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
- 00306
- Draft Standards for Trial Use Approved for Publication by ASC X12 Procedures Review Board through October 1995
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 or production
- P
- Production Data
- T
- Test Data
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
- 003060
- Draft Standards Approved for Publication by ASC X12 Procedures Review Board through October 1995
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
- X12.1 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
- 06
- Confirmation
Code specifying the type of Purchase Order
- RL
- Release or Delivery Order
An order for goods and services placed against a preexisting contract or blanket order.
- SA
- Stand-alone Order
Identifying number for Purchase Order assigned by the orderer/purchaser
Purchase Order Number unless this order is a release against a blanket
(BEG02 = RL), then will contain Blanket Number.
Number identifying a release against a Purchase Order previously placed by the parties involved in the transaction
Date (YYMMDD)
- BEG05 is the date assigned by the purchaser to purchase order.
Code defining the method by which invoices are to be processed
- IBM
- Invoice By Mail
- INR
- Invoice Not Required (Such As Evaluated Receipts Settlements)
Currency
To specify the currency (dollars, pounds, francs, etc.) used in a transaction
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
- OC
- Order Contact
Code identifying the type of communication number
- TE
- Telephone
Complete communications number including country or area code when applicable
Formatted phone number.
Code identifying the type of communication number
- FX
- Facsimile
Complete communications number including country or area code when applicable
Formatted Fax number.
Code identifying the type of communication number
E-mail address is new data. Was not previously sent (version 2001).
- EM
- Electronic Mail
Complete communications number including country or area code when applicable
Ford Internet e-mail address. PLEASE NOTE: e-mail addresses are not
"validated" when entered into the Ford system, therefore there is not guarantee that this e-mail address will be valid or accurate.
Additional reference number or description to clarify a contact number
Ford Buyer code when PER01 = BD
Ford Requisitioner code when PER01 = OC
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 type of location
- CC
- Country
- SP
- State/Province
Code identifying exemption status from sales and use tax
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.
- CC
- Collect
- PE
- Prepaid and Summary Bill
- PO
- Prepaid Only
Code identifying type of location
- FOB02 is the code specifying transportation responsibility location.
- DE
- Destination (Shipping)
- OR
- Origin (Shipping Point)
- ZZ
- Mutually Defined
A free-form description to clarify the related data elements and their content
Code identifying pricing specification
- FUP
- Firm Price - Do Not Advise
- MAP
- Mandatory to Advise Unit Price
- OAP
- Optional to Advise Unit Price
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.
14 indicates "non-standard" payment terms. Previously (version 2001) sent in NTE segment with qualifier for PMT.
- 08
- Basic Discount Offered
- 09
- Proximo
- 14
- Previously agreed upon
Code identifying the beginning of the terms period
- 1
- Ship Date
- 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
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
The numeric value of the day of the month between 1 and the maximum day of the month being referenced
Contract Effective
To specify pertinent dates and times
If the order is a blanket release, then this occurrence of the DTM will appear twice. The first will be for the blanket effective date (DTM01="92"). The second will be for the blanket expiration date (DTM="93").
Code specifying type of date or time, or both date and time
Blanket effective and expiration dates, if blanket order.
- 092
- Contract Effective
The first two characters in the designation of the year (CCYY)
Based on a pivot year of 50 - see Y2K note at beginning of transaction set.
Contract Expiration
To specify pertinent dates and times
If the order is a blanket release, then this occurrence of the DTM will appear twice. The first will be for the blanket effective date (DTM01="92"). The second will be for the blanket expiration date (DTM="93").
Code specifying type of date or time, or both date and time
Blanket effective and expiration dates, if blanket order.
- 093
- Contract Expiration
The first two characters in the designation of the year (CCYY)
Based on a pivot year of 50 - see Y2K note at beginning of transaction set.
Carrier Details (Routing Sequence/Transit Time)
To specify the carrier and sequence of routing and provide transit time information
Code describing the relationship of a carrier to a specific shipment movement
- Z
- Mutually Defined
Free-form description of the routing or requested routing for shipment, or the originating carrier's identity
Routing description. Either "Seller’s delivery" or "By destination traffic" .
