ECTF EDIPro
Standard
Provided for
Use by the Truck Parts Aftermarket
EDI 850 Purchase Order (ASC X12 Version 4 Release 1)
This document contains an outline of common business issues for consideration when implementing the EDI 850 Purchase Order for ASC X12 Version 4010. It is the intent of this document to act as an addendum to the ASC X12 EDI Standards documentation.
850 Purchase
Order
Included in this document:
Page
Section 1: Business Issues......................................................... 2
Section 2: Business Process...................................................... 5
Section 3: Segment Notes...................................................... 9
Section 4: Example Transaction......................................... 48
Section 1
850 Purchase Order
Business Issues
This section contains business discussions about the use of 850 Purchase Order. These discussions will assist in determining application changes and business process changes that may be necessary within a company.
Page
Customer Quote/Contract Numbers.................................. 3
Use of Text Fields......................................................................... 3
Identification of Business Location........................................ 3
Service, Promotion, Allowance, or Charge Information 3
Units of Measure......................................................................... 3
Special Carrier/Shipment Requests...................................... 3
Will Call/Customer Pickup........................................................ 4
Use of Shipping Container Code (SCC-14)........................ 4
Segment Usage.......................................................................... 4
To support special price considerations the EDI partnership may require that special customer quote numbers, specific contract numbers, or numbers associated with particular promotions be communicated on the purchase order document. It is suggested that the REF segment be used to identify this information
It should be noted that the REF segment may be included at the header portion of the transaction (thereby applying to the entire order), or at the line item level of the order (applying to the specified line).
Both the MAN and the MTX segments promote the inclusion of text data. When using these segments it is recommended that they be restricted to free form text and that any other use for specific data which could be mapped, be discouraged.
It should be noted that the use of text data in EDI transactions should be limited to those specific agreements between trading partners. Anytime text data is passed within a transaction, the receiving partner may have to queue the transaction into an exception process for review. In this case, the transaction cannot be automatically processed.
The DUNS + 4 number is composed of the DUNS number assigned by Dun & Bradstreet, plus (+) a 4 digit suffix number assigned by the buying organization to identify a unique location (store location, plant location, loading dock, department, etc.)
The DUNS + 4 should be used as the primary and preferred method of identifying business locations. Organizations not using the “+ 4” suffix of the DUNS number should insert four zeros in its place.
The Allowance/Charge Indicator (SAC01) rather than the sign of the amount field, should be used to identify a charge or an allowance.
As a best practice this standard encourages the use of the data element 355 to describe the quantity unit of measure and the use of data element 639 to describe price unit of measure. When using the SCC-14 to identify an item, the quantity unit of measure is not required (See “Use of Shipping Container Codes SCC-14”).
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Examples of Unit of Measure Usage |
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Quantity |
Quantity Unit of Measure |
Price |
Price Unit of Measure |
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Data element 330 |
Data element 355 |
Data element 212 |
Data element 639 |
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100 |
EA (each) |
$5.00 |
PE (per each) |
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500 |
EA (each) |
$6.00 |
HP (per hundred) |
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10 |
BG (bag) |
$7.00 |
UM (per quantity unit of measure) |
To permit the buyer to communicate special shipping conditions such as Same Day, Air Freight, etc., or to allow the specification of a specific carrier, the use of the TD5 segment is recommended.
When specifying a specific carrier it is further recommended that the Standard Carrier Alpha Code (SCAC) be used if one has been assigned to the carrier. See the TD5 segment for further discussion.
It should be noted that the TD5 segment may be included at the header portion of the transaction, thereby applying to the entire order, or at the line item level of the order, applying only to the specified line.
When specifying
a “Will Call” order it is suggested that the FOB segment include the qualifier
“PU” for customer pickup/will call.
In addition,
the TD5 segment should contain a TD504 element describing shipping method using
an “H” qualifier to represent a customer
pickup.
As partnerships enter into the use of SCC-14 codes, considerations need to be outlined. This SCC-14 format includes the designation of the specific package size in the first position of the code. Depending on the item requested, a conflict could exist in the interpretation of the quantity designated in the SCC-14 code and the quantity unit of measure passed in the PO103 element.
