X12 875 Grocery Products Purchase Order
This Draft Standard for Trial Use contains the format establishes the data contents of the Grocery Products Purchase Order Transaction Set (875) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used to provide for customary and established grocery industry practice relative to the placement of purchase orders for finished goods in a retail or wholesale consumer market. This standard can be used by a retailer or wholesaler organization to request delivery of finished goods from a broker or supplier organization. This transaction set should not be used to convey purchase order changes or purchase order acknowledgement 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
- OG
- Order Group - Grocery (875, 876)
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
- 004010UCS
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).
- 875
- Grocery Products Purchase Order
Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set
Purchase Order Identification
To transmit identifying dates and numbers for this transaction set
Example: G50N20110117*432329~
Code identifying purpose of transaction set
- N
- Original
- X
- Passive (ES3)
Date expressed as CCYYMMDD
- G5002 is the date assigned by the purchaser to the purchase order.
Identifying number for Purchase Order assigned by the orderer/purchaser
Contact
To identify a person or office to whom communications should be directed
This contact in BD01 so may not be C&S employee.
Example: G61ICJOHN PHELANTE18022574371~
Code identifying the major duty or responsibility of the person or group named
- IC
- Information Contact
Code identifying the type of communication number
- G6103 qualifies G6104.
- TE
- Telephone
Complete communications number including country or area code when applicable
Date/Time Delivery Requested on This Date
To specify pertinent dates and times
Example: G620220110118~
Date/Time Requested Ship Date/Pick-up Date
To specify pertinent dates and times
Note/Special Instruction
To transmit information in a free-form format, if necessary, for comment or special instruction
Examples:
NTEORIS/W 432327-9~
NTEGENTHIS PURCHASE ORDER INCORPORATES BY REFERENCE THE C&S VENDOR CONDITIONS OF SALE~
Code identifying the functional area or purpose for which the note applies
- GEN
- General Information
- ORI
- Order Instructions
- SPH
- Special Handling
A free-form description to clarify the related data elements and their content
Transportation Instructions
To specify transportation instructions relating to the shipment
Example: G66T***NONE~
Terms of Sale
To specify the terms of sale
- The G23 segment can be used at the header level or detail level, but not both.
When it is used at the detail level, there must be at least one occurrence of the G23 segment for each iteration of the G68 segment.
Example: G2301201*0.0215**16~
Code identifying type of payment terms
- If G2301 equals "04" (deferred or installment) then either G2313 or G2314 is required and the data in the segment pertains only to the portion of the invoice described in G2313 or G2314. If G2301 equals "11" (elective) then G2304 is required. If G2301 is not equal to "05"' (discount not applicable) then (G2305 or G2310) and (G2306 or G2307) is required. If G2301 equals "ZZ" (other) then G2315 is required. Multiple use of this segment when G2301 equals "04" (deferred or installment) always implies an "AND" relationship. When G2301 equals "06" (mixed) or "11" (elective) an "OR" relationship is always implied.
- 01
- Basic
Code identifying the beginning of the terms period
- 2
- Delivery Date
Code identifying the method to be used for payment in conjunction with due date
- 01
- Mailed by Date (Postmark 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
0.02 Should be 2
Date payment is due if discount is to be earned expressed in format CCYYMMDD
Number of days in the terms discount period by which payment is due if terms discount is earned
15
Date when total invoice amount becomes due expressed in format CCYYMMDD
Number of days until total invoice amount is due (discount not applicable)
16
Total amount of terms discount
- G2310 is a memo figure requiring specific payment performance and therefore should not be negative.
Amount of invoice due if paid by terms discount due date (total invoice or installment amount less cash discount)
Amount upon which the terms discount amount is calculated
Name
To identify a party by type of organization, name, and code
- One occurrence of the N1 loop must be used to identify the party to whom the merchandise is to be shipped.
Examples:
N1BTC&S WHOLESALE GROCERS90018424670001~
N1STC&S WHOLESALE GROCERS90018424670076~
Code identifying an organizational entity, a physical location, property or an individual
- BO
- Broker
- BT
- Bill-to-Party
- ST
- Ship To
- VN
- Vendor
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
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.
D-U-N-S Number (See duns listing)
Additional Name Information
To specify additional names or those longer than 35 characters in length
Examples:
N2BETHLEMEN PO'S 0504707~
N2BETHLEMEN PO'S 432~
Free-form name
Memo – Vendor Number , Buyer Number
Address Information
To specify the location of the named party
Examples:
N3OLD FERRY ROAD~
N34820 HANOVERVILLE RD~
Geographic Location
To specify the geographic place of the named party
Examples:
N4BRATTLEBOROVT05301~
N4BETHLEHEMPA18017~
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)
Allowance or Charge
To specify allowances, charges, or services
Example: G7250406******-19550
Code identifying the type of allowance or charge
- 47
- Price and Marketing Allowance
- 499
- Other Allowance
- 504
- Freight Charge
Code indicating method of handling for an allowance or charge
- 02
- Off Invoice (Credit to C&S)
- 06
- Charge to be Paid by Customer
Total dollar amount for the allowance or charge
PO total level allowance for freight.
