X12 850 Purchase Order

X12 Release 4010

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.

Delimiters

• ~ Segment
• * Element
• > Component

ISA Interchange Control Header

Required · Max use 1

To start and identify an interchange of zero or more functional groups and interchange-related control segments

ISA-01 · I01 · Authorization Information Qualifier · Required · Identifier (ID)

Code to identify the type of information in the Authorization Information

• 00: No Authorization Information Present (No Meaningful Information in I02)

ISA-02 · I02 · Authorization Information · Required · String (AN) · Min 10 Max 10

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)

ISA-03 · I03 · Security Information Qualifier · Required · Identifier (ID)

Code to identify the type of information in the Security Information

• 00: No Security Information Present (No Meaningful Information in I04)

ISA-04 · I04 · Security Information · Required · String (AN) · Min 10 Max 10

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)

ISA-05 · I05 · Interchange ID Qualifier · Required · Identifier (ID) · Min 2 Max 2

Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified

Codes

• 01: Duns (Dun & Bradstreet)
• 02: SCAC (Standard Carrier Alpha Code)
• 03: FMC (Federal Maritime Commission)
• 04: IATA (International Air Transport Association)
• 08: UCC EDI Communications ID (Comm ID)
• 09: X.121 (CCITT)
• 10: Department of Defense (DoD) Activity Address Code
• 11: DEA (Drug Enforcement Administration)
• 12: Phone (Telephone Companies)
• 13: UCS Code (The UCS Code is a Code Used for UCS Transmissions; it includes the Area Code and Telephone Number of a Modem; it Does Not Include Punctuation, Blanks or Access Code)
• 14: Duns Plus Suffix
• 15: Petroleum Accountants Society of Canada Company Code
• 16: Duns Number With 4-Character Suffix
• 17: American Bankers Association (ABA) Transit Routing Number (Including Check Digit, 9 Digit)
• 18: Association of American Railroads (AAR) Standard Distribution Code
• 19: EDI Council of Australia (EDICA) Communications ID Number (COMM ID)
• 20: Health Industry Number (HIN)
• 21: Integrated Postsecondary Education Data System, or (IPEDS)
• 22: Federal Interagency Commission on Education, or FICE
• 23: National Center for Education Statistics Common Core of Data 12-Digit Number for Pre-K-Grade 12 Institutes, or NCES
• 24: The College Board's Admission Testing Program 4-Digit Code of Postsecondary Institutes, or ATP
• 25: American College Testing Program 4-Digit Code of Postsecondary Institutions, or ACT
• 26: Statistics of Canada List of Postsecondary Institutions
• 27: Carrier Identification Number as assigned by Health Care Financing Administration (HCFA)
• 28: Fiscal Intermediary Identification Number as assigned by Health Care Financing Administration (HCFA)
• 29: Medicare Provider and Supplier Identification Number as assigned by Health Care Financing Administration (HCFA)
• 30: U.S. Federal Tax Identification Number
• 31: Jurisdiction Identification Number Plus 4 as assigned by the International Association of Industrial Accident Boards and Commissions (IAIABC)
• 32: U.S. Federal Employer Identification Number (FEIN)
• 33: National Association of Insurance Commissioners Company Code (NAIC)
• 34: Medicaid Provider and Supplier Identification Number as assigned by individual State Medicaid Agencies in conjunction with Health Care Financing Administration (HCFA)
• 35: Statistics Canada Canadian College Student Information System Institution Codes
• 36: Statistics Canada University Student Information System Institution Codes
• 37: Society of Property Information Compilers and Analysts
• AM: Association Mexicana del Codigo de Producto (AMECOP) Communication ID
• NR: National Retail Merchants Association (NRMA) - Assigned
• SN: Standard Address Number
• ZZ: Mutually Defined

ISA-06 · I06 · Interchange Sender ID · Required · String (AN) · Min 15 Max 15

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

ISA-07 · I05 · Interchange ID Qualifier · Required · Identifier (ID) · Min 2 Max 2

Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified

Codes

• 01: Duns (Dun & Bradstreet)
• 02: SCAC (Standard Carrier Alpha Code)
• 03: FMC (Federal Maritime Commission)
• 04: IATA (International Air Transport Association)
• 08: UCC EDI Communications ID (Comm ID)
• 09: X.121 (CCITT)
• 10: Department of Defense (DoD) Activity Address Code
• 11: DEA (Drug Enforcement Administration)
• 12: Phone (Telephone Companies)
• 13: UCS Code (The UCS Code is a Code Used for UCS Transmissions; it includes the Area Code and Telephone Number of a Modem; it Does Not Include Punctuation, Blanks or Access Code)
• 14: Duns Plus Suffix
• 15: Petroleum Accountants Society of Canada Company Code
• 16: Duns Number With 4-Character Suffix
• 17: American Bankers Association (ABA) Transit Routing Number (Including Check Digit, 9 Digit)
• 18: Association of American Railroads (AAR) Standard Distribution Code
• 19: EDI Council of Australia (EDICA) Communications ID Number (COMM ID)
• 20: Health Industry Number (HIN)
• 21: Integrated Postsecondary Education Data System, or (IPEDS)
• 22: Federal Interagency Commission on Education, or FICE
• 23: National Center for Education Statistics Common Core of Data 12-Digit Number for Pre-K-Grade 12 Institutes, or NCES
• 24: The College Board's Admission Testing Program 4-Digit Code of Postsecondary Institutes, or ATP
• 25: American College Testing Program 4-Digit Code of Postsecondary Institutions, or ACT
• 26: Statistics of Canada List of Postsecondary Institutions
• 27: Carrier Identification Number as assigned by Health Care Financing Administration (HCFA)
• 28: Fiscal Intermediary Identification Number as assigned by Health Care Financing Administration (HCFA)
• 29: Medicare Provider and Supplier Identification Number as assigned by Health Care Financing Administration (HCFA)
• 30: U.S. Federal Tax Identification Number
• 31: Jurisdiction Identification Number Plus 4 as assigned by the International Association of Industrial Accident Boards and Commissions (IAIABC)
• 32: U.S. Federal Employer Identification Number (FEIN)
• 33: National Association of Insurance Commissioners Company Code (NAIC)
• 34: Medicaid Provider and Supplier Identification Number as assigned by individual State Medicaid Agencies in conjunction with Health Care Financing Administration (HCFA)
• 35: Statistics Canada Canadian College Student Information System Institution Codes
• 36: Statistics Canada University Student Information System Institution Codes
• 37: Society of Property Information Compilers and Analysts
• AM: Association Mexicana del Codigo de Producto (AMECOP) Communication ID
• NR: National Retail Merchants Association (NRMA) - Assigned
• SN: Standard Address Number
• ZZ: Mutually Defined

ISA-08 · I07 · Interchange Receiver ID · Required · String (AN) · Min 15 Max 15

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

ISA-09 · I08 · Interchange Date · Required · Date (DT) · YYMMDD format

Date of the interchange

ISA-10 · I09 · Interchange Time · Required · Time (TM) · HHMM format

Time of the interchange

ISA-11 · I10 · Interchange Control Standards Identifier · Required · Identifier (ID)

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

ISA-12 · I11 · Interchange Control Version Number · Required · Identifier (ID)

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

ISA-13 · I12 · Interchange Control Number · Required · Numeric (N0) · Min 9 Max 9

A control number assigned by the interchange sender

ISA-14 · I13 · Acknowledgment Requested · Required · Identifier (ID) · Min 1 Max 1

Code sent by the sender to request an interchange acknowledgment (TA1)

• 0: No Acknowledgment Requested
• 1: Interchange Acknowledgment Requested

ISA-15 · I14 · Usage Indicator · Required · Identifier (ID) · Min 1 Max 1

Code to indicate whether data enclosed by this interchange envelope is test, production or information

• I: Information
• P: Production Data
• T: Test Data

ISA-16 · I15 · Component Element Separator · Required · String (AN) · Min 1 Max 1

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

GS Functional Group Header

Required · Max use 1

To indicate the beginning of a functional group and to provide control information

GS-01 · 479 · Functional Identifier Code · Required · Identifier (ID)

Code identifying a group of application related transaction sets

• PO: Purchase Order (850)

GS-02 · 142 · Application Sender's Code · Required · String (AN) · Min 2 Max 15

Code identifying party sending transmission; codes agreed to by trading partners

GS-03 · 124 · Application Receiver's Code · Required · String (AN) · Min 2 Max 15

Code identifying party receiving transmission. Codes agreed to by trading partners

GS-04 · 373 · Date · Required · Date (DT) · CCYYMMDD format

Date expressed as CCYYMMDD

GS-05 · 337 · Time · Required · Time (TM) · HHMM, HHMMSS, HHMMSSD, or HHMMSSDD format

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)

GS-06 · 28 · Group Control Number · Required · Numeric (N0) · Min 1 Max 9

Assigned number originated and maintained by the sender

GS-07 · 455 · Responsible Agency Code · Required · Identifier (ID) · Min 1 Max 2

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

GS-08 · 480 · Version / Release / Industry Identifier Code · Required · String (AN)

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

010 Heading > ST

ST Transaction Set Header

Required · Max use 1

To indicate the start of a transaction set and to assign a control number

ST-01 · 143 · Transaction Set Identifier Code · Required · Identifier (ID)

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

ST-02 · 329 · Transaction Set Control Number · Required · Numeric (N) · Min 4 Max 9

Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set

020 Heading > BEG

BEG Beginning Segment for Purchase Order

Required · Max use 1

To indicate the beginning of the Purchase Order Transaction Set and transmit identifying numbers and dates

BEG-01 · 353 · Transaction Set Purpose Code · Required · Identifier (ID)

Code identifying purpose of transaction set

• 00: Original

BEG-02 · 92 · Purchase Order Type Code · Required · Identifier (ID)

Code specifying the type of Purchase Order

• DS: Dropship
• NE: New Order
• RL: Release or Delivery Order
• RN: Renewal Order
• SA: Stand-alone Order
• TM: Time & Materials

