X12 850 Purchase Order 4010 (GSA ADV)
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
- 00
- Original
Use to indicate an original procurement instrument.
- 22
- Information Copy
Use to indicate that this is an information copy of an original procurement instrument. This information copy is sent to addresses other than the selling party, e.g., the Contract Administration Office. Used for designation of Emergency Orders. Do not Ship Indicator.
Code specifying the type of Purchase Order
Use to identify the type of procurement instrument represented by this transaction set.
- CN
- Consigned Order
Use to indicate a store order.
- NE
- New Order
- RL
- Release or Delivery Order
Use to indicate releases, calls, or delivery orders against existing indefinite procurement instruments. Used by GSA Advantage.
Identifying number for Purchase Order assigned by the orderer/purchaser
Use to identify the procurement instrument identification number (PIIN) not the order against a basic procurement instrument, e.g., delivery order, release, or call. For delivery orders, cite the basic procurement instrument identification number (e.g., the contract or schedule number) and cite the delivery order or call number in BEG04. This is the contract number.
Number identifying a release against a Purchase Order previously placed by the parties involved in the transaction
Use to identify the delivery order, call or release number, (e.g., the Supplemental PIIN) against the basic procurement instrument cited in BEG03.This is the delivery/purchase order number.
Date expressed as CCYYMMDD
- BEG05 is the date assigned by the purchaser to purchase order.
When BEG04 is used, cite the date of the delivery order, call or release. When BEG04 is not used, cite the date of the procurement instrument in BEG03.
Code specifying the type of acknowledgment
Reference Identification
To specify identifying information
- Use this 1/REF/050 segment to identify reference numbers that apply to all of the line items. When the reference numbers vary by line item, use the 2/REF/100 segment.
Code qualifying the Reference Identification
A request has been submitted to ASC X12 for a code to specify Type of Science and for Catalog number (for Research and Development work). If approved, these codes will be available for use in ASC X12 Version/Release 3050.
- 2E
- Foreign Military Sales Case Number
Use to indicate that the order involves a foreign military sale.
- AT
- Appropriation Number
Use to indicate accounting appropriation data. Cite the data as a literal string in REF03.
- BB
- Authorization Number
Use to indicate the statutory authorization under which this order is negotiated. BPA Number
- BE
- Business Activity
Use to indicate a web order.
- BM
- Bill of Lading Number
Use to indicate a government bill of lading (GBL).
- CO
- Customer Order Number
Customer Express Order Number – postal number
- CR
- Customer Reference Number
Customer Fedex Number
- DO
- Delivery Order Number
- DS
- Defense Priorities Allocation System (DPAS) Priority Rating
- E4
- Charge Card Number
Use to indicate the government credit card under which payment for this instrument will be accomplished. When used, provide the credit card expiration date in the 1/DTM/150 segment citing code 036 in DTM01.
- FI
- File Identifier
Use to indicate the unique ID number.
- IL
- Internal Order Number
Use to indicate the requisition number (e.g., the MILSTRIP/FEDSTRIP document number).
- IT
- Internal Customer Number
6 character agency internal code.
- P4
- Project Code
Use to indicate the project number applicable to this order.
- PH
- Priority Rating
Use to indicate the MILSTRIP/FEDSTRIP priority.
- PR
- Price Quote Number
Use to indicate the contractor's bid, quote or proposal number.
- RQ
- Purchase Requisition Number
Use, as appropriate, to indicate an internal number such as a purchase request or purchase request order number. When citing a purchase request number, concatenate its line number with the purchase request number if it is necessary to transmit both numbers. CSC order number or Global Supply Order number
- TG
- Transportation Control Number (TCN)
- TH
- Transportation Account Code (TAC)
- TN
- Transaction Reference Number
Use to indicate the unique reference number of a related transaction set (e.g., an 841 transaction set carrying a related technical specification or drawing). Each transaction set has a unique number. In the case of the 841 transaction set, that number is carried in SPI02.
- W6
- Federal Supply Schedule Number
- ZZ
- Mutually Defined
Use to indicate another type of reference number. When used, identify the nature of the number in REF03. Examples of the numbers that can be included here (for which data maintenance has been submitted to ASC X12) are: Military Standard Number, Technical Document Number, Technical Order Number, Related Contract Line Item Number, and Standard Number.
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
If a reference number has an associated revision number, suffix or extension, concatenate the reference and revision/suffix/extension number and carry the resultant number in this data element.
A free-form description to clarify the related data elements and their content
Use to carry additional information related to the number cited in REF02.
When REF01 is code AT, cite the accounting appropriation as a literal string in this data element.
When REF01 is code E4, cite the type of credit card.
Administrative Communications Contact
To identify a person or office to whom administrative communications should be directed
Use to identify a contract when that party is not to be associated with an address. When an address is also required, use the 1/PER/360 segment.
A request has been submitted to ASC X12 to add data element 443, Contact Inquiry Reference, at PER07. This data element will permit citing the title of the party identified in PER02. If approved, this data element will be available for use in ASC X12 Version/Release 3050.
