855 Purchase Order Acknowledgment

Transcription

1 855 Purchase Order Acknowledgment VICS EDI/V4030/855: 855 Purchase Order Acknowledgment Modified: 10/11/2006 Notes:

2 Table of Contents Purchase Order Acknowledgment ISA - Interchange Control Header.. 2 GS - Functional Group Header 5 ST - Transaction Set Header 7 BAK - Beginning Segment for Purchase Order Acknowledgment 8 REF - Reference Identification 10 DTM - Date/Time Reference. 11 N1 - Name. 12 PO1 - Baseline Item Data.. 13 CTT - Transaction Totals.. 16 SE - Transaction Set Trailer. 17 GE - Functional Group Trailer. 18 IEA - Interchange Control Trailer Business Rules: POM & Cost Commitment Agreement 20 Business Example: Order Accepted 22 Business Example: Order Rejected. 23 Business Rules: Vendor Managed Inventory 24 Business Example: VMI Reverse Purchase Order.. 26 J. C. Penney Co Proprietary and Confidential i

3 855 Purchase Order Acknowledgment Functional Group=PR This Draft Standard for Trial Use 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. Not Defined: Pos Id Segment Name Req Max Use Repeat Notes 0100 ISA Interchange Control Header M GS Functional Group Header M 1 Heading: Pos Id Segment Name Req Max Use Repeat Notes 0100 ST Transaction Set Header M BAK Beginning Segment for Purchase Order Acknowledgment M REF Reference Identification O > DTM Date/Time Reference O 10 LOOP ID - N N1 Name O 1 Detail: Pos Id Segment Name Req Max Use Repeat Notes LOOP ID - PO PO1 Baseline Item Data O 1 N2/0200 Summary: Pos Id Segment Name Req Max Use Repeat Notes LOOP ID - CTT CTT Transaction Totals O 1 N3/ SE Transaction Set Trailer M 1 Not Defined: Pos Id Segment Name Req Max Use Repeat Notes 0100 GE Functional Group Trailer M IEA Interchange Control Trailer M 1 Notes: 2/0200 PO102 is required. 3/0200 The number of line items (CTT01) is the accumulation of the number of PO1 segments. J.C. Penney Co. Proprietary and Confidential 1

4 ISA Interchange Control Header Pos: 0100 Max: 1 Not Defined - Mandatory Loop: N/A Elements: 16 To start and identify an interchange of zero or more functional groups and interchange-related control segments Element Summary: ISA01 I01 Authorization Information Qualifier Description: Code identifying the type of information in the Authorization Information 00 No Authorization Information Present (No Meaningful Information in I02) M ID 2/2 ISA02 I02 Authorization Information M AN 10/10 Description: 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) User Note 1: Ten blank positions. ISA03 I03 Security Information Qualifier M ID 2/2 Description: Code identifying the type of information in the Security Information 00 No Security Information Present (No Meaningful Information in I04) ISA04 I04 Security Information M AN 10/10 Description: 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) User Note 1: Ten blank positions. ISA05 I05 Interchange ID Qualifier M ID 2/2 Description: Code indicating the system/method of code structure used to designate the sender or receiver ID element being qualified 01 Duns (Dun & Bradstreet) 02 SCAC (Standard Carrier Alpha Code) 08 UCC EDI Communications ID (Comm ID) 12 Phone (Telephone Companies) 14 Duns Plus Suffix ISA06 I06 Interchange Sender ID M AN 15/15 Description: 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 J.C. Penney Co. Proprietary and Confidential 2