BEG-03 · 324 · Purchase Order Number · Required · String (AN) · Min 1 Max 22

Identifying number for Purchase Order assigned by the purchaser

BEG-04 · 328 · Release Number · Optional · String (AN) · Min 1 Max 30

Number identifying a release against a Purchase Order previously placed

BEG-05 · 373 · Date · Required · Date (DT) · CCYYMMDD format

Date purchase order was issued; expressed as CCYYMMDD

050 Heading > REF

REF Reference Identification

Optional · Max use >1

To specify identifying information

REF-01 · 128 · Reference Identification Qualifier · Required · Identifier (ID)

Code qualifying the Reference Identification

• 12: Billing Account (Flooring Account Number)
• AH: License Authorization Number
• BB: Manufacturer Authorization Number
• BD: Bid Request Number
• CT: Contract Number
• EU: CDW customer‟s purchase order number
• GC: Bid Contract Number
• IA: Internal Vendor Number
• PO: CDW purchase order number

REF-02 · 127 · Reference Identification · Required · String (AN) · Min 1 Max 30

Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

REF-03 · 352 · Description · Optional · String (AN) · Min 1 Max 80

A free-form description to clarify the related data elements and their content

060 Heading > PER

PER Administrative Communications Contact

Optional · Max use 1

To identify a person or office to whom administrative communications should be directed

If either Communication Number Qualifier (PER-03) or Communication Number (PER-04) is present, then the other is required

If either Communication Number Qualifier (PER-05) or Communication Number (PER-06) is present, then the other is required

PER-01 · 366 · Contact Function Code · Required · Identifier (ID)

Code identifying the major duty or responsibility of the person or group named

• BD: Buyer Name or Department
• IC: Information Contact

PER-02 · 93 · Purchasing Agent Name · Optional · String (AN) · Min 1 Max 80

Free-form name

PER-03 · 365 · Communication Number Qualifier · Optional · Identifier (ID)

Code identifying the type of communication number

• TE: Telephone

PER-04 · 364 · Communication Number · Optional · String (AN) · Min 1 Max 80

Complete communications number including country or area code when applicable

PER-05 · 365 · Communication Number Qualifier · Optional · Identifier (ID)

Code identifying the type of communication number

• EM: Electronic Mail

PER-06 · 364 · Communication Number · Optional · String (AN) · Min 1 Max 80

Complete communications number including country or area code when applicable

070 Heading > TAX

TAX Tax Reference

Optional · Max use 1

To provide data required for proper notification/determination of applicable taxes applying to the transaction or business described in the transaction

TAX-01 · 325 · Tax Identification Number · Optional · String (AN) · Min 1 Max 20

Number assigned to a purchaser (buyer, orderer) by a taxing jurisdiction (state, county, etc.); often called a tax exemption number or certificate number

• TAX01 is required if tax exemption is being claimed.

TAX-12 · 441 · Tax Exempt Code · Optional · Identifier (ID)

Code identifying exemption status from sales and use tax

• 0: Exempt (For Export)
• 1: Yes (Tax Exempt)
• 2: No (Not Tax Exempt)
• 3: Exempt (For Resale)
• 4: Not Exempt/For Resale
• 5: Exempt (Not For Resale)
• 6: Not Exempt, Not For Resale
• 7: Direct Pay ID
• 8: Exempt (Sale to U.S. Government)
• 9: Exempt (Per State Law)
• A: Labor Taxable, Material Exempt
• B: Material Taxable, Labor Exempt
• C: Not Taxable
• V: Exempt from State Property Tax
• W: Other Property Tax Exemption
• X: Exempt - Letter on file

080 Heading > FOB

FOB F.O.B. Related Instructions

Optional · Max use 1

To specify transportation instructions relating to shipment

If Description (FOB-03) is present, then Location Qualifier (FOB-02) is required

FOB-01 · 146 · Shipment Method of Payment · Required · Identifier (ID)

Code identifying payment terms for transportation charges

• FOB01 indicates which party will pay the carrier.

• BP: Paid by Buyer
• CA: Advance Collect
• CC: Collect
• MX: Mixed
• PA: Advance Prepaid
• PC: Prepaid but Charged to Customer
• PP: Prepaid (by Seller)
• PS: Paid by Supplier/Vendor
• TP: Third Party Pay

FOB-02 · 309 · Location Qualifier · Optional · Identifier (ID)

Code identifying type of location

• FOB02 is the code specifying transportation responsibility location.

• DE: Destination (Shipping)
• OR: Origin (Shipping Point)

FOB-03 · 352 · Description · Optional · String (AN) · Min 1 Max 8

A free-form description to clarify the related data elements and their content

130 Heading > ITD

ITD Terms of Sale/Deferred Terms of Sale

Optional · Max use 1

To specify terms of sale

ITD-01 · 336 · Terms Type Code · Required · Identifier (ID) · Min 1 Max 2

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.