Code identifying the major duty or responsibility of the person or group named
- CD
- Contract Contact
- HM
- Hazardous Material Contact
- NT
- Notification Contact
Use to indicate the party to be contacted for shipping instructions. Use only when LDT01 in the 1/LDT/160 segment cites code AI.
- RE
- Receiving Contact
Use to indicate the party to be contacted to schedule a shipment. Use only when LDT01 in the 1/LDT/160 segment cites code AI.
- ZZ
- Mutually Defined
Free-form name
Cite the last name first, followed by the first name. Do not truncate the last name if the whole name is longer than 35 characters. Instead, truncate or use the initial of the first name.
Code identifying the type of communication number
- EM
- Electronic Mail
- FX
- Facsimile
- IT
- International Telephone
Include the country code.
- TE
- Telephone
Use to indicate the commercial telephone number of the individual cited in PER02.
Complete communications number including country or area code when applicable
Code identifying the type of communication number
Use to specify a second communication number for the party cited in PER02. For example, if PER03/04 cites the commercial telephone number, then PER05/06 can be used to cite an electronic mail number.
- EM
- Electronic Mail
- EX
- Telephone Extension
Use only if PER03 is used citing either code AU or TE.
- FX
- Facsimile
- IT
- International Telephone
Include the country code.
- TE
- Telephone
Use to indicate the commercial telephone number of the individual cited in PER02.
Complete communications number including country or area code when applicable
F.O.B. Related Instructions
To specify transportation instructions relating to shipment
Use this 1/FOB/080 segment if the FOB point and the acceptance location apply to all of the line items. When the FOB point or acceptance location vary by line item, use the 2/FOB/180 segment.
This segment is not necessary when the order is for a service.
Code identifying payment terms for transportation charges
- FOB01 indicates which party will pay the carrier.
- BP
- Paid by Buyer
Use to indicate that the FOB point is origin.
- PE
- Prepaid and Summary Bill
Use to indicate that transportation costs are authorized to be prepaid and added to the invoice.
- PP
- Prepaid (by Seller)
Use to indicate that the FOB point is destination.
Code identifying type of location
- FOB02 is the code specifying transportation responsibility location.
Use to identify the FOB point.
A request has been submitted to ASC X12 to add codes for Port of Embarkation, Port of Loading, and Government Furnished Property FOB Point. We expect these codes will be available for use in ASC X12 Version/Release 3050.
- DE
- Destination (Shipping)
- FV
- Free Alongside Vessel (Free On Board [F.O.B.] Point)
- IT
- Intermediate FOB Point
Use to indicate a Freight Forwarder.
- OR
- Origin (Shipping Point)
- ZZ
- Mutually Defined
Use to indicate that the FOB point is neither origin nor destination. When used, cite the actual FOB point in FOB03. If the actual FOB point is an address or geographical location, use in conjunction with one iteration of the appropriate N1 loop, using code KX in N101.
A free-form description to clarify the related data elements and their content
Use to identify the FOB point only when FOB02 is code ZZ. If necessary, use one iteration of the N1 loop, using code KX in N101, to specify the address of the FOB point. Use is discouraged.
Code identifying type of location
- FOB06 is the code specifying the title passage location.
Use to identify the acceptance point.
- DE
- Destination (Shipping)
- OR
- Origin (Shipping Point)
- ZZ
- Mutually Defined
Use to indicate that the acceptance point is neither origin nor destination. When used, cite the actual acceptance point in FOB07. If the actual acceptance point is an address or geographic location, use in conjunction with one iteration of the N1 loop, using code ZZ in N101.
A free-form description to clarify the related data elements and their content
Use to identify the acceptance point when FOB06 is code ZZ. If necessary, use one iteration of the N1 loop, using code ZZ in N101, to specify the address of the acceptance point. Use is discouraged.
Service, Promotion, Allowance, or Charge Information
To request or identify a service, promotion, allowance, or charge; to specify the amount or percentage for the service, promotion, allowance, or charge
Use the 1/SAC/120 segment to identify charges that apply to all of the line items. If the charges vary by line item, use the 2/SAC/130 segment.
Code which indicates an allowance or charge for the service specified
- If SAC01 is "A" or "C", then at least one of SAC05, SAC07, or SAC08 is required.
- A
- Allowance
- C
- Charge
- N
- No Allowance or Charge
Code identifying the service, promotion, allowance, or charge
Use any code.
D230 Freight Surcharge – additional charges for emergency orders
Monetary amount
- SAC05 is the total amount for the service, promotion, allowance, or charge.
- If SAC05 is present with SAC07 or SAC08, then SAC05 takes precedence.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
A conversion table may be required to convert agency codes to codes used by ASC X12.
Numeric value of quantity
- SAC10 and SAC11 is the quantity basis when the allowance or charge quantity is different from the purchase order or invoice quantity.
- SAC10 and SAC11 used together indicate a quantity range, which could be a dollar amount, that is applicable to service, promotion, allowance, or charge.
- In some business applications, it is necessary to advise the trading partner of the actual dollar amount that a particular allowance, charge, or promotion was based on to reduce ambiguity. This amount is commonly referred to as "Dollar Basis Amount". It is represented in the SAC segment in SAC10 using the qualifier "DO" - Dollars in SAC09.
