Introduction: Heading: Detail: Summary: Functional Group ID=PO

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1 850 Purchase Order Functional Group ID=PO Introduction: 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. Heading: Page Pos. Seg. Req. Loop Notes and No. No. ID Name Des. Max.Use Repeat Comments ST Transaction Set Header M BEG Beginning Segment for Purchase Order M REF Reference Identification M PER Buyer information O FOB Shipment method of payment O ITD Invoice terms O DTM Date/Time Reference M 4 LOOP ID - N N1 Ship To M N3 Address Information O N4 Geographic Location O 1 Detail: Page Pos. Seg. Req. Loop Notes and No. No. ID Name Des. Max.Use Repeat Comments LOOP ID - PO PO1 Baseline Item Data M PID Product/Item description M P04 Item physical details O REF Reference Identification O 4 Summary: Page Pos. Seg. Req. Loop Notes and No. No. ID Name Des. Max.Use Repeat Comments LOOP ID - CTT CTT Transaction Totals M AMT Monetary Amount M SE Transaction Set Trailer M 1 ASC X12 Version October 9, 2003

2 Segment: ST Transaction Set Header Position: 010 Loop: Purpose: To indicate the start of a transaction set and to assign a control number Syntax Notes: Semantic Notes: 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). M ST Transaction Set Identifier Code M ID 3/3 Code uniquely identifying a Transaction Set 850 Purchase Order M ST Transaction Set Control Number M AN 4/9 Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set ASC X12 Version October 9, 2003

3 Segment: BEG Beginning Segment for Purchase Order Position: 020 Loop: Purpose: To indicate the beginning of the Purchase Order Transaction Set and transmit identifying numbers and dates Syntax Notes: Semantic Notes: BEG05 is the date assigned by the purchaser to purchase order. BEG03 has a min/max of 16. Please notify if the purchase order length is a problem. M BEG Transaction Set Purpose Code M ID 2/2 Code identifying purpose of transaction set 00 Original M BEG02 92 Purchase Order Type Code M ID 2/2 Code specifying the type of Purchase Order SA Stand-alone Order M BEG Purchase Order Number M AN 16/16 Identifying number for Purchase Order assigned by the buyer/purchaser M BEG Date M DT 8/8 Date expressed as CCYYMMDD ASC X12 Version October 9, 2003

4 Segment: REF Reference Identification Position: 050 Loop: Purpose: To specify identifying information Semantics: REF04 contains data relating to the value cited in REF02. Syntax Notes: At least one of REF02 is required REF Reference Identification Qualifier M ID 2/3 Code qualifying the Reference Identification DP Department data follows REF Reference Identification X AN 1/30 Department number REF Description X AN 1/80 Department Description ASC X12 Version October 9, 2003

5 Segment: PER Administrative communications contact Position: 060 Loop: Purpose: To identify a person or office to whom administrative communications should be directed Semantics: Syntax Notes: If either PER03, PER04 is present, then all are required If either PER05, PER06 is present, then all are required If either PER07, PER08 is present, then all are required PER Contact function code M ID 2/2 BD Buyer Name or Department PER02 93 Name O AN 1/60 Buyer Name ASC X12 Version October 9, 2003

6 Segment: FOB FOB related instructions Position: 080 Loop: Purpose: To specify transportation instructions relating to shipment Syntax Notes: If FOB03 is present, then all of FOB02 are required If FOB04 is present, then all of FOB05 are required If FOB07 is present, then all of FOB06 are required If FOB08 is present, then all of FOB09 are required Semantics: FOB01 indicates which party will pay the carrier. FOB02 is the code specifying transportation responsibility location. FOB06 is the code specifying the title passage location. FOB08 is the code specifying the point at which the risk of loss transfers. This may be different than the location specified in FOB02/FOB03 and FOB06/FOB07. If FOB01 is PP means that the vendor will deliver the merchandise to the location. If FOB02 is CC means that DLTR will pickup the merchandise and deliver to the location. The pickup date for CC is between the shipped date through the cancel date. M FOB Shipment method of payment M ID 2/2 Code identifying payment terms for transportation charges CC Collect DF Defined by Buyer and Seller FO FOB Port of Call PP Prepaid (By Seller) PS Paid by Seller - The seller agrees to the transportation payment term requiring the seller to pay transportation charges to a specified location (origin or destination location) FOB Location Qualifier R ID 1/2 Code identifying type of location FOB Description O AN 1/80 A free-form description to clarify the related data elements and their content FOB Transportation Terms Qualifier Code O ID 2/2 Code identifying the source of the transportation terms 01 Incoterms 02 Trade Terms Code ZZ Mutually Defined FOB Transportation Terms Code R ID 3/3 Code identifying the trade terms which apply to the shipment transportation responsibility CFR CIF Cost and Freight - Seller pays cost and freight to named port of destination; buyer assumes all risks of loss and damage and additional costs incurred once goods are delivered on board the vessel; these are assumed by the buyer when the goods pass over the rail of the ship at the port of shipment Cost, Insurance, and Freight - Seller pays cost and freight to named port of destination; buyer assumes all risks of loss and damage and additional costs incurred once goods are delivered onboard the vessel; risks are assumed by the buyer when the goods pass over the rail ASC X12 Version October 9, 2003

