P.C. No., ISBN No., Model No., or SKU.
- F
- Free Form
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- MG
- Manufacturer's Part Number (hardware item)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- MN
- CDW‟s 3 digit manufacturer part code (hardware item)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- SN
- Serial Number (hardware item)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- BP
- Buyer‟s Part Number (hardware item)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- C6
- Asset Type (hardware item)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- TZ
- Program Description Identifier (hardware item)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- Z1
- Line Extended Price (hardware item)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- Z2
- Line Extended Price (warranty item)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- Z3
- Ship Invoice Date (hardware item)
Identifying number for a product or service
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
Monetary Amount
To indicate the total monetary amount
- If AMT is used in the summary area, then AMT01 will = TT and AMT02 will indicate total transaction amount as calculated by the sender.
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
CDW 850 Purchase Order
GS~PO~SENDERGS~RECEIVERGS~20231101~013958~000000001~X~004010
ST~850~010921382
BEG~00~NE~987654321~~20041101
REF~EU~000907
PER~BD~Buyer Name~TE~8474656000
TAX~33-3310735~~~~~~~~~~~3
FOB~CA
ITD~01~3~1~~10~~30
DTM~002~20000911
TD5~~~~M
N1~BS~CDW COMPUTER CENTERS, INC.~1~107627952
N2~JOHN~DOE
N3~200 N Milwaukee Ave~One CDW Parkway
N4~Vernon Hills~IL~60061~US
PER~IC~Buyer Name~TE~8474656000
PO1~000000~1~EA~9817.92~~BP~217220~MG~1234567~VP~C7834A#ABA~OE~OEM1234~UP~88698919064~UR~XYZ123
PID~F~~~~LANTRONIX MIRCRO PRINT SERVER
REF~IA~INTVND
DTM~002~20101010
MSG~PLAIN TEXT
SLN~00001~~O~1~EA~0.01~CP~O~F~419809005~MG~CPR~MN~MX271500C2~SN~1099353~BP~HP SB ML310 G4 3050 SBS R2 HP-SATA~C6~PC1~TZ~20071010
CTT~1
AMT~TT~9817.92
SE~23~010921382
GE~1~000000001
IEA~1~000000001
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