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
Example: BEG00SA~5971515-1105~~20000501}
Code identifying purpose of transaction set
- 00
- Original
- 01
- Cancellation
- 05
- Replace
Code specifying the type of Purchase Order
- DS
- Dropship
- NS
- New Store Opening
- SA
- Stand-alone 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.
End User's Purchase Order Number
To specify identifying information
Customer Order number, will be transmitted only if requested.
Example: REFEU71220}
Code qualifying the Reference Identification
- EU
- End User's Purchase Order Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Customer Order Number
Product Specification Document Number
To specify identifying information
Office Depot Customer Purchase Order Number (Also known as AOPS Order # a value of all zero’s will be sent if PO is for store direct shipments)
Example: REFQC083431107001}
Code qualifying the Reference Identification
- QC
- Product Specification Document Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Office Depot Customer Order Number
F.O.B. Related Instructions
To specify transportation instructions relating to shipment
Example: FOBPPDE.
Code identifying payment terms for transportation charges
- FOB01 indicates which party will pay the carrier.
- CC
- Collect
- CF
- Collect, Freight Credited Back to Customer
- DF
- Defined by Buyer and Seller
- MX
- Mixed
- PC
- Prepaid but Charged to Customer
- PP
- Prepaid (by Seller)
Code identifying type of location
- FOB02 is the code specifying transportation responsibility location.
- DE
- Destination (Shipping)
- OR
- Origin (Shipping Point)
A free-form description to clarify the related data elements and their content
‘SHIP VIA INSTRUCTIONS’ will be transmitted only if other than specified in the standard routing guide.
Sales Requirements
To specify general conditions or requirements of the sale
Example: CSH~Y}
Code to identify a specific requirement or agreement of sale
Back order status will be transmitted only if other than specified in the vendor purchasing profile.
- N
- No Back Order
Back order for PO not allowed.
- Y
- Back Order if Out of Stock
Back order for PO is allowed.
Terms of Sale/Deferred Terms of Sale
To specify terms of sale
Example: ITD032~29090}
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.
- 03
- Fixed Date
- 09
- Proximo
Code identifying the beginning of the terms period
- 2
- Delivery Date
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)
Cancel After
To specify pertinent dates and times
Example: DTM00120000501}
Delivery Requested
To specify pertinent dates and times
Example: DTM00220000510}
Requested Ship
To specify pertinent dates and times
Example: DTM01020000505}
Carrier Details (Routing Sequence/Transit Time)
To specify the carrier and sequence of routing and provide transit time information
Will only be sent if PO is created with this information.
Example: TD5~~92~ST}
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.
- 92
- Assigned by Buyer or Buyer's Agent
Code identifying a party or other code
- ND
- Next Day
- ST
- Standard
Reference Identification
To transmit identifying information as specified by the Reference Identification Qualifier
Example: Example: N9MEPO COMMENTS}
Code qualifying the Reference Identification
- ME
- Message Address or ID
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
PO Comments
Message Text
To provide a free-form format that allows the transmission of text information
Examples:
MSG03612}ANY QUESTIONS CALL JANET 561-438-1414}
MSG
Name
To identify a party by type of organization, name, and code
Example: N1STOFFICE DEPOT931105
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)
- 93
- Code assigned by the organization originating the transaction set
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.
Location Number Code for Ship-To
Additional Name Information
To specify additional names or those longer than 35 characters in length
Will not receive this segment unless PO is for a drop shipment direct to customer.
Example: N2~KAREN WRIGHT}
Address Information
To specify the location of the named party
Will not receive this segment unless PO is for a drop shipment direct to customer.
Example: N3~9538 BOCA RIVER CIRCLE}
Geographic Location
To specify the geographic place of the named party
Will not receive this segment unless PO is for a drop shipment direct to customer.
Example: N4BOCA RATONFL~33431}
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)
Administrative Communications Contact
To identify a person or office to whom administrative communications should be directed
Will not receive this segment unless PO is for a drop shipment direct to customer.
Example: PERDC~~TE5614384485}
Code identifying the major duty or responsibility of the person or group named
- DC
- Delivery Contact
Code identifying the type of communication number
- TE
- Telephone
Complete communications number including country or area code when applicable
Detail
Baseline Item Data
To specify basic and most frequently used line item data
- PO102 is required.
Examples:
PO1148EA3.7VAVA893-1IN0173179UP~ 051131069060}
PO1210EA49RK2-KMIN0101893UP~000000000000}
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
Price per unit of product, service, commodity, etc.
Code identifying the type of unit price for an item
- 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.
- VA
- Vendor's Style Number
Identifying number for a product or service
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
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
All zero’s will be sent if no UPC# has been assigned.
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.
Example: CTT~2}
Total number of line items 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~20231101~014703~000000001~X~004010}
ST~850~100001}
BEG~00~SA~5971515-1105~~20000501}
REF~EU~71220}
REF~QC~083431107001}
FOB~PP~DE}
CSH~Y}
ITD~03~2~2~~90~~90}
DTM~001~20000501}
DTM~002~20000510}
DTM~010~20000505}
TD5~~92~ST}
N9~ME~PO COMMENTS}
MSG~00003612}
MSG~ANY QUESTIONS CALL JANET 561 438-1414}
N1~ST~OFFICE DEPOT~93~1105}
N2~KAREN WRIGHT}
N3~9538 BOCA RIVER CIRCLE}
N4~BOCA RATON~FL~33434}
PER~DC~~TE~5614384485}
PO1~1~48~EA~3.7~~VA~893-1~IN~0173179~UP~051131069060}
PO1~2~10~EA~49~~VA~RK2-KM~IN~0101893~UP~000000000000}
CTT~2}
SE~23~100001}
GE~1~000000001}
IEA~1~000000001}
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