05/11/1998 Ingram Book Company Purchase Order INGRAM BOOK COMPANY Electronic Data Interchange Mapping Requirements PURCHASE ORDER (850)

Transcription

1 INGRAM BOOK COMPANY Electronic Data Interchange Mapping Requirements PURCHASE ORDER (850) 1

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3 850 Purchase Order Functional Group=PO This standard provides the format and establishes the data contents of a purchase order transaction set. The purchase order transaction set provides 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: Pos Id Segment Name Req Max Use Repeat Notes Usage 010 ST Transaction Set Header M 1 Must use 020 BEG Beginning Segment for Purchase Order M 1 Must use 050 REF Reference Numbers O 12 Used 110 CSH Header Sale Condition O 1 Used 150 DTM Date/Time Reference M 10 Must use LOOP ID - N N1 Name M 1 Must use LOOP ID - N N1 Name M 1 Must use 330 N3 Address Information M 2 Must use 340 N4 Geographic Location M 1 Must use Detail: Pos Id Segment Name Req Max Use Repeat Notes Usage LOOP ID - PO PO1 Purchase Order Baseline Item Data M 1 Must use 040 CTP Pricing Information M 25 Must use 140 IT8 Conditions of Sale O 1 Used Summary: Pos Id Segment Name Req Max Use Repeat Notes Usage 010 CTT Transaction Totals M 1 N3/010 Must use 030 SE Transaction Set Trailer M 1 Must use Notes: 3/010 The 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. 3

4 ST Transaction Set Header Pos: 010 Max: 1 Heading - Mandatory Loop: N/A Elements: 2 To indicate the start of a transaction set and to assign a control number Ref Id Element Name Req Type Min/Max Usage ST Transaction Set Identifier Code Description: Code uniquely identifying a Transaction Set. M ID 3/3 Must use 850 X12.1 Purchase Order ST Transaction Set Control Number Description: Identifying control number assigned by the originator for a transaction set. This should match SE02 M AN 4/9 Must use Comments: 1. The transaction set identifier (ST01) is intended for use by the translation routines of the interchange partners to select the appropriate transaction set definition (e.g., 810 selects the invoice transaction set). 4

5 BEG Beginning Segment for Purchase Order Pos: 020 Max: 1 Heading - Mandatory Loop: N/AElements: 8 To indicate the beginning of the purchase order transaction set and transmit identifying numbers and dates. Ref Id Element Name Req Type Min/Max Usage BEG Transaction Set Purpose Code Description: Code identifying purpose of transaction set. 00 Original BEG02 92 Purchase Order Type Code Description: Code specifying the type of Purchase Order. NE New Order BEG Purchase Order Number Description: Identifying number for Purchase Order assigned by the orderer/purchaser. M AN 1/22 Must use * BEG Release Number Description: Number identifying a release against a Purchase Order previously placed by the parties involved in the transaction. O AN 1/30 Not used BEG Purchase Order Date Description: Date assigned by the purchaser to Purchase Order. M DT 6/6 Must use * BEG Contract Number Description: Contract number. O AN 1/30 Not used * BEG Acknowledgment Type Description: Code specifying the type of acknowledgment. * BEG Invoice Type Code Description: Code defining the method by which invoices are to be processed. O ID 3/3 Not used 5

6 REF Reference Numbers Pos: 050 Max: 12 Heading - Optional Loop: N/A Elements: 3 To specify identifying numbers. Ref Id Element Name Req Type Min/Max Usage REF Reference Number Qualifier Description: Code qualifying the Reference Number. PD Promotion/Deal Number REF Reference Number Description: Reference number or identification number as defined for a particular Transaction Set, or as specified by the Reference Number Qualifier. User: Promotional Code * REF Description Description: A free-form description to clarify the related data elements and their content. C AN 1/30 Used C AN 1/80 Not used Syntax: 1. REF02 R At least one of REF02 or REF03 is required. 6

