X12 865 Purchase Order Change Acknowledgment/Request - Seller Initiated

X12 Release 4010

This Draft Standard for Trial Use contains the format and establishes the data contents of the Purchase Order Change Acknowledgment/Request - Seller Initiated Transaction Set (865) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to convey acceptance or rejection of changes to a previously submitted purchase order by the seller or to notify the buyer of changes initiated by the seller to a previously submitted purchase order by the seller.

Delimiters

• ~ Segment
• * Element
• > Component

ISA

Interchange Control Header

RequiredMax use 1

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

ISA-01 · I01 · Authorization Information Qualifier · Required · 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 Min 10 Max 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 · 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 Min 10 Max 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 Min 2 Max 2 · Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified · Codes 01 Duns (Dun & Bradstreet) 02 SCAC (Standard Carrier Alpha Code) 03 FMC (Federal Maritime Commission) 04 IATA (International Air Transport Association) 08 UCC EDI Communications ID (Comm ID) 09 X.121 (CCITT) 10 Department of Defense (DoD) Activity Address Code 11 DEA (Drug Enforcement Administration) 12 Phone (Telephone Companies) 13 UCS Code (The UCS Code is a Code Used for UCS Transmissions; it includes the Area Code and Telephone Number of a Modem; it Does Not Include Punctuation, Blanks or Access Code) 14 Duns Plus Suffix 15 Petroleum Accountants Society of Canada Company Code 16 Duns Number With 4-Character Suffix 17 American Bankers Association (ABA) Transit Routing Number (Including Check Digit, 9 Digit) 18 Association of American Railroads (AAR) Standard Distribution Code 19 EDI Council of Australia (EDICA) Communications ID Number (COMM ID) 20 Health Industry Number (HIN) 21 Integrated Postsecondary Education Data System, or (IPEDS) 22 Federal Interagency Commission on Education, or FICE 23 National Center for Education Statistics Common Core of Data 12-Digit Number for Pre-K-Grade 12 Institutes, or NCES 24 The College Board's Admission Testing Program 4-Digit Code of Postsecondary Institutes, or ATP 25 American College Testing Program 4-Digit Code of Postsecondary Institutions, or ACT 26 Statistics of Canada List of Postsecondary Institutions 27 Carrier Identification Number as assigned by Health Care Financing Administration (HCFA) 28 Fiscal Intermediary Identification Number as assigned by Health Care Financing Administration (HCFA) 29 Medicare Provider and Supplier Identification Number as assigned by Health Care Financing Administration (HCFA) 30 U.S. Federal Tax Identification Number 31 Jurisdiction Identification Number Plus 4 as assigned by the International Association of Industrial Accident Boards and Commissions (IAIABC) 32 U.S. Federal Employer Identification Number (FEIN) 33 National Association of Insurance Commissioners Company Code (NAIC) 34 Medicaid Provider and Supplier Identification Number as assigned by individual State Medicaid Agencies in conjunction with Health Care Financing Administration (HCFA) 35 Statistics Canada Canadian College Student Information System Institution Codes 36 Statistics Canada University Student Information System Institution Codes 37 Society of Property Information Compilers and Analysts AM Association Mexicana del Codigo de Producto (AMECOP) Communication ID NR National Retail Merchants Association (NRMA) - Assigned SN Standard Address Number ZZ Mutually Defined

