X12 850 Purchase Order 5010 (GSA OMS)
This X12 Transaction Set 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
- ^ Repetition
Interchange Control Header
To start and identify an interchange of zero or more functional groups and interchange-related control segments
Code identifying 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 identifying 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)
Code indicating 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
Code indicating 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
Type is not applicable; the repetition separator is a delimiter and not a data element; this field provides the delimiter used to separate repeated occurrences of a simple data element or a composite data structure; this value must be different than the data element separator, component element separator, and the segment terminator
- ^
- Repetition Separator
Code specifying the version number of the interchange control segments
- 00501
- Standards Approved for Publication by ASC X12 Procedures Review Board through October 2003
A control number assigned by the interchange sender
Code indicating sender's request for an interchange acknowledgment
- 0
- No Interchange Acknowledgment Requested
- 1
- Interchange Acknowledgment Requested (TA1)
Code indicating 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
Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year
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 identifying the issuer of the standard; this code is used in conjunction with Data Element 480
- 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
- 005010
- Standards Approved for Publication by ASC X12 Procedures Review Board through October 2003
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) is 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
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.
- 00
- Original
- 22
- Information Copy
Code specifying the type of Purchase Order
- CN
- Consigned Order
- RL
- Release or Delivery 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 where CC represents the first two digits of the calendar year
- BEG05 is the date assigned by the purchaser to purchase order.
Reference Information
To specify identifying information
Code qualifying the Reference Identification
- BB
- Authorization Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
A free-form description to clarify the related data elements and their content
F.O.B. Related Instructions
To specify transportation instructions relating to shipment
Code identifying payment terms for transportation charges
- FOB01 indicates which party will pay the carrier.
- BP
- Paid by Buyer
- PP
- Prepaid (by Seller)
Code identifying type of location
- FOB02 is the code specifying transportation responsibility location.
FOB02 value of ‘DE’
if:
E - FOB destination $0
F - FAS Vessel $0
G - Other $0
FV: Free alongside Vessel (Free on board [F.O.B] point)
OR: Origin (Shipping Point)
FOB02 value of ‘OR’
if:
A - FOB origin, contractors’ facility 5% of sales value if it's over $35,000 otherwise 10%
B - FOB origin, freight allowed 5% of sales value if it's over $35,000 otherwise 10%
C - FOB origin, freight prepaid 5% of sales value if it's over $35,000 otherwise 10%
D - FOB origin 5% of sales value if it's over $35,000 otherwise 10%
H - Pre-pay and add the actual cost that FAS was billed
- DE
- Destination (Shipping)
- FV
- Free Alongside Vessel (Free On Board [F.O.B.] Point)
- OR
- Origin (Shipping Point)
A free-form description to clarify the related data elements and their content
Marking, Packaging, Loading
To describe marking, packaging, loading, and unloading requirements
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
Code specifying the marking, packaging, loading and related characteristics being described
- DD
- ZZ
Code identifying the agency assigning the code values
- Use PKG03 to indicate the organization that publishes the code list being referred to.
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”
A code from an industry code list which provides specific data about the marking, packaging or loading and unloading of a product
- PKG04 should be used for industry-specific packaging description codes.
A free-form description to clarify the related data elements and their content
- Special marking or tagging data can be given in PKG05 (description).
Code identifying loading or unloading a shipment
Marks and Numbers Information
To indicate identifying marks and numbers for shipping containers
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.
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.
Extended Reference Information
To transmit identifying information as specified by the Reference Identification Qualifier
Code qualifying the Reference Identification
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Text
To specify textual data
Party Identification
To identify a party by type of organization, name, and code
Code identifying an organizational entity, a physical location, property or an individual
BY: Buying Party (Purchaser) Use to indicate the purchasing office or activity
IC: Intermediate Consignee Use to indicate a freight forwarder. CRP If Freight Forwarder address receiving code is not available, then set N101 as “IC” and N102 as default “00000”
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 Use to indicate a location where a service, e.g., grass cutting will be performed
Z7: Mark-for-Party The Party for whom the needed material is intended in country address for overseas orders.
RC: Receiving Location Qualifier for Retail Operations (RO) orders only
- BY
- Buying Party (Purchaser)
- IC
- Intermediate Consignee
- RC
- Receiving Location
- SE
- Selling Party
- ST
- Ship To
- SU
- Supplier/Manufacturer
- Z7
- Mark-for Party
Code designating the system/method of code structure used for Identification Code (67)
9: DUNS+4
10: Department of Defense Activity Address code (DODACC) Use to indicate either a Department of Defense Activity Address Code or a Civilian Agency Activity Address Code
92: Address Code Assigned by Buyer. Used to identify code in N104. For Retail Operations (RO only) Use to populate when N101=RC, N104=Store Code
- 9
- D-U-N-S+4, D-U-N-S Number with Four Character Suffix
- 10
- Department of Defense Activity Address Code (DODAAC)
- 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.
