X12 850 Purchase Order
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.
- ~ 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
- PO
- Purchase Order (850)
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).
- 850
- Purchase Order
Beginning Segment for Purchase Order
To indicate the beginning of the Purchase Order Transaction Set and transmit identifying numbers and dates
Code identifying purpose of transaction set
- 00
- Original
Code specifying the type of Purchase Order
- DR
- Direct Ship
Ship to Store
- DS
- Dropship
Ship to Customer
- NE
- New Order
Replenishment Order
- OS
- Special Order
- ZZ
- Mutually Defined
Cross Docking
Identifying number for Purchase Order assigned by the orderer/purchaser
Currency
To specify the currency (dollars, pounds, francs, etc.) used in a transaction
Code identifying an organizational entity, a physical location, property or an individual
- BY
- Buying Party (Purchaser)
Reference Identification
To specify identifying information
Code qualifying the Reference Identification
- 8X
- Transaction Category or Type
REF02 indicates whether backorder is allowed based on the following descriptions:
- SHIP OR BACKORDER
- SHIP OR CANCEL
- CR
- Customer Reference Number
If included, Customer Reference Number is an internal reference number associated with Advance Auto Parts application processes and can be ignored by our vendors.
- VT
- Motor Vehicle ID Number
VIN
- WO
- Work Order Number
Number assigned for work including material and labor beyond normal work required to fulfill a service order.
If used, AAP will populate with WEB Order Number.
- ZZ
- Mutually Defined
If used, AAP will populate with Vehicle Mileage.
Administrative Communications Contact
To identify a person or office to whom administrative communications should be directed
Code identifying the major duty or responsibility of the person or group named
- BC
- Broker Contact
AAP will populate with buyer number.
- BD
- Buyer Name or Department
Code identifying the type of communication number
- EM
- Electronic Mail
F.O.B. Related Instructions
To specify transportation instructions relating to shipment
Code identifying payment terms for transportation charges
- FOB01 indicates which party will pay the carrier.
- CC
- Collect
- DF
- Defined by Buyer and Seller
- PP
- Prepaid (by Seller)
Terms of Sale/Deferred Terms of Sale
To specify terms of sale
Code identifying type of payment terms
- If the code in ITD01 is "04", then ITD07 or ITD09 is required and either ITD10 or ITD11 is required; if the code in ITD01 is "05", then ITD06 or ITD07 is required.
- ZZ
- Mutually Defined
Date/Time Reference Delivery Requested
To specify pertinent dates and times
Date/Time Reference Ship No Later
To specify pertinent dates and times
Date/Time Reference Ship Not Before
To specify pertinent dates and times
Reference Identification
To transmit identifying information as specified by the Reference Identification Qualifier
Code qualifying the Reference Identification
- ZZ
- Mutually Defined
Message Text
To provide a free-form format that allows the transmission of text information
Multiple iterations of the MSG segment are used to convey 'Terms' and 'Conditions'.
Name
To identify a party by type of organization, name, and code
Code identifying an organizational entity, a physical location, property or an individual
All N1 segments sent on the purchase order must also appear on all response documents sent to AAP.
- BT
- Bill-to-Party
- SF
- Ship From
- ST
- Ship To
Required
- VN
- Vendor
Required
- Z7
- Mark-for Party
The party for whom the needed material is intended.
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
Address Information is required for Ship To and optional for other occurrences.
Geographic Location
To specify the geographic place of the named party
Address Information is required for Ship To and optional for other occurrences.
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.
Code defining international postal zone code excluding punctuation and blanks (zip code for United States)
Detail
Baseline Item Data
To specify basic and most frequently used line item data
- PO102 is required.
Alphanumeric characters assigned for differentiation within a transaction set
- PO101 is the line item identification.
AAP populates with PO line number. PO line number must be returned on corresponding EDI documents sent to AAP.
Quantity ordered
AAP requires an integer value in this quantity element, unless a decimal value was present on the purchase order line item quantity.
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, AAP typically purchases in "EA" Each UOM.UOM must be returned on corresponding EDI documents sent to AAP.
Price per unit of product, service, commodity, etc.
AAP has a limit of 4 decimal places for the Unit Price.
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.
- BP
- Buyer's Part Number
AAP SKU
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- VP
- Vendor's (Seller's) Part Number
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
Reference Identification Insurance Certificate Number
To specify identifying information
Code qualifying the Reference Identification
- ID
- Insurance Certificate Number
Used to communicate the web order item description.
Reference Identification Review Period Number
To specify identifying information
Code qualifying the Reference Identification
- WD
- Review Period Number
An indicator representing the period of time before which an action will occur.
Used to communicate the web order item warranty information.
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.
Total number of line items in the transaction set
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.
-.0018 First occurrence of value being hashed.
.18 Second occurrence of value being hashed.
1.8 Third occurrence of value being hashed.
18.01 Fourth occurrence of value being hashed.
1855 Hash total prior to truncation.
855 Hash total after truncation to three-digit field.
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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