ISA-06 · I06 · Interchange Sender ID · Required Min 15 Max 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 Min 2 Max 2 · Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified · Codes 01 Duns (Dun & Bradstreet) 02 SCAC (Standard Carrier Alpha Code) 03 FMC (Federal Maritime Commission) 04 IATA (International Air Transport Association) 08 UCC EDI Communications ID (Comm ID) 09 X.121 (CCITT) 10 Department of Defense (DoD) Activity Address Code 11 DEA (Drug Enforcement Administration) 12 Phone (Telephone Companies) 13 UCS Code (The UCS Code is a Code Used for UCS Transmissions; it includes the Area Code and Telephone Number of a Modem; it Does Not Include Punctuation, Blanks or Access Code) 14 Duns Plus Suffix 15 Petroleum Accountants Society of Canada Company Code 16 Duns Number With 4-Character Suffix 17 American Bankers Association (ABA) Transit Routing Number (Including Check Digit, 9 Digit) 18 Association of American Railroads (AAR) Standard Distribution Code 19 EDI Council of Australia (EDICA) Communications ID Number (COMM ID) 20 Health Industry Number (HIN) 21 Integrated Postsecondary Education Data System, or (IPEDS) 22 Federal Interagency Commission on Education, or FICE 23 National Center for Education Statistics Common Core of Data 12-Digit Number for Pre-K-Grade 12 Institutes, or NCES 24 The College Board's Admission Testing Program 4-Digit Code of Postsecondary Institutes, or ATP 25 American College Testing Program 4-Digit Code of Postsecondary Institutions, or ACT 26 Statistics of Canada List of Postsecondary Institutions 27 Carrier Identification Number as assigned by Health Care Financing Administration (HCFA) 28 Fiscal Intermediary Identification Number as assigned by Health Care Financing Administration (HCFA) 29 Medicare Provider and Supplier Identification Number as assigned by Health Care Financing Administration (HCFA) 30 U.S. Federal Tax Identification Number 31 Jurisdiction Identification Number Plus 4 as assigned by the International Association of Industrial Accident Boards and Commissions (IAIABC) 32 U.S. Federal Employer Identification Number (FEIN) 33 National Association of Insurance Commissioners Company Code (NAIC) 34 Medicaid Provider and Supplier Identification Number as assigned by individual State Medicaid Agencies in conjunction with Health Care Financing Administration (HCFA) 35 Statistics Canada Canadian College Student Information System Institution Codes 36 Statistics Canada University Student Information System Institution Codes 37 Society of Property Information Compilers and Analysts AM Association Mexicana del Codigo de Producto (AMECOP) Communication ID NR National Retail Merchants Association (NRMA) - Assigned SN Standard Address Number ZZ Mutually Defined

ISA-08 · I07 · Interchange Receiver ID · Required Min 15 Max 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 YYMMDD format · Date of the interchange

ISA-10 · I09 · Interchange Time · Required HHMM format · Time of the interchange

ISA-11 · I10 · Interchange Control Standards Identifier · Required · 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 · 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 Min 9 Max 9 · A control number assigned by the interchange sender

ISA-14 · I13 · Acknowledgment Requested · Required Min 1 Max 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 Min 1 Max 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 Min 1 Max 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

GS

Functional Group Header

RequiredMax use 1

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

GS-01 · 479 · Functional Identifier Code · Required · Code identifying a group of application related transaction sets · CA Purchase Order Change Acknowledgment/Request - Seller Initiated (865)

GS-02 · 142 · Application Sender's Code · Required Min 2 Max 15 · Code identifying party sending transmission; codes agreed to by trading partners

GS-03 · 124 · Application Receiver's Code · Required Min 2 Max 15 · Code identifying party receiving transmission. Codes agreed to by trading partners

GS-04 · 373 · Date · Required CCYYMMDD format · Date expressed as CCYYMMDD

GS-05 · 337 · Time · Required 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 Min 1 Max 9 · Assigned number originated and maintained by the sender

GS-07 · 455 · Responsible Agency Code · Required Min 1 Max 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 · 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

Transaction Set Header

RequiredMax use 1

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

ST-01 · 143 · Transaction Set Identifier Code · Required · 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). · 865 Purchase Order Change Acknowledgment/Request - Seller Initiated

ST-02 · 329 · Transaction Set Control Number · Required Min 4 Max 9 · Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set

BCA

020

Beginning Segment for Purchase Order Change Acknowledgment

RequiredMax use 1

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

BCA-01 · 353 · Transaction Set Purpose Code · Required · Code identifying purpose of transaction set · 01 Cancellation 04 Change 06 Confirmation

BCA-02 · 587 · Acknowledgment Type · Required · Code specifying the type of acknowledgment · AC Acknowledge - With Detail and Change AT Accepted RD Reject with Detail

BCA-03 · 324 · Purchase Order Number · Required Min 1 Max 22 · Identifying number for Purchase Order assigned by the orderer/purchaser

BCA-06 · 373 · Date · Required CCYYMMDD format · Date expressed as CCYYMMDD BCA06 is the date assigned by the purchaser to purchase order.

BCA-13 · 92 · Purchase Order Type Code · Required · Code specifying the type of Purchase Order · OS Special Order

N1 Buying Party (Purchaser)

OptionalMax >1

Variants (all may be used)

N1Supplier/Manufacturer

N1

300

Name

RequiredMax use 1

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

Example

At least one of Name (N1-02) or Identification Code Qualifier (N1-03) is required

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 · Code identifying an organizational entity, a physical location, property or an individual · BY Buying Party (Purchaser)

N1-02 · 93 · Name · Required Min 1 Max 60 · Free-form name

N1-03 · 66 · Identification Code Qualifier · Optional · Code designating the system/method of code structure used for Identification Code (67) · 94 Code assigned by the organization that is the ultimate destination of the transaction set

N1-04 · 67 · Identification Code · Optional Min 2 Max 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 Should be the O’Reilly Store Number.

