X12 855 [5010] Purchase Order Acknowledgment
This X12 Transaction Set contains the format and establishes the data contents of the Purchase Order Acknowledgment Transaction Set (855) 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 a seller's acknowledgment of a buyer's purchase order.
This transaction set can also be used as notification of a vendor generated order. This usage advises a buyer that a vendor has or will ship merchandise as prearranged in their partnership.
- ~ 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
- PR
- Purchase Order Acknowledgment (855)
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).
- 855
- Purchase Order Acknowledgment
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 Acknowledgment
To indicate the beginning of the Purchase Order Acknowledgment Transaction Set and transmit identifying numbers and dates
Code identifying purpose of transaction set
- 01
- Cancellation
Send when requesting retailer's purchase order cancellation. When sent, Acknowledgment Type Code (BAK02) should contain Rejected - No Detail (RJ) qualifier.
- 19
- Seller initiated change
Send when acknowledging a retailer's purchase order with change. When sent the Acknowledge Type Code (BAK02) should contain either code Acknowledge - With Detail and Change (AC) or Acknowledge - With Exception Detail Only (AE) qualifier.
Code specifying the type of acknowledgment
- AE
- Acknowledge - With Exception Detail Only
Sent when acknowledging PO with changes requested, when sent only the changes being requested should be sent. When sent, Transaction Set Purpose Code (BAK01) with Seller initiated change (19) is required by Walmart.
- RJ
- Rejected - No Detail
When sent, Transaction Set Purpose Code (BAK01) with Cancellation (01) is required by Walmart.
Identifying number for Purchase Order assigned by the orderer/purchaser
This element is required by standard. When sent, this should contain the Walmart Assigned 10-digit PO number as send in the Purchase Order Number (BEG03) on the Purchase Order (X12 850).
Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year
- BAK04 is the date assigned by the purchaser to purchase order.
This element is required by standard. When sent, this should contain the original PO date as send in the Date (BEG05) on the Purchase Order (X12 850).
Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year
- BAK09 is the date assigned by the sender to the acknowledgment.
This element is required by Walmart. When sent, the element must contain the Supplier Acknowledgment Date.
Reference Information
To specify identifying information
Code qualifying the Reference Identification
- IA
- Internal Vendor Number
At least one instance of the Reference Identification (REF) segment with Internal Vendor Number (IA) qualifier is required by Walmart. When sent, the Reference Identification (REF02) element must contain the 9-digit Walmart assigned Supplier/Vendor number with department-sequence.
- TD
- Reason for Change
One instance of the Reference Information (REF) segment with this qualifier is required by Walmart for all PO header/summary level changes. When sent, a PO Change Reason code from the provided code list must be sent in the Reference Identification (REF02).
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
- 42
- Weather/Natural Disaster
Only valid when BAK02 = AE/AK/RJ
- 43
- No Product Availability (Supplier)
Only valid when BAK02 = AE/AK/RJ
- 46
- Incorrect Quantity on PO
Only valid when BAK02 = AE/AK/RJ
- 49
- System Issue
Only valid when BAK02 = AE/AK/RJ
- 50
- Compliance Hold/FDA/Recall (Supplier)
Only valid when BAK02 = AK/RJ
- 51
- Item Setup Issue (Supplier)
Only valid when BAK02 = AE/AK/RJ
- 52
- End of Life Items/Seasonal
Only valid when BAK02 = AE/AK/RJ
- 53
- Transportation Issue - Collect
Only valid when BAK02 = AE/AK/RJ
- 54
- Transportation Issue - Prepaid (Supplier)
Only valid when BAK02 = AE/AK/RJ
- 59
- DC/FC Capacity Related (On Time Impact)
Only valid when BAK02 = AE/AK/RJ
- 61
- DC/FC Receipts Remedy (Fill Rate Impact)
Only valid when BAK02 = AE/AK/RJ
- 62
- Incorrect MABD on PO
Only valid when BAK02 = AE/AK/RJ
Detail
When Acknowledgement Type Code (BAK02) with Acknowledge - With Exception Detail Only (AE) qualifier is sent. One and only one of the following change types can be submitter per PO line:
Cancel PO Line (Must include Line-Item Acknowledgment with Item Deleted [ID] qualifier).
All these must include Baseline Item Data (PO1) with Product Identification (DE 234/235). (Note: If more than one change type is required for a PO line and the order of the change request matters, then they must be submitted one at a time an wait for confirmation before sending the next.)
Baseline Item Data
To specify basic and most frequently used line item data
- PO102 is required.
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.
At least one of Buyer's Item Number (IN), GTIN-13 (EN), Item GTIN-14 (UK), and GTIN-12 (UP) is required by Walmart when Acknowledgment Type Code (BAK02) contains Acknowledge - Product Replenishment (AP) qualifier is sent. When any form of GTIN is sent that aligns to multiple Walmart Item Numbers the Prime Item will be used, to avoid this as an opportunity for error Walmart strongly recommends the use of the Walmart assigned Buyer's Item Number (IN).
