X12 855 Warehouse Purchase Order Acknowledgment
This Draft Standard for Trial Use contains the format and establishes the data contents of the Purchase Order Acknowledgment Transaction Set (855) 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 a seller's acknowledgment of a buyer's purchase order. This transaction set can also be used as notification of a vendor generated order. This usage advises a buyer that a vendor has or will ship merchandise as prearranged in their partnership.
- ~ 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
- PR
- Purchase Order Acknowledgement (855)
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).
- 855
- Purchase Order Acknowledgment
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 Acknowledgment
To indicate the beginning of the Purchase Order Acknowledgment Transaction Set and transmit identifying numbers and dates
Code identifying purpose of transaction set
- 04
- Change
- 06
- Confirmation
Code specifying the type of acknowledgment
- AC
- Acknowledge - With Detail and Change
AC means that there are changes, and the 855 will contain all detail lines (not just exceptions). In this case, vendor should send the header segments and the detail segments for each line item.
- AE
- Acknowledge - With Exception Detail Only
AE means that the vendor will only send the detail lines that have changes. Header segments will be sent or not sent based upon whether changes have occurred at that level.
- AK
- Acknowledge - No Detail or Change
AK means that the vendor has accepted the PO as is, without any changes.
- RJ
- Rejected - No Detail
RJ means that the vendor will not be fulfilling any
part of this PO.
Identifying number for Purchase Order assigned by the orderer/purchaser
Please note the PO number should match the Purchase Order Number
you received in the 850/875 EDI Document.
Date expressed as CCYYMMDD
- BAK04 is the date assigned by the purchaser to purchase order.
Carrier's Reference Number (PRO/Invoice)
To specify identifying information
Code qualifying the Reference Identification
- CN
- Carrier's Reference Number (PRO/Invoice)
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Pickup Reference Number
To specify identifying information
Code qualifying the Reference Identification
- P8
- Pickup Reference Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
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.
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
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.
Date/Time Reference
To specify pertinent dates and times
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
- B
- Origin/Delivery Carrier (Any Mode)
Code designating the system/method of code structure used for Identification Code (67)
- When specifying a routing sequence to be used for the shipment movement in lieu of specifying each carrier within the movement, use TD502 to identify the party responsible for defining the routing sequence, and use TD503 to identify the actual routing sequence, specified by the party identified in TD502.
- 2
- Standard Carrier Alpha Code (SCAC)
Code specifying the method or type of transportation for the shipment
- A
- Air
- M
- Motor (Common Carrier)
- R
- Rail
- S
- Ocean
Free-form description of the routing or requested routing for shipment, or the originating carrier's identity
Carrier Name
Carrier Details (Equipment)
To specify transportation details relating to the equipment used by the carrier
Code identifying type of equipment used for shipment
- TL
- Trailer (not otherwise specified)
Sequencing or serial part of an equipment unit's identifying number (pure numeric form for equipment number is preferred)
Actual # of equipment used.
Name
To identify a party by type of organization, name, and code
Code identifying an organizational entity, a physical location, property or an individual
- FA
- Facility
Code designating the system/method of code structure used for Identification Code (67)
- 9
- D-U-N-S+4, D-U-N-S Number with Four Character Suffix
- FA
- Facility Identification
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.
8-digit H-E-B bicep number.
Name
To identify a party by type of organization, name, and code
Code identifying an organizational entity, a physical location, property or an individual
- ST
- Ship To
Code designating the system/method of code structure used for Identification Code (67)
- 9
- D-U-N-S+4, D-U-N-S Number with Four Character Suffix
Code identifying a party or other code
- This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the "ID Code" (N104) must provide a key to the table maintained by the transaction processing party.
8-digit H-E-B bicep number.
Name
To identify a party by type of organization, name, and code
Code identifying an organizational entity, a physical location, property or an individual
- VN
- Vendor
Code designating the system/method of code structure used for Identification Code (67)
- 9
- D-U-N-S+4, D-U-N-S Number with Four Character Suffix
Code identifying a party or other code
- This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the "ID Code" (N104) must provide a key to the table maintained by the transaction processing party.