Possible store codes:
MN: Camp LeJeune, NC
AG: Albany, GA
BC: Barstow, CA
AA: Alaska, AK
BJ: Butler, Japan
BN: Burlington, NJ (USMC Servmart)
CC: Carson, CO
CM: Curtis Bay, MD
CP: Cherry Point, NC
DA: Djibouti, AF
EF: Jacksonville, NC
GA: Guan, Anderson
GU: Guam, Santa R
HH: Hickam, HI
IJ: Iwakuni, Japan
KH: Kaneohe, HI
KJ: Kadena, JA
KK: Kunsan, KO
MA: Mid-Atlantic, VA
MJ: Misawa, JA
NN: New River, NC
OK: Osan, KO
PC: Pendleton, CA
PM: 29 Palms, CA
QV: Quantico, VA
RR: Red River, TX
SF: Jacksonville, Megacenter
SW: North Island, CA
TK: Tinker, OK
WH: White House, DC WR: Robins AFB
XJ: Yokota, JA
ZJ: Zama, JA
BN00: Burlington, NJ (USMC Servmart)
ZJ00: Zama, JA
XJ00: Yokota, JA
WR00: Robins AFB
WH00: White House, DC
TK00: Tinker, OK
SW00: North Island, CA
SW01: Lemoore, CA
SF00: Jacksonville, Megacenter
RR00: Red River, TX
QV00: Quantico, VA
PM00: 29 Palms, CA
PC00: Pendleton, CA
OK00: Osan, KO
OK01: Camp Humphrey, KO
NN00: New River, NC
MJ00: Misawa, JA
MA00: Oceana, Virginia Beach, VA
MA01: Norfolk, VA KK00: Kunsan, KO
KJ00: Kadena, JA
KH00: Kaneohe, HI
IJ00: Iwakuni, Japan
HH00: Hickam, HI
GU00: Guam, Santa R
GA00: Guam, Anderson
DA00: Djibouti, AF
CM00: Curtis Bay, MD
CC00: Carson, CO
BJ00: Butler, Japan
AA00: Alaska, AK
BC00: Barstow, CA
BC01: HAZMAT, Barstow, CA
AG00: Albany, GA
MN00: Camp LeJeune, NC
YA00: Yuma, AZ
PB00: JMPB-PWC, AR
JM00: GSA Store, IL
EF00: Jacksonville, FL
EF08: MC-08
EF10: MC-10
EF12: MC-12
EF15: MC-15
EF18: MC-18
EF19: MC-19
EF11: Aixa Desktop-whse 110
EF33: MC-33
EF16: MC16
EF17: MC17
EF03: TC3
EF01: Elaine's Office MC1
CP00: Cherry Point, NC
CP01: TC1 stock area
CP02: Safety store
CP12: TC 12
CP18: TC 18
CP03: TC3
CP04: TC4
CP05: TC5
CP07: TC7
CP23: TC23
CP25: TC25
CP35: TC35
CP84: Maintenance office 84
CP14: Maintenance 148
CP15: Maintenance 154 CP83: Maintenance 83
CP10: Maintenance 1006
CP13: 131 S
Additional Name Information
To specify additional names
Party Location
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.
If blank, default to ‘XX;
Code defining international postal zone code excluding punctuation and blanks (zip code for United States)
If blank, default to ‘00000’
Code identifying the country
If blank, default to ‘US’
Reference Information
To specify identifying information
Code qualifying the Reference Identification
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
A free-form description to clarify the related data elements and their content
Administrative Communications Contact
To identify a person or office to whom administrative communications should be directed
Code identifying the major duty or responsibility of the person or group named
BD: Buyer Name or Department
CN: General Contact When N101=’ST’, use to indicate the accepting official at destination
SU: Supplier Contact Use to indicate the selling party’s point of contact
- BD
- Buyer Name or Department
- CN
- General Contact
- SU
- Supplier Contact
Code identifying the type of communication number
- EM
- Electronic Mail
Complete communications number including country or area code when applicable
Complete communication number including country or area code when applicable
Code identifying the type of communication number
TE: Telephone Use to indicate the commercial telephone number of the individual cited in PER02
- TE
- Telephone
Complete communications number including country or area code when applicable
Detail
Baseline Item Data
To specify basic and most frequently used line item data
- PO102 is required.
Alphanumeric characters assigned for differentiation within a transaction set
- PO101 is the line item identification.
Alphanumeric characters assigned for differentiation within a transaction set Use to identify the CLIN, SUBCLIN or ELIN or other number identifying the line item
Numeric value of quantity
- PO102 is quantity ordered.
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
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.
- CL
- Color
- CN
- Commodity Name
- FS
- National Stock Number
- FT
- Federal Supply Classification
- MF
- Manufacturer
- MG
- Manufacturer's Part Number
- PD
- Part Number Description
- 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)
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
Code identifying pricing specification
- GOV
- Government Price
Price per unit of product, service, commodity, etc.
- See Figures Appendix for an example detailing the use of CTP03 and CTP04.