5 ISA07 I05 Interchange ID Qualifier M ID 2/2 Description: Code indicating the system/method of code structure used to designate the sender or receiver ID element being qualified 08 UCC EDI Communications ID (Comm ID) ISA08 I07 Interchange Receiver ID M AN 15/15 Description: 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 User Note 1: JCPenney receiver IDs: Retail POM Acknowledgments VMI Retail Orders ISA09 I08 Interchange Date M DT 6/6 Description: Date of the interchange ISA10 I09 Interchange Time M TM 4/4 Description: Time of the interchange ISA11 I65 Repetition Separator M 1/1 Description: 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 ISA12 I11 Interchange Control Version Number M ID 5/5 Description: Code specifying the version number of the interchange control segments Code Name Draft Standards for Trial Use Approved for Publication by ASC X12 Procedures Review Board through October 1999 ISA13 I12 Interchange Control Number M N0 9/9 Description: A control number assigned by the interchange sender ISA14 I13 Acknowledgment Requested M ID 1/1 Description: Code indicating sender's request for an interchange acknowledgment 0 No Acknowledgment Requested ISA15 I14 Usage Indicator M ID 1/1 Description: Code indicating whether data enclosed by this interchange envelope is test, production or information J.C. Penney Co. Proprietary and Confidential 3

6 P Production Data T Test Data ISA16 I15 Component Element Separator M 1/1 Description: 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 J.C. Penney Co. Proprietary and Confidential 4

7 GS Functional Group Header Pos: 0200 Max: 1 Not Defined - Mandatory Loop: N/A Elements: 8 To indicate the beginning of a functional group and to provide control information Element Summary: GS Functional Identifier Code Description: Code identifying a group of application related transaction sets PR Purchase Order Acknowledgment (855) M ID 2/2 GS Application Sender's Code M AN 2/15 Description: Code identifying party sending transmission; codes agreed to by trading partners User Note 1: Same ID as ISA06. GS Application Receiver's Code M AN 2/15 Description: Code identifying party receiving transmission; codes agreed to by trading partners User Note 1: Same ID as ISA08. GS Date M DT 8/8 Description: Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year GS Time M TM 4/8 Description: 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) GS06 28 Group Control Number M N0 1/9 Description: Assigned number originated and maintained by the sender GS Responsible Agency Code M ID 1/2 Description: Code identifying the issuer of the standard; this code is used in conjunction with Data Element 480 X Accredited Standards Committee X12 GS Version / Release / Industry Identifier Code M AN 1/12 Description: 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 J.C. Penney Co. Proprietary and Confidential 5

8 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 Code Name Draft Standards Approved for Publication by ASC X12 Procedures Review Board through October 1999 Semantics: 1. GS04 is the group date. 2. GS05 is the group time. 3. The data interchange control number GS06 in this header must be identical to the same data element in the associated functional group trailer, GE02. Comments: 1. A functional group of related transaction sets, within the scope of X12 standards, consists of a collection of similar transaction sets enclosed by a functional group header and a functional group trailer. J.C. Penney Co. Proprietary and Confidential 6

9 ST Transaction Set Header Pos: 0100 Max: 1 Heading - Mandatory Loop: N/A Elements: 2 To indicate the start of a transaction set and to assign a control number Element Summary: ST Transaction Set Identifier Code M ID 3/3 Description: Code uniquely identifying a Transaction Set 855 Purchase Order Acknowledgment ST Transaction Set Control Number M AN 4/9 Description: Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set User Note 1: The number is sequentially assigned by the sender, starting with one within each functional group. For each functional group, the first transaction set control number will be 0001 and incremented by one for each additional transaction set within the group. Semantics: 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). J.C. Penney Co. Proprietary and Confidential 7

10 BAK Beginning Segment for Purchase Order Acknowledgment Pos: 0200 Max: 1 Heading - Mandatory Loop: N/A Elements: 5 To indicate the beginning of the Purchase Order Acknowledgment Transaction Set and transmit identifying numbers and dates Element Summary: BAK Transaction Set Purpose Code Description: Code identifying purpose of transaction set 00 Original 16 Proposed M ID 2/2 BAK Acknowledgment Type M ID 2/2 Description: Code specifying the type of acknowledgment AK Acknowledge - No Detail or Change AP Acknowledge - Product Replenishment RJ Rejected - No Detail BAK Purchase Order Number M AN 1/22 Description: Identifying number for Purchase Order assigned by the orderer/purchaser User Note 1: For POM Contract Acknowledgments, the 12 digit JCPenney contract number will be specified in this data element. For VMI orders only, the eight digit JCPenney purchase order number will be specified in this data element in the following format: AAABBBBB, where AAA = supplier prefix assigned by JCPenney, BBBBB = sequential five digit supplier assigned purchase order number. Do not reset 5 digit number to "1" every day. Only reset to "1" after the number reaches "99999". As of 9/3/2002, the MOD10 check digit is no longer required. The PO number should be incremented at every change in store number and subdivision sot that each PO, Store, and Subdivision combination is a unique number. BAK Date M DT 8/8 Description: Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year User Note 1: NOTIFICATION: The date the replenished order was created from the suppliers modeling system BAK Contract Number O AN 1/30 Description: Contract number J.C. Penney Co. Proprietary and Confidential 8

