X12 860 Purchase Order Change Request - Buyer Initiated
This Draft Standard for Trial Use contains the format and establishes the data contents of the Purchase Order Change Request - Buyer Initiated Transaction Set (860) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to provide the information required for the customary and established business and industry practice relative to a purchase order change. This transaction can be used: (1) by a buyer to request a change to a previously submitted purchase order or (2) by a buyer to confirm acceptance of a purchase order change initiated by the seller or by mutual agreement of the two parties.
- ~ Segment
- * Element
- > Component
- ^ Repetition
- None included
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
- 00403
- Draft Standards for Trial Use Approved for Publication by ASC X12 Procedures Review Board through October 1999
A control number assigned by the interchange sender
Code indicating sender's request for an interchange acknowledgment
- 0
- No Acknowledgment Requested
- 1
- Interchange Acknowledgment Requested
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
- PC
- Purchase Order Change Request - Buyer Initiated (860)
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
- 004030
- Draft Standards Approved for Publication by ASC X12 Procedures Review Board through October 1999
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).
- 860
- Purchase Order Change Request - Buyer Initiated
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 Change
To indicate the beginning of the Purchase Order Change Transaction Set and transmit identifying numbers and dates
Every Purchase Order Change Request - Buyer Initiated (EDI 860) must be acknowledged with a Purchase Order Change Acknowledgment/Request - Seller Initiated (EDI 865) to complete the legal commitment of fulfillment. No changes are allowed on the Purchase Order Change Acknowledgment/Request - Seller Initiated (EDI 865).
"Consigned Orders" are for initial or replenishment of memo inventory orders (BEG02 - CO). A memo contract number will be supplied if available (BEG06).
"Rush Orders" are used to indicate that the order should be expedited (BEG02 -RO).
"Stand Alone Orders" are used for normal asset inventory replenishment (BEG02 - SA).
"Special Orders" are used for orders that have specific requirements or specifications (BEG02 - SO). The requirements or specifications will be provided in the MTX Segment in the N9 detail loop.
Code identifying purpose of transaction set
- 01
- Cancellation
- 04
- Change
Code specifying the type of Purchase Order
- CO
- Catalog Order
Consigned Order
- OS
- Special Order
- RO
- Rush Order
- SA
- Stand-alone Order
Identifying number for Purchase Order assigned by the orderer/purchaser
Retailer's original purchase order number.
Number assigned by the orderer identifying a specific change or revision to a previously transmitted transaction set
Retailer's sequence number for the purchase order changes. The highest
number is the latest version.
Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year
- BCH06 is the date assigned by the purchaser to purchase order.
Retailer's original purchase order date.
Contract number
This is used with consigned orders (BEG02 - CO).
Customer Order Number
To specify identifying information
The Retailer-assigned customer number (REF01 - IT) and Retailer assigned customer order number (REF01 - CO) are only present on Special Orders (BEG02 - SO).
Code qualifying the Reference Identification
- CO
- Customer Order Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
This is the Retailer-assigned supplier number (REF01 - IA); or the customer number (REF01 - IT); or customer order number (REF01 - CO).
Internal Customer Number
To specify identifying information
The Retailer-assigned customer number (REF01 - IT) and Retailer assigned customer order number (REF01 - CO) are only present on Special Orders (BEG02 - SO).
Code qualifying the Reference Identification
- IT
- Internal Customer Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
This is the Retailer-assigned supplier number (REF01 - IA); or the customer number (REF01 - IT); or customer order number (REF01 - CO).
Internal Vendor Number
To specify identifying information
Code qualifying the Reference Identification
- IA
- Internal Vendor Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
This is the Retailer-assigned supplier number (REF01 - IA); or the customer number (REF01 - IT); or customer order number (REF01 - CO).
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
Free-form name
This is the name of the retailer contact for the purchase order.
Code identifying the type of communication number
- WP
- Work Phone Number
Complete communications number including country or area code when applicable
This is the office telephone number for the retailer contact.
Code identifying the type of communication number
- EM
- Electronic Mail
Complete communications number including country or area code when applicable
This is the Email address for the retailer contact.
Sales Requirements
To specify general conditions or requirements of the sale
Code to identify a specific requirement or agreement of sale
- N
- No Back Order
- P4
- Do Not Preship
- SC
- Ship Complete
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
This segment will only be used if an allowance is to be applied to this purchase order. This is for supplier information only, as the retailer will deduct this amount from the invoice associated to the purchase order.
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
Code identifying the service, promotion, allowance, or charge
- A260
- Advertising Allowance
Code indicating on what basis allowance or charge percent is calculated
- 2
- Item Net Cost
Percent expressed as a percent
The percent is sent with a decimal point, e.g., 9.25% is sent as "9.25", and
5% is sent as "5.0".
Terms of Sale/Deferred Terms of Sale
To specify terms of sale
This segment is used to specify the terms associated with the purchase order and will only be used in the header area.