ITD-02 · 333 · Terms Basis Date Code · Required · Identifier (ID) · Min 1 Max 2

Code identifying the beginning of the terms period

ITD-03 · 338 · Terms Discount Percent · Optional · Decimal number (R) · Min 1 Max 6

Terms discount percentage, expressed as a percent, available to the purchaser if an invoice is paid on or before the Terms Discount Due Date

ITD-05 · 351 · Terms Discount Days Due · Optional · Numeric (N0) · Min 1 Max 3

Number of days in the terms discount period by which payment is due if terms discount is earned

ITD-07 · 386 · Terms Net Days · Required · Numeric (N0) · Min 1 Max 3

Number of days until total invoice amount is due (discount not applicable)

150 Heading > DTM

DTM Date/Time Reference

Required · Max use 2

To specify pertinent dates and times

DTM-01 · 374 · Date/Time Qualifier · Required · Identifier (ID)

Code specifying type of date or time, or both date and time

• 002: Delivery Requested
• 010: Requested Ship

DTM-02 · 373 · Date · Required · Date (DT) · CCYYMMDD format

Date expressed as CCYYMMDD

240 Heading > TD5

TD5 Carrier Details (Routing Sequence/Transit Time)

Optional · Max use 1

To specify the carrier and sequence of routing and provide transit time information

TD5-04 · 91 · Transportation Method/Type Code · Optional · Identifier (ID)

Code specifying the method or type of transportation for the shipment

• 7: Mail
• A: Air
• AE: Air Express
• AF: Air Freight
• D: Parcel Post
• E: Expedited Truck
• J: Motor
• M: Motor (Common Carrier)
• MP: Motor (Package Carrier)
• P: Private Carrier
• ZZ: Mutually defined

N1 Loop Rest All Required Max 200

Variants (all may be used)

N1 Loop Ship To

310 Heading > N1 Loop Rest All > N1

N1 Name

Required · Max use 1

To identify a party by type of organization, name, and code

If either Identification Code Qualifier (N1-03) or Identification Code (N1-04) is present, then the other is required

N1-01 · 98 · Entity Identifier Code · Required · Identifier (ID)

Code identifying an organizational entity, a physical location, property or an individual

• BS: Bill To / Ship To
• BT: Bill To (if other than Ship To)
• EN: End User
• VN: Vendor

N1-02 · 93 · Name · Required · String (AN) · Min 1 Max 60

Free-form name

N1-03 · 66 · Identification Code Qualifier · Optional · Identifier (ID)

Code designating the system/method of code structure used for Identification Code (67)

• 1: D-U-N-S Number, Dun & Bradstreet
• 9: D-U-N-S+4, D-U-N-S Number with Four Character Suffix
• 91: Assigned by Seller or Seller's Agent
• 92: Assigned by Buyer or Buyer's Agent
• 93: assigned by buyer
• 94: assigned by seller

N1-04 · 67 · Identification Code · Optional · String (AN) · Min 2 Max 80

Code identifying a party or other code
Either a static value assigned or SIC codes for gov/ed

N1-05 · 706 · Entity Relationship Code · Optional · Identifier (ID) · Min 2 Max 2

Code describing entity relationship

• N105 and N106 further define the type of entity in N101.

N1-06 · 98 · Entity Identifier Code · Optional · Identifier (ID) · Min 2 Max 3

Code identifying an organizational entity, a physical location, property or an individual

320 Heading > N1 Loop Rest All > N2

N2 Additional Name Information

Optional · Max use 1

To specify additional names or those longer than 35 characters in length

N2-01 · 93 · Name · Optional · String (AN) · Min 1 Max 60

Free-form name

N2-02 · 93 · Name · Optional · String (AN) · Min 1 Max 60

Free-form name

330 Heading > N1 Loop Rest All > N3

N3 Address Information

Optional · Max use 1

To specify the location of the named party

N3-01 · 166 · Address Information · Optional · String (AN) · Min 1 Max 55

Address information

N3-02 · 166 · Address Information · Optional · String (AN) · Min 1 Max 55

Address information

340 Heading > N1 Loop Rest All > N4

N4 Geographic Location

Optional · Max use 1

To specify the geographic place of the named party

N4-01 · 19 · City Name · Optional · String (AN) · Min 2 Max 30

Free-form text for city name

• A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location.

N4-02 · 156 · State or Province Code · Optional · Identifier (ID) · Min 2 Max 2

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.

N4-03 · 116 · Postal Code · Optional · Identifier (ID) · Min 3 Max 15

Code defining international postal zone code excluding punctuation and blanks (zip code for United States)

N4-04 · 26 · Country Code · Optional · Identifier (ID) · Min 2 Max 3

Code identifying the country

360 Heading > N1 Loop Rest All > PER

PER Administrative Communications Contact

Optional · Max use >1

To identify a person or office to whom administrative communications should be directed

If either Communication Number Qualifier (PER-03) or Communication Number (PER-04) is present, then the other is required

PER-01 · 366 · Contact Function Code · Required · Identifier (ID)

Code identifying the major duty or responsibility of the person or group named

• IC: Information Contact

PER-02 · 93 · Name · Optional · String (AN) · Min 1 Max 60

Free-form name

Usage notes

If ship to is CDW, will be purchasing agent. If ship to is CDW customer, will be customer contact

PER-03 · 365 · Communication Number Qualifier · Optional · Identifier (ID)