7 of the ship at the port of shipment; seller must in addition procure (i.e. contract and pay for) marine insurance against the buyer's risk of loss or damage during shipment DDP Delivered Duty Paid - Seller bears costs and risks involved in bringing goods to the named place in the country of importation including duties, taxes, and other official charges payable upon import DEQ Delivered Ex Quay - Seller bears all costs and risks involved, including duties, taxes, and other charges involved in delivering the goods to the quay (wharf) at the named port of destination, cleared for import; seller's obligation ends when the goods are available to the buyer on the quay (this term used only for sea or inland waterway shipments) EXW Ex Works - Buyer bears all costs and risks in taking the goods from the seller's premises to the desired location FCA Free Carrier - Seller fulfills his obligation when goods are handed over, cleared for export, and into the charge of the carrier named by the buyer at the named place or location FOB Free on Board FOB Location Qualifier R ID 1/2 Code identifying type of location FOB Description O AN 1/80 A free-form description to clarify the related data elements and their content FOB08 54 Risk of Loss Code O ID 2/2 Code specifying where responsibility for risk of loss passes BY Risk of Loss in Transit to Destination is Buyer's FE Risk of Loss in Transit to Freight Equalization Point is Seller's IM Shared Risk and Investor Markets IR Investor Risk LR Lender Risk PP Risk of Loss in Transit to Pool Point is Seller's SE Risk of Loss in Transit to Destination is Seller's SR Shared Risk and Lender Markets ZZ Mutually Defined M FOB Description R AN 1/80 A free-form description to clarify the related data elements and their content ASC X12 Version October 9, 2003

8 Segment: ITD Terms of Sale Position: 130 Loop: Purpose: To specify terms of sale Semantics: ITD15 is the percentage applied to a base amount used to determine a late payment charge. Syntax Notes: If ITD03 is present, then at least one of ITD04 is required If ITD08 is present, then at least one of ITD04 is required If ITD09 is present, then at least one of ITD10 is required 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. M ITD Invoice terms description M AN 1/80 ASC X12 Version October 9, 2003

9 Segment: DTM Date/Time Reference Position: 150 Loop: Max Use: 4 Purpose: To specify pertinent dates and times Syntax Notes: Semantic Notes: At least one of DTM02 is required If DTM04 is present, then all of DTM03 are required If either DTM05, DTM06 is present, then all are required M DTM Date/Time Qualifier M ID 3/3 Code specifying type of date or time, or both date and time 037 Do not ship before (Shipped Date) 038 Do not ship after (Cancel Date) 063 Do not deliver after (ETA Date Delivery Date ) 064 Do not deliver before (Shipped Date) M DTM Date X DT 8/8 Date expressed as CCYYMMDD ASC X12 Version October 9, 2003

10 Segment: N1 Ship To Position: 310 Loop: N1 Mandatory Purpose: To identify a party by type of organization, name, and code Syntax Notes: At least one of N102 is required If either N103, N104 is present, then all are required 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. N105 and N106 further define the type of entity in N101. M N Entity Identifier Code M ID 2/3 Code identifying an organizational entity, a physical location, property or an individual ST Ship To N Name X AN 1/60 Free-form name N Identification Code Qualifier X ID 1/2 Code designating the system/method of code structure used for Identification Code (67) 92 Assigned by Buyer or Buyer's Agent N Warehouse ID Code X AN 2/80 ASC X12 Version October 9, 2003

11 Segment: N3 Address Information Position: 330 Loop: N1 Mandatory Usage: Optional Purpose: To specify the location of the named party Syntax Notes: Semantic Notes: M N Address Information M AN 1/55 N Address Information O AN 1/55 ASC X12 Version October 9, 2003

12 Segment: N4 Geographic Location Position: 340 Loop: N1 Mandatory Usage: Optional Purpose: To specify the geographic place of the named party Syntax Notes: If N406 is present, then all of N405 are required Semantic Notes: A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location. N402 is required only if city name (N401) is in the U.S. or Canada. N City Name O AN 2/30 Free-form text for city name N State or Province Code O ID 2/2 Code (Standard State/Province) as defined by appropriate government agency N Postal Code O ID 3/15 Code defining international postal zone code excluding punctuation and blanks (zip code for United States) N Country Code O ID 2/3 ASC X12 Version October 9, 2003

