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Warehouse Purchase Order Acknowledgment
  • Specification
  • EDI Inspector
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X12 855 Warehouse Purchase Order Acknowledgment

X12 Release 4010

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.

Delimiters
  • ~ Segment
  • * Element
  • > Component
EDI samples
  • None included
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Overview
ISA
-
Interchange Control Header
Max use 1
Required
GS
-
Functional Group Header
Max use 1
Required
heading
ST
010
Transaction Set Header
Max use 1
Required
BAK
020
Beginning Segment for Purchase Order Acknowledgment
Max use 1
Required
REF
050
Carrier's Reference Number (PRO/Invoice)
Max use 1
Optional
REF
050
Pickup Reference Number
Max use 1
Optional
SAC Loop
DTM
150
Date/Time Reference
Max use 10
Optional
TD5
240
Carrier Details (Routing Sequence/Transit Time)
Max use 12
Optional
TD3
250
Carrier Details (Equipment)
Max use 12
Optional
GE
-
Functional Group Trailer
Max use 1
Required
IEA
-
Interchange Control Trailer
Max use 1
Required
ISA

Interchange Control Header

RequiredMax use 1

To start and identify an interchange of zero or more functional groups and interchange-related control segments

Example
ISA-01
I01
Authorization Information Qualifier
Required
Identifier (ID)

Code to identify the type of information in the Authorization Information

00
No Authorization Information Present (No Meaningful Information in I02)
ISA-02
I02
Authorization Information
Required
String (AN)
Min 10Max 10

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)

ISA-03
I03
Security Information Qualifier
Required
Identifier (ID)

Code to identify the type of information in the Security Information

00
No Security Information Present (No Meaningful Information in I04)
ISA-04
I04
Security Information
Required
String (AN)
Min 10Max 10

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)

ISA-05
I05
Interchange ID Qualifier
Required
Identifier (ID)
Min 2Max 2

Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified

Codes
ISA-06
I06
Interchange Sender ID
Required
String (AN)
Min 15Max 15

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

ISA-07
I05
Interchange ID Qualifier
Required
Identifier (ID)
Min 2Max 2

Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified

Codes
ISA-08
I07
Interchange Receiver ID
Required
String (AN)
Min 15Max 15

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

ISA-09
I08
Interchange Date
Required
Date (DT)
YYMMDD format

Date of the interchange

ISA-10
I09
Interchange Time
Required
Time (TM)
HHMM format

Time of the interchange

ISA-11
I10
Interchange Control Standards Identifier
Required
Identifier (ID)

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
ISA-12
I11
Interchange Control Version Number
Required
Identifier (ID)

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
ISA-13
I12
Interchange Control Number
Required
Numeric (N0)
Min 9Max 9

A control number assigned by the interchange sender

ISA-14
I13
Acknowledgment Requested
Required
Identifier (ID)
Min 1Max 1

Code sent by the sender to request an interchange acknowledgment (TA1)

0
No Acknowledgment Requested
1
Interchange Acknowledgment Requested
ISA-15
I14
Usage Indicator
Required
Identifier (ID)
Min 1Max 1

Code to indicate whether data enclosed by this interchange envelope is test, production or information

I
Information
P
Production Data
T
Test Data
ISA-16
I15
Component Element Separator
Required
String (AN)
Min 1Max 1

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

RequiredMax use 1

To indicate the beginning of a functional group and to provide control information

Example
GS-01
479
Functional Identifier Code
Required
Identifier (ID)

Code identifying a group of application related transaction sets

PR
Purchase Order Acknowledgement (855)
GS-02
142
Application Sender's Code
Required
String (AN)
Min 2Max 15

Code identifying party sending transmission; codes agreed to by trading partners

GS-03
124
Application Receiver's Code
Required
String (AN)
Min 2Max 15

Code identifying party receiving transmission. Codes agreed to by trading partners

Required
Date (DT)
CCYYMMDD format

Date expressed as CCYYMMDD

Required
Time (TM)
HHMM, HHMMSS, HHMMSSD, or HHMMSSDD format

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)

GS-06
28
Group Control Number
Required
Numeric (N0)
Min 1Max 9

Assigned number originated and maintained by the sender

GS-07
455
Responsible Agency Code
Required
Identifier (ID)
Min 1Max 2

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
GS-08
480
Version / Release / Industry Identifier Code
Required
String (AN)

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

ST
010
Heading > ST

Transaction Set Header

RequiredMax use 1

To indicate the start of a transaction set and to assign a control number

Example
ST-01
143
Transaction Set Identifier Code
Required
Identifier (ID)

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
ST-02
329
Transaction Set Control Number
Required
Numeric (N)
Min 4Max 9

Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set

BAK
020
Heading > BAK

Beginning Segment for Purchase Order Acknowledgment

RequiredMax use 1

To indicate the beginning of the Purchase Order Acknowledgment Transaction Set and transmit identifying numbers and dates

Example
BAK-01
353
Transaction Set Purpose Code
Required
Identifier (ID)

Code identifying purpose of transaction set

04
Change
06
Confirmation
BAK-02
587
Acknowledgment Type
Required
Identifier (ID)

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.

