Office Depot
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Purchase Order
  • Specification
  • EDI Inspector
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X12 850 Purchase Order

X12 Release 4010

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.

Delimiters
  • ~ Segment
  • * Element
  • > Component
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    Overview
    ISA
    -
    Interchange Control Header
    Max use 1
    Required
    GS
    -
    Functional Group Header
    Max use 1
    Required
    heading
    ST
    010
    Transaction Set Header
    Max use 1
    Required
    BEG
    020
    Beginning Segment for Purchase Order
    Max use 1
    Required
    REF
    050
    End User's Purchase Order Number
    Max use 1
    Optional
    REF
    050
    Product Specification Document Number
    Max use 1
    Optional
    FOB
    080
    F.O.B. Related Instructions
    Max use 1
    Optional
    CSH
    110
    Sales Requirements
    Max use 5
    Optional
    ITD
    130
    Terms of Sale/Deferred Terms of Sale
    Max use 1
    Optional
    DTM
    150
    Cancel After
    Max use 10
    Optional
    DTM
    150
    Delivery Requested
    Max use 10
    Optional
    DTM
    150
    Requested Ship
    Max use 10
    Optional
    TD5
    240
    Carrier Details (Routing Sequence/Transit Time)
    Max use 12
    Optional
    N9 Loop
    GE
    -
    Functional Group Trailer
    Max use 1
    Required
    IEA
    -
    Interchange Control Trailer
    Max use 1
    Required
    ISA

    Interchange Control Header

    RequiredMax use 1

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

    Example
    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 10Max 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 10Max 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 2Max 2

    Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified

    Codes
    ISA-06
    I06
    Interchange Sender ID
    Required
    Min 15Max 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 2Max 2

    Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified

    Codes
    ISA-08
    I07
    Interchange Receiver ID
    Required
    Min 15Max 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 9Max 9

    A control number assigned by the interchange sender

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

    Functional Group Header

    RequiredMax use 1

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

    Example
    GS-01
    479
    Functional Identifier Code
    Required

    Code identifying a group of application related transaction sets

    PO
    Purchase Order (850)
    GS-02
    142
    Application Sender's Code
    Required
    Min 2Max 15

    Code identifying party sending transmission; codes agreed to by trading partners

    GS-03
    124
    Application Receiver's Code
    Required
    Min 2Max 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 1Max 9

    Assigned number originated and maintained by the sender

    GS-07
    455
    Responsible Agency Code
    Required
    Min 1Max 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

    Example
    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).
    850
    Purchase Order
    ST-02
    329
    Transaction Set Control Number
    Required
    Min 4Max 9

    Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set

    BEG
    020

    Beginning Segment for Purchase Order

    RequiredMax use 1

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

    Usage notes

    Example: BEG00SA~5971515-1105~~20000501}

    Example
    BEG-01
    353
    Transaction Set Purpose Code
    Required

    Code identifying purpose of transaction set

    00
    Original
    01
    Cancellation
    05
    Replace
    BEG-02
    92
    Purchase Order Type Code
    Required

    Code specifying the type of Purchase Order

    DS
    Dropship
    NS
    New Store Opening
    SA
    Stand-alone Order
    BEG-03
    324
    Purchase Order Number
    Required
    Min 1Max 22

    Identifying number for Purchase Order assigned by the orderer/purchaser

    BEG-05
    373
    Date
    Required
    CCYYMMDD format

    Date expressed as CCYYMMDD

    • BEG05 is the date assigned by the purchaser to purchase order.
    REF
    050

    End User's Purchase Order Number

    OptionalMax use >1

    To specify identifying information

    Usage notes

    Customer Order number, will be transmitted only if requested.