Use to indicate the quantity to which the amount in SAC05 applies. SAC10/11 can be used together to specify a quantity range to which the amount in SAC05 applies.
Date/Time Reference
To specify pertinent dates and times
Use this 1/DTM/150 segment to specify a required delivery date when it is expressed as an actual date. If the delivery schedule is expressed as a set number time period after the occurrence of some event, use the 1/LDT/160 segment. If the 1/LDT/160 segment is used, do not use this segment.
Use this 1/DTM/150 segment to specify dates (e.g., quote date, transaction set date) if they apply to all of the line items in the order. When the dates vary by line item, use the 2/DTM/210 segment.
Code specifying type of date or time, or both date and time
- 036
- Expiration
Use to indicate the expiration date of the government credit card identified in the 1/REF/050 segment.
- 996
- Required Delivery
Use to indicate that delivery is required on or before the specified date.
Marking, Packaging, Loading
To describe marking, packaging, loading, and unloading requirements
- Use this 1/PKG/220 segment to identify packaging requirements that apply to all of the line items. When the packaging requirements vary by line item, use the 2/PKG/300 segment.
- Do not use when standard commercial packaging is acceptable.
Code indicating the format of a description
- If PKG01 equals "F", then PKG05 is used. If PKG01 equals "S", then PKG04 is used. If PKG01 equals "X", then both PKG04 and PKG05 are used.
- F
- Free-form
Use when the packaging information is provided in free-form text.
Code specifying the marking, packaging, loading and related characteristics being described
Code identifying the agency assigning the code values
- Use PKG03 to indicate the organization that publishes the code list being referred to.
- DD
- Department of Defense
- GS
- General Services Administration (GSA)
- MS
- Military Standard
Use to indicate Military Documentation needed.
- ZZ
- Mutually Defined
Use to indicate an activity other than DoD or GSA. Use to indicate Commercial Documentation needed.
A free-form description to clarify the related data elements and their content
- Special marking or tagging data can be given in PKG05 (description).
Use to identify a string of MIL-STD 2073-2C packaging codes or to provide packaging information in free-form text. The MIL-STD 2073-2C code string uses a positional and sequential system. Coded data must appear in the sequence and the number of positions specified in Appendix F of MIL-STD 2073-1. Zeros shall be inserted in the code string for data that is not being provided. A comma (,) will be used as a delimiter between the data in the code string. Use of this data element is discouraged. Place text either “MILITARY” or “COMMERCIAL”
Marks and Numbers
To indicate identifying marks and numbers for shipping containers
Use this 1/MAN/270 segment when marks and numbers apply to all of the line items. Use the 2/MAN/280 segment when the marks and numbers vary by line item.
Use to identify such data as MILSTRIP/FEDSTRIP number, Transportation Control number, Project Priority number, and consignee related codes.
Code specifying the application or source of Marks and Numbers (87)
- MAN01/MAN02 and MAN04/MAN05 may be used to identify two different marks and numbers assigned to the same physical container.
- When MAN01 contains code "UC" (U.P.C. Shipping Container Code) and MAN05/MAN06 contain a range of ID numbers, MAN03 is not used. The reason for this is that the U.P.C. Shipping Container code is the same on every carton that is represented in the range in MAN05/MAN06.
- S
- Entire Shipment
Use to indicate that the marks and numbers are applicable to all line items in the order.
Marks and numbers used to identify a shipment or parts of a shipment
- When both MAN02 and MAN03 are used, MAN02 is the starting number of a sequential range and MAN03 is the ending number of that range.
Marks and numbers used to identify a shipment or parts of a shipment
- MAN03 and/or MAN06 are only used when sending a range(s) of ID numbers.
- When both MAN02/MAN03 and MAN05/MAN06 are used to send ranges of ID numbers, the integrity of the two ID numbers must be maintained.
Code specifying the application or source of Marks and Numbers (87)
- S
- Entire Shipment
Use to indicate that the marks and numbers are applicable to all line items in the order.
Marks and numbers used to identify a shipment or parts of a shipment
- When both MAN05 and MAN06 are used, MAN05 is the starting number of a sequential range, and MAN06 is the ending number of that range.
Marks and numbers used to identify a shipment or parts of a shipment
Name
To identify a party by type of organization, name, and code
Whenever possible, address information should be transmitted using code values contained in a combination of the N101, N103/04 data elements. Use N102 and the N2-N4 segments only when it is necessary to transmit the full address. For example, if a vendor can be identified by a DUNS/UEI number, it is not necessary to transmit the vendor's full address since the relationship between the DUNS/UEI number and the vendor's address can be established by accessing a data base in which the information is stored, having been put there at the time the vendor electronically registered as a federal government trading partner.
Use the 1/N1/310 loop to identify organizations or people that apply to all of the line items, or are not applicable at the line item level (e.g., ordering party, etc.). When the addresses vary by line item, use the 2/N1/350 loop.
Multiple iterations of this segment may be used: codes BY, SE, IU, IC, Z7, ST.
Code identifying an organizational entity, a physical location, property or an individual
- BT
- Bill-to-Party
Use to indicate the Credit Card Holder Name
- BY
- Buying Party (Purchaser)
Use to indicate the purchasing office or activity.