7 CSH Header Sale Condition Pos: 110 Max: 1 Heading - Optional Loop: N/A Elements: 8 To specify general conditions or requirements of the sale Ref Id Element Name Req Type Min/Max Usage CSH Sales Requirement Code O ID 1/2 Used Description: Code to identify a specific requirement or agreement of sale Y Back Order if Out of Stock * CSH Do-Not-Exceed Action Code Description: Code indicating the action to be taken if the order amount exceeds the value of Do-Not-Exceed Amount (565). * CSH Do-Not-Exceed Amount Description: Maximum monetary amount value which the order must not exceed. * CSH Account Number Description: Account number assigned. * CSH Required Invoice Date Description: Date specified by the sender to be shown on the invoice. * CSH Agency Qualifier Code Description: Code identifying the agency assigning the code values. * CSH Special Services Code Description: Code identifying the special service. * CSH Product/Service Substitution Code Description: Code indicating product or service substitution conditions. O ID 1/1 Not used C N2 2/9 Not used O AN 1/35 Not used O DT 6/6 Not used C ID 2/2 Not used C ID 2/10 Not used O ID 1/2 Not used Syntax: 1. CSH02 C If CSH02 is present, then CSH03 is required 2. CSH06 P If either CSH06 or CSH07 are present, then the others are required. Comments: 1. CSH04 is the account number to which the purchase amount is to be charged. 2. CSH06 identifies the source of the code value in CSH07. 7

8 DTM Date/Time Reference Pos: 150 Max: 10 Heading - Mandatory Loop: N/A Elements: 5 To specify pertinent dates and times Ref Id Element Name Req Type Min/Max Usage DTM Date/Time Qualifier M ID 3/3 Must use Description: Code specifying type of date or time, or both date and time. 175 Cancel if not shipped by DTM Date Description: Date (YYMMDD). * DTM Time Description: Time expressed in 24-hour clock time (HHMMSS) (Time range: through ) * DTM Time Code Description: 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. * DTM Century Description: The first two characters in the designation of the year (CCYY). M DT 6/6 Must use C TM 4/6 Not used O N0 2/2 Not used Syntax: R At least one of DTM02 or DTM03 is required. 8

9 N1 Name Pos: 310 Max: 1 Heading - Mandatory Loop: N1 Elements: 4 To identify a party by type of organization, name and code Ref Id Element Name Req Type Min/Max Usage N Entity Identifier Code Description: Code identifying an organizational entity or a physical location. BT Party to be Billed For Other Than Freight(Bill To) N Name Description: Free-form name. User: 'INGRAM BOOK CO' N Identification Code Qualifier Description: Code designating the system/method of code structure used for Identification Code (67). 15 Standard Address Number (SAN) N Identification Code Description: Code identifying a party. User: ' ' SAN for Bill-to M AN 1/35 Must use M ID 1/2 Must use M AN 2/17 Must use Syntax: R At least one of N102 or N103 is required.p If either N103 or N104 are present, then the others are required. 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. 9

10 N1 Name Pos: 310 Max: 1 Heading - Mandatory Loop: N1 Elements: 4 To identify a party by type of organization, name and code Ref Id Element Name Req Type Min/Max Usage N Entity Identifier Code Description: Code identifying an organizational entity or a physical location. ST Ship To N Name Description: Free-form name. N Identification Code Qualifier Description: Code designating the system/method of code structure used for Identification Code (67). 15 Standard Address Number (SAN) N Identification Code Description: Code identifying a party. User: Standard Address Number for Ship-to M AN 1/35 Must use M ID 1/2 Must use M AN 2/17 Must use Syntax: R At least one of N102 or N103 is required.p If either N103 or N104 are present, then the others are required. 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. 10

11 N3 Address Information Pos: 330 Max: 2 Heading - Mandatory Loop: N1 Elements: 2 To specify the location of the named party Ref Id Element Name Req Type Min/Max Usage N Address Information M AN 1/35 Must use Description: Address information * N Address Information Description: Address information O AN 1/35 Not used 11

12 N4 Geographic Location Pos: 340 Max: 1 Heading - Mandatory Loop: N1 Elements: 6 To specify the geographic place of the named party Ref Id Element Name Req Type Min/Max Usage N City Name M AN 2/19 Must use Description: Free-form text for city name. N State or Province Code Description: Code (Standard State/Province) as defined by appropriate government agency. N Postal Code Description: Code defining international postal zone code excluding punctuation and blanks (zip code for United States). M ID 4/9 Must use * N Country Code Description: Code identifying the country. * N Location Qualifier Description: Code identifying type of location. C ID 1/2 Not used * N Location Identifier Description: Code which identifies a specific location. C AN 1/25 Not used Syntax: R At least one of N401 or N405 is required.p If either N405 or N406 are present, then the others are required. Comments: 1. A combination of either N401 through N404 (or N405 and N406) may be adequate to specify a location. 2. N402 is required only if city name (N401) is in the USA or Canada. 12