- See Figures Appendix for an example detailing the use of CTP03, CTP04 and CTP07.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
Product/Item Description
To describe a product or process in coded or free-form format
Code indicating the format of a description
- If PID01 equals "F", then PID05 is used. If PID01 equals "S", then PID04 is used. If PID01 equals "X", then both PID04 and PID05 are used.
- F
- Free-form
- Z
Code identifying the general class of a product or process characteristic
A code from an industry code list which provides specific data about a product characteristic
- PID04 should be used for industry-specific product description codes.
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
Numeric value of gross weight per pack
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- LB
- Pound
Numeric value of gross volume per pack
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- CF
- Cubic Feet
Reference Information
To specify identifying information
Code qualifying the Reference Identification
- 2E
- Foreign Military Sales Case Number
- CO
- Customer Order Number
- IL
- Internal Order Number
- P4
- Project Code
- PH
- Priority Rating
- TG
- Transportation Control Number (TCN)
- TH
- Transportation Account Code (TAC)
- ZZ
- Mutually Defined
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
A free-form description to clarify the related data elements and their content
Administrative Communications Contact
To identify a person or office to whom administrative communications should be directed
Code identifying the major duty or responsibility of the person or group named
- AA
- Authorized Representative
- IC
- Information Contact
Code identifying the type of communication number
- EM
- Electronic Mail
Complete communications number including country or area code when applicable
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
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
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.
- C
- Charge
Code identifying the service, promotion, allowance, or charge
- D230
- Freight Surcharge
- F040
- Order-Flat
- F050
- Other (See related description)
- F180
- Pallet
- H650
- Tax - Excise Tax - Origin
Code identifying the agency assigning the code values
Agency maintained code identifying the service, promotion, allowance, or charge
- SAC04 may be used to uniquely identify the service, promotion, allowance, or charge. In addition, it may be used in conjunction with SAC03 to further define SAC02.
Date/Time Reference
To specify pertinent dates and times
Code specifying type of date or time, or both date and time
- 996
- Required Delivery
Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year
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 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
Extended Reference Information
To transmit identifying information as specified by the Reference Identification Qualifier
Code qualifying the Reference Identification
- SU
- Special Processing Code
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Text
To specify textual data
Monetary Amount Information
To indicate the total monetary amount
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
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.
18E2 Fifth occurrence of value being hashed.
1873 Hash Total
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. CTT02 is the sum of the value of quantities ordered (PO102) for each PO1 segment. Never use to carry an operational amount.
Monetary Amount Information
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
EDI_850_1.txt
GS*PO*SENDERID*RECEIVERID*20200318*1257*87224*X*005010~
ST*850*0001~
BEG*00*RL*CONTRACT NUMBER*PO NUMBER*20030118~
FOB*PP*DE*DESTINATION TAILGATE DELIVERY~
PKG*F**DD**MILITARY~
N9*SU*Instructions to Follow~
MTX*ADD*FREE FORM TEXT GOES HERE~
N1*BY*BUYING PARTY~
N3*ADDRESS*ADDRESS LINE~
N3*ADDRESS INFORMATION~
PER*BD*BUYER NAME*EM*BUYER EMAIL*TE*BUYER PHONE NUMBER~
N1*ST*SHIP TO*10*STORE CODE~
N2*ADDTIONAL NAME INFORMATION~
N3*ADDRESS INFORMATION~
N4*CITY*PA*ZIP*US~
N1*Z7*MARK FOR PARTY*10*CP15~
N2*ADDITIONAL NAME INFORMATION~
N3*ADDRESS INFORMATION*ADDRESS INFORMATION~
N3*ADDRESS INFORMATION~
N4*CITY*PA*ZIP*US~
N1*SE*SELLING PARTY*9*DUNS~
N2*DUNS~
N4*CITY*PA*ZIP*US~
PER*SU*SUPPLIER*EM*EMAIL*TE*PHONE NUMBER~
N1*IC*INTERMEDIATE CONSIGNEE~
N3*DLA DEFENSE DIST DEPOT TRACY DEPOT*PHONE NUMBER~
N3*ADDRESS~
N4*CITY*PA*ZIP*US~
PO1*1*1*EA*1.17******FS*NATIONAL STOCK NUMBER*FT*FEDERAL SUPPLY*****PD*PART NUMBER DESCRIPTION~
CTP**GOV*1.02*1*EA~
PID*F****KEY, SOCKET HEAD SCREW SECM P/N: AW028D~
PO4******0.001*LB*0.01*CF~
REF*P4*9GJ~
REF*PH*05~
REF*IL*REQUISITION NUMBER~
REF*TG*TRANSPORTAION CONTROL NUMBER~
REF*TH*TRANSPORTAION ACCOUNT NUMBER~
REF*ZZ*999~
DTM*996*20230125~
N9*SU*Instructions to Follow~
MTX*ADD*FREE FORM TEXT GOES HERE~
AMT*1*1.02~
CTT*1*1.02~
AMT*TT*1.02~
SE*44*0001~
GE*1*87224~
IEA*1*000635641~
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