X12 850 Purchase Order
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
- 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
- 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
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).
- 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
The purchase order number in BEG03 for Direct to store orders (DS) will contain 9 numeric characters. This must be returned on the 856 ship notice and 810 invoice EXACTLY as it is sent on the 850 purchase order.
The purchase order number in BEG03 for DC orders (JIT and non JIT) will contain 11 numeric characters.
For non-JIT DC orders, the purchase order number in BEG03 must be returned on the 856 ship notice and 810 invoice EXACTLY as it is sent on the 850 purchase order.
For JIT DC orders, the number in BEG03 must NOT be returned on
the 810 invoice as it is on individual JIT 850s, it must be rolled up to the DC level. Please see the 810 invoice guidelines for details and examples. For JIT DC orders, the purchase order number in
BEG03 must be returned on the 856 ship notice EXACTLY as it is sent on the 850 purchase order.
BEG06 will contain the DC-level purchase order number for JIT orders. This is the purchase order number that MUST be returned on the 810 invoice.
BEG06 will contain the Corporate purchase order number for release orders.
Code identifying purpose of transaction set
- 00
- Original
Code specifying the type of Purchase Order
- RL
- Release or Delivery Order
- SA
- Stand-alone Order
Identifying number for Purchase Order assigned by the orderer/purchaser
DS - 9 characters
DC and JIT - 11 characters
Date expressed as CCYYMMDD
- BEG05 is the date assigned by the purchaser to purchase order.
Contract number
DC-level purchase order number for JIT orders
Corporate Purchase Order reference on Release Orders
Department Number
To specify identifying information
Direct to store orders will contain 999 in REF02 in the header level and the actual merchandise department will be specified in the item-level REF segment.
DC or JIT orders will specify the actual merchandise department number in the header REF segment in REF02.
Code qualifying the Reference Identification
- DP
- Department Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Internal Vendor Number
To specify identifying information
When REF01 contains code IA, REF02 contains 11 characters. This is commonly referred to as the “Kmart Order Duns number”.
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
Purchase Order Number Suffix
To specify identifying information
When REF01 contains code PS, REF02 contains 1 - 2 characters.
A = Accelerated flow
R = Regular
J1 = Just in Time Inventory (JIT)
Code qualifying the Reference Identification
- PS
- Purchase Order Number Suffix
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
- A
- Accelerated flow
- J1
- Just in Time Inventory (JIT)
- R
- Regular
Administrative Communications Contact
To identify a person or office to whom administrative communications should be directed
F.O.B. Related Instructions
To specify transportation instructions relating to shipment
FOB03 will contain 20 characters for the city name, followed by a space, followed by 2 characters for the state abbreviation. If the city name is less than 20 characters, there will be extra spaces before the state
Code identifying payment terms for transportation charges
- FOB01 indicates which party will pay the carrier.
- CC
- Collect
- PP
- Prepaid (by Seller)
Code identifying type of location
- FOB02 is the code specifying transportation responsibility location.
- AC
- City and State
- SP
- State/Province
A free-form description to clarify the related data elements and their content
Terms of Sale/Deferred Terms of Sale
To specify terms of sale
ITD02 contains code 15 as the terms are based on receipt of goods.
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.
- 02
- End of Month (EOM)
- 05
- Discount Not Applicable
- 14
- Previously agreed upon
Code identifying the beginning of the terms period
- 15
- Receipt of Goods
Terms discount percentage, expressed as a percent, available to the purchaser if an invoice is paid on or before the Terms Discount Due Date
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)
The numeric value of the day of the month between 1 and the maximum day of the month being referenced
Date/Time Reference
To specify pertinent dates and times
If the date specified in the DTM segment is the “Ship to Arrive Date” (DTM02 contains 002 Delivery Requested), the goods must arrive on this date.
