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
- BK
- Blanket Order (Quantity Firm)
Blanket Orders will not contain a dash (-) in the PO Number and will be identified as location 901. Items and Quantities should be allocated but not fulfilled in Blanket Orders.
- DS
- Dropship
- RL
- Release or Delivery Order
An order for goods and services placed against a pre-existing contract or blanket order.
For Release Orders, BEG04 will indicate PO number from Blanket Order (BK) when BEG02 = RL.
Release Orders will contain a dash (-) and will identify the actual Ship To location.
- SA
- Stand-alone Order
Stand Alone Stock Orders (SA) Orders should always be fulfilled as received.
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
Reference Identification
To specify identifying information
Code qualifying the Reference Identification
- CO
- Customer Order Number
REF02 will be the order number supplied to the consumer by Sheplers/Boot Barn. This value must be included on the packing slip.
- IA
- Internal Vendor Number
REF02 will be the account number that Sheplers/Boot Barn maintains for you. This will be the only REF value sent in SA, BK, and RL type orders.
- PK
- Packing List Number
REF03 will reference sales channel that the order was sold through. This is Step 1 used to define which specific packing slip to include in the order. REF02 will not be populated:
Amazon (Amazon formatted packing slip)
Ebay (eBay formatted packing slip)
Standard (Brand-_direct formatted packing slip)
Walmart (Walmart formatted packing slip) - PQ
- Payee Identification
REF02 contain the consumer's payment method to be used for the packing slip.
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Administrative Communications Contact
To identify a person or office to whom administrative communications should be directed
PER will only be sent for DS type orders.
Code identifying the major duty or responsibility of the person or group named
- OD
- Order Department
Code identifying the type of communication number
- TE
- Telephone
Complete communications number including country or area code when applicable
Code identifying the type of communication number
- EM
- Electronic Mail
Terms of Sale/Deferred Terms of Sale
To specify terms of sale
ITD will be sent in SA, BK, and RL type orders only.
Date/Time Reference Requested Ship
To specify pertinent dates and times
Date/Time Reference Ship No Later
To specify pertinent dates and times
Paperwork
To identify the type or transmission or both of paperwork or supporting information
PWK will only be sent for DS type orders.
Code indicating the title or contents of a document, report or supporting item
- R5
- Technical Information
Code designating the system/method of code structure used for Identification Code (67)
- PWK05 and PWK06 may be used to identify the addressee by a code number.
- UR
- Uniform Resource Locator (URL)
Code identifying a party or other code
This field will contain the UPS account number.
A free-form description to clarify the related data elements and their content
- PWK07 may be used to indicate special information to be shown on the specified report.
PWK07 will contain a URL that can be entered in any web browser to produce the proper packing slip.
Carrier Details (Routing Sequence/Transit Time)
To specify the carrier and sequence of routing and provide transit time information
The header TD5 should be utilized for determining the proper ship method and service level.
The TD5 segment will only be sent in DS type orders.
Reference Identification
To transmit identifying information as specified by the Reference Identification Qualifier
Code qualifying the Reference Identification
- L1
- Letters or Notes
Order notes may be passed. L1 will only be sent in SA, BK, & RL type orders.
Message Text
To provide a free-form format that allows the transmission of text information
Reference Identification
To transmit identifying information as specified by the Reference Identification Qualifier
Code qualifying the Reference Identification
- SD
- Subday Number
The N9 segment will contain the Sales Division/Brand that is transmitting the order. SD will only be sent in DS type orders.
The REF segment where REF01 = PK indicates the sales channel used for determining which version of each brand's packing slip type should be used for the order.
Message Text
To provide a free-form format that allows the transmission of text information
Name
To identify a party by type of organization, name, and code
Code identifying an organizational entity, a physical location, property or an individual
- BT
- Bill-to-Party
This is the SOLD TO information that must be on the packing slip. It may or may not be the same as the data contained in the ST N1 Loop. Note that the BT does not indicate where the merchandise invoice should be sent.
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.
Code defining international postal zone code excluding punctuation and blanks (zip code for United States)
Administrative Communications Contact
To identify a person or office to whom administrative communications should be directed
Only sent for DS type orders.
Code identifying the major duty or responsibility of the person or group named
- BD
- Buyer Name or Department
Code identifying the type of communication number
- TE
- Telephone
Complete communications number including country or area code when applicable
Code identifying the type of communication number
- EM
- Electronic Mail
Name
To identify a party by type of organization, name, and code
Code identifying an organizational entity, a physical location, property or an individual
- ST
- Ship To
The order should be shipped to the party identified in this N1 Loop. For DS type orders, the full physical address will be sent. For SA, BK, & RL type orders, only the store number will be passed.
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.
Code defining international postal zone code excluding punctuation and blanks (zip code for United States)
Administrative Communications Contact
To identify a person or office to whom administrative communications should be directed
Only sent for DS type orders.
Code identifying the major duty or responsibility of the person or group named
- BD
- Buyer Name or Department
Code identifying the type of communication number
- TE
- Telephone
Complete communications number including country or area code when applicable
Code identifying the type of communication number
- EM
- Electronic Mail
Detail
Baseline Item Data
To specify basic and most frequently used line item data
- PO102 is required.
The PO108 through PO119 will only be passed in DS type orders.
Alphanumeric characters assigned for differentiation within a transaction set
- PO101 is the line item identification.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- EA
- Each
Price per unit of product, service, commodity, etc.
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.
- UP
- U.P.C. Consumer Package Code (1-5-5-1)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- VN
- Vendor's (Seller's) Item Number
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- SK
- Stock Keeping Unit (SKU)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- VA
- Vendor's Style Number
Pricing Information
To specify pricing information
Code identifying pricing specification
- RES
- Resale
Price per unit of product, service, commodity, etc.
- See Figures Appendix for an example detailing the use of CTP03 and CTP04.
- See Figures Appendix for an example detailing the use of CTP03, CTP04 and CTP07.
For DS type orders, the CTP03 will contain the amount the consumer is paying for the item. This is the value that should be used as the Unit Price on the packing slip.
For SA, BK, & RL type orders, if a pre-ticketing agreement is in place CTP03 must be the dollar amount.
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.
Code identifying the general class of a product or process characteristic
- 08
- Product
- 35
- Color
- 73
- Vendor color description
- 74
- Vendor size description
- 91
- Buyer's Item Size Description
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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