X12 850 Purchase Order (Procurement)
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
- ^ 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
- 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
- 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
- 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).
- 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
Example 1:
BEG00SA~12345678~~20120912.
Example 2:
BEG00RL2345678923456789-0001~20120912.
Code identifying purpose of transaction set
- 00
- Original
Code specifying the type of Purchase Order
For the Purchase order types the values will be 'STANDARD', 'BLANKET', RELEASE and 'PLANNED'. The value will be sent as below:
SA(Stand Alone) = STANDARD
KB(Blanket Purchase Agreement) = BLANKET
BK (Blanket Order - Quantity Firm) = PLANNED
RL(Release or Delivery Order) = RELEASE
The release types can be 'BLANKET' or 'PLANNED'. For both the code 'RL' will be sent.
- BK
- Blanket Order (Quantity Firm)
- KB
- Blanket Purchase Agreement
- RL
- Release or Delivery Order
- SA
- Stand-alone Order
Identifying number for Purchase Order assigned by the orderer/purchaser
Original purchase order number.
Number identifying a release against a Purchase Order previously placed by the parties involved in the transaction
For Blanket or Planned purchase order types, a corresponding release number will be sent.
As an example: If Purchase Order number is 12345678, the Release number will be 12345678-0001
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.
Retailer's original purchase order date.
Reference Identification
To specify identifying information
Example:
REFIA123456
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
JCP internal supplier number.
Terms of Sale/Deferred Terms of Sale
To specify terms of sale
Example #1:
ITD~1400118~~~~~~~1% 18
Example #2:
ITD~01~~~~~~~~~~~NET 60
Example # 3:
ITD~01~~~~~~~~~~~IMMEDIATE PAY
Example # 4:
ITD~1400210~~30~~~~~2% 10 NET 30
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.
- 01
- Basic
- 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., 10.5% is sent as "10.5'', and 2% is sent as "2''.
Number of days in the terms discount period by which payment is due if terms discount is earned
The end of the term period is derived by adding this value to the beginning of the term period, as qualified by ITD02.
Number of days until total invoice amount is due (discount not applicable)
The end of the term period is derived by adding this value to the beginning of the term period, as qualified by ITD02.
A free-form description to clarify the related data elements and their content
Reference Identification
To transmit identifying information as specified by the Reference Identification Qualifier
Example:
N9AH12345678
Code qualifying the Reference Identification
- AH
- Agreement Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Agreement number.
Text
To specify textual data
This segment will contain any text clauses for the agreement referenced in the previous N9 segment.
Example:
MTX~~Goods/Services provided per EDI orders subject to the Trading Partner Agreement between the parties.
To transmit large volumes of message text
This text segment will only be generated as part of the first 850 within a functional group.
Message: "Goods/Services provided per EDI orders subject to the Trading Partner Agreement between the parties."
There may be additional note segments following the legal message (see MTX03).
Name
To identify a party by type of organization, name, and code
There may be more than one iteration of the N1 segment at the Header level. The following examples show a ShipFrom (SF) location which identifies the supplier site, a Ship To (ST) for a non-JCP location (ie delivery site of a printer or 3rd Party warehouse) or to a non-Store JCP location (i.e. JCP warehouse or Home Office).
Example 1:
N1SFDALLAS
Code identifying an organizational entity, a physical location, property or an individual
- SF
- Ship From
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.
Address Information
To specify the location of the named party
This is the physical address of the identifier in the N1 segment.
Example 1 (N101 = SF):
N3~123 ALPHABET STREET
Geographic Location
To specify the geographic place of the named party
The purpose of this segment is to provide the city, state and postal code of the party in the N1 segment.
Example 1 (N101 = SF)
N4DALLASTX~75228
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)
Name
To identify a party by type of organization, name, and code
There may be more than one iteration of the N1 segment at the Header level. The following examples show a ShipFrom (SF) location which identifies the supplier site, a Ship To (ST) for a non-JCP location (ie delivery site of a printer or 3rd Party warehouse) or to a non-Store JCP location (i.e. JCP warehouse or Home Office).
Example 1:
N1STABC PRINTERS.
Example 2:
N1STJCPENNEY COMPANY9209900.
Example 3:
N1STJCPENNEY COMPANY9209442.
Example 4:
N1STFOUNDRY BIG AND TALL9201201
Code identifying an organizational entity, a physical location, property or an individual
- ST
- Ship To
Free-form name
N102 will equal 'JCPENNEY COMPANY' or 'FOUNDRY BIG AND TALL' when N101 = 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.
Address Information
To specify the location of the named party
This is the physical address of the identifier in the N1 segment.
Example 1 (N101 =ST, N102 = non-JCP location)
N3~345 HAPPY LANE
Example 2 (N101 = ST, N104 = 09900 (JCP Home Office))
N3~6501 LEGACY DRIVE
Example 3 (N101 = ST, N104 = 09442 (JCP warehouse))
N3~1650 S HWY 67
Geographic Location
To specify the geographic place of the named party
The purpose of this segment is to provide the city, state and postal code of the party in the N1 segment.
Example 1 (N101 = ST, N102 = non-JCP location)
N4HAMLEROH~43524
Example 2 (N101 = ST, N104 = 09900 (JCP location (Home Office))
N4PLANOTX~75024
Example 3 (N101 = ST, N104 = 09442 (JCP location (warehouse))
N4CEDAR HILLTX~75104
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)
Detail
Baseline Item Data
To specify basic and most frequently used line item data
- PO102 is required.
Example 1
PO112CA22.22~~IN~1234-0123-5678.
Example 2
PO126DZ2.12~~IN~J1316513.
Example 3
PO131EA32~~IN~456790123678.
