An EIDX Convention for Electronic Data Interchange

Transcription

1 An EIDX Convention for Electronic Data Interchange Transaction Set 843 Response to Request for Quotation Functional Group ID = RQ X12 Version 004 Release 010 December ember 2002

2 Revision History Date December 2002 Description Published Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 2

3 Contents Page Introduction Hyperlinks in this document... 5 Abbreviations and ations... 6 General Recommendations and Best Practices... 6 Additional References... 6 Overview Functional Definition Considerations Trading Partners EIDX Business Models Field of Application Format Attributes Changes from version Segment Tables Response to Request for Quotation - List of and Segments Segment: ST Transaction Set Header Segment: BQR Beginning Segment for Response to Request for Quotation Segment: CUR Currency Segment: REF Reference Identification Segment: FOB F.O.B. Related Instructions Segment: ITD Terms of Sale/Deferred Terms of Sale Segment: DTM Date/Time Reference Segment: PKG Marking, Packaging, Loading Segment: TD5 Carrier Details (Routing Sequence/Transit Time) Segment: N1 Name Segment: PER Administrative Communications Contact Segment: PO1 Baseline Item Data Segment: CTP Pricing Information Segment: PID Product/Item Description Segment: PKG Marking, Packaging, Loading Segment: PO4 Item Physical Details Segment: REF Reference Identification Segment: SAC Service, Promotion, Allowance, or Charge Information Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 3

4 Segment: DTM Date/Time Reference Segment: SCH Line Item Schedule Segment: LDT Lead Time Segment: QTY Quantity Segment: CTT Transaction Totals Segment: SE Transaction Set Trailer Response to Request for Quotation Examples RRFQ EXAMPLE 1 - Distributor to Buyer; Approved Vendor List (AVL) was specified in Request for Quote (RFQ) RRFQ EXAMPLE 2 - Spot Buy Quote RRFQ EXAMPLE 3A - Purchase Agreement Quotation RRFQ EXAMPLE 3B - Budgetary (Lead Time) Quote RRFQ EXAMPLE 4 - Delivery Quotation RRFQ EXAMPLE 5 - Budgetary (Price Break Data) Quotation RRFQ EXAMPLE 6 - Meet Competition Quotation Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 4

5 INTRODUCTION This section provides the necessary information to enable trading partners to utilize the ASC X12 standards for the exchange of electronic business documents within the electronics industry. Hyperlinks in this document This document contains hyperlinks to pages on the EIDX web site as well as hyperlinks to offsite web pages. EIDX Site Pages. EIDX makes every effort to keep the structure of the site stable and to keep hyperlinks working. However, content does change, and some hyperlinks to in this document may not work; hyperlinks may not work in the Portable Document Format (.pdf) representations. Navigation aids are provided on the site that may help you to find what you are looking for, as well as a search form. Go to the Publications link on the home page to get started. Use the link on the web site to contact EIDX for further information. Linked Sites. EIDX has not reviewed any or all of the web sites linked to this Site and is not responsible for the content of any off-site pages or any other web sites linked to this Site. Any non-eidx web site is independent from EIDX, and EIDX has no control over the content on that web site. In addition, a link to a non-eidx web site does not mean that EIDX endorses or accepts any responsibility for the content, or the use, of such site. It is the user's responsibility to take precautions to ensure that whatever is selected is free of such items as viruses, worms, Trojan horses and other items of a destructive nature. Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 5

6 Abbreviations and ations The navigation menu in the EIDX web site Publications area includes links to Methodology and Legends for EIDX Models, the EIDX Glossary and the EIDX Acronyms and Abbreviations 1 collection. General Recommendations and Best Practices Recommendations and best practices that apply to all business processes, including recommendations for product identification and partner identification, are found in EIDX Business Models - General Support Additional References N/A 1 Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 6

7 OVERVIEW 1. FUNCTIONAL DEFINITION This Draft Standard for Trial Use contains the format and establishes the data contents of the Response to Request for Quotation Transaction Set (843) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to provide potential buyers with price, delivery schedule, and other terms from potential sellers of goods and services, in response to a request for such information. 2. CONSIDERATIONS See Supporting Documention at 3. TRADING PARTNERS 1. Any seller to any buyer. 4. EIDX BUSINESS MODELS See the Cross-Reference of Business Models and Business Documents at 5. FIELD OF APPLICATION This transaction may be applied for both national and international trade. It is based on universal commercial practice and is not dependent on the type of business or industry. Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 7