BAK-03
324
Purchase Order Number
Required
String (AN)
Min 1Max 22

Identifying number for Purchase Order assigned by the orderer/purchaser

Usage notes

Please note the PO number should match the Purchase Order Number
you received in the 850/875 EDI Document.

Required
Date (DT)
CCYYMMDD format

Date expressed as CCYYMMDD

  • BAK04 is the date assigned by the purchaser to purchase order.
REF
050
Heading > REF

Carrier's Reference Number (PRO/Invoice)

OptionalMax use 1

To specify identifying information

Example
Variants (all may be used)
REFPickup Reference Number
REF-01
128
Reference Identification Qualifier
Required
Identifier (ID)

Code qualifying the Reference Identification

CN
Carrier's Reference Number (PRO/Invoice)
REF-02
127
Reference Identification
Optional
String (AN)
Min 1Max 30

Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

REF
050
Heading > REF

Pickup Reference Number

OptionalMax use 1

To specify identifying information

Example
REF-01
128
Reference Identification Qualifier
Required
Identifier (ID)

Code qualifying the Reference Identification

P8
Pickup Reference Number
REF-02
127
Reference Identification
Optional
String (AN)
Min 1Max 30

Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

SAC Loop
OptionalMax >1
SAC
120
Heading > SAC Loop > SAC

Service, Promotion, Allowance, or Charge Information

RequiredMax use 1

To request or identify a service, promotion, allowance, or charge; to specify the amount or percentage for the service, promotion, allowance, or charge

Example
If either Unit or Basis for Measurement Code (SAC-09) or Quantity (SAC-10) is present, then the other is required
SAC-01
248
Allowance or Charge Indicator
Required
Identifier (ID)
Min 1Max 1

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.
SAC-05
610
Amount
Optional
Numeric (N2)
Min 1Max 15

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.
SAC-09
355
Unit or Basis for Measurement Code
Optional
Identifier (ID)
Min 2Max 2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

SAC-10
380
Quantity
Optional
Decimal number (R)
Min 1Max 15

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.
SAC Loop end
DTM
150
Heading > DTM

Date/Time Reference

OptionalMax use 10

To specify pertinent dates and times

Example
DTM-01
374
Date/Time Qualifier
Required
Identifier (ID)

Code specifying type of date or time, or both date and time

067
Current Schedule Delivery
068
Current Schedule Ship
118
Requested Pick-up
177
Cancellation
Optional
Date (DT)
CCYYMMDD format

Date expressed as CCYYMMDD

TD5
240
Heading > TD5

Carrier Details (Routing Sequence/Transit Time)

OptionalMax use 12

To specify the carrier and sequence of routing and provide transit time information

Example
If Identification Code Qualifier (TD5-02) is present, then Identification Code (TD5-03) is required
TD5-01
133
Routing Sequence Code
Optional
Identifier (ID)

Code describing the relationship of a carrier to a specific shipment movement

B
Origin/Delivery Carrier (Any Mode)
TD5-02
66
Identification Code Qualifier
Optional
Identifier (ID)

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)
TD5-03
67
Identification Code
Optional
String (AN)
Min 2Max 80

Code identifying a party or other code

TD5-04
91
Transportation Method/Type Code
Optional
Identifier (ID)

Code specifying the method or type of transportation for the shipment

A
Air
M
Motor (Common Carrier)
R
Rail
S
Ocean
TD5-05
387
Routing
Optional
String (AN)
Min 1Max 35

Free-form description of the routing or requested routing for shipment, or the originating carrier's identity

Usage notes

Carrier Name

TD3
250
Heading > TD3

Carrier Details (Equipment)

OptionalMax use 12

To specify transportation details relating to the equipment used by the carrier

Example
TD3-01
40
Equipment Description Code
Optional
Identifier (ID)

Code identifying type of equipment used for shipment

TL
Trailer (not otherwise specified)
TD3-03
207
Equipment Number
Optional
String (AN)
Min 1Max 10

Sequencing or serial part of an equipment unit's identifying number (pure numeric form for equipment number is preferred)

Usage notes

Actual # of equipment used.

N1 Facility
OptionalMax 1
Variants (all may be used)
Ship ToVendor
N1
300
Heading > Facility > N1

Name

RequiredMax use 1

To identify a party by type of organization, name, and code

Example
If either Identification Code Qualifier (N1-03) or Identification Code (N1-04) is present, then the other is required
N1-01
98
Entity Identifier Code
Required
Identifier (ID)

Code identifying an organizational entity, a physical location, property or an individual

FA
Facility
N1-03
66
Identification Code Qualifier
Optional
Identifier (ID)

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
N1-04
67
Identification Code
Optional
String (AN)
Min 2Max 80

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.
Usage notes

8-digit H-E-B bicep number.