Reference Identification
To transmit identifying information as specified by the Reference Identification Qualifier
Code Qualifying the Reference Identification
- CU
- Clear Text Clause
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Free-form descriptive text
Text indicating that MSG segment contains the clause verbiage.
Message Text
To provide a free-form format that allows the transmission of text information
Free-form message text
Clause verbiage. Clause text previously (version 2001) sent in multiple NTE segments.
Reference Identification
To transmit identifying information as specified by the Reference Identification Qualifier
There will always be at least one occurrence of the N9-MSG loop which will contain Ford’s Global Terms and Conditions clause (N901="KZ"). The other repetitions are optional.
Code Qualifying the Reference Identification
- KZ
- Master Solicitation Procedures, Terms, and Conditions
A set of standard procedures, terms, and conditions, applicable to a category of procurement, which will be incorporated into all procurement actions in that category by referencing its unique number rather than by
incorporating the lengthy details it represents.
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Ford’s Global Terms and Conditions form number and revision date.
Free-form descriptive text
Text stating that copies of the T&C are available from the buyer.
Message Text
To provide a free-form format that allows the transmission of text information
Free-form message text
Global Terms and Conditions verbiage.
Reference Identification
To transmit identifying information as specified by the Reference Identification Qualifier
Code Qualifying the Reference Identification
- H5
- Special Clause
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Ford’s Evaluated Receipts Settlement (ERS) code.
Free-form descriptive text
Text indicating "DO NOT INVOICE" due to ERS code and see MSG segment.
Message Text
To provide a free-form format that allows the transmission of text information
Free-form message text
Not previously sent ERS verbiage. ERS verbiage previously (version 2001) sent in NTE segment.
Name
To identify a party by type of organization, name, and code
Code identifying an organizational entity, a physical location, or an individual
- BT
- Bill-to-Party
- BY
- Buying Party (Purchaser)
- PD
- Purchaser's Department Buyer
- PF
- Party to Receive Freight Bill
- ST
- Ship To
- SU
- Supplier/Manufacturer
Free-form name
Legal entity name when N101 = BY.
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.
Ford’s 5 byte GSDB code when N101 = "BT" or "PD" or "ST" or "SU" .
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
- BD
- Buyer Name or Department
- PF
- Price Administration
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
- FX
- Facsimile
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
E-mail address will not be populated for Price Administration (PER01=PF).
Additional reference number or description to clarify a contact number
Ford’s buyer code when PER01 = BD.
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.
Item line number.
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 of unit price for an item
- CP
- Current Price (Subject to Change)
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., UPC No., ISBN No., Model No., or SKU.
- BP
- Buyer's Part Number
- MF
- Manufacturer
- MG
- Manufacturer's Part Number
- OH
- Opposite-Hand Part Number
- PN
- Company Part Number
- PT
- Print or Drawing
- SA
- Schematic Diagram Reference Number
- TX
- Federal Aviation Administration (FAA) Service Bulletin Number
The Federal Aviation Association (FAA) Service Bulletin number which authorizes replacement of a subject part by the replacing part number.
- ZZ
- Mutually Defined
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- MF
- Manufacturer
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)
- PN
- Company Part Number
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- PT
- Print or Drawing
Identifying number for a product or service
Ford’s blueprint number.
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- ZZ
- Mutually Defined
Identifying number for a product or service
Blueprint manufacturer name.
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- SA
- Schematic Diagram Reference Number
Identifying number for a product or service
Manufacturer’s blueprint number.
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
Part description.
Purchase Requisition No.
To specify identifying information
Code Qualifying the Reference Identification
- RQ
- Purchase Requisition No.
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Requisition number.
A free-form description to clarify the related data elements and their content
Literal "requisition number".
Toxicology ID
To specify identifying information
Code Qualifying the Reference Identification
- XT
- Toxicology ID
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Toxicology number. This data previously (version 2001) sent in P01 segment with a qualifier of "PI".
A free-form description to clarify the related data elements and their content
Literal "toxicology number".
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.
Indicates pay on usage.
- CO
- Consignment
Date/Time Reference
To specify pertinent dates and times
Code specifying type of date or time, or both date and time
- 062
- Blueprint
The first two characters in the designation of the year (CCYY)
Based on a pivot year of 50 - see Y2K note at beginning of transaction set.