If the date specified in the DTM segment is the “Ship Date” (DTM02 contains 010 Requested Ship), the goods must be shipped on this date. This will be present on orders for specific Sears-conversion vendors only (EMP to JIT).
If the date specified in the DTM segment is the “Do Not Deliver Before Date” (DTM02 contains 064), this means that the goods must NOT arrive before this date. This will be present on some (not all) direct to store orders only.
Name
To identify a party by type of organization, name, and code
For JIT orders (REF02 contains J1 when REF01 contains PS), a second N1 segment where N101 contains code value BY. N103 contains code 92 and N104 contains the four position Store unit number.
Code identifying an organizational entity, a physical location, property or an individual
- BY
- Buying Party (Purchaser)
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.
4 – 4 Buying party (JIT orders only) (N101=BY; N103=92)
11 – 11 Remit-to / Pay ‘Duns’ number
13 – 13 Ship to location code (N101=ST; N103=9)
Name
To identify a party by type of organization, name, and code
When N101 contains code RE, N104 will contain the remit-to/pay Duns number. This number must be returned on the 856 ship notice (N1SF) and the 810 invoice (N1RE). N103 will contain code 92.
Code identifying an organizational entity, a physical location, property or an individual
- RE
- Party to receive commercial invoice remittance
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
- 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.
11 – 11 Remit-to / Pay ‘Duns’ number
Name
To identify a party by type of organization, name, and code
All 850 purchase orders will contain an N1*ST segment that specified the ship-to unit in N104. N103 contains code 9.
If N101 contains ST:
Direct-to-store Duns # '008965873' + 4 character store number or DC Duns # '000394726' + 4 character DC number
When N101 contains code ST, N102 will contain the name of the ship-to location.
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.
13 – 13 Ship to location code (N101=ST; N103=9)
Address Information
To specify the location of the named party
The Kmart store number and address contained in the N3 and N4 segments may contain new unit information. This information must be retained to ensure delivery to the proper location.
The N3 segment is transmitted for the ship-to (N1*ST) location only.
If this is a JIT or DC purchase order, the information sent will be the address of the DC or RSC (Regional Service Center).
Geographic Location
To specify the geographic place of the named party
The Kmart unit address contained in the N3 and N4 segments may contain new unit information. This information must be retained to ensure delivery to the proper location.
The N3 segment is transmitted for the ship-to (N1*ST) location only. If this is a JIT or DC purchase order, the information sent will be the address of the DC or RSC (Regional Service Center).
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.
The qualifiers used in data element 235 Product/Service ID Qualifier
fields (e.g. PO106, PO108) may be sent in any order as long as they are paired with their appropriate Product ID. For example, the PO106 may contain UP if PO107 contains the U.P.C. number. Or PO106 may contain IN if PO107 contains the KSN (after EIM conversion.). In other words, the receiver of the 850 must be able to accept any 235 Product/Service ID Qualifier and the paired Product ID in any of the applicable fields.
If Product/Services ID qualifier is PR, the Product Services ID will contain of the 2 position proprietary order type. A three digit number may be sent in addition to the order type to indicate further details about the order type. Contact the buyer if there are questions about the definitions of the numbers.
The KSN is nine characters; the format is different than displayed in IMA. The KSN that is sent and required to be returned contains the eight characters displayed in IMA with a leading zero. The dash and check digit displayed in IMA must not be used in EDI.
The unit of measure sent in the 850 purchase order in PO103 must be returned on the 856 ASN (SN103 and SN106) and the 810 invoice (IT103).
Alphanumeric characters assigned for differentiation within a transaction set
- PO101 is the line item identification.
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
- NC
- No Charge
- PR
- Promotion
- TE
- Contract Price per Each
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.