N1 Supplier/Manufacturer

OptionalMax >1

Variants (all may be used)

N1Buying Party (Purchaser)

N1

300

Name

RequiredMax use 1

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

N1-01 · 98 · Entity Identifier Code · Required · Code identifying an organizational entity, a physical location, property or an individual · SU Supplier/Manufacturer

N1-02 · 93 · Name · Required Min 1 Max 60 · Free-form name

Detail

POC Loop

OptionalMax >1

POC

010

Line Item Change

RequiredMax use 1

To specify changes to a line item

Example

If either Product/Service ID Qualifier (POC-10) or Product/Service ID (POC-11) is present, then the other is required

POC-02 · 670 · Change or Response Type Code · Required · Code specifying the type of change to the line item · CA Changes To Line Items NC Concurrent Item (No Change) QD Quantity Decrease QI Quantity Increase

POC-03 · 330 · Quantity Ordered · Required Min 1 Max 15 · Quantity ordered

POC-04 · 671 · Quantity Left to Receive · Required Min 1 Max 9 · Quantity left to receive as qualified by the unit of measure

POC-05 · C001 · Composite Unit of Measure

C001-01 · 355 · Unit or Basis for Measurement Code · Required Min 2 Max 2 · Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken · Usage notes Should be the unit of measure as provided on the original purchase order.

POC-08 · 235 · Product/Service ID Qualifier · Required · Code identifying the type/source of the descriptive number used in Product/Service ID (234) · BP Buyer's Part Number

POC-09 · 234 · Product/Service ID · Required Min 1 Max 48 · Identifying number for a product or service · Usage notes Should be the buyer’s part number as provided on the original purchase order.

POC-10 · 235 · Product/Service ID Qualifier · Optional · Code identifying the type/source of the descriptive number used in Product/Service ID (234) · VP Vendor's (Seller's) Part Number

POC-11 · 234 · Product/Service ID · Optional Min 1 Max 48 · Identifying number for a product or service · Usage notes Should be the vendor’s part number as provided on the original purchase order (if it was provided).

POC-12 · 235 · Product/Service ID Qualifier · Required · Code identifying the type/source of the descriptive number used in Product/Service ID (234) · PO Purchase Order Number

POC-13 · 234 · Product/Service ID · Required Min 1 Max 48 · Identifying number for a product or service · Usage notes Should be the original purchase order number.

LIN

015

Item Identification

OptionalMax use >1

To specify basic item identification data

Usage notes

This segment is required if the original item number has been replaced or a substitution was made.

LIN-02 · 235 · Product/Service ID Qualifier · Required · Code identifying the type/source of the descriptive number used in Product/Service ID (234) LIN02 through LIN31 provide for fifteen different product/service IDs for each item. For example: Case, Color, Drawing No., U.P.C. No., ISBN No., Model No., or SKU. · RR Replacement Product Number

LIN-03 · 234 · Product/Service ID · Required Min 1 Max 48 · Identifying number for a product or service · Usage notes Should be the replacement item number.

CTP

040

Pricing Information

OptionalMax use >1

To specify pricing information

Usage notes

This segment is required if the original item number has been replaced or a substitution was made.

CTP-03 · 212 · Unit Price · Optional Min 1 Max 15 · Price per unit of product, service, commodity, etc. See Figures Appendix for an example detailing the use of CTP03 and CTP04. See Figures Appendix for an example detailing the use of CTP03, CTP04 and CTP07. · Usage notes Should be the price of the replacement item.