Example:
PO102 PO103 PO106 PO107
Qty Qty U/M Product ID Qualifier Product ID (SCC-14) Comments
12 EA UK 30122222222228 Quantity ordered not
resolved
Is the order 1 carton of 12, or 12 cartons of 12?
Product ID
(SCC-14) Quantity (Per SCC-14) Description
00122222222227 1 Each
30122222222228 12 Inner Pack
50122222222222 96 Case
To avoid confusion, it is suggested that when using SCC-14 with pack identifier codes, do not include the PO103 element. Therefore, it is clear that the carton size from the SCC-14 pack identifier code is applied against the quantity ordered as specified in the PO102 element.
PO102 PO103 PO106 PO107
Qty Qty U/M Product ID Qualifier Product ID (SCC-14) Comments
12 Not Used UK 00122222222227 Indicates 12 eaches
12 Not Used UK 30122222222228 Indicates 12 inner
packs of 12 each
If a specific segment appears in the “header” area of the transaction, then the information applies to the whole transaction. If the segment appears in the “detail” portion of the transaction, then the information applies to the detail line only. If both a “header” and a “detail” segment appear, then the “detail” will supersede on the specific line only.
Section 2
850 Purchase Order
Business Process
This section contains business discussions about the use of purchase order cycle documents. These discussions will assist in determining application changes and business process changes that may be necessary within a company.
Page
Business Case............................................................................... 6
Sample Business Cases.............................................................. 7
Suggested Guidelines............................................................... 7
Transaction Definition............................................................... 8
Electronic
Commerce: Automating the
Order/Order Change Process
Abstract: This section attempts to clarify the
order/order change process and to suggest a method of automation with the goal
of improving the timing and accuracy of order information .
The business processes to be discussed will start with the initial placing of an order and continue through the acknowledgment of any changes to the order. This process can be divided into four transactions.
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Order Process |
Case 1 |
Case 2 |
Case 3 |
Case 4 |
Case 5 |
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B |
® |
850 Purchase Order |
® |
S |
4 |
4 |
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U Y |
¬ |
855 Purchase Order Acknowledgment |
¬ |
E L |
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4 |
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4 |
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E R |
® |
860 Purchase Order Change Request |
® |
L E |
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4 |
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4 |
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¬ |
865 Purchase Order Change Acknowledgment / Request |
¬ |
R |
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4 |
4 |
4 |
Refer to the definition of the example business cases on the next page.
Case 1 Purchase Order Only Processing
The 850 transaction could be implemented as a single transaction between the buyer and seller.
Case 2 Purchase Order and Acknowledgment Processing
To demonstrate how the order process could be implemented, the 850 would be used to transmit the initial purchase order. Then the 855 transaction would be used to acknowledge the order, as well as to communicate changes to the order such as substitutions, ship dates, and price.
Case 3 Buyer Initiated Change
To demonstrate how some partners may wish to process changes to purchase orders, the buyer initiated change request could be communicated using an 860 transaction. If a seller acknowledgment is required then an 865 transaction would be generated confirming, rejecting or stating changes to the 860 change request.
Case 4 Alternative Change Acknowledgments
It is the suggested guideline that the 855 be used to acknowledge an initial order.
However, if an acknowledgment transaction is required in response to a purchase order change request then the industry guideline allows for either an 855 Purchase Order Acknowledgment or an 865 Purchase Order Change Acknowledgment to be sent by the seller dependent on the buyers preference.
If a buyer is capable of receiving an 865 then the use of the 865 is preferred.
Case 5 Seller Initiate Changes
In some advanced partnerships the 865 can be used by the seller to notify the buyer of a seller initiated change to the order, such as substitutions, and ship date changes. In this case, if the partnership requires that the buyer acknowledge the change, then the 860 can be sent confirming or rejecting the seller initiated changes.