Line Item Schedule
To specify the data for scheduling a specific line-item
- The SCH segment is used to specify various quantities of items ordered that are to be scheduled. When this segment is used the unit of measurement code (SCH02) should always be identical to the unit of measurement code in the associated PO1 segment (PO103) and the sum of values of quantity (SCH01) should always equal the quantity ordered (PO102) in the PO1 segment.
This repetition of the SCH (position 295) will be used to indicate shipping quantity and date if the item does NOT have multiple ship-tos or split delivery. If split delivery does exist for this item, this SCH will not be exists and instead the SCH (position 415) within the N1 loop (beginning at position 350) will be used to.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
Code identifying an organizational entity, a physical location, or an individual
- MA
- Party for whom Item is Ultimately Intended
Code specifying type of date or time, or both date and time
- SCH05 specifies the interpretation to be used for SCH06 and SCH07.
- 002
- Delivery Requested
- 069
- Promised for Delivery
Date (YYMMDD)
See Y2K note at beginning of transaction set.
Alphanumeric characters assigned for differentiation within a transaction set
- SCH12 is the schedule identification.
Ford’s 5 byte GSDB (global supplier database) code. Same value as found in N102 when N101 = ST.
This occurence of the N9-MSG loop used to send item description.
Reference Identification
To transmit identifying information as specified by the Reference Identification Qualifier
Code Qualifying the Reference Identification
- E9
- Attachment Code
Supplementary reference information.
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Item line number.
Free-form descriptive text
Text indicating what information will be found in the MSG segment.
Message Text
To provide a free-form format that allows the transmission of text information
Free-form message text
Text regarding attachments.
This occurence of the N9-MSG loop used to send item description.
Reference Identification
To transmit identifying information as specified by the Reference Identification Qualifier
Code Qualifying the Reference Identification
- BV
- Purchase Order Line Item Identifier (Buyer)
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Item line number.
Free-form descriptive text
Text indicating what information will be found in the MSG segment.
Message Text
To provide a free-form format that allows the transmission of text information
Free-form message text
Line item description.
This occurrence of the N1 loop in the detail, consisting of the N1, N2, N3, N4, and SCH segments, will be used to identify spilt delivery locations (for those items with multiple ship-to locations) and/or split delivery quantities and dates. If an item does not have either multiple ship-to locations or split delivery quantities, this repetition of the N1 loop will not be created. Instead, the ship-to will be specified in the N1 loop within the heading (beginning at position 310) when N101= "ST" and the quantity and date will be contained in the SCH loop (position 295).
Name
To identify a party by type of organization, name, and code
Code identifying an organizational entity, a physical location, or an individual
This repetition of the N1 loop is used for items with multiple ship to locations and/or split delivery dates and quantities.
- 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.
Location code identifying N102 (Ford’s 5 byte GSDB code).
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)
Line Item Schedule
To specify the data for scheduling a specific line-item
Used if the item has multiple ship-tos or split delivery, and will indicate shipping quantity and date for the location specified in N1-N4 of the detail loop.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
Code identifying an organizational entity, a physical location, or an individual
- MA
- Party for whom Item is Ultimately Intended
Free-form name
"Attention to" name if one exists.
Code specifying type of date or time, or both date and time
- SCH05 specifies the interpretation to be used for SCH06 and SCH07.
- 002
- Delivery Requested
Date (YYMMDD)
Expected delivery date. See Y2K note at beginning of transaction set.
Alphanumeric characters assigned for differentiation within a transaction set
- SCH12 is the schedule identification.
Location code identifying ship to location in N102 (Ford’s 5 byte GSDB code).
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
Total number of PO1 segments.
Sum of values of the specified data element. All values in the data element will be summed without regard to decimal points (explicit or implicit) or signs. Truncation will occur on the left most digits if the sum is greater than the maximum size of the hash total of the data element.
Example:
-.0018 First occurrence of value being hashed. .18 Second occurrence of value being hashed. 1.8 Third occurrence of value being hashed. 18.01 Fourth occurrence of value being hashed. ------- 1855 Hash total prior to truncation. 855 Hash total after truncation to three-digit field.
Quantity total of all PO102 elements sent within this 850.
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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