    Example: REFEU71220}

    Example
    Variants (all may be used)
    REFProduct Specification Document Number
    REF-01
    128
    Reference Identification Qualifier
    Required

    Code qualifying the Reference Identification

    EU
    End User's Purchase Order Number
    REF-02
    127
    Reference Identification
    Optional
    Min 1Max 30

    Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

    Usage notes

    Customer Order Number

    REF
    050

    Product Specification Document Number

    OptionalMax use >1

    To specify identifying information

    Usage notes

    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}

    Example
    Variants (all may be used)
    REFEnd User's Purchase Order Number
    REF-01
    128
    Reference Identification Qualifier
    Required

    Code qualifying the Reference Identification

    QC
    Product Specification Document Number
    REF-02
    127
    Reference Identification
    Optional
    Min 1Max 30

    Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

    Usage notes

    Office Depot Customer Order Number

    FOB
    080

    F.O.B. Related Instructions

    OptionalMax use >1

    To specify transportation instructions relating to shipment

    Usage notes

    Example: FOBPPDE.

    Example
    If Description (FOB-03) is present, then Location Qualifier (FOB-02) is required
    FOB-01
    146
    Shipment Method of Payment
    Required

    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)
    FOB-02
    309
    Location Qualifier
    Optional

    Code identifying type of location

    • FOB02 is the code specifying transportation responsibility location.
    DE
    Destination (Shipping)
    OR
    Origin (Shipping Point)
    FOB-03
    352
    Description
    Optional
    Min 1Max 80

    A free-form description to clarify the related data elements and their content

    Usage notes

    ‘SHIP VIA INSTRUCTIONS’ will be transmitted only if other than specified in the standard routing guide.

    CSH
    110

    Sales Requirements

    OptionalMax use 5

    To specify general conditions or requirements of the sale

    Usage notes

    Example: CSH~Y}

    Example
    CSH-01
    563
    Sales Requirement Code
    Optional

    Code to identify a specific requirement or agreement of sale

    Usage notes

    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.

    ITD
    130

    Terms of Sale/Deferred Terms of Sale

    OptionalMax use >1

    To specify terms of sale

    Usage notes

    Example: ITD032~29090}

    Example
    ITD-01
    336
    Terms Type Code
    Optional

    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
    ITD-02
    333
    Terms Basis Date Code
    Optional

    Code identifying the beginning of the terms period

    2
    Delivery Date
    ITD-03
    338
    Terms Discount Percent
    Optional
    Min 1Max 6

    Terms discount percentage, expressed as a percent, available to the purchaser if an invoice is paid on or before the Terms Discount Due Date

    ITD-05
    351
    Terms Discount Days Due
    Optional
    Min 1Max 3

    Number of days in the terms discount period by which payment is due if terms discount is earned

    ITD-07
    386
    Terms Net Days
    Optional
    Min 1Max 3

    Number of days until total invoice amount is due (discount not applicable)

    DTM
    150

    Cancel After

    OptionalMax use 10

    To specify pertinent dates and times

    Usage notes

    Example: DTM00120000501}

    Example
    Variants (all may be used)
    DTMDelivery RequestedDTMRequested Ship
    DTM-01
    374
    Date/Time Qualifier
    Required

    Code specifying type of date or time, or both date and time

    001
    Cancel After
    DTM-02
    373
    Date
    Optional
    CCYYMMDD format

    Date expressed as CCYYMMDD

    DTM
    150

    Delivery Requested

    OptionalMax use 10

    To specify pertinent dates and times

    Usage notes

    Example: DTM00220000510}

    Example
    Variants (all may be used)
    DTMCancel AfterDTMRequested Ship
    DTM-01
    374
    Date/Time Qualifier
    Required

    Code specifying type of date or time, or both date and time

    002
    Delivery Requested
    DTM-02
    373
    Date
    Optional
    CCYYMMDD format

    Date expressed as CCYYMMDD

    DTM
    150

    Requested Ship

    OptionalMax use 10

    To specify pertinent dates and times

    Usage notes

    Example: DTM01020000505}

    Example
    Variants (all may be used)
    DTMCancel AfterDTMDelivery Requested
    DTM-01
    374
    Date/Time Qualifier
    Required

    Code specifying type of date or time, or both date and time

    010
    Requested Ship
    DTM-02
    373
    Date
    Optional
    CCYYMMDD format

    Date expressed as CCYYMMDD

    TD5
    240

    Carrier Details (Routing Sequence/Transit Time)

    OptionalMax use 12

    To specify the carrier and sequence of routing and provide transit time information

    Usage notes

    Will only be sent if PO is created with this information.

