X12 850 Purchase Order
This X12 Transaction Set 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
- ^ Repetition
- None included
Interchange Control Header
To start and identify an interchange of zero or more functional groups and interchange-related control segments
Code identifying 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 identifying 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)
Code indicating 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
Code indicating 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
Type is not applicable; the repetition separator is a delimiter and not a data element; this field provides the delimiter used to separate repeated occurrences of a simple data element or a composite data structure; this value must be different than the data element separator, component element separator, and the segment terminator
- ^
- Repetition Separator
Code specifying the version number of the interchange control segments
- 00501
- Standards Approved for Publication by ASC X12 Procedures Review Board through October 2003
A control number assigned by the interchange sender
Code indicating sender's request for an interchange acknowledgment
- 0
- No Interchange Acknowledgment Requested
- 1
- Interchange Acknowledgment Requested (TA1)
Code indicating 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
Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year
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 identifying the issuer of the standard; this code is used in conjunction with Data Element 480
- 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
- 005010
- Standards Approved for Publication by ASC X12 Procedures Review Board through October 2003
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) is 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
Identifying number for Purchase Order assigned by the orderer/purchaser
Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year
- BEG05 is the date assigned by the purchaser to purchase order.
Reference Information
To specify identifying information
Code qualifying the Reference Identification
- 11
- Account Number
Optional - Customer Account Number for DropShip
- CO
- Customer Order Number
Conditional - Will be sent on DropShips
- GK
- Third Party Reference Number
Optional - Account Number to ship against for some small package shipments
- IA
- Internal Vendor Number
Mandatory - Retailer assigned Vendor Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
When REF01 = GK: Account # (ex. UPS Collect XXXXXX)
A free-form description to clarify the related data elements and their content
When REF01 = GK: Description (ex. For Shipments under 150 lbs)
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
- BD
- Buyer Name or Department
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
- EM
- Electronic Mail
Complete communications number including country or area code when applicable
Service, Promotion, Allowance, or Charge Information
To request or identify a service, promotion, allowance, or charge; to specify the amount or percentage for the service, promotion, allowance, or charge
Code which indicates an allowance or charge for the service specified
- If SAC01 is "A" or "C", then at least one of SAC05, SAC07, or SAC08 is required.
- A
- Allowance
- C
- Charge
Code identifying the service, promotion, allowance, or charge
- D240
- Freight
Monetary amount
- SAC05 is the total amount for the service, promotion, allowance, or charge.
- If SAC05 is present with SAC07 or SAC08, then SAC05 takes precedence.
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
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
If ITD03 is sent then ITD05 must be included
Number of days until total invoice amount is due (discount not applicable)
A free-form description to clarify the related data elements and their content
Date/Time Reference
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
Free-form description of the routing or requested routing for shipment, or the originating carrier's identity
Code indicating the level of transportation service or the billing service offered by the transportation carrier
- 3D
- Three Day Service
- ON
- Overnight
- PB
- Priority Mail
- SC
- Second Day Air
- SG
- Standard Ground
Carrier Details (Equipment)
To specify transportation details relating to the equipment used by the carrier
Code identifying type of equipment used for shipment
- LU
- Load/unload Device on Equipment
LiftGate on truck required.
- TL
- Trailer (not otherwise specified)
Used to denote full truck/trailer needed for oversized/heavy drop-ship load.
Carrier Details (Special Handling, or Hazardous Materials, or Both)
To specify transportation special handling requirements, or hazardous materials information, or both
Extended Reference Information
To transmit identifying information as specified by the Reference Identification Qualifier
Code qualifying the Reference Identification
- L1
- Letters or Notes
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
- GEN
- General Note
- GFT
- Gift Note
- PCK
- Packaging Notes
- SHP
- Shipping Instructions
Party Identification
To identify a party by type of organization, name, and code
Party Location
To specify the location of the named party
Geographic Location
To specify the geographic place of the named party
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)
Reference Information
To specify identifying information
Code qualifying the Reference Identification
- GS
- General Services Administration Regulations (GSAR)
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
- SPE
- Special Instructions
A free-form description to clarify the related data elements and their content
Text sent will describe if the address is Residential, or Business.
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
- EM
- Electronic Mail
Complete communications number including country or area code when applicable
Party Identification
To identify a party by type of organization, name, and code
Party Location
To specify the location of the named party
Geographic Location
To specify the geographic place of the named party
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)
Reference Information
To specify identifying information
Code qualifying the Reference Identification
- GS
- General Services Administration Regulations (GSAR)
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
- SPE
- Special Instructions
A free-form description to clarify the related data elements and their content
Text sent will describe if the address is Residential, or Business.
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
- EM
- Electronic Mail
Complete communications number including country or area code when applicable
Party Identification
To identify a party by type of organization, name, and code
Used with Drop Ship if different than Bill to.
Party Location
To specify the location of the named party
Geographic Location
To specify the geographic place of the named party
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)
Reference Information
To specify identifying information
Code qualifying the Reference Identification
- GS
- General Services Administration Regulations (GSAR)
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
- SPE
- Special Instructions
A free-form description to clarify the related data elements and their content
Text sent will describe if the address is Residential, or Business.
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
- EM
- Electronic Mail
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.
Alphanumeric characters assigned for differentiation within a transaction set
- PO101 is the line item identification.
Numeric value of quantity
- PO102 is quantity ordered.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- BG
- Bag
- BX
- Box
- CA
- Case
- CG
- Card
- EA
- Each
- GA
- Gallon
- IN
- Inch
- KT
- Kit
- LB
- Pound
- OZ
- Ounce - Av
- P4
- Four-pack
- PR
- Pair
- SF
- Square Foot
- SI
- Square Inch
- ST
- Set
Price per unit of product, service, commodity, etc.
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.
- VN
- Vendor's (Seller'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)
- BP
- Buyer's Part Number
Identifying number for a product or service
Pricing Information
To specify pricing information
Monetary amount
- CTP08 is the rebate amount.
Extended amount (Price * Qty)
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
Code identifying the general class of a product or process characteristic
- 08
- Product
A free-form description to clarify the related data elements and their content
Carrier Details (Special Handling, or Hazardous Materials, or Both)
To specify transportation special handling requirements, or hazardous materials information, or both
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 Information
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.
Code to qualify amount
- TT
- Total Transaction Amount
Monetary amount
Total amount of the transaction. Sum of the item qty * price +/- the charges, allowances, Discounts, and taxes.
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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