Code identifying the type of communication number

• TE: Telephone

PER-04 · 364 · Communication Number · Optional · String (AN) · Min 1 Max 80

Complete communications number including country or area code when applicable

N1 Loop Ship To Optional Max 1

Variants (all may be used)

N1 Loop Rest All

310 Heading > N1 Loop Ship To > N1

N1 Name

Required · Max use 1

To identify a party by type of organization, name, and code

If either Identification Code Qualifier (N1-03) or Identification Code (N1-04) is present, then the other is required

If either Entity Relationship Code (N1-05) or Entity Identifier Code (N1-06) is present, then the other is required

N1-01 · 98 · Entity Identifier Code · Required · Identifier (ID)

Code identifying an organizational entity, a physical location, property or an individual

• ST: Ship To

N1-02 · 93 · Name · Required · String (AN) · Min 1 Max 60

Free-form name

N1-03 · 66 · Identification Code Qualifier · Optional · Identifier (ID)

Code designating the system/method of code structure used for Identification Code (67)

• 1: D-U-N-S Number, Dun & Bradstreet
• 9: D-U-N-S+4, D-U-N-S Number with Four Character Suffix
• 91: Assigned by Seller or Seller's Agent
• 92: Assigned by Buyer or Buyer's Agent
• 93: Code assigned by the organization originating the transaction set
• 94: Code assigned by the organization that is the ultimate destination of the transaction set

N1-04 · 67 · Identification Code · Optional · String (AN) · Min 2 Max 80

Code identifying a party or other code
Either a static value assigned or SIC codes for gov/ed

N1-05 · 706 · Entity Relationship Code · Optional · Identifier (ID) · Min 2 Max 2

Code describing entity relationship

• N105 and N106 further define the type of entity in N101.

N1-06 · 98 · Entity Identifier Code · Optional · Identifier (ID) · Min 2 Max 3

Code identifying an organizational entity, a physical location, property or an individual

320 Heading > N1 Loop Ship To > N2

N2 Additional Name Information

Optional · Max use 1

To specify additional names or those longer than 35 characters in length

N2-01 · 93 · Name · Optional · String (AN) · Min 1 Max 60

Free-form name

N2-02 · 93 · Name · Optional · String (AN) · Min 1 Max 60

Free-form name

330 Heading > N1 Loop Ship To > N3

N3 Address Information

Optional · Max use 1

To specify the location of the named party

N3-01 · 166 · Address Information · Required · String (AN) · Min 1 Max 55

Address information

N3-02 · 166 · Address Information · Optional · String (AN) · Min 1 Max 55

Address information

340 Heading > N1 Loop Ship To > N4

N4 Geographic Location

Optional · Max use 1

To specify the geographic place of the named party

If either Location Qualifier (N4-05) or Location Identifier (N4-06) is present, then the other is required

N4-01 · 19 · City Name · Optional · String (AN) · Min 2 Max 30

Free-form text for city name

• A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location.

N4-02 · 156 · State or Province Code · Optional · Identifier (ID) · Min 2 Max 2

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.

N4-03 · 116 · Postal Code · Optional · Identifier (ID) · Min 3 Max 15

Code defining international postal zone code excluding punctuation and blanks (zip code for United States)

N4-04 · 26 · Country Code · Optional · Identifier (ID) · Min 2 Max 3

Code identifying the country

N4-05 · 309 · Location Qualifier · Optional · Identifier (ID)

Code identifying type of location

• DE: Destination (Shipping)

N4-06 · 310 · Location Identifier · Optional · String (AN)

Code which identifies a specific location

• 01: Vernon Hills, IL
• 07: North Las Vegas, NV

360 Heading > N1 Loop Ship To > PER

PER Administrative Communications Contact

Optional · Max use >1

To identify a person or office to whom administrative communications should be directed

If either Communication Number Qualifier (PER-03) or Communication Number (PER-04) is present, then the other is required

PER-01 · 366 · Contact Function Code · Required · Identifier (ID)

Code identifying the major duty or responsibility of the person or group named

• IC: Information Contact

PER-02 · 93 · Name · Optional · String (AN) · Min 1 Max 60

Free-form name

Usage notes

If ship to is CDW, will be purchasing agent. If ship to is CDW customer, will be customer contact

PER-03 · 365 · Communication Number Qualifier · Optional · Identifier (ID)

Code identifying the type of communication number

• TE: Telephone

PER-04 · 364 · Communication Number · Optional · String (AN) · Min 1 Max 80

Complete communications number including country or area code when applicable

Detail

PO1 Loop Required Max 100000

010 Detail > PO1 Loop > PO1

PO1 Baseline Item Data

Required · Max use 1

To specify basic and most frequently used line item data

• PO102 is required.

If either Product/Service ID Qualifier (PO1-10) or Product/Service ID (PO1-11) is present, then the other is required

If either Product/Service ID Qualifier (PO1-12) or Product/Service ID (PO1-13) is present, then the other is required

If either Product/Service ID Qualifier (PO1-14) or Product/Service ID (PO1-15) is present, then the other is required

If either Product/Service ID Qualifier (PO1-16) or Product/Service ID (PO1-17) is present, then the other is required

If either Product/Service ID Qualifier (PO1-18) or Product/Service ID (PO1-19) is present, then the other is required

PO1-01 · 350 · Assigned Identification · Required · String (AN) · Min 1 Max 20

Alphanumeric characters assigned for differentiation within a transaction set

• PO101 is the line item identification.

