X12 855 Purchase Order Acknowledgment
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.
- ~ Segment
- * Element
- > Component
- None included
Interchange Control Header
To start and identify an interchange of zero or more functional groups and interchange-related control segments
Code to identify the type of information in the Authorization Information
- 00
- No Authorization Information Present (No Meaningful Information in I02)
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)
Code to identify the type of information in the Security Information
- 00
- No Security Information Present (No Meaningful Information in I04)
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)
Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified
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
Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified
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
Code to identify the agency responsible for the control standard used by the message that is enclosed by the interchange header and trailer
- U
- U.S. EDI Community of ASC X12, TDCC, and UCS
This version number covers the interchange control segments
- 00401
- Draft Standards for Trial Use Approved for Publication by ASC X12 Procedures Review Board through October 1997
A control number assigned by the interchange sender
Code sent by the sender to request an interchange acknowledgment (TA1)
- 0
- No Acknowledgment Requested
- 1
- Interchange Acknowledgment Requested
Code to indicate whether data enclosed by this interchange envelope is test, production or information
- I
- Information
- P
- Production Data
- T
- Test Data
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
- >
- Component Element Separator
Functional Group Header
To indicate the beginning of a functional group and to provide control information
Code identifying a group of application related transaction sets
- PR
- Purchase Order Acknowledgement (855)
Code identifying party sending transmission; codes agreed to by trading partners
Code identifying party receiving transmission. Codes agreed to by trading partners
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)
Assigned number originated and maintained by the sender
Code used in conjunction with Data Element 480 to identify the issuer of the standard
- T
- Transportation Data Coordinating Committee (TDCC)
- X
- Accredited Standards Committee X12
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 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
- 004010
- Draft Standards Approved for Publication by ASC X12 Procedures Review Board through October 1997
Heading
Transaction Set Header
To indicate the start of a transaction set and to assign a control number
Code uniquely identifying a Transaction Set
- The transaction set identifier (ST01) used by the translation routines of the interchange partners to select the appropriate transaction set definition (e.g., 810 selects the Invoice Transaction Set).
- 855
- Purchase Order Acknowledgment
Beginning Segment for Purchase Order Acknowledgment
To indicate the beginning of the Purchase Order Acknowledgment Transaction Set and transmit identifying numbers and dates
Code identifying purpose of transaction set
A BAK01 value of 13 must only be sent by AAP vendors who are approved to initiate Vendor Managed Inventory (VMI) orders.
- 06
- Confirmation
- 13
- Request
- 44
- Rejection
Code specifying the type of acknowledgment
Use the below reference table to send the Acknowledgment Type associated with the Transaction Set Purpose Code. If other combinations of BAK01 and BAK02 are sent the transaction will fail.
- AC
- Acknowledge - With Detail and Change
BAK01: 06
DTM: Must be on or before requested delivery date on PO.
For ACK01: IA
If BAK 01 = 06 and BAK02 = AC you must include at least one line item with ACK01 = IC or ID
If ACK01 = IA, quantity must match original PO Qty. If a line will ship 100%, it does not need to be included in an 855.For ACK01: IC
If a line will only be partially shipped, ACK01 = IC and quantity must be the intended ship quantity and less than original PO quantity.For ACK01: ID
If line item will not ship, ACK01 = ID and quantity must equal zero.
If no lines on the original PO will ship, an 855 Rejection is required. Send BAK01 = 44 and BAK02 = RJ with no line detail. - AP
- Acknowledge - Product Replenishment
Approved VMI vendors only.
BAK01: 13
DTM: Must be on or before requested delivery date on PO.
ACK01: N/A
- AT
- Accepted
No 855 required. If sent, Do NOT send line detail. If no 855 is received, AAP assumes the PO will ship complete.
BAK01: 06
DTM: Must be on or before requested delivery date on PO.
ACK01: N/A
- RJ
- Rejected - No Detail
Do NOT send line detail.
BAK01: 44
DTM: N/A
ACK01: N/A
Identifying number for Purchase Order assigned by the orderer/purchaser
When BAK01 = 06 or 44 this is the original PO number from the 850.
When BAK01 = 13 a value must be entered in this field, but it will not be used by AAP.
Reference Identification
To specify identifying information
Code qualifying the Reference Identification
Use REF 01 = PO to convey the VMI Vendor Order Reference. This information will not be used by AAP.