At least one of PO Line Number (PL), Buyer's Item Number (IN), GTIN-13 (EN), Item GTIN-14 (UK), and GTIN-12 (UP) is required by Walmart when
Acknowledgment Type Code (BAK02) contains Acknowledge - With Exception Detail Only (AE) qualifier is sent. When any form of GTIN is sent that aligns to multiple Walmart Item Numbers the Prime Item will be used, to avoid this as an opportunity for error Walmart strongly recommends the use of the Walmart assigned Buyer's Item Number (IN).
- EN
- GTIN-13
When sent, the following Product/Service ID (PO1 DE type 234) must contain a valid GTIN-13 consisting of 4-11 digit GS1 company prefix,
followed by a product id long enough that when combined with the GS1 company prefix will combined will consist of 12-digits then followed by a 1-digit check digit. - IN
- Buyer's Item Number
When sent, the following Product/Service ID (PO1 DE type 234) must contain a valid and active Walmart assigned 9-digit item number.
- UK
- GTIN-14
When sent, the following Product/Service ID (PO1 DE type 234) must contain a valid GTIN-14 consisting of a 1-digit logistical unit identifier,
4-11 digit GS1 company prefix, followed by a product id long enough that when combined with the GS1 company prefix will combined will consist of 13-digits then followed by a 1-digit check digit. - UP
- GTIN-12
When sent, the following Product/Service ID (PO1 DE type 234) must contain a valid GTIN-12 consisting of 4-10 digit GS1 company prefix,
followed by a product id long enough that when combined with the GS1 company prefix will combined will consist of 11-digits then followed by a 1-digit check digit.
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- EN
- GTIN-13
- IN
- Buyer's Item Number
- UK
- GTIN-14
- UP
- GTIN-12
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- EN
- GTIN-13
- IN
- Buyer's Item Number
- UK
- GTIN-14
- UP
- GTIN-12
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- EN
- GTIN-13
- IN
- Buyer's Item Number
- UK
- GTIN-14
- UP
- GTIN-12
Identifying number for a product or service
Reference Information
To specify identifying information
Code qualifying the Reference Identification
- TD
- Reason for Change
When Baseline Item Data (PO1) is sent one instance of the Reference Information (REF) segment with this qualifier is required by Walmart. The following abbreviations will be used to simplify which PO change reasons maybe sent for which PO change types:
New PO line quantity - QTY
Change PO line promotional status - PROMO
New PO line cost - COST
Store or Direct Store Consolidated Distribution change - DISTRO
Add Line item - ADD
Cancel Line - CANCEL
Activate Line - ACTIVATE
Item Comment change - COMMENT
Allowance change - ALLOWANCE
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
- 42
- Weather/Natural Disaster
QTY-PROMO-COST-DISTRO-ADD-CANCEL-REACTIVATE-
COMMENT-ALLOWANCE - 43
- No Product Availability (Supplier)
QTY-PROMO-COST-CANCEL-REACTIVATE-DISTRO
- 46
- Incorrect Quantity on PO
QTY-PROMO-COST-DISTRO-ADD-CANCEL-REACTIVATE-COMMENT-ALLOWANCE
- 49
- System Issue
QTY-PROMO-COST-DISTRO-ADD-CANCEL-REACTIVATE-COMMENT-ALLOWANCE
- 50
- Compliance Hold/FDA/Recall (Supplier)
CANCEL-REACTIVATE
- 51
- Item Setup Issue (Supplier)
QTY-PROMO-COST-CANCEL-REACTIVATE-DISTRO
- 52
- End of Life Items/Seasonal
QTY-PROMO-COST-DISTRO-ADD-CANCEL-REACTIVATE-COMMENT-ALLOWANCE
- 53
- Transportation Issue - Collect
QTY-PROMO-COST-DISTRO-ADD-CANCEL-REACTIVATE-COMMENT-ALLOWANCE
- 54
- Transportation Issue - Prepaid (Supplier)
QTY-PROMO-COST-CANCEL-REACTIVATE-DISTRO
- 59
- DC/FC Capacity Related (On Time Impact)
QTY-PROMO-COST-CANCEL-REACTIVATE-DISTRO
- 61
- DC/FC Receipts Remedy (Fill Rate Impact)
QTY-PROMO-COST-CANCEL-REACTIVATE-DISTRO
- 62
- Incorrect MABD on PO
QTY-PROMO-COST-DISTRO-CANCEL-REACTIVATE
Line Item Acknowledgment
To acknowledge the ordered quantities and specify the ready date for a specific line item
Code specifying the action taken by the seller on a line item requested by the buyer
- ID
- Item Deleted
When sent, item will be cancelled. (Note: If product is shipped or partially shipped use NOVA to change PO quantity do not use line cancel/delete.)
Summary
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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