11 User Note 1: For VMI orders only. Semantics: 1. BAK04 is the date assigned by the purchaser to purchase order. J.C. Penney Co. Proprietary and Confidential 9

12 REF Reference Identification Pos: 0400 Max: >1 Heading - Optional Loop: N/A Elements: 2 To specify identifying information Element Summary: REF Reference Identification Qualifier M ID 2/3 Description: Code qualifying the Reference Identification DP Department Number IA Internal Vendor Number REF Reference Identification X AN 1/50 Description: Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier User Note 1: Two consecutive REF segments are required at this position for each of the Reference Identification Qualifiers listed in REF01. Department number (DP) specifies the three subdivision number. Internal Vendor Number (IA) specifies the JCPenney assigned six digit supplier number. J.C. Penney Co. Proprietary and Confidential 10

13 DTM Date/Time Reference Pos: 1800 Max: 10 Heading - Optional Loop: N/A Elements: 2 To specify pertinent dates and times Element Summary: DTM Date/Time Qualifier Description: Code specifying type of date or time, or both date and time 010 Requested Ship M ID 3/3 DTM Date X DT 8/8 Description: Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year User Note 1: Earliest ship date. User Note 1: This segment is used to specify order processing dates. This segment is used for VMI. This segment is not sent if merchandise will be shipped-at-once. J.C. Penney Co. Proprietary and Confidential 11

14 N1 Name Pos: 4000 Max: 1 Heading - Optional Loop: N1 Elements: 3 To identify a party by type of organization, name, and code Element Summary: N Entity Identifier Code Description: Code identifying an organizational entity, a physical location, property or an individual BT Z7 Bill-to-Party Mark-for Party M ID 2/3 N Identification Code Qualifier X ID 1/2 Description: Code designating the system/method of code structure used for Identification Code (67) 92 Assigned by Buyer or Buyer's Agent N Identification Code X AN 2/80 Description: Code identifying a party or other code User Note 1: This is the location code as defined by N103. The location refers to a store, warehouse, distribution center, plant, etc. Location codes are used to alleviate the need to send complete names and addresses. User Note 2: Five digit unit number. Syntax Rules: 1. P If either N103 or N104 is present, then the other is required. User Note 1: Two consecutive N1 loops can be generated at this position for each of the Entity Identifier Codes listed in N101. These loops are required for VMI. J.C. Penney Co. Proprietary and Confidential 12

15 PO1 Baseline Item Data Pos: 0200 Max: 1 Detail - Optional Loop: PO1 Elements: 12 To specify basic and most frequently used line item data Element Summary: PO Quantity Ordered X R 1/15 Description: Quantity ordered PO Unit or Basis for Measurement Code O ID 2/2 Description: Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken AS BX CA EA FT PC PK PR RL ST YD Assortment Box Case Each Foot Piece Package Pair Roll Set Yard PO Unit Price X R 1/17 Description: Price per unit of product, service, commodity, etc. User Note 1: Cost price is per unit of measure. Price contains a maximum of 5 integer and 2 decimal positions. The price is sent with a decimal point only when needed, e.g., $15.95 would be sent as ``15.95'', and $29.00 would be sent as ``29''. To indicate a no charge item or free goods, PO104 will contain a single zero (0) and PO105 will contains code NC. PO Basis of Unit Price Code O ID 2/2 Description: Code identifying the type of unit price for an item User Note 1: This data element is used to clarify or alter the basis of unit price. The unit price expressed in PO104 is always in the same terms as the unit of measure in PO103, unless otherwise specified in PO105. WH Wholesale PO Product/Service ID Qualifier X ID 2/2 J.C. Penney Co. Proprietary and Confidential 13