8 6. FORMAT The transmission in the ASC X12 format uses two required envelopes. One is the ISA Interchange Control Header Segment, which starts and identifies an interchange of zero or more functional groups and interchange-related control segments. The ISA includes the sender s mailbox address and a receiver s mailbox address, and specifies which delimiter (a/k/a control, service) characters (data element separator, component element separator and data segment terminator) are being used. There are no default service characters reserved for use in ASC X12. Allowable service characters should be discussed between trading partners. The second required envelope is GS Functional Group Header, which indicates the beginning of a functional group and provides group level control information. The GS segment includes functional group level sender and receiver addresses, typically used by the trading partner(s) for internal routing. The GS also includes the GS08 ASC X12 Version/Release/Industry Identifier Code. EIDX does not recommend the use of an Industry Identifier code. The functional groups are analogous to batches of like documents, i.e. purchase orders, invoices, etc. Each functional group contains one ore more transaction sets (electronic documents). Each transaction set is an ordered collection of segments. Each segment is an ordered collection of data elements. Each segment has been assigned a two or three character identifier. This identifier marks the beginning of each segment. Each element within the segment is separated by a data element delimiter. EIDX recommends the use of the asterisk (*) character as a data element delimiter. A segment terminator character is used to mark the end of a segment. Any shaded areas indicate EIDX recommended usage and comment. Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 8

9 7. ATTRIBUTES Each data element has three ANSI attributes: Element usage, element type and minimum/maximum length. EIDX has additional usage indicated for optional segments and elements which are noted in the following table. MARGIN ATTRIBUTE DE NOTE MEANING Must Use M (Mandatory) N/A If a segment, composite, or stand alone data element is mandatory according to the standard, EIDX cannot change the mandatory status on that component. X Blank Blank Blank Blank C or X (Conditional) or O (Optional) C or X (Conditional) or O (Optional) C or X (Conditional) or O (Optional) C or X (Conditional) or O (Optional) C or X (Conditional) or O (Optional) No note or NOT USED REQUIRED No note ADVISED DEPENDING DATA ELEMENT within a COMPOSITE: A data element within a composite is mandatory only if the composite is used. EIDX has determined no value in supplying the composite or data element; hence, it need not be generated. EIDX members agree that the data concerned must be sent. Indicates that EIDX makes no recommendation regarding usage. The trading partners must agree on usage. EIDX has determined value in supplying the data element; hence, it should be generated. Data must be sent if a particular defined condition or set of conditions exist. The associated conditions must be explained at the appropriate level of detail. Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 9

10 8. CHANGES FROM VERSION 3050 Only segments, elements or codes used by EIDX are listed. Some fields which have increased in maximum length are not listed. All date fields changed from 6/6 (YYMMDD) to 8/8 (CCYYMMDD) NTE segment deleted. Trading partners need to put any notes in Trading Partner Agreements. Changes made to bring transaction into conformance with Product and Other ID supporting document; miscellaneous changes to code lists and notes. Per Product and Other ID support document, added codes to DE 98 and DE 66 code lists (used in N1 segment). Per Product and Other ID support document, changed N2, N3 and N4 segments to '' Per Product and Other ID support document added code EM Electronic Mail to DE 365 (used in PER03). Max length of DE 93 Name (used in N102) changed from 35 to 60 Max length of DE 67 Identification Code (used in N104) changed from 17 to 80 Max length of DE 350 Assigned Identification (used in PO101) changed from 11 to 20; EIDX still recommends that trading partners use no more than 6 bytes. Max length of DE330 Quantity Ordered (used in PO103) changed from 9 to 15. Usage of Unit or Basis for Measurement Code (used in PO105) changed to a Composite Unit of Measure. Use of DE 355 (Unit or Basis for Measurement Code) remains the same. Max length of DE 212 Unit Price (used in PO106) changed from 14 to 17. Max length of DE 235 Product/Service ID (used in POC segment) changed from 30 to 48. Per Product and Other ID supporting document, added codes to DE 235 code list (used in POC segment). Requirement of DE 234 Product/Service ID Qualifier (used in POC segment) changed from 'O' Optional to 'X' Conditional. Removed usage of DE 234 code PW Part Drawing. See code list for POC08. PO306 and PO307 were marked in 3050, but are mandatory in Usage changed to. Segment CTT changed to a CTT loop. Max use remains at 1 Requirement for CTT02 segment changed from 'M' Mandatory to 'O' Optional. Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 10

11 SEGMENT TABLES 843 Response to Request for Quotation - List of and Segments Heading: Pos. Seg. Req. Loop es and No. ID Name Des. Max.Use Repeat Comments Must Use 010 ST Transaction Set Header M 1 Must Use 020 BQR Beginning Segment for Response to M 1 Request for Quotation 040 CUR Currency O REF Reference Identification O >1 060 PER Administrative Communications O 3 Contact 070 TAX Tax Reference O FOB F.O.B. Related Instructions O >1 090 CTP Pricing Information O >1 095 PAM Period Amount O CSH Sales Requirements O SAC Service, Promotion, Allowance, or O 25 Charge Information 130 ITD Terms of Sale/Deferred Terms of Sale O DIS Discount Detail O DTM Date/Time Reference O LIN Item Identification O 5 n1 190 PID Product/Item Description O MEA Measurements O PWK Paperwork O PKG Marking, Packaging, Loading O TD1 Carrier Details (Quantity and Weight) O TD5 Carrier Details (Routing O 12 Sequence/Transit Time) 250 TD3 Carrier Details (Equipment) O TD4 Carrier Details (Special Handling, or O 5 Hazardous Materials, or Both) 270 MAN Marks and Numbers O CTB Restrictions/Conditions O CPR Commodity Price Reference O PCT Percent Amounts O >1 LOOP ID - N N9 Reference Identification O DTM Date/Time Reference O >1 300 MSG Message Text O 1000 LOOP ID - N N1 Name O N2 Additional Name Information O N3 Address Information O N4 Geographic Location O REF Reference Identification O PER Administrative Communications O >1 Contact 365 SI Service Characteristic Identification O >1 Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 11