In the interest of furthering the cause of electronic commerce, this document is going to suggest a common usage of this group of transactions. It is acknowledged that variations from this suggested standard will exist, but should be treated as exceptions.
It is suggested that the:
· 855 be used by the seller to acknowledge the receipt of the initial purchase order. This transaction can be used to accept the order as received or to indicate acceptance with changes to the order.
· 855 be used by the seller to notify the buyer of a vendor generated order (VMI environment).
· 860 be used by the buyer to communicate any changes to the order.
· 855 or the 865 can alternatively be used by the seller to communicate a change to the purchase order. This transaction could be seller initiated, or in response to a buyer’s 860 Purchase Order Change Request. The choice of which transaction to use will be dependent on the specific partnership, however the use of the 865 is preferred.
850 Purchase Order
This buyer initiated transaction communicates the purchase order to the seller.
855 Purchase Order Acknowledgment
This seller initiated transaction permits the communication of the acknowledgment of the buyer’s initial purchase order.
Under the proposed guidelines, this transaction could also be used later in the order cycle for the seller to communicate another change to the purchase order, such as a delivery date change, or to acknowledge a change request from the buyer. (Refer to the Suggested Guidelines above for additional comments on when to use this transaction.)
860 Purchase Order Change Request
This buyer initiated transaction permits the communication of a requested change to the purchase order.
It is anticipated that this transaction would only be used when associated with orders that reside in the sellers system for a long duration. This is normally used to change blanket orders, orders with scheduled ship dates, or any order that might fall into the futures category.
It should be noted that the 860 can be used by the buyer to confirm a change associated with a seller initiated change to a purchase order. This could be a response to a 855 or to a 865 depending on the partnership and the timing of the transactions.
865 Purchase Order Change
Acknowledgment/Request
This seller initiated transaction permits the communication of the acknowledgment of change to a buyer purchase order. It also permits the seller to communicate additional changes to the accepted order.
Under the proposed guidelines, this transaction could also be used later in the order cycle for the seller to communicate another change to the purchase order, such as a delivery date change, or to acknowledge a change request from the buyer. (Refer to the Suggested Guidelines above for additional comments on when to use this transaction.)
The 865 is usually sent in response to 860 change request.
Section 3
850 Purchase Order
Segment Notes
This section contains business discussions about the use of the segments within the 850 Purchase Order. These discussions will assist in determining application changes and business process changes that may be necessary within a company.
Page
850................................................................................................ 10
ST.................................................................................................. 12
BEG.............................................................................................. 13
CUR.............................................................................................. 14
REF................................................................................................ 15
PER............................................................................................... 16
FOB............................................................................................... 17
CSH.............................................................................................. 18
SAC.............................................................................................. 19
ITD................................................................................................ 20
DTM.............................................................................................. 21
TD5............................................................................................... 22
TD3............................................................................................... 24
MAN............................................................................................ 25
N1................................................................................................. 26
N3................................................................................................. 27
N4................................................................................................. 28
PO1.............................................................................................. 29
PID................................................................................................ 32
REF................................................................................................ 33
SAC.............................................................................................. 34
IT8................................................................................................. 35
DTM.............................................................................................. 36
MAN............................................................................................ 37
SCH.............................................................................................. 38
N1................................................................................................. 39
N3................................................................................................. 40
N4................................................................................................. 41
SLN................................................................................................ 42
CTT............................................................................................... 45
SE.................................................................................................. 46
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This Draft Standard for Trial Use contains the format and establishes the data contents of the Purchase Order Transaction Set (850) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to provide for customary and established business and industry practice relative to the placement of purchase orders for goods and services. This transaction set should not be used to convey purchase order changes or purchase order acknowledgment information.