    Example: TD5~~92~ST}

    Example
    If Identification Code Qualifier (TD5-02) is present, then Identification Code (TD5-03) is required
    TD5-02
    66
    Identification Code Qualifier
    Optional

    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
    TD5-03
    67
    Identification Code
    Optional

    Code identifying a party or other code

    ND
    Next Day
    ST
    Standard
    N9 Loop
    RequiredMax >1
    N9
    295

    Reference Identification

    RequiredMax use 1

    To transmit identifying information as specified by the Reference Identification Qualifier

    Usage notes

    Example: Example: N9MEPO COMMENTS}

    Example
    N9-01
    128
    Reference Identification Qualifier
    Required

    Code qualifying the Reference Identification

    ME
    Message Address or ID
    N9-02
    127
    Reference Identification
    Optional
    Min 1Max 30

    Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

    Usage notes

    PO Comments

    MSG
    300

    Message Text

    OptionalMax use 1000

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

    Usage notes

    Examples:
    MSG03612}
    MSG
    ANY QUESTIONS CALL JANET 561-438-1414}

    Example
    MSG-01
    933
    Free-Form Message Text
    Required
    Min 1Max 264

    Free-form message text

    N1 Loop
    RequiredMax >1
    N1
    310

    Name

    RequiredMax use 1

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

    Usage notes

    Example: N1STOFFICE DEPOT931105

    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

    ST
    Ship To
    N1-02
    93
    Name
    Optional
    Min 1Max 60

    Free-form name

    N1-03
    66
    Identification Code Qualifier
    Optional

    Code designating the system/method of code structure used for Identification Code (67)

    93
    Code assigned by the organization originating the transaction set
    N1-04
    67
    Identification Code
    Optional
    Min 2Max 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

    Location Number Code for Ship-To

    N2
    320

    Additional Name Information

    OptionalMax use 2

    To specify additional names or those longer than 35 characters in length

    Usage notes

    Will not receive this segment unless PO is for a drop shipment direct to customer.

    Example: N2~KAREN WRIGHT}

    Example
    N2-01
    93
    Name
    Required
    Min 1Max 60

    Free-form name

    N3
    330

    Address Information

    OptionalMax use 2

    To specify the location of the named party

    Usage notes

    Will not receive this segment unless PO is for a drop shipment direct to customer.

    Example: N3~9538 BOCA RIVER CIRCLE}

    Example
    N3-01
    166
    Address Information
    Required
    Min 1Max 55

    Address information

    N3-02
    166
    Address Information
    Optional
    Min 1Max 55

    Address information

    N4
    340

    Geographic Location

    OptionalMax use >1

    To specify the geographic place of the named party

    Usage notes

    Will not receive this segment unless PO is for a drop shipment direct to customer.

    Example: N4BOCA RATONFL~33431}

    Example
    N4-01
    19
    City Name
    Optional
    Min 2Max 30

    Free-form text for city name

    • A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location.
    N4-02
    156
    State or Province Code
    Optional
    Min 2Max 2

    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.
    N4-03
    116
    Postal Code
    Optional
    Min 3Max 15

    Code defining international postal zone code excluding punctuation and blanks (zip code for United States)

    PER
    360

    Administrative Communications Contact

    OptionalMax use >1

    To identify a person or office to whom administrative communications should be directed

    Usage notes

    Will not receive this segment unless PO is for a drop shipment direct to customer.