- IC
- Intermediate Consignee
Use to indicate a freight forwarder. CRP
- IU
- Issuer
GSA Advantage or GSA Ebuy distinction
- OB
- Ordered By
Use to identify the activity placing an order against a basic contract.
- PO
- Party to Receive Invoice for Goods or Services
Use to indicate where the invoice should be mailed.
- RC
- Receiving Location
Use to indicate the store ID code.
- SE
- Selling Party
- ST
- Ship To
Use to indicate the address to which an item must be shipped. If the ship-to address is an FPO or APO, identify the FPO or APO in the N4 segment using N401 and N403.
- SV
- Service Performance Site
Use to indicate a location where a service, e.g., grass cutting, will be performed
- Z7
- Mark-for Party
IN Country address for overseas orders.
- ZZ
- Mutually Defined
Use to identify the acceptance location when it cannot be described using a point such as origin or destination.
Code designating the system/method of code structure used for Identification Code (67)
Use, when applicable, to identify the named party.
A request has been submitted to ASC X12 to add a code for Contractor Establishment Code. We expect this code to be available for use in the ASC X12 Version/Release 3050.
While Federal EDI will use the DUNS number, other numbers may be required for a period of transition in order to cross-reference existing data bases with new procurement actions.
- 1
- D-U-N-S Number, Dun & Bradstreet
Use of the DUNS or DUNS+4 is preferred over any other coded number to identify a named party.
- 9
- D-U-N-S+4, D-U-N-S Number with Four Character Suffix
Use of the DUNS or DUNS+4 is preferred over any other coded number to identify a named party.
- 10
- Department of Defense Activity Address Code (DODAAC)
Use to indicate either a Department of Defense Activity Address Code or a Civilian Agency Activity Address Code.
- 16
- ZIP Code
Billing Zip Code
- 33
- Commercial and Government Entity (CAGE)
- US
- UEI designation
- ZZ
- Mutually Defined
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.
Additional Name Information
To specify additional names or those longer than 35 characters in length
This segment is not necessary when the cited party can be identified by a code value in N101/03/04.
Address Information
To specify the location of the named party
This segment is not necessary when the party can be identified by a code value in N101/03/04.
Geographic Location
To specify the geographic place of the named party
This segment is not necessary when the party can be identified by a code value in N101/03/04.
When identifying an APO/FPO, N401 carries the APO/FPO city name and N403 carries the ZIP code of the city.
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 the country
A conversion table may be required to convert agency codes to ASC X12 codes.
Administrative Communications Contact
To identify a person or office to whom administrative communications should be directed
Use this 1/PER/360 segment to identify contacts not associated with an address.
A request has been submitted to ASC X12 to add data element 443, Contact Inquiry Reference, at PER07. This data element will permit citing the title of the party identified in PER02. If approved, this data element will be available for use in ASC X12 Version/Release 3050.
Code identifying the major duty or responsibility of the person or group named
Use to identify individuals who can be contacted regarding the order.
- 1A
- Review/Repricing Contact
When N101 is code SE, use to indicate an individual who authorized a one time special price for line items in this award instrument, e.g., a spot pricing reduction from an existing contract or catalog price. In this instance, PER02 MUST be used.
When used, the 1/REF/350 segment may be used to provide a special price authorization number by citing code 9B in REF01 and the 2/CTP/040 segment in the PO1 loop of the line items authorized the special price should be used citing code SPC in CTP02.
- BD
- Buyer Name or Department
- CN
- General Contact
When N101 is code ST, use to indicate the accepting official at destination.
- HM
- Hazardous Material Contact
- PC
- Purchasing Contracting Officer (PCO)
- PD
- Project Director
Use to indicate the Investigator, i.e., the principal party working on a research effort. A request has been submitted to ASC X12 to add a code for Investigator (for research and development work). We expect this code will be available for use in ASC X12 Version/Release 3050. In the meantime, use this code.
- RP
- Responsible Person
When N101 is code C4, use to indicate the accepting official at origin.
- SU
- Supplier Contact
Use to indicate the selling party's point of contact.
Free-form name
Cite the last name first, followed by the first name. Do not truncate the last name if whole name is longer than 35 characters. Instead, truncate the first name or use the initial of the first name.
Code identifying the type of communication number
- EM
- Electronic Mail
- FX
- Facsimile
- IT
- International Telephone
- TE
- Telephone
Use to indicate the commercial telephone number of the individual cited in PER02.
Complete communications number including country or area code when applicable
When PER03 is code TE, include the area code.
Code identifying the type of communication number
Use to identify a second communications number for the party cited in PER02. For example, if PER03/04 cites a commercial telephone number, PER05/06 can be used to cite an Electronic Mail address.
- EM
- Electronic Mail
- EX
- Telephone Extension
Use only if PER03 is used citing either code AU or TE.
- FX
- Facsimile
- IT
- International Telephone
Include the country code.
- TE
- Telephone
Use to indicate the commercial telephone number of the individual cited in PER02.
Complete communications number including country or area code when applicable
When PER05 is code TE, include the area code.
Detail
Baseline Item Data
To specify basic and most frequently used line item data
- PO102 is required.