Allowance or Charge Description
To describe the allowance or charge in free-form format
Example: G73*FREIGHT CHARGE
Free-form descriptive text
Description of Allowance/Charge
Detail
Line Item Detail - Product
To specify basic and most frequently used purchase order line item data
Example: G68210CA18.12007615020203IN993937~
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- G6802 qualifies G6801.
- CA
- Case
- EA
- Each (Number of retail selling units)
- LB
- Pound
- PL
- Pallet/Unit Load
Gross unit cost within the appropriate price bracket for a line item
Code (Universal Product Code - U.P.C.) including two high order digits identifying the "system" (U.S. Grocery = 00, 06 or 07; U.S. Drug = 03); using the U.S. Grocery system, the next ten digits are: Manufacturer (5) Case Code (5)
UPC Case Code (2-5-5 format)
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- IN
- Buyer's Item Number
Identifying number for a product or service
C&S Internal Product Code
Line Item Detail - Description
To describe an item in free-form format
Example: G69*ACTII BTR 94% FF 3PK~
Free-form descriptive text
Product Description
Line Item Detail - Miscellaneous
To provide for miscellaneous information relative to a line item
Example: G70129OZ*****021005~
The number of inner containers, or number of eaches if there are no inner containers, per outer container
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- CT
- Count
- EA
- Each
- FO
- Fluid Ounce
- GA
- Gallon
- LB
- Pound
- OZ
- Ounce
- PT
- Pint
- QT
- Quart
Code indicating pallet and load structure; first three digits indicate the number of cases per layer, last three digits indicate the number of layers per pallet
Ti/Hi
Allowance or Charge
To specify allowances, charges, or services
Example: G724702**1.10*CA~
Code identifying the type of allowance or charge
- 47
- Price and Marketing Allowance
- 499
- Other Allowance
- 504
- Freight Charge
Code indicating method of handling for an allowance or charge
- 02
- Off Invoice
- 06
- Charge to be Paid by Customer
Allowance or Charge Rate per Unit
1.10 Allowance due per case.
Quantity basis when allowance or charge quantity is different from the purchase order or invoice quantity
Quantity is used from G68-01.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- CA
- Case
Total dollar amount for the allowance or charge
Allowance or Charge Description
To describe the allowance or charge in free-form format
Example: G73*START:20110103END:20110624FP:~
Free-form descriptive text
Used with corresponding Allow/Charge Segment.
Summary
Total Purchase Order
To specify summary details of total items shipped in terms of quantity, weight, and volume, and to specify payment method
Example: G76210CA1818.6LB98.7CU**380520~
Quantity ordered
Total Cases Ordered On PO
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- G7602 qualifies G7601.
- CA
- Cases
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- LB
- Pound
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- CU
- Cubic Feet
Monetary amount
- G7608 indicates the total monetary amount of the purchase order as determined by the buyer.
Total monetary amount of PO
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
Sample 1
GS*OG*SENDERGS*RECEIVERGS*20231201*153001*000000001*X*004010UCS~
ST*875*66537~
G50*N*20110117*432329~
G61*IC*JOHN PHELAN*TE*18022574371~
G62*02*20110118~
NTE*ORI*S/W 432327-9~
NTE*SPH*S/W 432327-9~
NTE*GEN*THIS PURCHASE ORDER INCORPORATES BY REFERENCE THE C&S VENDOR CONDITIONS OF SALE~
G66**T*****NONE~
G23*01*2**01*0.02**15**16~
N1*BT*C&S WHOLESALE GROCERS*9*0018424670001~
N2*BETHLEMEN PO'S 0504707~
N3*OLD FERRY ROAD~
N4*BRATTLEBORO*VT*05301~
N1*ST*C&S WHOLESALE GROCERS*9*0018424670076~
N2*BETHLEMEN PO'S 432~
N3*4820 HANOVERVILLE RD~
N4*BETHLEHEM*PA*18017~
N1*VN*CONAGRA FOOD*9*0062809110000~
N2*88 HASTINGS DRIVE~
N4*WHITINSVILLE**01588~
G68*210*CA*18.12*007615020203*IN*993937~
G69*ACTII BTR 94% FF 3PK~
G70*12*9*OZ******021005~
G76*210*CA*1818.6*LB*98.7*CU**380520~
SE*25*66537~
GE*1*000000001~
IEA*1*000000001~
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