DTM

200

Date/Time Reference

OptionalMax use 10

To specify pertinent dates and times

DTM-01 · 374 · Date/Time Qualifier · Required · Code specifying type of date or time, or both date and time · 004 Purchase Order

DTM-02 · 373 · Date · Required CCYYMMDD format · Date expressed as CCYYMMDD

ACK Loop

OptionalMax >1

ACK

270

Line Item Acknowledgment

RequiredMax use 1

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

ACK-01 · 668 · Line Item Status Code · Required · Code specifying the action taken by the seller on a line item requested by the buyer · Usage notes If the item was rejected and the reason for rejection is not listed above, ACK 01 should be “IR”. If “IR” is provided, the MSG segment is required with a description of why the item was rejected. · AR Item Accepted and Released for Shipment BP Item Accepted - Partial Shipment, Balance Backordered If this code is provided, the following DTM segment is mandatory. IA Item Accepted IB Item Backordered If this code is provided, the following DTM segment is mandatory. IR Item Rejected IS Item Accepted - Substitution Made R1 Item Rejected, Not a Contract Item R2 Item Rejected, Invalid Item Product Number R3 Item Rejected, Invalid Unit of Issue R4 Item Rejected, Contract Item not Available SP Item Accepted - Schedule Date Pending

DTM

280

Date/Time Reference

OptionalMax use 1

To specify pertinent dates and times

Usage notes

This segment is required if the item has been partially or fully back ordered.

DTM-01 · 374 · Date/Time Qualifier · Required · Code specifying type of date or time, or both date and time · 169 Product Availability Date

DTM-02 · 373 · Date · Required CCYYMMDD format · Date expressed as CCYYMMDD

MSG

292

Message Text

OptionalMax use >1

To provide a free-form format that allows the transmission of text information

Usage notes

This segment is required if the item was rejected but a corresponding reason code was not found in ACK 01.

MSG-01 · 933 · Free-Form Message Text · Required Min 1 Max 264 · Free-form message text · Usage notes Should include a free form description of why the preceding item was rejected if the code in ACK 01 is “IR”.

Summary

CTT Loop

OptionalMax >1

CTT

010

Transaction Totals

RequiredMax use 1

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.

CTT-01 · 354 · Number of Line Items · Required Min 1 Max 6 · Total number of line items in the transaction set · Usage notes Should contain the accumulation of number of POC segments.

SE

030

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)

SE-01 · 96 · Number of Included Segments · Required Min 1 Max 10 · Total number of segments included in a transaction set including ST and SE segments

SE-02 · 329 · Transaction Set Control Number · Required Min 4 Max 9 · Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set

GE

Functional Group Trailer

RequiredMax use 1

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

GE-01 · 97 · Number of Transaction Sets Included · Required Min 1 Max 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 Min 1 Max 9 · Assigned number originated and maintained by the sender

IEA

Interchange Control Trailer

RequiredMax use 1

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

IEA-01 · I16 · Number of Included Functional Groups · Required Min 1 Max 5 · A count of the number of functional groups included in an interchange

IEA-02 · I12 · Interchange Control Number · Required Min 9 Max 9 · A control number assigned by the interchange sender

EDI Samples

Accepted Order

ST*865*8650002~
BCA*06*AT*888888S04444***20150601*******OS~
SE*3*8650002~

Back Ordered Item

ST*865*8650001~
BCA*04*AC*992097S02068***20150601*******OS~
N1*SU*Supplier Name~
N1*BY* OReilly 2068~
POC**CA*1*0*EA***BP*A12345*VP*A-12345*PO*992097S02068~
DTM*004*20150601~
ACK*IB~
DTM*169*20150701~
CTT*1~
SE*10*8650001~

Cancelled Item

ST*865*8650003~
BCA*01*AC*991825S02201***20150601*******OS~
N1*SU*Supplier Name~
N1*BY* OReilly 2201~
POC**CA*1*0*EA***BP*662593A*VP*662593-A*PO*991825S02201~
DTM*004*20150601~
ACK*IR~
MSG*MUST BE ORDERED AS A PAIR~
CTT*1~
SE*11*8650003~

Multiple Items

ST*865*8650003~
BCA*04*AC*777777S03334***20150101*******OS~
N1*SU*Supplier·Name~
N1*BY*·OReilly···3334~
POC**CA*1*1*EA***BP*123456***PO*777777S03334~
LIN**RR*654321~
CTP***999.99~
DTM*004*20150101~
ACK*IS~
POC**NC*1*1*EA***BP*6565***PO*777777S03334~
DTM*004*20150101~
ACK*IA~
CTT*2~
SE*14*8650003~

Replacement/Substituted Item

ST*865*8650002~
BCA*04*AC*991545S00930***20150601*******OS~
N1*SU*Supplier Name~
N1*BY* OReilly 930*94*930~
POC**CA*1*1*EA***BP*DW551*VP*DW-551*PO*99145S00930~
LIN**RR*DW-551-1~
CTP***99.99~
DTM*004*20150601~
ACK*IS~
CTT*1~
SE*11*8650002~