Williams Sonoma
/
Purchase Order Change Acknowledgment
  • Specification
  • EDI Inspector
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X12 865 Purchase Order Change Acknowledgment

X12 Release 5010

This X12 Transaction Set contains the format and establishes the data contents of the Purchase Order Change Acknowledgment/Request - Seller Initiated Transaction Set (865) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to convey acceptance or rejection of changes to a previously submitted purchase order by the seller or to notify the buyer of changes initiated by the seller to a previously submitted purchase order by the seller.

Delimiters
  • ~ Segment
  • * Element
  • > Component
  • ^ Repetition
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
0100
Transaction Set Header
Max use 1
Required
BCA
0200
Beginning Segment for Purchase Order Change Acknowledgment
Max use 1
Required
REF
0500
Reference Information
Max use 3
Required
PER
0600
Administrative Communications Contact
Max use 3
Optional
N9 Loop
detail
POC Loop
POC
0100
Line Item Change
Max use 1
Required
PID 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
Identifier (ID)

Code identifying 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
Identifier (ID)

Code identifying 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

Code indicating 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

Code indicating 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
Date (DT)
YYMMDD format

Date of the interchange

ISA-10
I09
Interchange Time
Required
Time (TM)
HHMM format

Time of the interchange

ISA-11
I65
Repetition Separator
Required
String (AN)
Min 1Max 1

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
ISA-12
I11
Interchange Control Version Number
Required
Identifier (ID)

Code specifying the version number of the interchange control segments

00501
Standards Approved for Publication by ASC X12 Procedures Review Board through October 2003
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 indicating sender's request for an interchange acknowledgment

0
No Interchange Acknowledgment Requested
1
Interchange Acknowledgment Requested (TA1)
ISA-15
I14
Interchange Usage Indicator
Required
Identifier (ID)
Min 1Max 1

Code indicating 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
Identifier (ID)

Code identifying a group of application related transaction sets

CA
Purchase Order Change Acknowledgment/Request - Seller Initiated (865)
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

Required
Date (DT)
CCYYMMDD format

Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year

Required
Time (TM)
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 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
GS-08
480
Version / Release / Industry Identifier Code
Required
String (AN)

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

ST
0100
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
Identifier (ID)

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).
865
Purchase Order Change Acknowledgment/Request - Seller Initiated
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

BCA
0200
Heading > BCA

Beginning Segment for Purchase Order Change Acknowledgment

RequiredMax use 1

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

Example
BCA-01
353
Transaction Set Purpose Code
Required
Identifier (ID)

Code identifying purpose of transaction set

00
Original
BCA-02
587
Acknowledgment Type
Required
Identifier (ID)

Code specifying the type of acknowledgment

AC
Acknowledge - With Detail and Change
AK
Acknowledge - No Detail or Change

This code indicates that the supplier was able to stop the order from shipping. No further action or transactions are required.

RJ
Rejected - No Detail

This code indicates that the supplier was unable to stop the order from shipping. If not already done so, supplier should have sent an ASN.

BCA-03
324
Purchase Order Number
Required
String (AN)
Min 1Max 22

Identifying number for Purchase Order assigned by the orderer/purchaser

Required
Date (DT)
CCYYMMDD format

Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year

  • BCA06 is the date assigned by the purchaser to purchase order.
Required
Date (DT)
CCYYMMDD format

Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year

  • BCA10 is the date assigned by the sender to the acknowledgment.
Usage notes

Purchase Order Date

Optional
Date (DT)
CCYYMMDD format

Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year

  • BCA11 is the date of the purchase order change request.
REF
0500
Heading > REF

Reference Information

RequiredMax use 3

To specify identifying information

Example
REF-01
128
Reference Identification Qualifier
Required
Identifier (ID)

Code qualifying the Reference Identification

CO
Customer Order Number
IA
Internal Vendor Number

Williams Sonoma assigned Vendor ID - Mandatory

REF-02
127
Reference Identification
Required
String (AN)
Min 1Max 50

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

PER
0600
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
Identifier (ID)

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

IC
Information Contact
Optional
String (AN)
Min 1Max 60

Free-form name

PER-03
365
Communication Number Qualifier
Optional
Identifier (ID)

Code identifying the type of communication number

EM
Electronic Mail
TE
Telephone
PER-04
364
Communication Number
Optional
String (AN)
Min 1Max 256

Complete communications number including country or area code when applicable

PER-05
365
Communication Number Qualifier
Optional
Identifier (ID)

Code identifying the type of communication number

EM
Electronic Mail
TE
Telephone
PER-06
364
Communication Number
Optional
String (AN)
Min 1Max 256

Complete communications number including country or area code when applicable

N9 Loop
OptionalMax 1000
N9
2800
Heading > N9 Loop > N9

Extended Reference Information

RequiredMax use 1

To transmit identifying information as specified by the Reference Identification Qualifier

Example
N9-01
128
Reference Identification Qualifier
Required
Identifier (ID)

Code qualifying the Reference Identification

L1
Letters or Notes
N9-02
127
Reference Identification
Required
String (AN)

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

Usage notes

N903 will contain one of the following 3 characters codes to identify the type of note to follow in MTX02.