13 PO1 Purchase Order Baseline Item Data Pos: 010 Max: 1 Detail - Mandatory Loop: PO1 Elements: 25 To specify basic and most frequently used purchase order line item data Ref Id Element Name Req Type Min/Max Usage PO Assigned Identification O AN 1/11 Used Description: Alphanumeric characters assigned for differentiation within a transaction set. User: Purchase Order Line Item Number PO Quantity Ordered Description: Quantity ordered. M R 1/9 Must use PO Unit of Measurement Code Description: Code identifying the basic unit of measurement. EA Each PO Unit Price Description: Price per unit of product, service, commodity, etc. User: Suggested Retail Price M R 1/14 Must use * PO Basis of Unit Price Code Description: Code identifying the type of unit price for an item. PO Product/Service ID Qualifier IB International Standard Book Number (ISBN) PO Product/Service ID User: ISBN PO Product/Service ID Qualifier B5 Title Code PO Product/Service ID User: Title PO Product/Service ID Qualifier M AN 1/30 Must use M AN 1/30 Must use 13

14 Ref Id Element Name Req Type Min/Max Usage B4 Binding Code PO Product/Service ID User: Binding Code PO Product/Service ID Qualifier B6 Author Code PO Product/Service ID User: Author * PO Product/Service ID Qualifier * PO Product/Service ID * PO Product/Service ID Qualifier * PO Product/Service ID * PO Product/Service ID Qualifier * PO Product/Service ID * PO Product/Service ID Qualifier * PO Product/Service ID * PO Product/Service ID Qualifier * PO Product/Service ID * PO Product/Service ID Qualifier M AN 1/30 Must use M AN 1/30 Must use 14

15 Ref Id Element Name Req Type Min/Max Usage * PO Product/Service ID Syntax: C If PO105 is present, then PO104 is requiredc If PO106 is present, then PO107 is requiredc If PO108 is present, then PO109 is requiredc If PO110 is present, then PO111 is requiredc If PO112 is present, then PO113 is requiredc If PO114 is present, then PO115 is requiredc If PO116 is present, then PO117 is requiredc If PO118 is present, then PO119 is requiredc If PO120 is present, then PO121 is requiredc If PO122 is present, then PO123 is requiredc If PO124 is present, then PO125 is required Comments: 1. See the Data Dictionary for a complete list of ID's. 2. PO101 is the line item identification 3. PO106 through PO125 provide for ten (10) different product/service ID's per each item. For example: Case, Color, Drawing No., UPC No., ISBN No., Model No., SKU. 15

16 CTP Pricing Information Pos: 040 Max: 25 Detail - Mandatory Loop: PO1 Elements: 7 To specify pricing information Ref Id Element Name Req Type Min/Max Usage * CTP Class of Trade Code Description: Code indicating class of trade. * CTP Price Identifier Code Description: Code identifying pricing specification. O ID 3/3 Not used * CTP Unit Price Description: Price per unit of product, service, commodity, etc. O R 1/14 Not used * CTP Quantity Description: Numeric value of quantity. O R 1/15 Not used * CTP Unit of Measurement Code Description: Code identifying the basic unit of measurement. C ID 2/2 Not used CTP Price Multiplier Qualifier Description: Code indicating the type of price multiplier. DIS Discount Multiplier CTP Multiplier Description: Value, identified by price multiplier qualifier, to be used to multiply price to obtain a new value. User: Discount M ID 3/3 Must use M R 1/10 Must use Syntax: C If CTP04 is present, then CTP05 is requiredc If CTP06 is present, then CTP07 is required Comments: 1. Example of use of CTP03 and CTP04.PRICE QUANTITY RANGE to to to and abovectp03 CTP Example of use of CTP03, CTP04 and CTP07.CTP03 CTP04 CTP 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. 16