Example 4
PO141PK9.16~~UP~111222333444
Example 5
PO153CA0NCUP~222244443333
Example 6
PO1624EA0NCIN~TESTER12345
Alphanumeric characters assigned for differentiation within a transaction set
- PO101 is the line item identification.
Purchase order line number. The contents of this data element will be required on the 810 (Invoice) document.
Quantity ordered
Purchasing will include up to 3 decimal places.
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.
The price is sent with a decimal point only when needed, e.g., $15.95 would be sent as "15.95'', and $29.00 would be sent as "29''.
To indicate a no charge item or free goods, PO104 will contain a single zero (0) and PO105 will contain code NC.
Cost price is per unit of measure. Purchasing cost is per contract and may have more decimal positions.
Code identifying the type of unit price for an item
This data element is used to clarify or alter the basis of unit price. The unit price expressed in PO104 is always in the same terms as the unit of measure in PO103, unless otherwise specified in PO105.
- NC
- No Charge
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.
- IN
- Buyer's Item Number
- UP
- UCC - 12
Identifying number for a product or service
Number of characters used may vary. Maximum character length 48.
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.
Example 1
PIDF08~~~BLUE FINE POINT BALLPOINT PEN
Example 2
PIDF08~~~SERVICE CALL - 3 HOURS
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
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
The purpose of this segment is to define the unit of measure of the pack and/or size within the order unit of measure.
Example 1 (Quantity ordered = 4 cases of glass cleaner, with 6 bottles in a case)
PO4~6
Example 2 (Quantity ordered=1 box of labels, with 5,000 labels per box)
PO4~5000
The number of inner containers, or number of eaches if there are no inner containers, per outer container
Date/Time Reference
To specify pertinent dates and times
The purpose of this segment is to communicate the delivery window for the order. Date/Time Qualifier '037' should be considered as the 'Early Delivery Date' and qualifier '038' should be considered as the 'Need By Date'.
Example
DTM03720130801.
DTM03820131001.
Name
To identify a party by type of organization, name, and code
There can be only one iteration of the N1 loop in the detail area for each PO1 segment.
Example 1: (JCP will always be the bill to location)
N1BTJCPENNEY COMPANY9209900
Code identifying an organizational entity, a physical location, property or an individual
- BT
- Bill-to-Party
Free-form name
N102 will equal 'JCPENNEY COMPANY' or 'FOUNDRY BIGAND TALL' when N101 = ST (Ship To) or BT (Bill To) or Z7 (Mark For).
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.
Address Information
To specify the location of the named party
Example 1 (N101 = BT, N104 = 09900 (JCP Home Office))
N3~6501 LEGACY DRIVE
Geographic Location
To specify the geographic place of the named party
Example 1 (N101 = BT, N104 = 09900 (JCP location (Home Office))
N4PLANOTX~75024
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)
Name
To identify a party by type of organization, name, and code
There can be only one iteration of the N1 loop in the detail area for each PO1 segment.
Example 1: (if sent JCP will always be the final destination location)
N1Z7JCPENNEY COMPANY9202055.
Code identifying an organizational entity, a physical location, property or an individual
- Z7
- Mark-for Party
Free-form name
N102 will equal 'JCPENNEY COMPANY' or 'FOUNDRY BIGAND TALL' when N101 = ST (Ship To) or BT (Bill To) or Z7 (Mark For).
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.
Address Information
To specify the location of the named party
Example 1 (N101 = Z7, N104 = 02055 (JCP store))
N3~821 N CENTRAL EXPWY
Geographic Location
To specify the geographic place of the named party
Example 1 (N101 = Z7, N104 = 02055 (JCP store))
N4PLANOTX~75075
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)
Name
To identify a party by type of organization, name, and code
There can be only one iteration of the N1 loop in the detail area for each PO1 segment.
Example 1: (non-JCP location)
N1STABC PRINTERS.
Example 2: (JCP location)
N1STJCPENNEY COMPANY9209900.
Example 3:
N1STFOUNDRY BIG AND TALL9201201
Code identifying an organizational entity, a physical location, property or an individual
- ST
- Ship To
Free-form name
N102 will equal 'JCPENNEY COMPANY' or 'FOUNDRY BIGAND TALL' when N101 = ST (Ship To) or BT (Bill To) or Z7 (Mark For).
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.
Address Information
To specify the location of the named party
Example 1 (N101 =ST, N102 = non-JCP location)
N3~345 HAPPY LANE
Geographic Location
To specify the geographic place of the named party
Example 1 (N101 = ST, N102 = non-JCP location)
N4HAMLEROH~43524
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)
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
The number of PO1 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
sample
GS*PO*SENDERGS*RECEIVERGS*20231102*034125*000000001*X*004030
ST*850*0001
BEG*00*SA*12345678**20120912
REF*IA*123456
ITD*14**001**18*******1% 18
N9*AH*12345678
MTX**Goods/Services provided per EDI orders subject to the Trading Partner Agreement between the parties
N1*SF*DALLAS
N3*123 ALPHABET STREET
N4*DALLAS*TX*75228
PO1*1*2*CA*22.22**IN*1234-0123-5678
PID*F*08***BLUE FINE POINT BALLPOINT PEN
PO4*6
DTM*037*20130801
DTM*038*20131001
N1*ST*ABC PRINTERS
N3*345 HAPPY LANE
N4*HAMLER*OH*43524
N1*BT*JCPENNEY COMPANY*92*09900
N3*6501 LEGACY DRIVE
N4*PLANO*TX*75024
N1*Z7*JCPENNEY COMPANY*92*02055
N3*821 N CENTRAL EXPWY
N4*PLANO*TX*75075
CTT*1
SE*25*0001
GE*1*000000001
IEA*1*000000001
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