16 Description: Code identifying the type/source of the descriptive number used in Product/Service ID (234) IN Buyer's Item Number PO Product/Service ID X AN 1/48 Description: Identifying number for a product or service User Note 1: If purchase order is for Retail merchandise, send lot/line/size description in this format: AAAABBBBCCCCC where AAAA = lot number, BBBB = line number, CCCCC = size description. Size description "*ONLY" denotes assorted sizes, no size, or prepack. PO Product/Service ID Qualifier X ID 2/2 Description: Code identifying the type/source of the descriptive number used in Product/Service ID (234) VN Vendor's (Seller's) Item Number PO Product/Service ID X AN 1/48 Description: Identifying number for a product or service User Note 1: Sending the vendor's item number is optional. PO Product/Service ID Qualifier X ID 2/2 Description: Code identifying the type/source of the descriptive number used in Product/Service ID (234) UP UCC - 12 PO Product/Service ID X AN 1/48 Description: Identifying number for a product or service User Note 1: UPC number. Either the UPC number or EAN number can be sent, but not both. PO Product/Service ID Qualifier X ID 2/2 Description: Code identifying the type/source of the descriptive number used in Product/Service ID (234) EN EAN/UCC - 13 PO Product/Service ID X AN 1/48 Description: Identifying number for a product or service User Note 1: EAN number. Either the UPC number or EAN number can be sent, but not both. Syntax Rules: 1. C If PO103 is present, then PO102 is required. 2. C If PO105 is present, then PO104 is required. J.C. Penney Co. Proprietary and Confidential 14

17 3. P If either PO106 or PO107 is present, then the other is required. 4. P If either PO108 or PO109 is present, then the other is required. 5. P If either PO110 or PO111 is present, then the other is required. 6. P If either PO112 or PO113 is present, then the other is required. User Note 1: The codes listed for PO106 apply to every occurrence of Data Element 235 in the PO1 segment. User Note 2: This segment is required for VMI orders. J.C. Penney Co. Proprietary and Confidential 15

18 CTT Transaction Totals Pos: 0200 Max: 1 Summary - Optional Loop: CTT Elements: 1 To transmit a hash total for a specific element in the transaction set Element Summary: CTT Number of Line Items Description: Total number of line items in the transaction set User Note 1: The number of PO1 segments present in the transaction set M N0 1/6 J.C. Penney Co. Proprietary and Confidential 16

19 SE Transaction Set Trailer Pos: 0400 Max: 1 Summary - Mandatory Loop: N/A Elements: 2 To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments) Element Summary: SE01 96 Number of Included Segments Description: Total number of segments included in a transaction set including ST and SE segments M N0 1/10 SE Transaction Set Control Number M AN 4/9 Description: Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set User Note 1: This must be the same number as is in the ST segment (ST02) for the transaction set. Comments: 1. SE is the last segment of each transaction set. J.C. Penney Co. Proprietary and Confidential 17

20 GE Functional Group Trailer Pos: 0100 Max: 1 Not Defined - Mandatory Loop: N/A Elements: 2 To indicate the end of a functional group and to provide control information Element Summary: GE01 97 Number of Transaction Sets Included Description: Total number of transaction sets included in the functional group or interchange (transmission) group terminated by the trailer containing this data element M N0 1/6 GE02 28 Group Control Number M N0 1/9 Description: Assigned number originated and maintained by the sender Semantics: 1. The data interchange control number GE02 in this trailer must be identical to the same data element in the associated functional group header, GS06. Comments: 1. The use of identical data interchange control numbers in the associated functional group header and trailer is designed to maximize functional group integrity. The control number is the same as that used in the corresponding header. J.C. Penney Co. Proprietary and Confidential 18