Use the 2/PO1/010 loop to specify all information related to a CLIN, SUBCLIN or ELIN. Each iteration of the PO1 loop will carry all the information related to the CLIN, SUBCLIN or ELIN cited in PO101.
Alphanumeric characters assigned for differentiation within a transaction set
- PO101 is the line item identification.
Use to identify the CLIN, SUBCLIN or ELIN or other number identifying the line item.
Quantity ordered
Use to specify the quantity of the item being ordered. Step ladder quantities and related prices will be cited in the 2/CTP/040 segment.
Do not use this data element when quantities are specified at the SUBCLIN level.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
Use any code.
A conversion table may be required to convert agency codes to codes used by ASC X12.
- SX
- Shipment
Use this code when PO101 is a line item for prepaid transportation charges. Use the 2/SAC/130 segment when no prepaid and add.
Price per unit of product, service, commodity, etc.
When PO105 is code TB, enter the number 0. Customer Price
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 are used in pairs. For example, PO106 will contain a qualifier code and PO107 will contain information related to the qualifying code. So, if PO106 is code FS then PO107 would carry the National Stock Number.
Any code can be used but listed codes are preferred.
Use as many codes as necessary to describe the ordered item. There is no need to use all the codes or even all of the applicable codes. Select from the code list the minimum set of codes and code values necessary to describe the item.
- CH
- Country of Origin Code
- CL
- Color
- CN
- Commodity Name
- F7
- End-Item Description
Use to identify the end item, if applicable, to which the ordered item applies.
- FS
- National Stock Number
The NSN shall be transmitted as a continuous set of numbers, and without the dashes.
- FT
- Federal Supply Classification
See Code Source 27 for the FSCs associated with this code.
- MF
- Manufacturer
Use to identify a manufacturer (by name) who does not have a CAGE code. Use code ZB for a CAGE code.
- MG
- Manufacturer's Part Number
Use to specify the manufacturer's part number assigned to the ordered item.
- MN
- Model Number
- PD
- Part Number Description
Use to provide a text description of an item.
- PI
- Purchaser's Item Code
Use to provide a text description of an item that has no other assigned identification number.
- PQ
- Product ID Attribute Code
Use to indicate the UII Unique Item Identifier.
- SR
- Substitute Product Number
- SV
- Service Rendered
Use to specify in text, the service being ordered.
- VP
- Vendor's (Seller's) Part Number
Use to identify a part number assigned by a selling party other than the manufacturer.
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Pricing Information
To specify pricing information
Use this 2/CTP/040 segment to specify prices for step-ladder quantities of the line item cited in PO101 for a basic procurement instrument, e.g., a requirements or indefinite quantity contract.
Example of step-ladder pricing for ranges 1-10, 11-20, 21-30, 31-50:
CTPPBQ1EA n/l
CTP**ICL25.0010EA n/l
CTPICL24.5020*EA n/l
CTPICL23.5030EA n/l
CTP**MAX22.0050EA n/l
Code identifying pricing specification
Use to indicate the type of prices included in the order.
Data maintenance has been submitted to ASC X12 asking for the addition of codes for: packaging protection levels and packing levels. If approved, these codes will be available for use in ASC X12 Version/Release 3050.
- GOV
- Government Price
Use to indicate the sale price to the government.
- ICL
- Unit Price Through Quantity
When specifying prices for different quantities, use to indicate the end of a quantity range.
- MAX
- Maximum Order Quantity Price
When specifying prices for different quantities, use to indicate the quantity above which the price will not change.
- PBQ
- Unit Price Beginning Quantity
When specifying prices for different quantities, use to indicate the beginning of a quantity range.
- SPC
- Special Price
Use to indicate that the line item unit price cited in PO104, is a special price authorized by a representative of the selling party.
When used, identify the authorizing party either in the 1/PER/360 or 2/PER/110 segment citing code 1A in PER01 and provide a special price authorization number either in the 1/REF/350 or 2/REF/100 segment citing code 9B in REF01.
DO NOT use CTP03 when this code is used.
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.
- Government price.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
Use any code.
A conversion table may be required to convert agency codes to codes used by ASC X12.
Product/Item Description
To describe a product or process in coded or free-form format
Use the 2/PID/050 segment when the information applies to a specific line item. Use the 1/PID/190 segment when the information applies to all the line items. Use is discouraged.
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
Use, if necessary, to provide a brief description of the line item being ordered.
Reference Identification
To specify identifying information
Use this 2/REF/100 segment to identify reference numbers that vary by line item. When the reference numbers apply to all the line items in the order, use the 1/REF/050 segment.
Code qualifying the Reference Identification
Use any code. Listed codes are preferred.
- AT
- Appropriation Number
Use to indicate accounting appropriation data. Cite the data as a literal string in REF03.
- BB
- Authorization Number
- IL
- Internal Order Number
Use to indicate the requisition number (e.g., the MILSTRIP/FEDSTRIP document number).
- P4
- Project Code
Use to indicate the project number applicable to this line item.
- PH
- Priority Rating
Use to indicate the MILSTRIP/FEDSTRIP priority rating.
