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
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
Code identifying purpose of transaction set
- 00
- Original
Code specifying the type of Purchase Order
- DS
- Dropship
- SA
- Stock Order
Identifying number for Purchase Order assigned by the orderer/purchaser
Date expressed as CCYYMMDD
- BEG05 is the date assigned by the purchaser to purchase order.
Purchase Order Date
Reference Identification
To specify identifying information
Requirements from Vendors for identifying information will be sent in the REF Segment.
REF Segment with “VR” in REF01 is requested to be returned in documents to Motor State Distributing.
Code qualifying the Reference Identification
- VR
- Vendor ID Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
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
- IC
- Information Contact
Code identifying the type of communication number
- TE
- Telephone
Complete communications number including country or area code when applicable
Code identifying the type of communication number
- FX
- Facsimile
Complete communications number including country or area code when applicable
Code identifying the type of communication number
- EM
- Electronic Mail
Complete communications number including country or area code when applicable
F.O.B. Related Instructions
To specify transportation instructions relating to shipment
Code identifying payment terms for transportation charges
- FOB01 indicates which party will pay the carrier.
- PC
- Prepaid but Charged to Customer
- PP
- Prepaid by Buyer
Sales Requirements
To specify general conditions or requirements of the sale
If BEG02 = ‘DS’ and CSH01 = ‘N’ and product is not available, please contact Motor State Distributing Buyer for further instructions.
Code to identify a specific requirement or agreement of sale
- N
- No Back Order
- Y
- Back Order if Out of Stock
Terms of Sale/Deferred Terms of Sale
To specify terms of sale
A free-form description to clarify the related data elements and their content
Date/Time Reference Delivery Requested
To specify pertinent dates and times
Date/Time Reference Requested Ship
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
If unable to convert Motor State Distributing ship via codes, provide a list of vendor ship via codes to Motor State Distributing and the ship via codes will be converted prior to transmission to the Vendor ship via codes.
Code describing the relationship of a carrier to a specific shipment movement
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.
Code identifying a party or other code
Carrier Name assigned to SCAC code in element 66.
- BESTWAY
- Bestway
- FEDEX 2ND DAY
- FedEx 2nd Day
- FEDEX GROUND
- FedEx Ground
- FEDEX NEXT DAY
- FedEx Next Day
- FEDEX SAT
- FedEx Sat
- PICKUP
- Pickup
- PREPAID
- Prepaid
- UPS 2ND DAY
- UPS 2nd Day
- UPS 3RD DAY
- UPS 3rd Day
- UPS GROUND
- UPS Ground
- UPS NEXT DAY AIR
- UPS Next Day Air
- UPS SATURDAY
- UPS Saturday
Code specifying the method or type of transportation for the shipment
Free-form description of the routing or requested routing for shipment, or the originating carrier's identity
- ECHO LOGISTICS
- Echo Logistics
For TD503 "BESTWAY"
ATTENTION VENDOR!
FOR LTL SHIPMENTS PLEASE CALL OUR LTL COORDINATOR ECHO LOGISTICS @ 1-800-354-7993 EXT.2006 TO REQUEST PICKUP - FEDEX 2 DAY
- FedEx 2 Day
For TD503 "FEDEX 2ND DAY"
ATTENTION VENDOR!
FEDEX 2 DAY PLEASE SHIP USING MOTORSTATE
FEDEX ACCOUNT #133701036 - FEDEX GROUND
- FedEx Ground
For TD503 "FEDEX GROUND"
ATTENTION VENDOR!
PLEASE SHIP USING MOTORSTATE FEDEX ACCOUNT #133701036
FOR ORDERS YOU DEEM LARGE OR HEAVY ENOUGH FOR MOTOR FREIGHT, PLEASE CALL FOR LTL COORDINATOR INFORMATIONATTENTION VENDOR!
FOR FEDERAL EXPRESS SHIPMENTS, PLEASE SHIP AND BILL AS THIRD PARTY USING MOTOR STATE FEDERAL EXPRESS ACCOUNT #13370136. - FEDEX Priority Saturday Delivery
- FedEx Priority
Saturday Delivery
For TD503 "FEDEX SAT"
ATTENTION VENDOR!
FEDEX PRIORITY SATURDAY DELIVERY PLEASE SHIP USING MOTORSTATE FEDEX ACCOUNT #133701036 - FEDEX Standard Overnight
- FedEx Standard Overnight
For TD503 "FEDEX NEXT DAY"
ATTENTION VENDOR!