21 IEA Interchange Control Trailer Pos: 0200 Max: 1 Not Defined - Mandatory Loop: N/A Elements: 2 To define the end of an interchange of zero or more functional groups and interchange-related control segments Element Summary: IEA01 I16 Number of Included Functional Groups Description: A count of the number of functional groups included in an interchange M N0 1/5 IEA02 I12 Interchange Control Number M N0 9/9 Description: A control number assigned by the interchange sender User Note 1: This must be the same number as is in the ISA segment (ISA13). J.C. Penney Co. Proprietary and Confidential 19

22 855 PURCHASE ORDER ACKNOWLEDGMENT BUSINESS RULES: POM & COST COMMITMENT AGREEMENTS [revised 08/2004] The purpose of this document is to provide an explanation of JCPenney's use of some of the major sections in the 855 Purchase Order Acknowledgment in support of the Purchase Order Management initiative. ACKNOWLEDGMENT USAGE The 855 is used in support of the Purchase Order Management initiative. It is used to acknowledge select 850 Purchase Orders. The 855 must be sent within three [3] business days after the receipt of the original purchase order. Acknowledge select 850 Purchase Orders. An 855 Purchase Order Acknowledgment is required to acknowledge the following types of Purchase Orders: POM Purchase Order [850, BEG02 = KC]. Cost Commitment Agreements [850, BEG02 = KB]. 855 Acknowledgments are 'not' required for the following 850 Purchase Order types: Delivery Instructions [850, BEG02 = SA] Replenishment Orders [850, BEG02 = RE] Note: In support of POM, an 855 PO Acknowledgment is used only to communicate the acceptance or rejection of an 850 Purchase Order. It is not used to communicate any supplier initiated changes to the order. If a supplier is not prepared to accept the entire 850 Purchase Order as sent, the 855 should be sent rejecting the entire order. Any issues would need to be resolved with the JCPenney Buyer and a new 850 Purchase Order generated for the supplier to accept. EDI USAGE ACKNOWLEDGMENT TYPE [BAK SEGMENT, BAK02] There are two Acknowledgment Types [BAK02] associated with POM Purchase Orders. These are defined as follows: AK: Acknowledge - No Detail or Change. This is used by the supplier to indicate that they have accepted the entire Purchase Order. RJ: Rejected - No Detail. This is used by the supplier to indicate that they have rejected the entire Purchase Order. Note: Acknowledgment Type 'AP' [Acknowledge - Product Replenishment] is only used by selected suppliers as part of the separate Vendor Managed Inventory (VMI) program. J. C. Penney Co Proprietary and Confidential 20

23 PURCHASE ORDER NUMBER [BAK SEGMENT, BAK03] The 855 is used to acknowledge Purchase Orders for POM PO and Cost Commitment Agreements. The BAK03 in the 855 should reflect the following element: In acknowledgment of an 850 Purchase Order, BAK03 on the 855 would be the same as the BEG03 on the 850. REF - REFERENCE IDENTIFICATION There are two REF segments required on these 855s. One identifies the JCPenney Subdivision [REF01 = DP] and the other provides the JCPenney assigned supplier number [REF01 = IA]. These two segments are required in order to allow JCPenney to uniquely identify the specific order being acknowledged. OPTIONAL SEGMENTS Most of the remaining segments on the 855 are 'Optional' and are not used in the Purchase Order Management program. They are used in support of the Vendor Managed Inventory (VMI) program. 860 PURCHASE ORDER CHANGE REQUEST - BUYER INITIATED Per the VICS guidelines, an 855 PO Acknowledgment is not required in response to an 860 Purchase Order Change Request Buyer Initiated. In the VICS Retail Industry Conventions and Implementation Guidelines for EDI, included in the Introduction section of the 860 is the following statement: "It is assumed that the receiver will make the changes, therefore, a PO change acknowledgment is not required. If the changes can not be made, it is the responsibility of the receiver to notify the sender by other means." J. C. Penney Co Proprietary and Confidential 21