Usage notes

This element is used to identify the purchase order line item number.

PO1-02 · 330 · Quantity Ordered · Required · Decimal number (R) · Min 1 Max 15

Quantity ordered

PO1-03 · 355 · Unit or Basis for Measurement Code · Required · Identifier (ID)

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

• EA: Each

PO1-04 · 212 · Unit Price · Required · Decimal number (R) · Min 1 Max 15

Price per unit of product, service, commodity, etc.

PO1-05 · 639 · Basis of Unit Price Code · Optional · Identifier (ID)

Code identifying the type of unit price for an item

• CA: Catalog
• PE: Price per Each

PO1-06 · 235 · Product/Service ID Qualifier · Required · Identifier (ID)

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

PO1-07 · 234 · Product/Service ID · Required · String (AN) · Min 1 Max 48

Identifying number for a product or service

PO1-08 · 235 · Product/Service ID Qualifier · Required · Identifier (ID)

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

• MG: Manufacturer's Part Number

PO1-09 · 234 · Product/Service ID · Required · String (AN) · Min 1 Max 48

Identifying number for a product or service

PO1-10 · 235 · Product/Service ID Qualifier · Optional · Identifier (ID)

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

• VP: Vendor's (Seller's) Part Number

PO1-11 · 234 · Product/Service ID · Optional · String (AN) · Min 1 Max 48

Identifying number for a product or service

PO1-12 · 235 · Product/Service ID Qualifier · Optional · Identifier (ID)

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

• OE: Original Equipment Number

PO1-13 · 234 · Product/Service ID · Optional · String (AN) · Min 1 Max 48

Identifying number for a product or service

PO1-14 · 235 · Product/Service ID Qualifier · Optional · Identifier (ID)

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

• UP: U.P.C. Consumer Package Code (1-5-5-1)

PO1-15 · 234 · Product/Service ID · Optional · String (AN) · Min 1 Max 48

Identifying number for a product or service

PO1-16 · 235 · Product/Service ID Qualifier · Optional · Identifier (ID)

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

• UR: UCC/EAN-128 Coupon Extended Code

PO1-17 · 234 · Product/Service ID · Optional · String (AN) · Min 1 Max 48

Identifying number for a product or service

PO1-18 · 235 · Product/Service ID Qualifier · Optional · Identifier (ID)

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

• AC: Aggregation Code (Used to Consolidate Part Families)

PO1-19 · 234 · Product/Service ID · Optional · String (AN) · Min 1 Max 48

Identifying number for a product or service

CTP Loop Optional Max >1

040 Detail > PO1 Loop > CTP Loop > CTP

CTP Pricing Information

Required · Max use 1

To specify pricing information

CTP-01 · 687 · Class of Trade Code · Optional · Identifier (ID) · Min 2 Max 2

Code indicating class of trade

CTP-02 · 236 · Price Identifier Code · Optional · Identifier (ID)

Code identifying pricing specification

• C01: Contract (CDW – Supplier) – replaces CON
• C02: Contract (EU – Manufacturer)
• DAP: Dealer Adjusted Price
• GOV: Federal Government (Non-GSA)
• GSA: Federal GSA(-only) Price
• MSR: Mfg Suggested Price
• N02: Higher Education
• N03: K-12
• N04: State Government
• N05: Education Other

CTP-03 · 212 · Unit Price · Optional · Decimal number (R) · Min 1 Max 15

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.

CTP-04 · 380 · Quantity · Optional · Decimal number (R) · Min 1 Max 15

Numeric value of quantity

CTP-05 · C001 · Composite Unit of Measure · Optional Max use 1 · To identify a composite unit of measure (See Figures Appendix for examples of use)

C001-01 · 355 · Unit or Basis for Measurement Code · Optional · Identifier (ID) · Min 2 Max 2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

PID Loop Optional Max 1000

050 Detail > PO1 Loop > PID Loop > PID

PID Product/Item Description

Required · Max use 1

To describe a product or process in coded or free-form format

PID-01 · 349 · Item Description Type · Required · Identifier (ID) · Min 1 Max 1

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.

PID-05 · 352 · Description · Optional · String (AN) · Min 1 Max 80

A free-form description to clarify the related data elements and their content

100 Detail > PO1 Loop > REF

REF Reference Identification

Optional · Max use >1

To specify identifying information

REF-01 · 128 · Reference Identification Qualifier · Required · Identifier (ID)

Code qualifying the Reference Identification

• AH: License Authorization Number
• BB: Manufacturer Authorization Number
• BD: CDW Bid Request Number
• CT: Contract Number
• EU: CDW customer‟s purchase order number
• GC: Bid Contract Number
• IA: Internal Vendor Number
• PO: CDW purchase order number