- PO
- Purchase Order Number
Date/Time Reference
To specify pertinent dates and times
When BAK 01 = 44 the DTM segment is optional. For all other BAK 01 purpose codes the DTM must be sent. The scheduled delivery date must be on or before requested delivery date on the PO or the PO Change if one exists.
Code specifying type of date or time, or both date and time
- 067
- Current Schedule Delivery
Name
To identify a party by type of organization, name, and code
All address information must match the original PO information. Any address data provided in the 855 will not be used by AAP to alter the original PO address information.
Code identifying an organizational entity, a physical location, property or an individual
- BT
- Bill-to-Party
Optional
- SF
- Ship From
Required when present on the purchase order.
- ST
- Ship To
Required
- VN
- Vendor
Required
- Z7
- Mark-for Party
Required when present on the purchase order.
Code designating the system/method of code structure used for Identification Code (67)
- 91
- Assigned by Seller or Seller's Agent
- 92
- Assigned by Buyer or Buyer's Agent
Code identifying a party or other code
- 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.
Additional Name Information
To specify additional names or those longer than 35 characters in length
Address Information
To specify the location of the named party
Geographic Location
To specify the geographic place of the named party
Free-form text for city name
- A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location.
Code (Standard State/Province) as defined by appropriate government agency
- N402 is required only if city name (N401) is in the U.S. or Canada.
Detail
Baseline Item Data
To specify basic and most frequently used line item data
- PO102 is required.
When BAK 01 = 13 the PO1 segment is required.
When BAK 01 = 44 the PO1 segment should not be sent and will not be used by AAP. Only 1 occurrence of an AAP Buyer's Part Number is allowed per 855.
Alphanumeric characters assigned for differentiation within a transaction set
- PO101 is the line item identification.
Quantity ordered
When BAK 01 = 06 and BAK 02 = AC the PO1 segment is required.
When BAK 01 = 06 and BAK 02 = AT the PO1 segment should not be sent and will not be used by AAP.
UOM and Price from original 850 PO or 860 PO Change, if one exists, cannot be changed.
AAP requires an integer value in this quantity element.
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- 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.
- VP
- Vendor's (Seller's) Part Number
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- BP
- Buyer's Part Number
AAP SKU
Product/Item Description
To describe a product or process in coded or free-form format
Code indicating the format of a description
- If PID01 equals "F", then PID05 is used. If PID01 equals "S", then PID04 is used. If PID01 equals "X", then both PID04 and PID05 are used.
- F
- Free-form
Line Item Acknowledgment
To acknowledge the ordered quantities and specify the ready date for a specific line item
Only one ACK segment is allowed per line item.
When BAK 01 = 06 and BAK 02 = AC the ACK segment is required.
When BAK 01 = 06 and BAK 02 = AT the ACK segment is optional but, will not be used. AAP Preference is not to receive.
When BAK 01 = 13 the ACK segment should not be sent.
When BAK 01 = 44 the ACK segment is optional but, will not be used. AAP Preference is not to receive.
Code specifying the action taken by the seller on a line item requested by the buyer
- IA
- Item Accepted
- IC
- Item Accepted - Changes Made
- ID
- Item Deleted
Numeric value of quantity
If ACK 01 = IA, must match the original 850 order quantity (qty that will ship).
If ACK 01 = IC, enter the quantity accepted by the selling party (qty that will ship).
If ACK 01 = ID, enter zero (order line rejected by selling party) (qty that will ship).
AAP requires an integer value in this quantity element, unless a decimal value was present on the Purchase Order or Purchase Order Change if one exists.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
While any valid X12 code may be sent on a Purchase Order or Purchase Order Change if one exists, AAP typically purchases in "EA" Each UOM.
The Unit of Measure must match what is on the AAP Purchase Order or Purchase Order Change if one exists.
Summary
Transaction Totals
To transmit a hash total for a specific element in the transaction set
- 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.
Transaction Set Trailer
To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments)
Total number of segments included in a transaction set including ST and SE segments
Functional Group Trailer
To indicate the end of a functional group and to provide control information
Total number of transaction sets included in the functional group or interchange (transmission) group terminated by the trailer containing this data element
Interchange Control Trailer
To define the end of an interchange of zero or more functional groups and interchange-related control segments
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