24 855 PURCHASE ORDER ACKNOWLEDGMENT BUSINESS EXAMPLE: Order Accepted Special Note (06/25/02): Master Purchase Order (MPO) has been renamed POM Purchase Order (POM PO). Please note all references to Master Purchase Order (MPO) have been changed to POM PO (POM Purchase Order). Scenario: This is an example of supplier ACME SHIRT CO. (supplier #234567) sending an 855 PO Acknowledgment indicating that they have accepted the POM Purchase Order (850 Purchase Order). JCPenney sent an 850 Purchase Order communicating a POM PO on 5/1/2002. The POM PO Number was for Men s subdivision 531. EDI TRANSMISSION DATA ST BAK 00 AK REF DP 531 REF IA SE EXPLANATION HEADER : Transaction Set Control Number. 00: Purpose Code for 'Original'. AK: Type Code for 'Acknowledge - No Detail or Change' : POM PO number : POM PO Date [5/1/2002]. 531: Subdivision Number : JCPenney-assigned supplier number. TRAILER 5: Count of all segments including ST and SE : Transaction Set Control Number [same as ST02]. J. C. Penney Co Proprietary and Confidential 22

25 855 PURCHASE ORDER ACKNOWLEDGMENT BUSINESS EXAMPLE: Order Rejected Scenario: This is an example of supplier ACME SHIRT CO. (supplier #234567) sending an 855 rejecting the JCPenney Cost Commitment Agreement (850 Purchase Order). JCPenney sent an 850 communicating the Cost Commitment Agreement on 4/19/2004. Agreement number was for Men s subdivision 531. EDI TRANSMISSION DATA ST BAK 00 RJ REF DP 531 REF IA SE EXPLANATION HEADER 855: Transaction Set ID : Transaction Set Control Number. 00: Purpose Code for 'Original'. RJ: Type Code for 'Rejected - No Detail' : Cost Commitment Agreement number : Date [4/19/2004]. DP: Reference Identification Qualifier (Department Number). 640: Subdivision Number. IA: Reference Identification Qualifier (Internal Supplier Number) : JCPenney-assigned supplier number. TRAILER 5: Count of all segments including ST and SE : Transaction Set Control Number [same as ST02]. J. C. Penney Co Proprietary and Confidential 23

26 855 PURCHASE ORDER ACKNOWLEDGMENT BUSINESS RULES: VMI VMI - REVERSE PURCHASE ORDER The purpose of this document is to provide an understanding of JCPenney's use of some of the major sections in the 855 Purchase Order Acknowledgment (VMI Reverse Purchase Order). The 855 Reverse PO is used in support of the Vendor Managed Inventory (VMI) process, to create JCPenney Retail purchase orders. It is mandatory for VMI Suppliers to be on version 4030 for the Reverse PO. The 855 must be sent within a minimum of 48 hours prior to the 856 Ship Notice/Manifest is transmitted. HEADER LEVEL BEGINNING SEGMENT [BAK] The purpose of the BAK segment is to identify the contract/purchase order number on a Reverse Purchase Order. The transaction set purpose code (BAK01) should be '16' [Proposed]. Data element BAK02 should be 'AP' [Acknowledge - Product Replenishment]. In BAK03, the eight digit JCPenney purchase order number is to be generated in the format; AAABBBBB where AAA= supplier prefix assigned by JCPenney, BBBBB = sequential five digit supplier assigned purchase order number (do not reset 5 digit number to "1" every day, only reset to "1" after number reaches "99999"). The MOD10 check digit is no longer required. The preferred method of assigning a PO number is one (1) PO number per sub, per date for all Stores and SKUs assigned to an SSC. An alternate method is assigning a PO number incremented at every change in SSC number and subdivision so that each PO, Store, and Subdivision combination is a unique number. BAK04 is the creation or order date of the purchase order. REFERENCE IDENTIFICATION [REF DP] This segment identifies the reporting subdivision [department number]. The subdivision is a 3 digit number that must be included on all purchase orders. REFERENCE IDENTIFICATION [REF IA] The purpose of this segment is to identify the trading partner's six digit JCPenney assigned internal supplier number. DATE/TIME REFERENCE [DTM '010'] This segment identifies the earliest ship date (requested ship date). It is an optional segment and is sent when the trading partner specifies an earliest ship date. J. C. Penney Co Proprietary and Confidential 24