REF-02 · 127 · Reference Identification · Required · String (AN) · Min 1 Max 30

Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

REF-03 · 352 · Description · Optional · String (AN) · Min 1 Max 80

A free-form description to clarify the related data elements and their content

210 Detail > PO1 Loop > DTM

DTM Date/Time Reference

Optional · Max use 1

To specify pertinent dates and times

DTM-01 · 374 · Date/Time Qualifier · Required · Identifier (ID)

Code specifying type of date or time, or both date and time

• 002: Delivery Requested
• 010: Requested Ship

DTM-02 · 373 · Date · Optional · Date (DT) · CCYYMMDD format

Date expressed as CCYYMMDD

289 Detail > PO1 Loop > MSG

MSG Message Text

Optional · Max use >1

To provide a free-form format that allows the transmission of text information

MSG-01 · 933 · Free-Form Message Text · Required · String (AN) · Min 1 Max 264

Free-form message text

SLN Loop Optional Max 1000

Usage notes

Used (Warranty Orders only)

470 Detail > PO1 Loop > SLN Loop > SLN

SLN Subline Item Detail

Required · Max use 1

To specify product subline detail item data

If Basis of Unit Price Code (SLN-07) is present, then Unit Price (SLN-06) is required

If Relationship Code (SLN-08) is present, then Unit Price (SLN-06) is required

If either Product/Service ID Qualifier (SLN-09) or Product/Service ID (SLN-10) is present, then the other is required

If either Product/Service ID Qualifier (SLN-11) or Product/Service ID (SLN-12) is present, then the other is required

If either Product/Service ID Qualifier (SLN-13) or Product/Service ID (SLN-14) is present, then the other is required

If either Product/Service ID Qualifier (SLN-15) or Product/Service ID (SLN-16) is present, then the other is required

If either Product/Service ID Qualifier (SLN-17) or Product/Service ID (SLN-18) is present, then the other is required

If either Product/Service ID Qualifier (SLN-19) or Product/Service ID (SLN-20) is present, then the other is required

If either Product/Service ID Qualifier (SLN-21) or Product/Service ID (SLN-22) is present, then the other is required

If either Product/Service ID Qualifier (SLN-23) or Product/Service ID (SLN-24) is present, then the other is required

If either Product/Service ID Qualifier (SLN-25) or Product/Service ID (SLN-26) is present, then the other is required

If either Product/Service ID Qualifier (SLN-27) or Product/Service ID (SLN-28) is present, then the other is required

SLN-01 · 350 · Assigned Identification · Optional · String (AN) · Min 1 Max 20

Alphanumeric characters assigned for differentiation within a transaction set

• SLN01 is the identifying number for the subline item.
• SLN01 is related to (but not necessarily equivalent to) the baseline item number. Example: 1.1 or 1A might be used as a subline number to relate to baseline number 1.

SLN-03 · 662 · Relationship Code · Optional · Identifier (ID)

Code indicating the relationship between entities

• SLN03 is the configuration code indicating the relationship of the subline item to the baseline item.

• O: Information Only

SLN-04 · 380 · Quantity · Optional · Decimal number (R) · Min 1 Max 15

Numeric value of quantity

SLN-05 · C001 · Composite Unit of Measure · Optional Max use 1 · To identify a composite unit of measure (See Figures Appendix for examples of use)

C001-01 · 355 · Unit or Basis for Measurement Code · Required · Identifier (ID)

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

• EA: Each

SLN-06 · 212 · Unit Price · Optional · Decimal number (R) · Min 1 Max 15

Price per unit of product, service, commodity, etc.

SLN-07 · 639 · Basis of Unit Price Code · Optional · Identifier (ID)

Code identifying the type of unit price for an item

• CP: Current Price (Subject to Change)
• CT: Contract

SLN-08 · 662 · Relationship Code · Optional · Identifier (ID)

Code indicating the relationship between entities

• SLN08 is a code indicating the relationship of the price or amount to the associated segment.

• O: Information Only

SLN-09 · 235 · Product/Service ID Qualifier · Optional · Identifier (ID)

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

• SLN09 through SLN28 provide for ten different product/service IDs for each item. For example: Case, Color, Drawing No., U.P.C. No., ISBN No., Model No., or SKU.

• F: Free Form

SLN-10 · 234 · Product/Service ID · Optional · String (AN) · Min 1 Max 48

Identifying number for a product or service

SLN-11 · 235 · Product/Service ID Qualifier · Optional · Identifier (ID)

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

• MG: Manufacturer's Part Number (hardware item)

SLN-12 · 234 · Product/Service ID · Optional · String (AN) · Min 1 Max 48

Identifying number for a product or service

SLN-13 · 235 · Product/Service ID Qualifier · Optional · Identifier (ID)

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

• MN: CDW‟s 3 digit manufacturer part code (hardware item)

SLN-14 · 234 · Product/Service ID · Optional · String (AN) · Min 1 Max 48

Identifying number for a product or service

SLN-15 · 235 · Product/Service ID Qualifier · Optional · Identifier (ID)

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

• SN: Serial Number (hardware item)

SLN-16 · 234 · Product/Service ID · Optional · String (AN) · Min 1 Max 48

Identifying number for a product or service

SLN-17 · 235 · Product/Service ID Qualifier · Optional · Identifier (ID)

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

• BP: Buyer‟s Part Number (hardware item)