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Pos |
Id |
Segment Name |
Req |
Max Use |
Repeat |
Notes |
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010 |
ST |
Transaction Set Header |
M |
1 |
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020 |
BEG |
Beginning Segment for Purchase Order |
M |
1 |
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040 |
CUR |
Currency |
O |
1 |
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050 |
REF |
Reference Identification |
O |
>1 |
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060 |
PER |
Administrative Communications Contact |
O |
3 |
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080 |
FOB |
F.O.B. Related Instructions |
O |
>1 |
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110 |
CSH |
Sales Requirements |
O |
5 |
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LOOP ID - SAC |
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25 |
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120 |
SAC |
Service, Promotion, Allowance, or Charge Information |
O |
1 |
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130 |
ITD |
Terms of Sale/Deferred Terms of Sale |
O |
>1 |
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150 |
DTM |
Date/Time Reference |
O |
10 |
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240 |
TD5 |
Carrier Details (Routing Sequence/Transit Time) |
O |
12 |
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250 |
TD3 |
Carrier Details (Equipment) |
O |
12 |
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270 |
MAN |
Marks and Numbers |
O |
10 |
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LOOP ID - N1 |
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200 |
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310 |
N1 |
Name |
O |
1 |
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330 |
N3 |
Address Information |
O |
2 |
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340 |
N4 |
Geographic Location |
O |
>1 |
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Pos |
Id |
Segment Name |
Req |
Max Use |
Repeat |
Notes |
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LOOP ID - PO1 |
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100000 |
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010 |
PO1 |
Baseline Item Data |
M |
1 |
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N2/010 |
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LOOP ID - PID |
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1000 |
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050 |
PID |
Product/Item Description |
O |
1 |
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100 |
REF |
Reference Identification |
O |
>1 |
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LOOP ID - SAC |
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25 |
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130 |
SAC |
Service, Promotion, Allowance, or Charge Information |
O |
1 |
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140 |
IT8 |
Conditions of Sale |
O |
1 |
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210 |
DTM |
Date/Time Reference |
O |
10 |
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280 |
MAN |
Marks and Numbers |
O |
10 |
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LOOP ID - SCH |
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200 |
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295 |
SCH |
Line Item Schedule |
O |
1 |
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N2/295 |
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LOOP ID - N1 |
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200 |
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350 |
N1 |
Name |
O |
1 |
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370 |
N3 |
Address Information |
O |
2 |
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380 |
N4 |
Geographic Location |
O |
1 |
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LOOP ID - SLN |
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1000 |
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470 |
SLN |
Subline Item Detail |
O |
1 |
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Pos |
Id |
Segment Name |
Req |
Max Use |
Repeat |
Notes |
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LOOP ID - CTT |
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1 |
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010 |
CTT |
Transaction Totals |
O |
1 |
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N3/010 |
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030 |
SE |
Transaction Set Trailer |
M |
1 |
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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.
Example:
ST*850*0001^
Element Summary:
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Ref _ |
Id _ |
Element Name _ |
Req |
Type |
Min/Max |
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ST01 |
143 |
Transaction Set Identifier Code Description: Code uniquely identifying a Transaction Set. Code NAME _ 850 Purchase Order |
M |
ID |
3/3 |
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ST02 |
329 |
Transaction Set Control Number Description: Identifying control number that must be unique
within the transaction set functional group assigned by the originator for a
transaction set. ECTF Notes:
This control number must match the control number found in data
element SE02. |
M |
AN |
4/9 |
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Beginning Segment for Purchase Order |
Pos: 020 Max: 1 Heading - Mandatory Loop: N/A Elements: 5 |
To indicate the beginning of the Purchase Order Transaction Set and transmit identifying numbers and dates.