- PR
- Price Quote Number
- RQ
- Purchase Requisition Number
Use, as appropriate, to indicate an internal number such as a purchase request or purchase request order number. When citing a purchase request number, concatenate its line item number with the purchase request number if it is necessary to transmit both numbers. Internal number- CSC Order Number or Global Supply Number.
- TG
- Transportation Control Number (TCN)
- TH
- Transportation Account Code (TAC)
- TN
- Transaction Reference Number
Use to indicate the unique reference number of a related transaction set (e.g., an 841 transaction set carrying a related technical specification or drawing). Each transaction set has a unique number. In the case of the 841 transaction set, that number is carried in SPI02.
- ZZ
- Mutually Defined
Use to indicate another type of reference number. When used, identify the nature of the number in REF03. Examples of the numbers that can be included here (for which data maintenance has been requested from ASC X12) is: DD Form 250 Requirement Code, Military Standard Number, Technical Document Number, Technical Order Number, Related Contract Line Item Number and Standard Number. If approved, these codes will be available in ASC X12 Version/Release 3050.
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
If a reference number has an associated revision number, suffix or extension, concatenate the reference and revision/suffix/extension number and carry the resultant number in this data element.
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
- Use this 1/PER/360 segment to identify contacts not associated with an address.
Code identifying the major duty or responsibility of the person or group named
- 1A
- Review/Repricing Contact
Use to indicate an individual who authorized a one time special price for the line item in this PO1 loop, e.g., a spot pricing reduction from an existing contract or catalog price. In this instance, PER02 MUST be used.
When used, cite a special price authorization number in the 2/REF/100 segment citing code 9B in REF01 and use the 2/CTP/040 segment citing code SPC in CTP02.
- AC
- Administrative Contact
- AU
- Report Authorizer
Use to indicate the party approving the Contract Data Requirements List.
- NT
- Notification Contact
Use to indicate the party to be contacted for shipping instructions. Use only when LDT01 in the 220 segment cites code AI.
- PI
- Preparer
Use to indicate the preparer of the Contract Data Requirements List.
- RE
- Receiving Contact
Use to indicate the party to be contacted to schedule a shipment. Use only when LDT01 in the 2/LDT/220 segment cites code AI.
Free-form name
Cite the last name first, followed by the first name. Do not truncate the last name if the whole name is longer than 35 characters. Instead, truncate or use the initial of the first name.
Code identifying the type of communication number
- EM
- Electronic Mail
- FX
- Facsimile
- IT
- International Telephone
Include the country code.
- TE
- Telephone
Complete communications number including country or area code when applicable
Code identifying the type of communication number
Use to identify a second communications number for the party cited in PER02. For example, if PER03/04 cites a commercial telephone number, PER05/06 can be used to cite an Electronic Mail address.
- EM
- Electronic Mail
- EX
- Telephone Extension
Use only if PER03 is used citing either code AU or TE.
- FX
- Facsimile
- IT
- International Telephone
Include the country code.
- TE
- Telephone
Use to indicate the commercial telephone number of the named party.
Complete communications number including country or area code when applicable
Service, Promotion, Allowance, or Charge Information
To request or identify a service, promotion, allowance, or charge; to specify the amount or percentage for the service, promotion, allowance, or charge
Use the 2/SAC/130 segment to identify charges that apply to a line item. If the charges apply to all of the line items, use the 1/SAC/120 segment.
Code which indicates an allowance or charge for the service specified
- If SAC01 is "A" or "C", then at least one of SAC05, SAC07, or SAC08 is required.
- A
- Allowance
- C
- Charge
- N
- No Allowance or Charge
Code identifying the service, promotion, allowance, or charge
Use any code.
D230 – Freight surcharges
Monetary amount
- SAC05 is the total amount for the service, promotion, allowance, or charge.
- If SAC05 is present with SAC07 or SAC08, then SAC05 takes precedence.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
A conversion table may be required to convert agency codes used by ASC X12.
Numeric value of quantity
- SAC10 and SAC11 is the quantity basis when the allowance or charge quantity is different from the purchase order or invoice quantity.
- SAC10 and SAC11 used together indicate a quantity range, which could be a dollar amount, that is applicable to service, promotion, allowance, or charge.
- In some business applications, it is necessary to advise the trading partner of the actual dollar amount that a particular allowance, charge, or promotion was based on to reduce ambiguity. This amount is commonly referred to as "Dollar Basis Amount". It is represented in the SAC segment in SAC10 using the qualifier "DO" - Dollars in SAC09.
Use to indicate the quantity to which the amount in SAC05 applies. SAC10/11 can be used together to specify a quantity range to which the amount in SAC05 applies.
F.O.B. Related Instructions
To specify transportation instructions relating to shipment
Use this 2/FOB/180 segment to identify the FOB point and acceptance location when they vary by line item. If the FOB point and acceptance location apply to all the line items, use the 1/FOB/080 segment.
Do not use when the line item is for a service.
Code identifying payment terms for transportation charges
- FOB01 indicates which party will pay the carrier.
- BP
- Paid by Buyer
Use to indicate that the FOB point is origin.
- PE
- Prepaid and Summary Bill
Use to indicate that the shipping costs are authorized to be prepaid and added to an invoice
- PP
- Prepaid (by Seller)
Use to indicate that the FOB point is destination.