12 370 FOB F.O.B. Related Instructions O TD1 Carrier Details (Quantity and Weight) O TD5 Carrier Details (Routing O 12 Sequence/Transit Time) 400 TD3 Carrier Details (Equipment) O TD4 Carrier Details (Special Handling, or O 5 Hazardous Materials, or Both) 420 PKG Marking, Packaging, Loading O MSG Message Text O >1 LOOP ID - AMT >1 440 AMT Monetary Amount O PCT Percent Amounts O >1 LOOP ID - ADV >1 460 ADV Advertising Demographic Information O DTM Date/Time Reference O >1 480 MTX Text O >1 LOOP ID - LDT >1 510 LDT Lead Time O QTY Quantity O >1 530 MTX Text O >1 Detail: Pos. Seg. Req. Loop No. ID Name Des. Max.Use Repeat LOOP ID - PO PO1 Baseline Item Data O LIN Item Identification O >1 020 CUR Currency O PO3 Additional Item Detail O CTP Pricing Information O >1 045 PAM Period Amount O MEA Measurements O 40 LOOP ID - PID PID Product/Item Description O MEA Measurements O PWK Paperwork O PKG Marking, Packaging, Loading O PO4 Item Physical Details O >1 100 REF Reference Identification O >1 110 PER Administrative Communications O 3 Contact 130 SAC Service, Promotion, Allowance, or O 25 Charge Information 140 IT8 Conditions of Sale O CSH Sales Requirements O >1 150 ITD Terms of Sale/Deferred Terms of Sale O DIS Discount Detail O TAX Tax Reference O FOB F.O.B. Related Instructions O >1 190 SDQ Destination Quantity O DTM Date/Time Reference O FST Forecast Schedule O TD1 Carrier Details (Quantity and Weight) O 1 es and Comments Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 12

13 250 TD5 Carrier Details (Routing O 12 Sequence/Transit Time) 260 TD3 Carrier Details (Equipment) O TD4 Carrier Details (Special Handling, or O 5 Hazardous Materials, or Both) 280 MAN Marks and Numbers O PCT Percent Amounts O >1 287 MSG Message Text O >1 288 CTB Restrictions/Conditions O SPI Specification Identifier O >1 LOOP ID - QTY >1 290 QTY Quantity O SI Service Characteristic Identification O >1 LOOP ID - SCH SCH Line Item Schedule O 1 n2 293 TD1 Carrier Details (Quantity and Weight) O TD5 Carrier Details (Routing O 12 Sequence/Transit Time) 296 TD3 Carrier Details (Equipment) O TD4 Carrier Details (Special Handling, or O 5 Hazardous Materials, or Both) 299 REF Reference Identification O >1 LOOP ID - CST CST Cost Analysis O PID Product/Item Description O CUR Currency O DTM Date/Time Reference O 2 LOOP ID - SLN SLN Subline Item Detail O MSG Message Text O >1 350 PID Product/Item Description O ADV Advertising Demographic Information O >1 LOOP ID - QTY >1 356 QTY Quantity O SI Service Characteristic Identification O >1 LOOP ID - CST CST Cost Analysis O PID Product/Item Description O CUR Currency O DTM Date/Time Reference O 2 LOOP ID - PD >1 392 PD Pricing Data O PDD Pricing Data Detail O >1 LOOP ID - LDT >1 394 LDT Lead Time O QTY Quantity O >1 396 MSG Message Text O 1 LOOP ID - LM >1 397 LM Code Source Information O LQ Industry Code M >1 LOOP ID - N N9 Reference Identification O 1 Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 13

14 405 DTM Date/Time Reference O >1 410 MSG Message Text O 1000 LOOP ID - N1 >1 420 N1 Name O N2 Additional Name Information O N3 Address Information O N4 Geographic Location O QTY Quantity O >1 460 REF Reference Identification O PER Administrative Communications O 3 Contact 475 SI Service Characteristic Identification O >1 476 DTM Date/Time Reference O FOB F.O.B. Related Instructions O SCH Line Item Schedule O TD1 Carrier Details (Quantity and Weight) O TD5 Carrier Details (Routing O 12 Sequence/Transit Time) 510 TD3 Carrier Details (Equipment) O TD4 Carrier Details (Special Handling, or O 5 Hazardous Materials, or Both) 530 PKG Marking, Packaging, Loading O 25 LOOP ID - LDT >1 550 LDT Lead Time O MAN Marks and Numbers O QTY Quantity O MSG Message Text O 1 LOOP ID - AMT >1 590 AMT Monetary Amount O PCT Percent Amounts O >1 Summary: Pos. No. Seg. ID Req. Loop Name Des. Max.Use Repeat LOOP ID - CTT CTT Transaction Totals O 1 n3 015 AMT Monetary Amount O 1 Must Use 020 SE Transaction Set Trailer M 1 Transaction Set es es and Comments 1. If segment LIN is used, do not use LIN The SCH segment is used to specify various quantities of items ordered that are to be scheduled. When this segment is used the unit of measurement code (SCH02) should always be identical to the unit of measurement code in the associated PO1 segment (PO103) and the sum of values of quantity (SCH01) should always equal the quantity ordered (PO102) in the PO1 segment. 3. 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. Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 14