SLN-18 · 234 · Product/Service ID · Optional · String (AN) · Min 1 Max 48

Identifying number for a product or service

SLN-19 · 235 · Product/Service ID Qualifier · Optional · Identifier (ID)

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

• C6: Asset Type (hardware item)

SLN-20 · 234 · Product/Service ID · Optional · String (AN) · Min 1 Max 48

Identifying number for a product or service

SLN-21 · 235 · Product/Service ID Qualifier · Optional · Identifier (ID)

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

• TZ: Program Description Identifier (hardware item)

SLN-22 · 234 · Product/Service ID · Optional · String (AN) · Min 1 Max 48

Identifying number for a product or service

SLN-23 · 235 · Product/Service ID Qualifier · Optional · Identifier (ID)

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

• Z1: Line Extended Price (hardware item)

SLN-24 · 234 · Product/Service ID · Optional · String (AN) · Min 1 Max 48

Identifying number for a product or service

SLN-25 · 235 · Product/Service ID Qualifier · Optional · Identifier (ID)

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

• Z2: Line Extended Price (warranty item)

SLN-26 · 234 · Product/Service ID · Optional · String (AN) · Min 1 Max 48

Identifying number for a product or service

SLN-27 · 235 · Product/Service ID Qualifier · Optional · Identifier (ID)

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

• Z3: Ship Invoice Date (hardware item)

SLN-28 · 234 · Product/Service ID · Optional · String (AN) · Min 1 Max 48

Identifying number for a product or service

Summary

CTT Loop Optional Max >1

010 Summary > CTT Loop > CTT

CTT Transaction Totals

Required · Max use 1

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.

CTT-01 · 354 · Number of Line Items · Required · Numeric (N0) · Min 1 Max 6

Total number of line items in the transaction set

020 Summary > CTT Loop > AMT

AMT Monetary Amount

Optional · Max use 1

To indicate the total monetary amount

• If AMT is used in the summary area, then AMT01 will = TT and AMT02 will indicate total transaction amount as calculated by the sender.

AMT-01 · 522 · Amount Qualifier Code · Required · Identifier (ID)

Code to qualify amount

• 1: Line Item Total
• TT: Total Transaction Amount

AMT-02 · 782 · Monetary Amount · Required · Decimal number (R) · Min 1 Max 15

Monetary amount

030 Summary > SE

SE Transaction Set Trailer

Required · Max use 1

To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments)

SE-01 · 96 · Number of Included Segments · Required · Numeric (N0) · Min 1 Max 10

Total number of segments included in a transaction set including ST and SE segments

SE-02 · 329 · Transaction Set Control Number · Required · Numeric (N) · Min 4 Max 9

Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set

GE Functional Group Trailer

Required · Max use 1

To indicate the end of a functional group and to provide control information

GE-01 · 97 · Number of Transaction Sets Included · Required · Numeric (N0) · Min 1 Max 6

Total number of transaction sets included in the functional group or interchange (transmission) group terminated by the trailer containing this data element

GE-02 · 28 · Group Control Number · Required · Numeric (N0) · Min 1 Max 9

Assigned number originated and maintained by the sender

IEA Interchange Control Trailer

Required · Max use 1

To define the end of an interchange of zero or more functional groups and interchange-related control segments

IEA-01 · I16 · Number of Included Functional Groups · Required · Numeric (N0) · Min 1 Max 5

A count of the number of functional groups included in an interchange

IEA-02 · I12 · Interchange Control Number · Required · Numeric (N0) · Min 9 Max 9

A control number assigned by the interchange sender

EDI Samples

CDW 850 Purchase Order

ISA~00~          ~00~          ~ZZ~SENDER         ~ZZ~RECEIVER       ~231101~0139~U~00401~000000001~0~T~>
GS~PO~SENDERGS~RECEIVERGS~20231101~013958~000000001~X~004010
ST~850~010921382
BEG~00~NE~987654321~~20041101
REF~EU~000907
PER~BD~Buyer Name~TE~8474656000
TAX~33-3310735~~~~~~~~~~~3
FOB~CA
ITD~01~3~1~~10~~30
DTM~002~20000911
TD5~~~~M
N1~BS~CDW COMPUTER CENTERS, INC.~1~107627952
N2~JOHN~DOE
N3~200 N Milwaukee Ave~One CDW Parkway
N4~Vernon Hills~IL~60061~US
PER~IC~Buyer Name~TE~8474656000
PO1~000000~1~EA~9817.92~~BP~217220~MG~1234567~VP~C7834A#ABA~OE~OEM1234~UP~88698919064~UR~XYZ123
PID~F~~~~LANTRONIX MIRCRO PRINT SERVER
REF~IA~INTVND
DTM~002~20101010
MSG~PLAIN TEXT
SLN~00001~~O~1~EA~0.01~CP~O~F~419809005~MG~CPR~MN~MX271500C2~SN~1099353~BP~HP SB ML310 G4 3050 SBS R2 HP-SATA~C6~PC1~TZ~20071010
CTT~1
AMT~TT~9817.92
SE~23~010921382
GE~1~000000001
IEA~1~000000001