Example:
BEG*00*NE*092123456**20010331^
Element Summary:
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Ref _ |
Id _ |
Element Name _ |
Req |
Type |
Min/Max |
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BEG01 |
353 |
Transaction Set Purpose Code Description: Code identifying purpose of transaction set. Code NAME
_ 00 Original 06 Confirmation |
M |
ID |
2/2 |
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BEG02 |
92 |
Purchase Order Type Code Description: Code specifying the type of Purchase Order. Code NAME
_ BK Blanket Order (Quantity Firm) CF Confirmation DS Dropship EO Emergency Order Description: Acquires what is needed no
matter what the cost; different from a rush order in that rush utilizes the
normal channels as quickly as possible NE New Order NS New Store Opening PR Promotion RL Release or Delivery Order Description: An order for goods and
services placed against a pre-existing contract or blanket order RO Rush Order SA Stand-alone Order |
M |
ID |
2/2 |
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BEG03 |
324 |
Purchase Order Number Description: Identifying number for Purchase Order assigned
by the orderer/purchaser. |
M |
AN |
1/22 |
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BEG04 |
328 |
Release Number Description: Number identifying a release against a Purchase
Order previously placed by the parties involved in the transaction. |
O |
AN |
1/30 |
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BEG05 |
373 |
Date - Purchase Order Description: Date expressed as CCYYMMDD. |
M |
DT |
8/8 |
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Currency |
Pos: 040 Max: 1 Heading - Optional Loop: N/A Elements: 2 |
To specify the currency (dollars, pounds, francs, etc.) used in a transaction.
ECTF Notes:
Currency Code (CUR02) would typically be used when transacting business in multiple countries. Refer to ISO 4217 for standard currency codes.
Example:
CUR*SE*USD^
Element Summary:
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Ref _ |
Id _ |
Element Name _ |
Req |
Type |
Min/Max |
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CUR01 |
98 |
Entity Identifier Code Description: Code identifying an organizational entity, a
physical location, property or an individual. Code NAME _ BY Buying Party (Purchaser) SE Selling Party |
M |
ID |
2/3 |
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CUR02 |
100 |
Currency Code Description: Code (Standard ISO) for country in whose
currency the charges are specified. Code NAME _ CAD Canadian Dollars MXP Mexican Peso USD United States Dollars |
M |
ID |
3/3 |
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Reference Identification |
Pos: 050 Max: >1 Heading - Optional Loop: N/A Elements: 2 |
To specify identifying information.
ECTF Notes:
This segment can optionally be used to communicate customer price, quote numbers, or other reference numbers. When included at this level, the reference number specified applies to all items on the order unless an override quote number is encountered at the line item level.
Example:
REF*PR*ABC-12345-1^
Element Summary:
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Ref _ |
Id _ |
Element Name _ |
Req |
Type |
Min/Max |
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REF01 |
128 |
Reference Identification
Qualifier Description: Code qualifying the Reference Identification Code NAME
_ CO Customer Order Number DG Drawing Number PD Promotion/Deal Number PR Price Quote Number R1 Current Revision Number SE Serial Number |
M |
ID |
2/3 |
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REF02 |
127 |
Reference Identification Description: Reference information as defined for a
particular Transaction Set or as specified by the Reference Identification
Qualifier |
M |
AN |
1/30 |
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Administrative Communications Contact |
Pos: 060 Max: 3 Heading - Optional Loop: N/A Elements: 8 |
This segment can optionally be used to communicate customer contact names or departments.
Example:
PER*BD*JANE SMITH*TE*3121234567^
Element Summary:
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Ref _ |
Id _ |
Element Name _ |
Req |
Type |
Min/Max |
|
|
|
|
PER01 |
366 |
Contact Function Code Description: Code identifying the major duty or
responsibility of the person or group named. Code NAME
_ BD Buyer Name or Department OC Order Contact |
M |
ID |
2/2 |
|
|
|
|
PER02 |
93 |
Name Description: Free-form name. |
O |
AN |
1/60 |
|
|
|
|
PER03 |
365 |
Communication Number Qualifier Description: Code identifying the type of communication
number. ECTF Notes:
The codes listed for the PER03 apply to each occurrence of data
element 365 in the PER segment. Code NAME _ EM Electronic Mail FX Facsimile TE Telephone |
C |
ID |
2/2 |
|
|
|
|
PER04 |
364 |
Communication Number Description: Complete communications number including
country or area code when applicable. |
C |
AN |
1/80 |
|
|
|
|
PER05 |
365 |
Communication Number Qualifier Description: Code identifying the type of communication
number. |
C |
ID |
2/2 |
|
|
|
|
PER06 |
364 |
Communication Number Description: Complete communications number including
country or area code when applicable. |
C |
AN |
1/80 |
||