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
- None included
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
CodeList Summary (Total Codes: 65, Included: 4)
- 00
- Original
- 01
- Cancellation
- 04
- Change
- 06
- Confirmation
Code specifying the type of Purchase Order
CodeList Summary (Total Codes: 69, Included: 3)
- KN
- Purchase Order
- NE
- New Order
- SA
- Stand-alone Order
Identifying number for Purchase Order assigned by the orderer/purchaser
Number identifying a release against a Purchase Order previously placed by the parties involved in the transaction
Date expressed as CCYYMMDD
- BEG05 is the date assigned by the purchaser to purchase order.
Note: PO Date
BEG05 is the date assigned by the purchaser to purchase order.
Currency
To specify the currency (dollars, pounds, francs, etc.) used in a transaction
Code identifying an organizational entity, a physical location, property or an individual
CodeList Summary (Total Codes: 1312, Included: 1)
- BY
- Buying Party (Purchaser)
Code (Standard ISO) for country in whose currency the charges are specified
Reference Identification
To specify identifying information
Code qualifying the Reference Identification
- 11
- (Fastenal) Account Number
- CO
- Customer Order Number
- CT
- Contract Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
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
CodeList Summary (Total Codes: 230, Included: 1)
- BD
- Buyer Name or Department
Code identifying the type of communication number
CodeList Summary (Total Codes: 40, Included: 1)
- TE
- Telephone
Complete communications number including country or area code when applicable
Code identifying the type of communication number
CodeList Summary (Total Codes: 40, Included: 1)
- FX
- Facsimile
Complete communications number including country or area code when applicable
Code identifying the type of communication number
CodeList Summary (Total Codes: 40, Included: 1)
- 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
- Tax ID number is, in many instances, referred to as a Tax Exemption Number. The paired (combined) use of
data elements 309 and 310 provides for the designation of five taxing jurisdictions. - TAX01 is required if tax exemption is being claimed.
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 type of location
- DL
- Delivery Location
Code identifying exemption status from sales and use tax
- 1
- Yes (Tax Exempt)
- 2
- No (Not Tax Exempt)
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.
CodeList Summary (Total Codes: 28, Included: 2)
FOB01 indicates which party will pay the carrier
- DF
- Defined by Buyer and Seller
- PC
- Prepaid but Charged to Customer
Code identifying type of location
- FOB02 is the code specifying transportation responsibility location.
CodeList Summary (Total Codes: 172, Included: 2)
FOB02 is the code specifying transportation responsibility location.
- DL
- Delivery Location
- 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.
- 05
- Discount Not Applicable
- 08
- Basic Discount Offered
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
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
Date when total invoice amount becomes due expressed in format CCYYMMDD
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
Code specifying type of date or time, or both date and time
- 002
- Delivery Requested
- 118
- Requested Pick-up
Code indicating the date format, time format, or date and time format
- D8
- Date Expressed in Format CCYYMMDD
Expression of a date, a time, or range of dates, times or dates and times
Expressed in format CCYYMMDD
Paperwork
To identify the type or transmission or both of paperwork or supporting information
Code indicating the title or contents of a document, report or supporting item
- MD
- Material Data Sheets
Code defining timing, transmission method or format by which reports are to be sent
- WS
- With Shipment (With Package)
The number of copies of a report that should be sent to the addressee
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.
Code specifying how the paperwork or report that is identified in the PWK segment relates to the transaction set or to identify the action that is required
- 5
- Generate
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
- CE
- Customer Pickup / Customer's Expense
- M
- Motor (Common Carrier)
- SR
- Supplier Truck
- T
- Best Way (Shippers Option)
- U
- Private Parcel Service
- ZZ
- Purchaser Account number with Carrier
Free-form description of the routing or requested routing for shipment, or the originating carrier's identity
Free-form description of the routing or requested routing for shipment,
or the originating carrier's identity, or Purchaser's account number with Carrier if "ZZ" precedes
Reference Identification
To transmit identifying information as specified by the Reference Identification Qualifier
Code qualifying the Reference Identification
- L1
- Letters or Notes
- PSM
- Credit Card
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
If N901 = PSM Then N902 will contain the Credit Card Number
Free-form descriptive text
If N901 = PSM Then N903 will contain the Credit Card Type.
Date expressed as CCYYMMDD
If N901 = PSM Then N904 will contain the Expiration Date.
Message Text
To provide a free-form format that allows the transmission of text information
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 - Fastenal Branch/Location product is being shipped to (see notes in section below)
BT - Fastenal Corporate
VN - Vendor product is requested from
Explanation of the N104 code being sent to vendors (when N0101 = ST):
If the product is getting shipped to a valid branch or hub then it will just be listed as the 4 letter branch/hub code
which will match one of the entries in the cross reference table they have from Fastenal.
If the product is getting shipped straight to a customer without any Fastenal branch/hub interference then the
N104 code will be the 4 letter code of the branch who created the order PLUS "-DS" indicating Drop Ship (which
means direct to customer)
ex. ABTX-DS
If the product is not actually going to be shipped but picked up by Fastenal or a trucking system for Fastenal then
the N104 code will be the 4 letter code of the branch who created the order PLUS "-WC" indicating Will Call
(which means we're picking it up, don't ship)
ex. ABTX-WC
An FOB segment will also be sent with the orders that have "-DS" & "-WC" on them.
If it doesn't matter to the vendor on how the order is loaded into their system (many vendors use the N104 code to
figure out which account to place the order under) then they can go ahead and just always look at the first 4
letters of the N104 code. Those should always match an entry in their cross reference table.
- BT
- Bill-to-Party
- ST
- Ship To
- VN
- Vendor
Code designating the system/method of code structure used for Identification Code (67)
- 92
- Assigned by Buyer or Buyer's Agent
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.
Note 1: If N101 = ST Then N104 will contain the Buyer Location Code. A cross reference table of Buyer Location Codes will be made available to you.
Note 2: If N101 = VN Then N104 will contain the Fastenal 10-digit ID for the Vendor. This information must be returned on response documents such as the Invoice and PO Acknowledgement.
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)
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.
PO101 is the line item identification
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.
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.
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)
- 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)
- MG
- Manufacturer's Part Number
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.
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
Package Quantity.
Reference Identification
To specify identifying information
Code qualifying the Reference Identification
- 8M
- Originating Company Identifier
- C1
- Customer material specification number
- JB
- Job (Project) Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Manufacturer's job number must be provided on the package upon delivery.
Date/Time Reference
To specify pertinent dates and times
Message Text
To provide a free-form format that allows the transmission of text information
Name
To identify a party by type of organization, name, and 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. - N105 and N106 further define the type of entity in N101.
Code identifying an organizational entity, a physical location, property or an individual
ST - Fastenal Branch/Location product is being shipped to
- ST
- Ship To
Code designating the system/method of code structure used for Identification Code (67)
- 92
- Assigned by Buyer or Buyer's Agent
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.
If N101 = ST Then N104 will contain the Buyer Location Code. A cross reference table of Buyer Location Codes will be made available to you.
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)
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
This segment is intended to provide hash totals to validate transaction completeness and correctness.
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
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