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.
- BBB may include multiple MSG segments at the header level and item level. Please refer to the 850 overlay at the end of this section as an example.
- BBB may send a revised purchase order. A revised PO will be a replacement PO and include a revision number in the BEG04.
- The company will be defined in the N1 “BY- Buying Party” segment. The company code sent in the N104 will need to be sent back in the invoice.
- The store will be defined in the N1 “ST – Ship To” segment. The store code in the N104 will need to be sent back in the invoice.
- The N1 “SF – Ship From” segment will be included if you have multiple shipping locations to define the specific location.
- Items will be identified by the Vendor Part number and/or description.
- BBB will issue POs and PO revisions with zero cost items and zero qty items. Zero qty and zero cost items will appear when a PO or item(s) on the PO are canceled. Zero cost items will appear when an item is no charge or vendor determined. Please contact your buyer if you have any questions.
- ~ Segment
- * Element
- > Component
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
BBB will issue POs and PO revisions with zero cost items and zero qty items. Zero qty and zero cost items will appear when a PO or item(s) on the PO are canceled. Zero cost items will appear when an item is no charge or vendor determined. Please contact your buyer if you have any questions.
Code identifying purpose of transaction set
- 00
- Original
Code specifying the type of Purchase Order
- SA
- Stand-alone Order
Identifying number for Purchase Order assigned by the orderer/purchaser
Number identifying a release against a Purchase Order previously placed by the parties involved in the transaction
Revision Number (changes)
BBB may send a revised purchase order. A revised PO will be a replacement PO and include a revision number.
Reference Identification
To specify identifying information
Code qualifying the Reference Identification
- IA
- Internal Vendor Number
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
- 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.
- 01
- Basic
Date/Time Reference
To specify pertinent dates and times
Name
To identify a party by type of organization, name, and code
The company will be defined in this segment. The company code sent in the N104 will need to be sent back in the invoice.
Code identifying an organizational entity, a physical location, property or an individual
- BY
- Buying Party (Purchaser)
Free-form name
Bed Bath & Beyond (BBB)
Christmas Tree Shops (CTS)
Harmon Stores
Buybuy BABY
BBB Canada
Code designating the system/method of code structure used for Identification Code (67)
Assigned by BBB.
- 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.
- 0010
- Bed Bath & Beyond (BBB)
- 0020
- Christmas Tree Shops (CTS)
- 0030
- Harmon Stores
- 0040
- Buybuy BABY
- 0060
- Cost Plus
- 5050
- BBB Canada
Name
To identify a party by type of organization, name, and code
This segment will be included if you have multiple shipping locations to define the specific location.
Code identifying an organizational entity, a physical location, property or an individual
- SF
- Ship From
Code designating the system/method of code structure used for Identification Code (67)
Assigned by BBB.
- 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.
Shipper Location
Name
To identify a party by type of organization, name, and code
The store will be defined in this segment. The store code in the N104 will need to be sent back in the invoice.
Code identifying an organizational entity, a physical location, property or an individual
- ST
- Ship To
Code designating the system/method of code structure used for Identification Code (67)
Assigned by BBB.
- 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.
Store Number
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.
Specification Identifier
To provide a description of the included specification or technical data items
Message Text
To provide a free-form format that allows the transmission of text information
BBB may include multiple MSG segments at the header level and item level.
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.
Line Number
Quantity ordered
Total quantity ordered.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- CA
- Case
- DZ
- Dozen
- EA
- Each
- GS
- Gross
- PR
- Pair
- ST
- Set
- YD
- Yard
Price per unit of product, service, commodity, etc.
Item Cost
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.
- VA
- Vendor's Style 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
Item Physical Details
To specify the physical qualities, packaging, weights, and dimensions relating to the item
Carrier Details (Routing Sequence/Transit Time)
To specify the carrier and sequence of routing and provide transit time information
Message Text
To provide a free-form format that allows the transmission of text information
BBB may include multiple MSG segments at the header level and item level.
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
Typical Order
GS*PO*SENDERGS*RECEIVERGS*20231030*022118*000000001*X*004010
ST*850*10001
BEG*00*SA*2445913-00*0*20071014
REF*IA*000101185
FOB*CC**FOB ORIGIN
DTM*002*20071121
N1*SF*MEG*92*ABCD
N1*BY*Bed Bath & Beyond*92*0010
N1*ST*EDGEWATER*92*115
N3* 489 RIVER ROAD
N4* EDGEWATER*NJ*07020~
SPI*ZZ
MSG*RT GDE COLLECT
MSG*HEADER COMMENT
MSG*PO TYPE CP NEW STORE
MSG*SUPPORT TICKET
MSG*DEPT/ROOM/STORE
MSG*APPROVER
PO1*1*120*EA*15.2**VA*WMSWB
PID*F****24”X48” SHELF WHITE
PO4*10
TD5*****TRUCK 1
PO1*2*72*EA*5.05**VA*WMSWC
PID*F****12”X36” SHELF WHITE
PO4*6
TD5*****TRUCK 1
PO1*3*60*EA*8.4**VA*WMSWQ
PID*F****12”X48” SHELF WHITE
PO4*6
TD5*****TRUCK 2
MSG*SUPPLEMENTAL REASON CODE A
MSG*SUPPLEMENTAL LINE #
MSG*ITEM COMMENT
MSG*CHANGE COMMENT
CTT*3
SE*35*10001
GE*1*000000001
IEA*1*000000001
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