15 Segment: ST ST Transaction Set Header Position: 010 Loop: Level: Heading Usage: Mandatory Max Use: 1 Purpose: To indicate the start of a transaction set and to assign a control number Syntax es: Semantic es: 1 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). Comments: Must Use Must Use Data Element Summary Ref. Data Des. Element Name Attributes ST Transaction Set Identifier Code M ID 3/3 Code uniquely identifying a Transaction Set 843 Response to Request for Quotation 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 The control number is assigned by the sender. It should be sequentially assigned within each functional group to aid in error recovery and research. The control number in the SE segment (SE02) must be identical to the control number in the ST segment for each transaction. Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 15

16 Segment: Quotation BQR BQR Beginning Segment for Response to Request for Position: 020 Loop: Level: Heading Usage: Mandatory Max Use: 1 Purpose: To indicate the beginning of a Response to Request for Quote Transaction Set and transmit identifying numbers and dates Syntax es: 1 If either BQR04 or BQR05 is present, then the other is required. Semantic es: 1 BQR03 is the date to be used for reference purposes in an RFQ and a response to RFQ. Comments: Must Use Must Use Must Use Data Element Summary Ref. Data Des. Element Name Attributes BQR Transaction Set Purpose Code M ID 2/2 Code identifying purpose of transaction set 00 Original 05 Replace 06 Confirmation BQR Request for Quote Reference Number M AN 1/45 Number assigned by the purchaser to identify his request for quote This is the customer's RFQ number BQR Date M DT 8/8 Date expressed as CCYYMMDD Date of the response BQR Date/Time Qualifier X ID 3/3 Code specifying type of date or time, or both date and time 097 Transaction Creation BQR Date X DT 8/8 Date expressed as CCYYMMDD BQR Bid Type Response Code O ID 2/2 Code indicating the type of response to the request for bid or quote BI Bid Without Exception BW Bid With Exception (Request for Information) DQ Decline to Quote UQ Unable to Quote Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 16

17 BQR Security Level Code O ID 2/2 Code indicating the level of confidentiality assigned by the sender to the information following BQR Change Order Sequence Number O AN 1/8 Number assigned by the orderer identifying a specific change or revision to a previously transmitted transaction set Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 17

18 Segment: CUR CUR Currency Position: 040 Loop: Level: Heading Usage: Optional Max Use: 1 Purpose: To specify the currency (dollars, pounds, francs, etc.) used in a transaction Syntax es: 1 If CUR08 is present, then CUR07 is required. 2 If CUR09 is present, then CUR07 is required. 3 If CUR10 is present, then at least one of CUR11 or CUR12 is required. 4 If CUR11 is present, then CUR10 is required. 5 If CUR12 is present, then CUR10 is required. 6 If CUR13 is present, then at least one of CUR14 or CUR15 is required. 7 If CUR14 is present, then CUR13 is required. 8 If CUR15 is present, then CUR13 is required. 9 If CUR16 is present, then at least one of CUR17 or CUR18 is required. 10 If CUR17 is present, then CUR16 is required. 11 If CUR18 is present, then CUR16 is required. 12 If CUR19 is present, then at least one of CUR20 or CUR21 is required. 13 If CUR20 is present, then CUR19 is required. 14 If CUR21 is present, then CUR19 is required. Semantic es: Comments: 1 See Figures Appendix for examples detailing the use of the CUR segment. es: This segment is used at the discretion of the sender. Must Use Must Use Data Element Summary Ref. Data Des. Element Name Attributes CUR01 98 Entity Identifier Code M ID 2/3 Code identifying an organizational entity, a physical location, property or an individual BY Buying Party (Purchaser) SE Selling Party CUR Currency Code M ID 3/3 Code (Standard ISO) for country in whose currency the charges are specified US dollars is assumed unless otherwise specified CUR Exchange Rate O R 4/10 Value to be used as a multiplier conversion factor to convert monetary value from one currency to another Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 18

19 CUR04 98 Entity Identifier Code O ID 2/3 Code identifying an organizational entity, a physical location, property or an individual CUR Currency Code O ID 3/3 Code (Standard ISO) for country in whose currency the charges are specified CUR Currency Market/Exchange Code O ID 3/3 Code identifying the market upon which the currency exchange rate is based CUR Date/Time Qualifier X ID 3/3 Code specifying type of date or time, or both date and time CUR Date O DT 8/8 Date expressed as CCYYMMDD CUR Time O TM 4/8 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) CUR Date/Time Qualifier X ID 3/3 Code specifying type of date or time, or both date and time CUR Date X DT 8/8 Date expressed as CCYYMMDD CUR Time X TM 4/8 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) CUR Date/Time Qualifier X ID 3/3 Code specifying type of date or time, or both date and time Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 19