FEDEX STANDARD OVERNIGHT PLEASE SHIP USING MOTORSTATE FEDEX ACCOUNT #133701036 - PICKUP
- Pickup
For TD503 "PICKUP"
- PREPAID
- Prepaid
For TD503 "PREPAID"
ATTENTION VENDOR!
ORDER MEETS PREPAID FREIGHT ALLOWANCE!
PLEASE CONTACT OUR RECEIVING DEPARTMENT TO SCHEDULE.
DELIVERY ON SHIPMENTS CONTAINING 5 SKIDS OR MORE
BRYAN JORDAN E-MAIL: bjordan@motorstate.com
BRENT WALKER E-MAIL: bwalker@motorstate.com
RECEIVING E-MAIL: receiving2a@motorstate.com - UPS BLUE LABEL SECOND DAY AIR
- UPS Blue Label Second Day Air
For TD503 "UPS 2ND DAY"
ATTENTION VENDOR!
UPS BLUE LABEL SECOND DAY AIR PLEASE SHIP USING MOTOR STATE UPS ACCOUNT #1V0-19A - UPS GROUND
- UPS Ground
For TD503 "UPS GROUND"
ATTENTION VENDOR!
PLEASE SHIP USING MOTORSTATE UPS ACCOUNT #1V0-19A
FOR ORDERS YOU DEEM LARGE OR HEAVY ENOUGH FOR MOTOR FREIGHT, PLEASE CALL FOR LTL COORDINATOR INFORMATION - UPS ORANGE LABEL THIRD DAY AIR
- UPS Orange Label Third Day Air
For TD503 "UPS 3RD DAY"
ATTENTION VENDOR!
UPS ORANGE LABEL THIRD DAY AIR PLEASE SHIP USING MOTOR STATE UPS ACCOUNT #1V0-19A - UPS RED LABEL NEXT DAY AIR
- UPS Red Label Next Day Air
For TD503 "UPS NEXT DAY AIR"
ATTENTION VENDOR!
UPS RED LABEL NEXT DAY AIR PLEASE SHIP USING MOTOR STATE UPS ACCOUNT #1V0-19A - UPS RED NEXT AIR SATURDAY DELIVERY
- UPS Red Next Air Saturday Delivery
For TD503 "UPS SATURDAY"
ATTENTION VENDOR!
UPS RED LABEL NEXT DAY AIR SATURDAY DELIVERY PLEASE SHIP USING MOTOR STATE UPS ACCOUNT #1V0-19A
Code indicating the level of transportation service or the billing service offered by the transportation carrier
- 3D
- Three Day Service
For TD503 "UPS 3RD DAY"
- ND
- Next Day Air
For TD503 "UPS NEXT DAY AIR"
For TD503 "UPS SATURDAY"
- ON
- Overnight
For TD503 "FEDEX NEXT DAY"
- SA
- Same Day
- SC
- Second Day Air
For TD503 "UPS 2ND DAY"
- SD
- Saturday
For TD503 "FEDEX SAT"
- SE
- Second Day
For TD503 "FEDEX 2ND DAY"
- SG
- Standard Ground
For TD503 "FEDEX GROUND"
For TD503 "UPS GROUND"
- ZZ
- Mutually Defined
For TD503 "BESTWAY"
For TD503 "PREPAID"
For TD503 "PICKUP"
Reference Identification
To transmit identifying information as specified by the Reference Identification Qualifier
Code qualifying the Reference Identification
- ZZ
- Mutually Defined
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Notes
Message Text
To provide a free-form format that allows the transmission of text information
Free-form message text
At minimum, MSG01 will contain the carrier instructions.
Name
To identify a party by type of organization, name, and code
Code identifying an organizational entity, a physical location, property or an individual
- BT
- Bill-to-Party
- SF
- Ship From
- ST
- Ship To
- VN
- Vendor
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.
N104 for Ship From entity will be sent if required by Vendor. Vendor must provide list of ship from Identification Codes.
N104 for Bill To entity will not be sent.
N104 for Ship To will be sent on stock orders only (BEG02 = SA). N104 for Ship To will not be sent on Drop Ship Orders (BEG02 = DS).
Address Information
To specify the location of the named party
N3 segment will be sent for Ship From, Ship To and Bill to Entities only.
Geographic Location
To specify the geographic place of the named party
N4 segment will be sent for Ship From, Ship To and Bill to Entities only.
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.
Alphanumeric characters assigned for differentiation within a transaction set
- PO101 is the line item identification.