Code identifying type of payment terms
- If the code in ITD01 is "04", then ITD07 or ITD09 is required and either ITD10 or ITD11 is required; if the code in ITD01 is "05", then ITD06 or ITD07 is required.
- 14
- Previously agreed upon
Terms discount percentage, expressed as a percent, available to the purchaser if an invoice is paid on or before the Terms Discount Due Date
The percent is sent with a decimal point only when needed, e.g., 9.25% is
sent as "9.25", and 5% is sent as "5".
Number of days in the terms discount period by which payment is due if terms discount is earned
Number of days until total invoice amount is due (discount not applicable)
A free-form description to clarify the related data elements and their content
Cancel After
To specify pertinent dates and times
This segment is used to specify order processing dates.
Delivery Requested
To specify pertinent dates and times
This segment is used to specify order processing dates.
Restrictions/Conditions
To specify restrictions/conditions (such as shipping, ordering)
This segment is used to specify shipping instructions such as "Next Day", "2 Day", etc.
Name
To identify a party by type of organization, name, and code
Two loops will be generated for each Purchase Order; one for the bill to party and one for the ship to party.
Code identifying an organizational entity, a physical location, property or an individual
- BT
- Bill-to-Party
Code designating the system/method of code structure used for Identification Code (67)
- 92
- Assigned by Buyer or Buyer's Agent
Code identifying a party or other code
- This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the "ID Code" (N104) must provide a key to the table maintained by the transaction processing party.
This is the location code as defined by N103. The location refers to a store, warehouse, or customer. Location codes are used to alleviate the need to send complete names and addresses.
Location number (N101 = BT, ST) or Retail Customer number (N101 = ST).
Address Information
To specify the location of the named party
Geographic Location
To specify the geographic place of the named party
This segment is used to identify the Ship To (N101 = ST) geographic location.
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
ISO Numeric country code is required if not USA.
Name
To identify a party by type of organization, name, and code
Two loops will be generated for each Purchase Order; one for the bill to party and one for the ship to party.
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)
- 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.
This is the location code as defined by N103. The location refers to a store, warehouse, or customer. Location codes are used to alleviate the need to send complete names and addresses.
Location number (N101 = BT, ST) or Retail Customer number (N101 = ST).
Address Information
To specify the location of the named party
Geographic Location
To specify the geographic place of the named party
This segment is used to identify the Ship To (N101 = ST) geographic location.
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
ISO Numeric country code is required if not USA.
Detail
Line Item Change
To specify changes to a line item
Code specifying the type of change to the line item
- AI
- Add Additional Item(s)
- DI
- Delete Item(s)
- PC
- Price Change
- QD
- Quantity Decrease
- QI
- Quantity Increase
- RE
- Replacement Item
- RZ
- Replace All Values
Quantity ordered
This is the revised quantity for an item that is changed or the order quantity for an item that is added.
Quantity left to receive as qualified by the unit of measure
This is the revised quantity less the quantity that has been received
previously.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- CA
- Case
- EA
- Each
- PR
- Pair
- ST
- Set
Price per unit of product, service, commodity, etc.
The price is sent with a decimal point only when needed, e.g., $219.99
would be sent as "219.99", and $289.00 would be sent as "289".
To indicate a no charge item or free goods, PO104 will contain a single zero (0) and POC06 will contain code NC.
SKU cost price. Cost price is per unit of measure. Price contains a maximum of five integer and two decimal positions for all retail merchandise.
Code identifying the type of unit price for an item
This data element is used to clarify the basis of unit price. The unit price
expressed in POC07 is always in the same terms as the unit of measure in PO103.
- NC
- No Charge
- WH
- Wholesale
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- IN
- Buyer's Item Number
Identifying number for a product or service
This is the Retailer's identification number for the item.
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- VN
- Vendor's (Seller's) Item Number
Identifying number for a product or service
This is the Manufacturing Style Number for the item.
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- IZ
- Buyer's Size Code
Identifying number for a product or service
This is the size of the item requested.
Product/Item Description
To describe a product or process in coded or free-form format
The PID segment is used to provide product/item descriptions in text and or coded formats.
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
Code identifying the general class of a product or process characteristic
- 08
- Product
Code identifying the agency assigning the code values
- Use PID03 to indicate the organization that publishes the code list being referred to.
- VI
- Voluntary Inter-Industry Commerce Standard (VICS) EDI
A free-form description to clarify the related data elements and their content
This contains the retailer's item description for the product.
Text
To specify textual data
This is used to describe detail requirements for special orders.
Summary
Transaction Totals
To transmit a hash total for a specific element in the transaction set
- Number of line items (CTT01) is the accumulation of the number of POC segments.
If used, hash total (CTT02) is the sum of the value of quantities ordered (POC03) for each POC segment.
Total number of line items in the transaction set
The number of POC segments present in the transaction set.
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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