20 CUR Date X DT 8/8 Date expressed as CCYYMMDD CUR Time X TM 4/8 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) CUR Date/Time Qualifier X ID 3/3 Code specifying type of date or time, or both date and time CUR Date X DT 8/8 Date expressed as CCYYMMDD CUR Time X TM 4/8 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) CUR Date/Time Qualifier X ID 3/3 Code specifying type of date or time, or both date and time CUR Date X DT 8/8 Date expressed as CCYYMMDD CUR Time X TM 4/8 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) Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 20

21 Segment: REF REF Reference Identification Position: 050 Loop: Level: Heading Usage: Optional Max Use: >1 Purpose: To specify identifying information Syntax es: 1 At least one of REF02 or REF03 is required. 2 If either C04003 or C04004 is present, then the other is required. 3 If either C04005 or C04006 is present, then the other is required. Semantic es: 1 REF04 contains data relating to the value cited in REF02. Comments: es: This segment is used for reference numbers that are agreed upon by both trading partners. There is one reference number per segment. This segment may be used at the header or detail level. Must Use Data Element Summary Ref. Data Des. Element Name Attributes REF Reference Identification Qualifier M ID 2/3 Code qualifying the Reference Identification BB Authorization Number Proves that permission was obtained to provide a service BD Bid Number PO Purchase Order Number REF Reference Identification X AN 1/30 Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier REF Description X AN 1/80 REF04 C040 A free-form description to clarify the related data elements and their content Reference Identifier O To identify one or more reference numbers or identification numbers as specified by the Reference Qualifier C Reference Identification Qualifier M ID 2/3 Code qualifying the Reference Identification C Reference Identification M AN 1/30 Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 21

22 C Reference Identification Qualifier X ID 2/3 Code qualifying the Reference Identification C Reference Identification X AN 1/30 Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier C Reference Identification Qualifier X ID 2/3 Code qualifying the Reference Identification C Reference Identification X AN 1/30 Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 22

23 Segment: FOB FOB F.O.B. Related Instructions Position: 080 Loop: Level: Heading Usage: Optional Max Use: >1 Purpose: To specify transportation instructions relating to shipment Syntax es: 1 If FOB03 is present, then FOB02 is required. 2 If FOB04 is present, then FOB05 is required. 3 If FOB07 is present, then FOB06 is required. 4 If FOB08 is present, then FOB09 is required. Semantic es: 1 FOB01 indicates which party will pay the carrier. 2 FOB02 is the code specifying transportation responsibility location. 3 FOB06 is the code specifying the title passage location. 4 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. Comments: Must Use Data Element Summary Ref. Data Des. Element Name Attributes FOB Shipment Method of Payment M ID 2/2 Code identifying payment terms for transportation charges CC Collect DF Defined by Buyer and Seller PC Prepaid but Charged to Customer PP Prepaid (by Seller) FOB Location Qualifier X ID 1/2 Code identifying type of location DE Destination (Shipping) OR Origin (Shipping Point) 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 FOB Transportation Terms Code X ID 3/3 Code identifying the trade terms which apply to the shipment transportation responsibility Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 23

24 FOB Location Qualifier X 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 FOB Description X AN 1/80 A free-form description to clarify the related data elements and their content Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 24

25 Segment: ITD ITD Terms of Sale/Deferred Terms of Sale Position: 130 Loop: Level: Heading Usage: Optional Max Use: 5 Purpose: To specify terms of sale Syntax es: 1 If ITD03 is present, then at least one of ITD04 ITD05 or ITD13 is required. 2 If ITD08 is present, then at least one of ITD04 ITD05 or ITD13 is required. 3 If ITD09 is present, then at least one of ITD10 or ITD11 is required. Semantic es: 1 ITD15 is the percentage applied to a base amount used to determine a late payment charge. Comments: 1 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. Data Element Summary Ref. Data Des. Element Name Attributes ITD Terms Type Code O ID 2/2 Code identifying type of payment terms 01 Basic ITD Terms Basis Date Code O ID 1/2 Code identifying the beginning of the terms period 1 Ship Date 2 Delivery Date 3 Invoice Date ITD Terms Discount Percent O R 1/6 Terms discount percentage, expressed as a percent, available to the purchaser if an invoice is paid on or before the Terms Discount Due Date ITD Terms Discount Due Date X DT 8/8 Date payment is due if discount is to be earned expressed in format CCYYMMDD ITD Terms Discount Days Due X N0 1/3 Number of days in the terms discount period by which payment is due if terms discount is earned ITD Terms Net Due Date O DT 8/8 Date when total invoice amount becomes due expressed in format CCYYMMDD ITD Terms Net Days O N0 1/3 Number of days until total invoice amount is due (discount not applicable) Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 25