8-digit H-E-B bicep number.
Detail
Baseline Item Data
To specify basic and most frequently used line item data
- PO102 is required.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- CA
- Case
- EA
- Each
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., U.P.C. No., ISBN No., Model No., or SKU.
- SK
- Stock Keeping Unit (SKU)
H-E-B Item Code
- U2
- U.P.C. Shipping Container Code (1-2-5-5)
- UA
- U.P.C./EAN Case Code (2-5-5)
- UD
- U.P.C./EAN Consumer Package Code (2-5-5)
- UK
- U.P.C./EAN Shipping Container Code (1-2-5-5-1)
Identifying number for a product or service
If PO1_06 = UA PO1_07 is a 12 digit Case UPC (2-5-5 format).
If PO1_06 = U2 PO1_07 is a 13 digit Case UPC (1-2-5-5 format).
If PO1_06 = UK PO1_07 is a 14 digit Case UPC (1-2-5-5-1 format).
If PO1_06 = SK PO1_07 is a Stock Keeping Unit (SKU).
Line Item Acknowledgment
To acknowledge the ordered quantities and specify the ready date for a specific line item
Code specifying the action taken by the seller on a line item requested by the buyer
- BP
- Item Accepted - Partial Shipment, Balance Backordered
In the case where the vendor can partially fulfill the order, and will fulfill the balance later:
Example:
PO1_02 will have the original order quantity of
the item
ACK_01 = BP
ACK_02 = quantity that can be fulfilled now
ACK_03 = Unit of Measure of the item
ACK_04 = 017 which is an estimated Delivery
Date of the backordered portion
ACK_05 = Date - DR
- Item Accepted - Date Rescheduled
In the case where an item code will be fulfilled, but on a date that is after the other items on PO will be closed/received.
i. PO1_02 = Order quantity of item
ii. ACK01 = DR
iii. ACK04 = 017 Estimated Delivery Date for
this item
iv. ACK05= Date (estimated delivery) - IA
- Item Accepted
This would be sent in cases where the vendor is
sending a detailed 855 (BAK02 = AC), but the line
item referenced in the preceding PO1 segment has no changes. In this case, vendor would only send ACK01. - IB
- Item Backordered
In cases where the item is back ordered entirely
i. PO1_02 = Order quantity of item
ii. ACK01 = IB
iii. ACK04 = 017 Estimate Delivery Date for
the item
iv. ACK05 = Date for Delivery - IQ
- Item Accepted - Quantity Changed
This is a situation where the vendor has changed the quantity of the item reference in the preceding PO1 segment. In this case, the PO1_02 will show the original order quantity of the item, and the ACK02 and ACK03 are both required to be sent. ACK02 will show the new order quantity (that can be fulfilled) and ACK03 is the Unit of Measure.
- IR
- Item Rejected
This indicates that the item identified in the
preceding PO1 segment will not be fulfilled at all. In this case, ACK01 is the only element required. - IS
- Item Accepted - Substitution Made
In the case of an item substitution, the vendor would actually need to send 2 PO1/ACK loops. The first one would acknowledge the original item. The 2nd would identify the new order item. The ACK01 = IS would cover the new item, and would also require the ACK02 and ACK03.
Example:
Vendor can't fulfill item A, but they have item B
which is a substitution for A.
Vendor would send PO1 for item A with Original
order quantity.
Vendor would send ACK segment with ACK01 =
IR (rejecting item A).
Vendor would send PO segment for new Item B,
PO1_02 could be zero or have the quantity
that was originally ordered.
Vendor would send ACK segment with ACK01 =
IS, with ACK02 = Quantity ordered of
substitute item, and ACK03 = Unit of Measure of
substituted item.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
Code specifying type of date or time, or both date and time
- 017
- Estimated Delivery
Summary
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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