Code identifying type of location
- FOB02 is the code specifying transportation responsibility location.
Use to identify the FOB point.
A request has been submitted to ASC X12 to add codes for Port of Embarkation, Port of Loading, and Government Furnished Property FOB Point. We expect these codes will be available for use in ASC X12 Version/Release 3050.
- DE
- Destination (Shipping)
- FV
- Free Alongside Vessel (Free On Board [F.O.B.] Point)
- IT
- Intermediate FOB Point
Use to indicate a freight forwarder.
- OR
- Origin (Shipping Point)
- ZZ
- Mutually Defined
Use to indicate that the FOB point is neither origin nor destination. When used, cite the actual FOB point in FOB03. If the actual FOB point is an address or geographical location, use in conjunction with one iteration of the appropriate N1 loop, using code KX in N101.
A free-form description to clarify the related data elements and their content
Use to identify the FOB point only when FOB02 is code ZZ. If necessary, use one iteration of the N1 loop, using code KX in N101, to specify the address of the FOB point. Use is discouraged.
Code identifying type of location
- FOB06 is the code specifying the title passage location.
Use to identify the acceptance point.
- DE
- Destination (Shipping)
- OR
- Origin (Shipping Point)
- ZZ
- Mutually Defined
Use to identify the acceptance point when it is neither origin nor destination. When used, cite the actual acceptance point in FOB07. If the actual acceptance point is an address or geographic location, use in conjunction with the appropriate N1 loop, using code ZZ in N101.
A free-form description to clarify the related data elements and their content
Use to identify the acceptance point when FOB06 is code ZZ. If necessary, use one iteration of the N1 loop, using code ZZ in N101, to specify the address of the acceptance point. Use is discouraged.
Date/Time Reference
To specify pertinent dates and times
- Use this 2/DTM/210 segment to specify a required delivery date when it is expressed as an actual date. If the required delivery schedule is expressed as a set time period after the occurrence of some event, use the 2/LDT/220 segment.
2 Use this 2/DTM/210 segment to specify dates that apply to a line item. Use the 1/DTM/150 segment to specify date that apply to all of the line items.
Code specifying type of date or time, or both date and time
- 996
- Required Delivery
Use to indicate that delivery is required on or before the specified date.
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)
Code identifying the time. In accordance with International Standards Organization standard 8601, time can be specified by a + or - and an indication in hours in relation to Universal Time Coordinate (UTC) time; since + is a restricted character, + and - are substituted by P and M in the codes that follow
Code indicating the date format, time format, or date and time format
Expression of a date, a time, or range of dates, times or dates and times
When delivery is specified as a range of time for a given date, e.g., use code RTM in DTM06 to qualify a range of times for a delivery on March 30, 1994 between 1:00 PM and 4:00 PM local time. Use DTM01/02 to convey the March 30, 1994 date.
Marks and Numbers
To indicate identifying marks and numbers for shipping containers
Use this 2/MAN/280 segment to provide marks and numbers that vary by line item. If the marks and numbers apply to all of the line items, use the 1/MAN/270 segment.
Use to identify such data as MILSTRIP/FEDSTRIP number, Transportation Control number, Project Priority number, and consignee related codes.
Code specifying the application or source of Marks and Numbers (87)
- MAN01/MAN02 and MAN04/MAN05 may be used to identify two different marks and numbers assigned to the same physical container.
- When MAN01 contains code "UC" (U.P.C. Shipping Container Code) and MAN05/MAN06 contain a range of ID numbers, MAN03 is not used. The reason for this is that the U.P.C. Shipping Container code is the same on every carton that is represented in the range in MAN05/MAN06.
- L
- Line Item Only
Marks and numbers used to identify a shipment or parts of a shipment
- When both MAN02 and MAN03 are used, MAN02 is the starting number of a sequential range and MAN03 is the ending number of that range.
Marks and numbers used to identify a shipment or parts of a shipment
- MAN03 and/or MAN06 are only used when sending a range(s) of ID numbers.
- When both MAN02/MAN03 and MAN05/MAN06 are used to send ranges of ID numbers, the integrity of the two ID numbers must be maintained.
Code specifying the application or source of Marks and Numbers (87)
- L
- Line Item Only
Marks and numbers used to identify a shipment or parts of a shipment
- When both MAN05 and MAN06 are used, MAN05 is the starting number of a sequential range, and MAN06 is the ending number of that range.
Marks and numbers used to identify a shipment or parts of a shipment
Name
To identify a party by type of organization, name, and code
Whenever possible, address information should be transmitted using code values contained in a combination of the N101, N103/04 data elements. Use N102 and the N2-N4 segments only when it is necessary to transmit the full address. For example, if a vendor can be identified by a DUNS number, it is not necessary to transmit the vendor's full address since the relationship between the DUNS number and the vendor's address can be established by accessing a data base in which the information is stored, having been put there at the time the vendor electronically registered as a federal government trading partner.
Use the 2/N1/350 loop to identify organizations or people that vary by line item. If the organizations or people apply to all of the line items, use the 1/N1/310 loop.