26 ITD Terms Discount Amount O N2 1/10 Total amount of terms discount ITD Terms Deferred Due Date O DT 8/8 Date deferred payment or percent of invoice payable is due expressed in format CCYYMMDD ITD Deferred Amount Due X N2 1/10 Deferred amount due for payment ITD Percent of Invoice Payable X R 1/5 Amount of invoice payable expressed in percent ITD Description O AN 1/80 A free-form description to clarify the related data elements and their content ITD Day of Month X N0 1/2 The numeric value of the day of the month between 1 and the maximum day of the month being referenced ITD Payment Method Code O ID 1/2 Code identifying type of payment procedures ITD Percent O R 1/10 Percentage expressed as a decimal Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 26

27 Segment: DTM DTM Date/Time Reference Position: 150 Loop: Level: Heading Usage: Optional Max Use: 10 Purpose: To specify pertinent dates and times Syntax es: 1 At least one of DTM02 DTM03 or DTM05 is required. 2 If DTM04 is present, then DTM03 is required. 3 If either DTM05 or DTM06 is present, then the other is required. Semantic es: Comments: Must Use Data Element Summary Ref. Data Des. Element Name Attributes DTM Date/Time Qualifier M ID 3/3 Code specifying type of date or time, or both date and time 036 Expiration Date coverage expires 098 Bid (Effective) DTM Date X DT 8/8 Date expressed as CCYYMMDD DTM Time X TM 4/8 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) DTM Time Code O ID 2/2 Code identifying the time. In accordance with International Standards Organization standard 8601, time can be specified by a + or - and an indication in hours in relation to Universal Time Coordinate (UTC) time; since + is a restricted character, + and - are substituted by P and M in the codes that follow CT Central Time ET Eastern Time GM Greenwich Mean Time MT Mountain Time PS Pacific Standard Time DTM Date Time Period Format Qualifier X ID 2/3 Code indicating the date format, time format, or date and time format Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 27

28 DTM Date Time T Period X AN 1/35 Expression of a date, a time, or range of dates, times or dates and times Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 28

29 Segment: PKG PKG Marking, Packaging, Loading Position: 220 Loop: Level: Heading Usage: Optional Max Use: 25 Purpose: To describe marking, packaging, loading, and unloading requirements Syntax es: 1 At least one of PKG04 PKG05 or PKG06 is required. 2 If PKG04 is present, then PKG03 is required. 3 If PKG05 is present, then PKG01 is required. Semantic es: 1 PKG04 should be used for industry-specific packaging description codes. Comments: 1 Use the MEA (Measurements) Segment to define dimensions, tolerances, weights, counts, physical restrictions, etc. 2 If PKG01 equals "F", then PKG05 is used. If PKG01 equals "S", then PKG04 is used. If PKG01 equals "X", then both PKG04 and PKG05 are used. 3 Use PKG03 to indicate the organization that publishes the code list being referred to. 4 Special marking or tagging data can be given in PKG05 (description). es: This segment is optional, and may be used at the header or detail level. Data Element Summary Ref. Data Des. Element Name Attributes PKG Item Description Type X ID 1/1 Code indicating the format of a description F Free-form PKG Packaging Characteristic Code O ID 1/5 Code specifying the marking, packaging, loading and related characteristics being described 36 Package Specifications PK Packing WM Wrapping Material PKG Agency Qualifier Code X ID 2/2 Code identifying the agency assigning the code values PKG Packaging Description Code X AN 1/7 A code from an industry code list which provides specific data about the marking, packaging or loading and unloading of a product PKG Description X AN 1/80 A free-form description to clarify the related data elements and their content Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 29

30 PKG Unit Load Option Code X ID 2/2 Code identifying loading or unloading a shipment Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 30

31 Segment: TD5 TD5 Carrier Details (Routing Sequence/Transit Time) Position: 240 Loop: Level: Heading Usage: Optional Max Use: 12 Purpose: To specify the carrier and sequence of routing and provide transit time information Syntax es: 1 At least one of TD502 TD504 TD505 TD506 or TD512 is required. 2 If TD502 is present, then TD503 is required. 3 If TD507 is present, then TD508 is required. 4 If TD510 is present, then TD511 is required. 5 If TD513 is present, then TD512 is required. 6 If TD514 is present, then TD513 is required. 7 If TD515 is present, then TD512 is required. Semantic es: 1 TD515 is the country where the service is to be performed. Comments: 1 When specifying a routing sequence to be used for the shipment movement in lieu of specifying each carrier within the movement, use TD502 to identify the party responsible for defining the routing sequence, and use TD503 to identify the actual routing sequence, specified by the party identified in TD502. Data Element Summary Ref. Data Des. Element Name Attributes TD Routing Sequence Code O ID 1/2 Code describing the relationship of a carrier to a specific shipment movement O Origin Carrier (Air, Motor, or Ocean) TD Identification Code Qualifier X ID 1/2 Code designating the system/method of code structure used for Identification Code (67) TD Identification Code C X AN 2/80 Code identifying a party or other code TD Transportation Method/Type Code X ID 1/2 Code specifying the method or type of transportation for the shipment A Air AE Air Express AF Air Freight D Parcel Post H Customer Pickup L Contract Carrier LT Less Than Trailer Load (LTL) M Motor (Common Carrier) P Private Carrier Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 31