17 IT8 Conditions of Sale Pos: 140 Max: 1 Detail - Optional Loop: PO1 Elements: 27 To specify general conditions or requirements and to detail conditions for substitution of alternate products Ref Id Element Name Req Type Min/Max Usage IT Sales Requirement Code M ID 1/2 Must use Description: Code to identify a specific requirement or agreement of sale Y Back Order if Out of Stock * IT Do-Not-Exceed Action Code Description: Code indicating the action to be taken if the order amount exceeds the value of Do-Not-Exceed Amount (565). * IT Do-Not-Exceed Amount Description: Maximum monetary amount value which the order must not exceed. * IT Account Number Description: Account number assigned. * IT Required Invoice Date Description: Date specified by the sender to be shown on the invoice. * IT Agency Qualifier Code Description: Code identifying the agency assigning the code values. * IT Product/Service Substitution Code Description: Code indicating product or service substitution conditions. * IT Product/Service ID Qualifier * IT Product/Service ID * IT Product/Service ID Qualifier * IT Product/Service ID * IT Product/Service ID Qualifier C ID 1/1 Not used C N2 2/9 Not used O AN 1/35 Not used C DT 6/6 Not used C ID 1/2 Not used * IT Product/Service ID 17

18 Ref Id Element Name Req Type Min/Max Usage * IT Product/Service ID Qualifier * IT Product/Service ID * IT Product/Service ID Qualifier * IT Product/Service ID * IT Product/Service ID Qualifier * IT Product/Service ID * IT Product/Service ID Qualifier * IT Product/Service ID * IT Product/Service ID Qualifier * IT Product/Service ID * IT Product/Service ID Qualifier * IT Product/Service ID * IT Product/Service ID Qualifier * IT Product/Service ID 18

19 Syntax: 1. IT801 R At least one of IT801, IT802, IT803, IT805 or IT807 is required. 2. IT808 C If IT808 is present, then IT809 is required 3. IT810 C If IT810 is present, then IT811 is required 4. IT812 C If IT812 is present, then IT813 is required 5. IT814 C If IT814 is present, then IT815 is required 6. IT816 C If IT816 is present, then IT817 is required 7. IT818 C If IT818 is present, then IT819 is required 8. IT820 C If IT820 is present, then IT821 is required 9. IT822 C If IT822 is present, then IT823 is required 10. IT824 C If IT824 is present, then IT825 is required 11. IT826 C If IT826 is present, then IT827 is required Comments: 1. Element 235/234 combinations should be interpreted to include products and/or services. See the Data Dictionary for a complete list of ID's. 2. IT804 is the account number to which the purchase amount is to be charged. 3. IT808 through IT827 provides for ten (10) different product/service ID's for each item. Example: Case, Color, Drawing No., UPC No., ISBN No., Model No., SKU. 19

20 CTT Transaction Totals Pos: 010 Max: 1 Summary - Mandatory Loop: N/A Elements: 7 To transmit a hash total for a specific element in the transaction set Ref Id Element Name Req Type Min/Max Usage CTT Number of Line Items M N0 1/6 Must use Description: Total number of line items in the transaction set. User: Number of ISBNs Ordered CTT Hash Total Description: Sum of values of the specified data element. All values in the data element will be summed without regard to decimal points (explicit or implicit) or signs. Truncation will occur on the left most digits if the sum is greater than the maximum size of the hash total of the data element.example: First occurrence of value being hashed..18 Second occurrence of value being hashed. 1.8 Third occurrence of value being hashed Fourth occurrence of value being hashed Hash total prior to truncation. 855 Hash total after truncation to threedigit field. M R 1/10 Must use User: Total Number of Units Ordered * CTT03 81 Weight Description: Numeric value of weight. O R 1/8 Not used * CTT Unit of Measurement Code Description: Code identifying the basic unit of measurement. C ID 2/2 Not used * CTT Volume Description: Value of volumetric measure. O R 1/8 Not used * CTT Unit of Measurement Code Description: Code identifying the basic unit of measurement. C ID 2/2 Not used * CTT Description Description: A free-form description to clarify the related data elements and their content. O AN 1/80 Not used Syntax: C If CTT03 is present, then CTT04 is requiredc If CTT05 is present, then CTT06 is required Comments: 1. This segment is intended to provide hash totals to validate transaction completeness and correctness. 20

21 SE Transaction Set Trailer Pos: 030 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). Ref Id Element Name Req Type Min/Max Usage SE01 96 Number of Included Segments Description: Total number of segments included in a transaction set including ST and SE segments. M N0 1/6 Must use SE Transaction Set Control Number Description: Identifying control number assigned by the originator for a transaction set. M AN 4/9 Must use User: Must match ST02 for transaction set to be valid Comments: 1. SE is the last segment of each transaction set. 21