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Purchase Order
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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
EDI samples
  • None included
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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
Reference Identification
Max use 1
Optional
PER
060
Administrative Communications Contact
Max use 3
Optional
DTM
150
Date/Time Reference
Max use 10
Optional
TD5
240
Carrier Details (Routing Sequence/Transit Time)
Max use 12
Optional
N1 Loop
detail
PO1 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
String (AN)
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
String (AN)
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
Identifier (ID)
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
String (AN)
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
Identifier (ID)
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
String (AN)
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
Numeric (N0)
Min 9Max 9

A control number assigned by the interchange sender

ISA-14
I13
Acknowledgment Requested
Required
Identifier (ID)
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
Identifier (ID)
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
String (AN)
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
String (AN)
Min 2Max 15

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

GS-03
124
Application Receiver's Code
Required
String (AN)
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
Numeric (N0)
Min 1Max 9

Assigned number originated and maintained by the sender

GS-07
455
Responsible Agency Code
Required
Identifier (ID)
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
Heading > ST

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
Numeric (N)
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
Heading > BEG

Beginning Segment for Purchase Order

RequiredMax use 1

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

Example
BEG-01
353
Transaction Set Purpose Code
Required

Code identifying purpose of transaction set

00
Original
BEG-02
92
Purchase Order Type Code
Required

Code specifying the type of Purchase Order

DS
Dropship
SA
Stand-alone Order
BEG-03
324
Purchase Order Number
Required
String (AN)
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
Heading > REF

Reference Identification

OptionalMax use >1

To specify identifying information

Example
REF-01
128
Reference Identification Qualifier
Required

Code qualifying the Reference Identification

IA
Internal Vendor Number
REF-02
127
Reference Identification
Optional
String (AN)
Min 1Max 30

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

PER
060
Heading > PER

Administrative Communications Contact

OptionalMax use 3

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

Example
If either Communication Number Qualifier (PER-03) or Communication Number (PER-04) is present, then the other is required
If either Communication Number Qualifier (PER-05) or Communication Number (PER-06) 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

BD
Buyer Name or Department
PER-02
93
Name
Optional
String (AN)
Min 1Max 60

Free-form name

PER-03
365
Communication Number Qualifier
Optional

Code identifying the type of communication number

TE
Telephone
PER-04
364
Communication Number
Optional
String (AN)
Min 1Max 80

Complete communications number including country or area code when applicable

PER-05
365
Communication Number Qualifier
Optional

Code identifying the type of communication number

EM
Electronic Mail
PER-06
364
Communication Number
Optional
String (AN)
Min 1Max 80

Complete communications number including country or area code when applicable

DTM
150
Heading > DTM

Date/Time Reference

OptionalMax use 10

To specify pertinent dates and times

Example
DTM-01
374
Date/Time Qualifier
Required

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

001
Cancel After
038
Ship No Later
DTM-02
373
Date
Optional
CCYYMMDD format

Date expressed as CCYYMMDD

DTM-03
337
Time
Optional
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)

TD5
240
Heading > TD5

Carrier Details (Routing Sequence/Transit Time)

OptionalMax use 12

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

Example
TD5-05
387
Routing
Optional
String (AN)
Min 1Max 35

Free-form description of the routing or requested routing for shipment, or the originating carrier's identity

N1 Loop
OptionalMax 200
N1
310
Heading > N1 Loop > N1

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

SN
Store
ST
Ship To
SU
Supplier/Manufacturer
N1-02
93
Name
Optional
String (AN)
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)

92
Assigned by Buyer or Buyer's Agent
N1-04
67
Identification Code
Optional
String (AN)
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.
N3
330
Heading > N1 Loop > N3

Address Information

OptionalMax use 2

To specify the location of the named party

Example
N3-01
166
Address Information
Required
String (AN)
Min 1Max 55

Address information

N3-02
166
Address Information
Optional
String (AN)
Min 1Max 55

Address information

N4
340
Heading > N1 Loop > N4

Geographic Location

OptionalMax use >1

To specify the geographic place of the named party

Example
N4-01
19
City Name
Optional
String (AN)
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
Identifier (ID)
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
Identifier (ID)
Min 3Max 15

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

N4-04
26
Country Code
Optional
Identifier (ID)
Min 2Max 3

Code identifying the country

PER
360
Heading > N1 Loop > PER

Administrative Communications Contact

OptionalMax use >1

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

Example
If either Communication Number Qualifier (PER-03) or Communication Number (PER-04) is present, then the other is required
If either Communication Number Qualifier (PER-05) or Communication Number (PER-06) 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
SU
Supplier Contact
PER-02
93
Name
Optional
String (AN)
Min 1Max 60

Free-form name

PER-03
365
Communication Number Qualifier
Optional

Code identifying the type of communication number

TE
Telephone
PER-04
364
Communication Number
Optional
String (AN)
Min 1Max 80

Complete communications number including country or area code when applicable

PER-05
365
Communication Number Qualifier
Optional

Code identifying the type of communication number

EM
Electronic Mail
PER-06
364
Communication Number
Optional
String (AN)
Min 1Max 80

Complete communications number including country or area code when applicable

N1 Loop end
Heading end

Detail

PO1 Loop
RequiredMax 100000
Usage notes

PO102 is required.

PO1
010
Detail > PO1 Loop > PO1

Baseline Item Data

RequiredMax use 1

To specify basic and most frequently used line item data

  • PO102 is required.
Example
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
PO1-01
350
Assigned Identification
Optional
String (AN)
Min 1Max 20

Alphanumeric characters assigned for differentiation within a transaction set

  • PO101 is the line item identification.
PO1-02
330
Quantity Ordered
Required
Decimal number (R)
Min 1Max 15

Quantity ordered

PO1-03
355
Unit or Basis for Measurement Code
Required

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

EA
Each
PO1-04
212
Unit Price
Required
Decimal number (R)
Min 1Max 17

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

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.
VP
Vendor's (Seller's) Part Number
PO1-07
234
Product/Service ID
Optional
String (AN)
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)

BP
Buyer's Part Number
PO1-09
234
Product/Service ID
Optional
String (AN)
Min 1Max 48

Identifying number for a product or service

PID Loop
OptionalMax 1000
PID
050
Detail > PO1 Loop > PID Loop > PID

Product/Item Description

RequiredMax use 1

To describe a product or process in coded or free-form format

Example
PID-01
349
Item Description Type
Required

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
PID-05
352
Description
Optional
String (AN)
Min 1Max 80

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

PID Loop end
MSG
289
Detail > PO1 Loop > MSG

Message Text

OptionalMax use >1

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

Example
MSG-01
933
Free-Form Message Text
Required
String (AN)
Min 1Max 264

Free-form message text

PO1 Loop end
Detail end

Summary

CTT Loop
OptionalMax 1
Usage notes

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.

CTT
010
Summary > CTT Loop > CTT

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.
Example
CTT-01
354
Number of Line Items
Required
Numeric (N0)
Min 1Max 6

Total number of line items in the transaction set

CTT Loop end
SE
030
Summary > SE

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
Numeric (N0)
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
Numeric (N)
Min 4Max 9

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

Summary end

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
Numeric (N0)
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
Numeric (N0)
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
Numeric (N0)
Min 1Max 5

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

IEA-02
I12
Interchange Control Number
Required
Numeric (N0)
Min 9Max 9

A control number assigned by the interchange sender

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