27 The cancel date is determined by the following methods: If an earliest ship date is not entered in DTM02, the order will default to a ship at once status. The cancel date of the order will be 14 days after the ship at once date. If the earliest ship date entered in DTM02 is within 6 days of the order date, the cancel date will be 14 days after the earliest ship date. If the earliest ship date entered in DTM02 is 7 or more days beyond the order date, the cancel date of the order will be 7 days after the earliest ship date. NAME [N1 'BT'] This segment is used to identify the Bill-To party for the purchase order. This is a required segment for 855 VMI orders. If the Store is an SSC Store, bill to store is the SSC. NAME [N1 'Z7'] The purpose of this segment is to identify the Mark-For party on the purchase order. This segment is required for 855 VMI orders. DETAIL LEVEL BASELINE ITEM DATA [PO1] The purpose of this segment is to identify the SKU number, supplier product ID and U.P.C. or EAN number. There will be one PO1 segment for each SKU (size) on the purchase order. In PO104, the cost price is per unit of measure. Price contains a maximum of 5 integer and 2 decimal positions. The trading partner will send lot/line/size description (PO107) in the format: AAAABBBBCCCCC where AAAA = lot number, BBBB = line number, CCCCC = size description. Size description "*ONLY" denotes; assorted sizes, no size, or pre-pack. MOST COMMON REVERSE PURCHASE ORDER ERRORS Following are the most common errors found in the 855 transmission. These errors will result in the store receiving a shipment without a purchase order in JCPenney's order processing system. Trading partner transmits UPC number only, no JCPenney SKU. UPC number is not cross referenced on JCPenney Product Database. SKU (sub/lot/line/size) sent does not exist on JCPenney's Product Database. Store number not on JCPenney's Corporate Store File. Purchase Order number is invalid. The purchase order number must be numeric, 8-digits. Transmission contains more than 500 line items on a single purchase order. If one of these errors occurs, you will be notified by JCPenney EDI Support about the error and appropriate corrective measures. Note: Trading partners should always refer to the 864 Store Address document to verify the store number before transmitting the 855 document. J. C. Penney Co Proprietary and Confidential 25

28 855 PURCHASE ORDER ACKNOWLEDGMENT BUSINESS EXAMPLE: VMI REVERSE PURCHASE ORDER Scenario: This is an example of supplier [JCPenney-assigned supplier number ] sending an 855 PO Acknowledgment as a Vendor Managed Inventory (VMI) Purchase Order. The supplier sent an 855 Reverse Purchase Order for order number Purchase Order date is 10/8/2002. The ordered quantity is 100 each for a cost of $8.75. Lot/line/size number is and subdivision number is 531. Earliest ship date is 10/14/2002. The Bill-to and Mark-For party is store number EDI TRANSMISSION DATA ST BAK 16 AP REF DP 531 REF IA DTM EXPLANATION HEADER 855: Transaction Set ID : Transaction Set Control Number. 16: Purpose Code for 'Proposed'. AP: Acknowledgment Type (Acknowledge-Product Replenishment) : PO number : PO Date [10/8/2002]. DP: Reference Identification Qualifier [Department Number]. 531: Subdivision Number. IA: Reference Identification Qualifier [Internal Supplier Number] : JCPenney-assigned supplier number. 010: Date/Time Qualifier [Requested Ship Date] : Date [Earliest ship date]. N1 BT BT: Entity Identifier Code [Bill-to-Party]. 92: Identification Code Qualifier [Assigned by Buyer] : JCPenney Store number. N1 Z Z7: Entity Identifier Code [Mark-For Party]. 92: Identification Code Qualifier [Assigned by Buyer] : JCPenney Store number. PO1 100 EA 8.75 WH IN V N CKJK24 UP CTT 1 SE DETAIL 100: SKU quantity ordered. EA: Each. 8.75: SKU cost [$8.75]. WH: Wholesale. IN: Buyer's Item Number : JCP Lot/Line/size number. VN: Vendor's Item Number. CKJK24: Supplier's product ID. UP: U.P. C. Consumer Package Code : U.P.C. number. TRAILER 1: Count of PO1 segments. 10: Count of all segments including ST and SE : Transaction Set Control Number [same as ST02]. J. C. Penney Co Proprietary and Confidential 26