Code identifying an organizational entity, a physical location, property or an individual
A request has been submitted to ASC X12 to add additional codes for Contracting Officer Representative Party Authorized to Definitize Contract Action, Government Furnished Property FOB Point, Party to Receive Proposal, and Transportation Office. We expect these codes will be available for use in ASC X12 Version/Release 3050.
- BY
- Buying Party (Purchaser)
Use to indicate the purchasing office or activity.
- IC
- Intermediate Consignee
Use to indicate a freight forwarder.CRP
- MF
- Manufacturer of Goods
- OB
- Ordered By
- ST
- Ship To
Use to indicate the address to which an item must be shipped. If the ship-to address is an FPO or APO, identify the FPO or APO in the N4 segment using N401 and N403.
- SV
- Service Performance Site
Use to indicate the location where a service is to be performed.
- Z7
- Mark-for Party
In Country Address.
- ZZ
- Mutually Defined
Use to identify the acceptance location when it cannot be described using a point such as origin or destination. Data maintenance has been submitted to ASC X12 asking for a code for Acceptance Point. If approved, the code will be available in ASC X12 Version/Release 3050.
Code designating the system/method of code structure used for Identification Code (67)
Use, when applicable, to identify the named party.
A request has been submitted to ASC X12 to add a code for Contractor Establishment Code. We expect this code to be available for use in the ASC X12 Version/Release 3050.
While Federal EDI will use the DUNS number, other numbers may be required for a period of transition in order to cross-reference existing data bases with new procurement actions.
- 1
- D-U-N-S Number, Dun & Bradstreet
Use of the DUNS or DUNS+4 is preferred over any other coded number to identify a named party.
- 9
- D-U-N-S+4, D-U-N-S Number with Four Character Suffix
Use of the DUNS or DUNS+4 is preferred over any other coded number to identify a named party.
- 10
- Department of Defense Activity Address Code (DODAAC)
Use to indicate either a Department of Defense Activity Address Code or a Civilian Agency Activity Address Code.
- 33
- Commercial and Government Entity (CAGE)
Use to indicate vendors with CAGE codes.
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.
Additional Name Information
To specify additional names or those longer than 35 characters in length
This segment is not necessary when the cited party can be identified by a code value in N101/03/04.
Address Information
To specify the location of the named party
This segment is not necessary when the cited party can be identified by a code value in N101/03/04.
Geographic Location
To specify the geographic place of the named party
This segment is not necessary when the cited party can be identified by a code value in N101/03/04.
When identifying an APO/FPO, N401 carries the APO/FPO city name and N403 carries the ZIP code of the city.
A request has been submitted to ASC X12 to increase the maximum use of this segment to greater than 1 to accommodate specifying multiple states or countries in a delivery zone. We expect this maximum use to be available in ASC X12 Version/Release 3050.
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 the country
A conversion table may be required to convert agency codes to codes used by ASC X12.
Code identifying type of location
- CC
- Country
When N101 is code DZ, if applicable, use to indicate a country in the delivery zone.
- SP
- State/Province
When N101 is code DZ, if applicable, use to indicate a state or province in the delivery zone.
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
- 1A
- Review/Repricing Contact
Use to indicate an individual who authorized a one time special price for the line item in this PO1 loop, e.g., a spot pricing reduction from an existing contract or catalog price. In this instance, PER02 MUST be used.
When used, cite a special price authorization number in the 2/REF/100 segment citing code 9B in REF01 and use the 2/CTP/040 segment citing code SPC in CTP02.
- AC
- Administrative Contact
- AU
- Report Authorizer
Use to indicate the party approving the Contract Data Requirements List.
- NT
- Notification Contact
Use to indicate the party to be contacted for shipping instructions. Use only when LDT01 in the 220 segment cites code AI.
- PI
- Preparer
Use to indicate the preparer of the Contract Data Requirements List.
- RE
- Receiving Contact
Use to indicate the party to be contacted to schedule a shipment. Use only when LDT01 in the 2/LDT/220 segment cites code AI.
Free-form name
Cite the last name first, followed by the first name. Do not truncate the last name if the whole name is longer than 35 characters. Instead, truncate or use the initial of the first name.
Code identifying the type of communication number
- EM
- Electronic Mail
- FX
- Facsimile
- IT
- International Telephone
Include the country code.
- TE
- Telephone
Complete communications number including country or area code when applicable
Code identifying the type of communication number
Use to identify a second communications number for the party cited in PER02. For example, if PER03/04 cites a commercial telephone number, PER05/06 can be used to cite an Electronic Mail address.
- EM
- Electronic Mail
- EX
- Telephone Extension
Use only if PER03 is used citing either code AU or TE.
- FX
- Facsimile
- IT
- International Telephone
Include the country code.
- TE
- Telephone
Use to indicate the commercial telephone number of the named party.
Complete communications number including country or area code when applicable
Monetary Amount
To indicate the total monetary amount
Use this segment to specify the total amount of the line item.
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
Enter the total number of PO1 segments contained in this transaction set.
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.
-.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.
CTT02 is the sum of the value of quantities ordered (PO102) for each PO1 segment. Never use to carry an operational amount.
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.
Use this segment to provide the total amount of the order.
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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