Original line number in PO101is required to be sent in returning documents.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- CS
- Case
- EA
- Each
- FT
- Foot
- GA
- Gallon
- HR
- Hour
- IN
- Inch
- PR
- Pair
- QT
- Quart
Price per unit of product, service, commodity, etc.
Code identifying the type of unit price for an item
- PE
- 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.
- BP
- Buyer's Part Number
Identifying number for a product or service
Buyer Part Number requested to be sent in returning documents if received in 850 Purchase Order.
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- VP
- Vendor's (Seller's) Part Number
Identifying number for a product or service
Vendor Part Number required to be sent in returning documents if received in 850 Purchase Order.
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- UP
- U.P.C. Consumer Package Code (1-5-5-1)
Identifying number for a product or service
UPC Code requested to be sent in returning document if received in 850 Purchase Order or available at Vendor.
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
Message Text
To provide a free-form format that allows the transmission of text information
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.
This segment is intended to provide hash totals to validate transaction completeness and correctness.
Total number of line items in the transaction set
Sum of values of the specified data element. All values in the data element will be summed without regard to decimal points (explicit or implicit) or signs. Truncation will occur on the left most digits if the sum is greater than the maximum size of the hash total of the data element.
-.0018 First occurrence of value being hashed.
.18 Second occurrence of value being hashed.
1.8 Third occurrence of value being hashed.
18.01 Fourth occurrence of value being hashed.
1855 Hash total prior to truncation.
855 Hash total after truncation to three-digit field.
CTT02 represents the hash total of the PO102 element.
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
Drop Ship Sample
GS*PO*SENDERGS*RECEIVERGS*20240427*191456*000000001*X*004010~
ST*850*30001~
BEG*00*DS*888888**20170616~
REF*VR*9999-DS Buyer~
PER*IC*DropShip Buyer*TE*111-111-111*FX*999-999-9999*EM*dbuyer@motorstate.com~
CSH*Y~
ITD************2%X15TH/25TH~
DTM*002*20170702~
DTM*010*20170616~
TD5*Z*ZZ*PREPAID**PREPAID~
N9*ZZ*NOTES~
MSG*PLEASE CONFIRM PO!!!!~
MSG*ATTENTION VENDOR! ORDER MEETS PREPAID FREIGHT ALLOWANCE!~
N1*VN*VENDORNAME*92*9999~
N1*ST*DIRECT BUYER NAME~
N3*2 PEARL DRIVE~
N4*ANYCITY*MI*49099~
N1*BT*MOTOR STATE DISTRIBUTING~
N3*8300 LANE DRIVE~
N4*WATERVLIET*MI*49098~
PO1*1*1*EA*65.91*PE*BP*ZZZ1168*VP*1168~
PID*F****CONVERSION KIT~
CTT*1*1~
SE*23*30001~
GE*1*000000001~
IEA*1*000000001~
Stock Order Sample
GS*PO*SENDERGS*RECEIVERGS*20240427*191205*000000001*X*004010~
ST*850*40001~
BEG*00*SA*953182**20170616~
REF*VR*9999-BUYER~
PER*IC*STOCK BUYER*TE*999-999-9999*FX*111-111-0111*EM*sbuyer@motorstate.com~
CSH*Y~
ITD************2%X15TH/25TH~
DTM*002*20170703~
DTM*010*20170616~
TD5*Z*ZZ*PREPAID**PREPAID~
N9*ZZ*NOTES~
MSG*PLEASE CONFIRM PO!!!!~
MSG*ATTENTION VENDOR! ORDER MEETS PREPAID FREIGHT ALLOWANCE!~
N1*VN*VENDOR NAME*92*9999~
N1*ST*MOTOR STATE DISTRIBUTING*92*MAIN~
N3*8300 LANE DRIVE~
N4*WATERVLIET*MI*49098~
N1*BT*MOTOR STATE DISTRIBUTING~
N3*8300 LANE DRIVE~
N4*WATERVLIET*MI*49098~
PO1*1*2*EA*65.91*PE*BP*ZZZ1168*VP*1168LS~
PID*F****CONVERSION KIT~
PO1*2*6*EA*27.48*PE*BP*ABC740111*VP*740111~
PID*F****FLAME-THROWER COIL~
PO1*3*10*EA*36.01*PE*BP*ZMZ80828*VP*80828~
PID*F****WIRE SET - BLACK~
CTT*3*18~
SE*27*40001~
GE*1*000000001~
IEA*1*000000001~
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