  • GEN: General Note
GEN
General Note
MTX
2900
Heading > N9 Loop > MTX

Text

RequiredMax use >1

To specify textual data

Example
MTX-02
1551
Textual Data
Optional
String (AN)
Min 1Max 4096

To transmit large volumes of message text

N9 Loop end
Heading end

Detail

POC Loop
OptionalMax >1
POC
0100
Detail > POC Loop > POC

Line Item Change

RequiredMax use 1

To specify changes to a line item

Example
If either Product/Service ID Qualifier (POC-10) or Product/Service ID (POC-11) is present, then the other is required
If either Product/Service ID Qualifier (POC-12) or Product/Service ID (POC-13) is present, then the other is required
If either Product/Service ID Qualifier (POC-14) or Product/Service ID (POC-15) is present, then the other is required
POC-01
350
Assigned Identification
Required
String (AN)
Min 1Max 20

Alphanumeric characters assigned for differentiation within a transaction set

  • POC01 is the purchase order line item identification.
Usage notes

The Purchase Order Change line sequence number must be returned

POC-02
670
Change or Response Type Code
Required
Identifier (ID)

Code specifying the type of change to the line item

RC
Reject Item Change
RZ
Replace All Values
POC-03
380
Quantity
Required
Decimal number (R)
Min 1Max 15

Numeric value of quantity

  • POC03 is quantity ordered.
Usage notes

Previous/Original Order Qty

POC-04
671
Quantity Left to Receive
Required
Decimal number (R)
Min 1Max 9

Quantity left to receive as qualified by the unit of measure

Usage notes

New Order Qty

POC-05
C001
Composite Unit of Measure
OptionalMax use 1
To identify a composite unit of measure (See Figures Appendix for examples of use)
C001-01
355
Unit or Basis for Measurement Code
Required
Identifier (ID)

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

EA
Each
POC-06
212
Unit Price
Required
Decimal number (R)
Min 1Max 15

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

POC-08
235
Product/Service ID Qualifier
Required
Identifier (ID)

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

SK
Stock Keeping Unit (SKU)
POC-09
234
Product/Service ID
Required
String (AN)
Min 1Max 48

Identifying number for a product or service

POC-10
235
Product/Service ID Qualifier
Optional
Identifier (ID)

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

UK
GTIN 14-digit Data Structure
UP
UCC - 12
VN
Vendor's (Seller's) Item Number
POC-11
234
Product/Service ID
Optional
String (AN)
Min 1Max 48

Identifying number for a product or service

POC-12
235
Product/Service ID Qualifier
Optional
Identifier (ID)

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

UK
GTIN 14-digit Data Structure
UP
UCC - 12
VN
Vendor's (Seller's) Item Number
POC-13
234
Product/Service ID
Optional
String (AN)
Min 1Max 48

Identifying number for a product or service

POC-14
235
Product/Service ID Qualifier
Optional
Identifier (ID)

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

UK
GTIN 14-digit Data Structure
UP
UCC - 12
VN
Vendor's (Seller's) Item Number
POC-15
234
Product/Service ID
Optional
String (AN)
Min 1Max 48

Identifying number for a product or service

PID Loop
RequiredMax 1000
PID
0500
Detail > POC 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
Identifier (ID)

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-02
750
Product/Process Characteristic Code
Required
Identifier (ID)

Code identifying the general class of a product or process characteristic

08
Product
PID-05
352
Description
Required
String (AN)
Min 1Max 80

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

PID Loop end
N9 Loop
OptionalMax 1000
N9
3500
Detail > POC Loop > N9 Loop > N9

Extended Reference Information

RequiredMax use 1

To transmit identifying information as specified by the Reference Identification Qualifier

Example
N9-01
128
Reference Identification Qualifier
Required
Identifier (ID)

Code qualifying the Reference Identification

L1
Letters or Notes
N9-02
127
Reference Identification
Required
String (AN)

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

Usage notes

N903 will contain one of the following 3 characters codes to identify the type of note to follow in MTX02.
. GEN: General Note

GEN
General Note
MTX
3600
Detail > POC Loop > N9 Loop > MTX

Text

OptionalMax use >1

To specify textual data

Example
MTX-02
1551
Textual Data
Optional
String (AN)
Min 1Max 4096

To transmit large volumes of message text

N9 Loop end
POC Loop end
Detail end

Summary

CTT Loop
OptionalMax >1
CTT
0100
Summary > CTT Loop > CTT

Transaction Totals

RequiredMax use 1

To transmit a hash total for a specific element in the transaction set

  • Number of line items (CTT01) is the accumulation of the number of POC segments.
    If used, hash total (CTT02) is the sum of the value of quantities ordered (POC03) for each POC 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
0300
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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