- EN
- European Article Number (EAN) (2-5-5-1)
- IN
- Buyer's Item Number
- PR
- Process Number
- UK
- U.P.C./EAN Shipping Container Code (1-2-5-5-1)
- UP
- U.P.C. Consumer Package Code (1-5-5-1)
- VN
- Vendor's (Seller's) Item Number
Identifying number for a product or service
13 - 13 EAN number (PO1 Qualifier=EN)
9 - 9 Kmart KSN item number (PO1 Qualifier=IN)
14 - 14 Shipping GTIN (PO1 Qualifier=UK)
12 - 12 U.P.C. number (PO1 Qualifier=UP)
1 - 17 Vendor's item number (PO1 Qualifier=VN)
If PO1 Qualifier = PR, one of the following codes is used:
Order type - proprietary codes
CS = CHECKOFF SHEETS
CK = CHECKOUT MERCHANDISE
GO = GENERAL ORDER
NS = NEW STORE ORDER
RC = RAINCHECK
RO = REORDER
RS = RETURN SHEET
SD = SPECIAL DEAL
SP = SPECIAL PROMOTION
TS = TEAR SHEET
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- EN
- European Article Number (EAN) (2-5-5-1)
- IN
- Buyer's Item Number
- PR
- Process Number
- UK
- U.P.C./EAN Shipping Container Code (1-2-5-5-1)
- UP
- U.P.C. Consumer Package Code (1-5-5-1)
- VN
- Vendor's (Seller's) Item Number
Identifying number for a product or service
See PO107
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- EN
- European Article Number (EAN) (2-5-5-1)
- IN
- Buyer's Item Number
- PR
- Process Number
- UK
- U.P.C./EAN Shipping Container Code (1-2-5-5-1)
- UP
- U.P.C. Consumer Package Code (1-5-5-1)
- VN
- Vendor's (Seller's) Item Number
Identifying number for a product or service
See PO107
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- EN
- European Article Number (EAN) (2-5-5-1)
- IN
- Buyer's Item Number
- PR
- Process Number
- UK
- U.P.C./EAN Shipping Container Code (1-2-5-5-1)
- UP
- U.P.C. Consumer Package Code (1-5-5-1)
- VN
- Vendor's (Seller's) Item Number
Identifying number for a product or service
See PO107
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- EN
- European Article Number (EAN) (2-5-5-1)
- IN
- Buyer's Item Number
- PR
- Process Number
- UK
- U.P.C./EAN Shipping Container Code (1-2-5-5-1)
- VN
- Vendor's (Seller's) Item Number
- VP
- Vendor's (Seller's) Part Number
Identifying number for a product or service
See PO107
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- EN
- European Article Number (EAN) (2-5-5-1)
- IN
- Buyer's Item Number
- PR
- Process Number
- UK
- U.P.C./EAN Shipping Container Code (1-2-5-5-1)
- UP
- U.P.C. Consumer Package Code (1-5-5-1)
- VN
- Vendor's (Seller's) Item Number
Identifying number for a product or service
See PO107
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
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 PO4 segment will always be present on DC and JIT orders.
PO402 will contain the number of eaches in each inner pack.
If PO402 contains 1, then inner packs are not present.
The number of inner containers, or number of eaches if there are no inner containers, per outer container
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- PO403 - The "Unit or Basis for Measure Code" in this segment position is for purposes of defining the pack (PO401) /size (PO402) measure which indicates the quantity in the inner pack unit. For example: If the carton contains 24 12-Ounce packages, it would be described as follows: Data element 356 = "24"; Data element 357 = "12"; Data element 355 = "OZ".
- CA
- Case
- EA
- Each
Reference Identification
To specify identifying information
Direct to store orders will contain 999 in REF02 in the header level and the actual merchandise department will be specified in the item-level REF segment.
REF02 will contain 3 characters.
The REF segment in the detail level is NOT used for DC or JIT orders. The department will be specified in the header REF segment in REF02.
Code qualifying the Reference Identification
- DP
- Department Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
3 - 3 Department number (REF01=DP)
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
Monetary Amount
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.
Line Item Total does not include any applied discount percentage or
amount.
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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