N1 Facility end
N1 Ship To
OptionalMax 1
Variants (all may be used)
FacilityVendor
N1
300
Heading > Ship To > N1

Name

RequiredMax use 1

To identify a party by type of organization, name, and code

Example
If either Identification Code Qualifier (N1-03) or Identification Code (N1-04) is present, then the other is required
N1-01
98
Entity Identifier Code
Required
Identifier (ID)

Code identifying an organizational entity, a physical location, property or an individual

ST
Ship To
N1-03
66
Identification Code Qualifier
Optional
Identifier (ID)

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
N1-04
67
Identification Code
Optional
String (AN)
Min 2Max 80

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.
Usage notes

8-digit H-E-B bicep number.

N1 Ship To end
N1 Vendor
OptionalMax 1
Variants (all may be used)
FacilityShip To
N1
300
Heading > Vendor > N1

Name

RequiredMax use 1

To identify a party by type of organization, name, and code

Example
If either Identification Code Qualifier (N1-03) or Identification Code (N1-04) is present, then the other is required
N1-01
98
Entity Identifier Code
Required
Identifier (ID)

Code identifying an organizational entity, a physical location, property or an individual

VN
Vendor
N1-03
66
Identification Code Qualifier
Optional
Identifier (ID)

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
N1-04
67
Identification Code
Optional
String (AN)
Min 2Max 80

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.
Usage notes

8-digit H-E-B bicep number.

N1 Vendor end
Heading end

Detail

PO1 Loop
OptionalMax >1
PO1
010
Detail > PO1 Loop > PO1

Baseline Item Data

RequiredMax use 1

To specify basic and most frequently used line item data

  • PO102 is required.
Example
If Unit or Basis for Measurement Code (PO1-03) is present, then Quantity Ordered (PO1-02) is required
If Basis of Unit Price Code (PO1-05) is present, then Unit Price (PO1-04) is required
If either Product/Service ID Qualifier (PO1-06) or Product/Service ID (PO1-07) is present, then the other is required
PO1-02
330
Quantity Ordered
Optional
Decimal number (R)
Min 1Max 15

Quantity ordered

PO1-03
355
Unit or Basis for Measurement Code
Optional
Identifier (ID)

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

CA
Case
EA
Each
PO1-04
212
Unit Price
Optional
Decimal number (R)
Min 1Max 15

Price per unit of product, service, commodity, etc.

PO1-05
639
Basis of Unit Price Code
Optional
Identifier (ID)

Code identifying the type of unit price for an item

CP
Current Price (Subject to Change)
PO1-06
235
Product/Service ID Qualifier
Optional
Identifier (ID)

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)
PO1-07
234
Product/Service ID
Optional
String (AN)
Min 1Max 48

Identifying number for a product or service

Usage notes

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).

ACK Loop
OptionalMax >1
ACK
270
Detail > PO1 Loop > ACK Loop > ACK

Line Item Acknowledgment

RequiredMax use 1

To acknowledge the ordered quantities and specify the ready date for a specific line item

Example
If either Quantity (ACK-02) or Unit or Basis for Measurement Code (ACK-03) is present, then the other is required
If Date/Time Qualifier (ACK-04) is present, then Date (ACK-05) is required
ACK-01
668
Line Item Status Code
Required
Identifier (ID)

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.

ACK-02
380
Quantity
Optional
Decimal number (R)
Min 1Max 15

Numeric value of quantity

ACK-03
355
Unit or Basis for Measurement Code
Optional
Identifier (ID)
Min 2Max 2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

ACK-04
374
Date/Time Qualifier
Optional
Identifier (ID)

Code specifying type of date or time, or both date and time

017
Estimated Delivery
Optional
Date (DT)
CCYYMMDD format

Date expressed as CCYYMMDD

ACK Loop end
PO1 Loop end
Detail end

Summary

SE
030
Summary > SE

Transaction Set Trailer

RequiredMax use 1

To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments)

Example
SE-01
96
Number of Included Segments
Required
Numeric (N0)
Min 1Max 10

Total number of segments included in a transaction set including ST and SE segments

SE-02
329
Transaction Set Control Number
Required
Numeric (N)
Min 4Max 9

Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set

Summary end

Functional Group Trailer

RequiredMax use 1

To indicate the end of a functional group and to provide control information

Example
GE-01
97
Number of Transaction Sets Included
Required
Numeric (N0)
Min 1Max 6

Total number of transaction sets included in the functional group or interchange (transmission) group terminated by the trailer containing this data element

GE-02
28
Group Control Number
Required
Numeric (N0)
Min 1Max 9

Assigned number originated and maintained by the sender

Interchange Control Trailer

RequiredMax use 1

To define the end of an interchange of zero or more functional groups and interchange-related control segments

Example
IEA-01
I16
Number of Included Functional Groups
Required
Numeric (N0)
Min 1Max 5

A count of the number of functional groups included in an interchange

IEA-02
I12
Interchange Control Number
Required
Numeric (N0)
Min 9Max 9

A control number assigned by the interchange sender

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