13 Segment: PO1 Baseline Item Data Position: 010 Loop: PO1 Mandatory Level: Detail Purpose: To specify basic and most frequently used line item data Syntax Notes: If PO103 is present, then PO102 is required. If PO105 is present, then PO104 is required. If either PO106 or PO107 is present, then the other is required. If either PO108 or PO109 is present, then the other is required. If either PO110 or PO111 is present, then the other is required. Semantic Notes: See the Data Element Dictionary for a complete list of IDs. PO101 is the line item identification. 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. M PO Assigned Identification O AN 1/20 Alphanumeric characters assigned for differentiation within a transaction set M PO Quantity Ordered X R 1/15 Quantity ordered M PO Unit or Basis for Measurement Code O ID 2/2 Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken EA Each M PO Unit Price X R 1/17 Price per unit of product, service, commodity, etc. M PO Product/Service ID Qualifier X ID 2/2 Code identifying the type/source of the descriptive number used in Product/Service ID (234) IN Buyer's Item Number M PO DTS SKU Number X AN 1/48 M PO Product/Service ID Qualifier X ID 2/2 Code identifying the type/source of the descriptive number used in Product/Service ID (234) VN Vendor's (Seller's) Item Number M PO Vendor s Item Number X AN 1/48 M PO Product/Service ID Qualifier X ID 2/2 Code identifying the type/source of the descriptive number used in Product/Service ID (234) UP U.P.C. Consumer Package Code ( ) M PO UPC Code X AN 1/48 ASC X12 Version October 9, 2003

14 Segment: PID Product/Item information Position: 050 Loop: PO1 Mandatory Level: Detail Purpose: To describe a product or process in coded or free-form format Syntax Notes: Semantic Notes: M PID Item description type M ID 1/1 F Free-form test M PID Item description O AN 1/80 ASC X12 Version October 9, 2003

15 Segment: PO4 Item physical details Position: 090 Loop: PO1 Mandatory Level: Detail Usage: Optional Purpose: To specify the physical qualities, packaging, weights, and dimensions relating to the item Syntax Notes: If either PO402,PO403 is present, then all are required If PO405 is present, then all of PO406 are required If either PO406,PO407 is present, then all are required If either PO408,PO409 is present, then all are required If PO410 is present, then all of PO413 are required If PO411 is present, then all of PO413 are required If PO412 is present, then all of PO413 are required If PO413 is present, then at least one of PO410 is required If PO417 is present, then all of PO416 are required If PO418 is present, then all of PO404 are required Semantic Notes: PO415 is used to indicate the relative layer of this package or range of packages within the layers of packaging. Relative Position 1 (value R1) is the innermost package. PO416 is the package identifier or the beginning package identifier in a range of identifiers. PO417 is the ending package identifier in a range of identifiers. PO418 is the number of packages in this layer. PO403 - The "Unit or Basis for Measure Code" in this segment position is for purposes of defining the pack (PO401) /size (PO402) measure which indicates the quantity in the inner pack unit. For example: If the carton contains Ounce packages, it would be described as follows: Data element 356 = "24"; Data element 357 = "12"; Data element 355 = "OZ". PO413 defines the unit of measure for PO410, PO411, and PO412. O P Pack M N0 1/6 Number of items per pack ASC X12 Version October 9, 2003

16 Segment: REF Reference Identification Position: 100 Loop: PO1 Mandatory Level: Detail Usage: Optional Max Use: 4 Purpose: To specify identifying information Syntax Notes: At least one of REF02 or REF03 is required Semantic Notes: REF04 contains data relating to the value cited in REF02. O REF Reference Identification Qualifier O ID 2/3 Code qualifying the Reference Identification ZZ Mutually Defined O REF Description R AN 1/70 A free-form description to clarify the related data elements and their content ASC X12 Version October 9, 2003

17 Segment: CTT Transaction Totals Position: 010 Loop: CTT Mandatory Level: Summary Purpose: To transmit a hash total for a specific element in the transaction set Syntax Notes: If either CTT03, CTT04 is present, then all are required If either CTT05, CTT06 is present, then all are required Semantic Notes: This segment is intended to provide hash totals to validate transaction completeness and correctness. M CTT Number of Line Items M N0 1/6 Total number of line items in the transaction set ASC X12 Version October 9, 2003

18 Segment: AMT Monetary Amount Position: 020 Loop: CTT Mandatory Level: Summary Purpose: To indicate the total monetary amount Syntax Notes: Semantic Notes: M AMT Amount Qualifier Code M ID 1/3 Code to qualify amount TT Total Transaction Amount M AMT Total Transaction Amount M R 1/18 ASC X12 Version October 9, 2003

19 Segment: SE Transaction Set Trailer Position: 030 Loop: Level: Summary Purpose: To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments) Syntax Notes: Semantic Notes: 1 SE is the last segment of each transaction set. M SE01 96 Number of Included Segments M N0 1/10 Total number of segments included in a transaction set including ST and SE segments M SE Transaction Set Control Number M AN 4/9 Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set ASC X12 Version October 9, 2003

1/6/2011 Purchase Order Table of Contents

1/6/2011 Purchase Order Table of Contents Table of Contents 850 Purchase Order....................................................................................................... ... 1 ST Transaction Set Header.........................................................................................