    Example: PERDC~~TE5614384485}

    Example
    If either Communication Number Qualifier (PER-03) or Communication Number (PER-04) is present, then the other is required
    PER-01
    366
    Contact Function Code
    Required

    Code identifying the major duty or responsibility of the person or group named

    DC
    Delivery Contact
    PER-03
    365
    Communication Number Qualifier
    Optional

    Code identifying the type of communication number

    TE
    Telephone
    PER-04
    364
    Communication Number
    Optional
    Min 1Max 80

    Complete communications number including country or area code when applicable

    Detail

    PO1 Loop
    RequiredMax >1
    PO1
    010

    Baseline Item Data

    RequiredMax use 1

    To specify basic and most frequently used line item data

    • PO102 is required.
    Usage notes

    Examples:
    PO1148EA3.7VA893-1IN0173179UP~ 051131069060}
    PO1210EA49
    VARK2-KMIN0101893UP~000000000000}

    Example
    If Unit or Basis for Measurement Code (PO1-03) is present, then Quantity Ordered (PO1-02) is required
    If Basis of Unit Price Code (PO1-05) is present, then Unit Price (PO1-04) is required
    If either Product/Service ID Qualifier (PO1-06) or Product/Service ID (PO1-07) is present, then the other is required
    If either Product/Service ID Qualifier (PO1-08) or Product/Service ID (PO1-09) is present, then the other is required
    If either Product/Service ID Qualifier (PO1-10) or Product/Service ID (PO1-11) is present, then the other is required
    PO1-01
    350
    Assigned Identification
    Optional
    Min 1Max 20

    Alphanumeric characters assigned for differentiation within a transaction set

    • PO101 is the line item identification.
    PO1-02
    330
    Quantity Ordered
    Optional
    Min 1Max 15

    Quantity ordered

    PO1-03
    355
    Unit or Basis for Measurement Code
    Optional
    Min 2Max 2

    Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

    PO1-04
    212
    Unit Price
    Optional
    Min 1Max 15

    Price per unit of product, service, commodity, etc.

    PO1-05
    639
    Basis of Unit Price Code
    Optional

    Code identifying the type of unit price for an item

    NC
    No Charge
    PO1-06
    235
    Product/Service ID Qualifier
    Optional

    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
    PO1-07
    234
    Product/Service ID
    Optional
    Min 1Max 48

    Identifying number for a product or service

    PO1-08
    235
    Product/Service ID Qualifier
    Optional

    Code identifying the type/source of the descriptive number used in Product/Service ID (234)

    IN
    Buyer's Item Number
    PO1-09
    234
    Product/Service ID
    Optional
    Min 1Max 48

    Identifying number for a product or service

    PO1-10
    235
    Product/Service ID Qualifier
    Optional

    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)
    PO1-11
    234
    Product/Service ID
    Optional
    Min 1Max 48

    Identifying number for a product or service

    Usage notes

    All zero’s will be sent if no UPC# has been assigned.

    Summary

    CTT Loop
    RequiredMax >1
    CTT
    010

    Transaction Totals

    RequiredMax use 1

    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.
    Usage notes

    Example: CTT~2}

    Example
    CTT-01
    354
    Number of Line Items
    Required
    Min 1Max 6

    Total number of line items in the transaction set

    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)

    Example
    SE-01
    96
    Number of Included Segments
    Required
    Min 1Max 10

    Total number of segments included in a transaction set including ST and SE segments

    SE-02
    329
    Transaction Set Control Number
    Required
    Min 4Max 9

    Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set

    Functional Group Trailer

    RequiredMax use 1

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

    Example
    GE-01
    97
    Number of Transaction Sets Included
    Required
    Min 1Max 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 1Max 9

    Assigned number originated and maintained by the sender

    Interchange Control Trailer

    RequiredMax use 1

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

    Example
    IEA-01
    I16
    Number of Included Functional Groups
    Required
    Min 1Max 5

    A count of the number of functional groups included in an interchange

    IEA-02
    I12
    Interchange Control Number
    Required
    Min 9Max 9

    A control number assigned by the interchange sender

    EDI Samples

    Sample

    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~22~100001}

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