32 U Private Parcel Service TD Routing X AN 1/35 Free-form description of the routing or requested routing for shipment, or the originating carrier's identity TD Shipment/Order Status Code X ID 2/2 Code indicating the status of an order or shipment or the disposition of any difference between the quantity ordered and the quantity shipped for a line item or transaction TD Location Qualifier O ID 1/2 Code identifying type of location TD Location Identifier X AN 1/30 Code which identifies a specific location TD Transit Direction Code O ID 2/2 The point of origin and point of direction BS Buyer to Seller SB Seller to Buyer SC Subcontractor to Seller SD Seller to Drop-Ship Designated Location SF Seller to Freight Forwarder SS Seller to Subcontractor TD Transit Time Direction Qualifier O ID 2/2 Code specifying the value of time used to measure the transit time CD Calendar Days (Includes weekends and Holidays) WD Working Days (Excludes weekends and holidays) TD Transit Time X R 1/4 The numeric amount of transit time TD Service Level Code X ID 2/2 Code indicating the level of transportation service or the billing service offered by the transportation carrier ND Next Day Air Delivery during business day hours of next business day SA Same Day SC Second Day Air Delivery during business day hours no later than second business day SD Saturday SE Second Day SG Standard Ground Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 32

33 TD Service Level Code X ID 2/2 Code indicating the level of transportation service or the billing service offered by the transportation carrier TD Service Level Code O ID 2/2 Code indicating the level of transportation service or the billing service offered by the transportation carrier TD Country Code O ID 2/3 Code identifying the country Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 33

34 Segment: N1 N1 Name Position: 310 Loop: N1 Optional Level: Heading Usage: Optional Max Use: 1 Purpose: To identify a party by type of organization, name, and code Syntax es: 1 At least one of N102 or N103 is required. 2 If either N103 or N104 is present, then the other is required. Semantic es: Comments: 1 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. 2 N105 and N106 further define the type of entity in N101. es: This segment is used to identify the parties involved in the transaction. It is encouraged that the trading partners codify all addresses within their system. Must Use Data Element Summary Ref. Data Des. Element Name Attributes N Entity Identifier Code M ID 2/3 Code identifying an organizational entity, a physical location, property or an individual SE Selling Party 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) 1 D-U-N-S Number, Dun & Bradstreet 9 D-U-N-S+4, D-U-N-S Number with Four Character Suffix 14 UCC/EAN Location Code Prefix The first part of a 13 digit UCC/EAN Location Code within the Uniform Code Council (UCC) and International Article Number Association (EAN) numbering system. A globally unique 3 to 10 digit code for the identification of a company 91 Assigned by Seller or Seller's Agent 92 Assigned by Buyer or Buyer's Agent N Identification Code X AN 2/80 Code identifying a party or other code EIDX recommended Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 34

35 N Entity Relationship Code O ID 2/2 Code describing entity relationship N Entity Identifier Code O ID 2/3 Code identifying an organizational entity, a physical location, property or an individual Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 35

36 Segment: PER PER Administrative Communications Contact Position: 360 Loop: N1 Optional Level: Heading Usage: Optional Max Use: >1 Purpose: To identify a person or office to whom administrative communications should be directed Syntax es: 1 If either PER03 or PER04 is present, then the other is required. 2 If either PER05 or PER06 is present, then the other is required. 3 If either PER07 or PER08 is present, then the other is required. Semantic es: Comments: Must Use Data Element Summary Ref. Data Des. Element Name Attributes PER Contact Function Code M ID 2/2 Code identifying the major duty or responsibility of the person or group named SR Sales Representative or Department SU Supplier Contact PER02 93 Name O AN 1/60 Free-form name PER Communication Number Qualifier X ID 2/2 Code identifying the type of communication number EM Electronic Mail FX Facsimile TE Telephone PER Communication Number X AN 1/80 Complete communications number including country or area code when applicable Recommended format for telephone number is: x1234 PER Communication Number Qualifier X ID 2/2 Code identifying the type of communication number PER Communication Number X AN 1/80 Complete communications number including country or area code when applicable PER Communication Number Qualifier X ID 2/2 Code identifying the type of communication number PER Communication Number X AN 1/80 Complete communications number including country or area code when applicable PER Contact Inquiry Reference O AN 1/20 Additional reference number or description to clarify a contact number Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 36

37 Segment: PO1 PO1 Baseline Item Data Position: 010 Loop: PO1 Optional Level: Detail Usage: Optional Max Use: 1 Purpose: To specify basic and most frequently used line item data Syntax es: 1 If PO103 is present, then PO102 is required. 2 If PO105 is present, then PO104 is required. 3 If either PO106 or PO107 is present, then the other is required. 4 If either PO108 or PO109 is present, then the other is required. 5 If either PO110 or PO111 is present, then the other is required. 6 If either PO112 or PO113 is present, then the other is required. 7 If either PO114 or PO115 is present, then the other is required. 8 If either PO116 or PO117 is present, then the other is required. 9 If either PO118 or PO119 is present, then the other is required. 10 If either PO120 or PO121 is present, then the other is required. 11 If either PO122 or PO123 is present, then the other is required. 12 If either PO124 or PO125 is present, then the other is required. Semantic es: Comments: 1 See the Data Element Dictionary for a complete list of IDs. 2 PO101 is the line item identification. 3 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. es: There is one PO1 segment for each different part number. The Product ID Qualifiers and Product ID's should completely specify the parts being quoted. Product identification should be specified according to the Product Identification Guidelines published by EIDX. Data Element Summary Ref. Data Des. Element Name Attributes PO Assigned Identification O AN 1/20 Alphanumeric characters assigned for differentiation within a transaction set This value should match what was received on the 840 Request for Quotation. PO Quantity Ordered X R 1/15 Quantity ordered 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 PO Unit Price X R 1/17 Price per unit of product, service, commodity, etc. Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 37

38 PO Basis of Unit Price Code O ID 2/2 Code identifying the type of unit price for an item Use codes "AP", "NQ" and "QT" for meet comp quotes. AP Responding with quote price different than requested price NQ quoting on line item (use book cost) QT Accepting quote price as submitted AP Advise Price CA Catalog CT Contract DI Distributor NQ No Quote PE Price per Each QE Quoted Price per Each QT Quoted TE Contract Price per Each PO Product/Service ID Qualifier X ID 2/2 Code identifying the type/source of the descriptive number used in Product/Service ID (234) AB Assembly BP Buyer's Part Number DR Drawing Revision Number EC Engineering Change Level MF Manufacturer MG Manufacturer's Part Number PC Prime Contractor Part Number PD Part Number Description PW Part Drawing RP Replaced Part Number UP U.P.C. Consumer Package Code ( ) VP Vendor's (Seller's) Part Number PO Product/Service ID X AN 1/48 Identifying number for a product or service PO Product/Service ID Qualifier X ID 2/2 Code identifying the type/source of the descriptive number used in Product/Service ID (234) PO Product/Service ID X AN 1/48 Identifying number for a product or service PO Product/Service ID Qualifier X ID 2/2 Code identifying the type/source of the descriptive number used in Product/Service ID (234) PO Product/Service ID X AN 1/48 Identifying number for a product or service PO Product/Service ID Qualifier X ID 2/2 Code identifying the type/source of the descriptive number used in Product/Service ID (234) PO Product/Service ID X AN 1/48 Identifying number for a product or service PO Product/Service ID Qualifier X ID 2/2 Code identifying the type/source of the descriptive number used in Product/Service ID (234) Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 38

39 PO Product/Service ID X AN 1/48 Identifying number for a product or service PO Product/Service ID Qualifier X ID 2/2 Code identifying the type/source of the descriptive number used in Product/Service ID (234) PO Product/Service ID X AN 1/48 Identifying number for a product or service PO Product/Service ID Qualifier X ID 2/2 Code identifying the type/source of the descriptive number used in Product/Service ID (234) PO Product/Service ID X AN 1/48 Identifying number for a product or service PO Product/Service ID Qualifier X ID 2/2 Code identifying the type/source of the descriptive number used in Product/Service ID (234) PO Product/Service ID X AN 1/48 Identifying number for a product or service PO Product/Service ID Qualifier X ID 2/2 Code identifying the type/source of the descriptive number used in Product/Service ID (234) PO Product/Service ID X AN 1/48 Identifying number for a product or service PO Product/Service ID Qualifier X ID 2/2 Code identifying the type/source of the descriptive number used in Product/Service ID (234) PO Product/Service ID X AN 1/48 Identifying number for a product or service Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 39

40 Segment: CTP CTP Pricing Information Position: 040 Loop: PO1 Optional Level: Detail Usage: Optional Max Use: >1 Purpose: To specify pricing information Syntax es: 1 If either CTP04 or CTP05 is present, then the other is required. 2 If CTP06 is present, then CTP07 is required. 3 If CTP09 is present, then CTP02 is required. 4 If CTP10 is present, then CTP02 is required. 5 If CTP11 is present, then CTP03 is required. Semantic es: 1 CTP07 is a multiplier factor to arrive at a final discounted price. A multiplier of.90 would be the factor if a 10% discount is given. 2 CTP08 is the rebate amount. Comments: 1 See Figures Appendix for an example detailing the use of CTP03 and CTP04. See Figures Appendix for an example detailing the use of CTP03, CTP04 and CTP07. Data Element Summary Ref. Data Des. Element Name Attributes CTP Class of Trade Code O ID 2/2 Code indicating class of trade AG Agent DI Distributor MF Manufacturer CTP Price Identifier Code X ID 3/3 Code identifying pricing specification CON Contract Price MIN Minimum Order Quantity Price PAP Protection Level Price PAQ Price Break Quantity(s) PRP Promotional price PUR Purchase QTE Quote Price RES Resale CTP Unit Price X R 1/17 Price per unit of product, service, commodity, etc. CTP Quantity X R 1/15 Numeric value of quantity CTP05 C001 Composite Unit of Measure X To identify a composite unit of measure (See Figures Appendix for examples of use) Computing Technology Industry Association (CompTIA) 2002, All Rights Reserved Page 40