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
- 05
- Replace
Code specifying the type of Purchase Order
BEG03 is the Production Purchase Order assigned by the Blue Cherry system. BEG02 will signify the type of production order with the following expected handling:
▪ BEG02 = ‘SA’ – none retailer specific PO, for general inventory stock.
▪ BEG02 = ‘BK’ – retailer specific PO…used for either direct-ship (to retailer) or cross-dock scenarios…to advise vendor/factory of what to make/produce.
Orders with type ‘BK’ cannot be shipped until corresponding orders with type
‘RL’ are received.
▪ BEG02 = ‘RL’ – retailer specific PO…used for either direct-ship (to retailer) or cross-dock scenarios…to advise vendor/factory of how to pack and ship.
Multiple POs containing code ‘RL’ may be sent against a single ‘BK’ type PO
with one ‘RL’ PO will be sent for each final ship-to destination.
- BK
- Blanket Order (Quantity Firm)
- RL
- Release or Delivery 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
Will contain the BC generated original retailer sales order number when
BEG02 = ‘BK’ or ‘RL’.
Currency
To specify the currency (dollars, pounds, francs, etc.) used in a transaction
Reference Identification
To specify identifying information
: Up to 16 REF segments can be sent to denote header level information associated with this purchase order. The use of each code will be determined by the sender of this transaction, so please work with them to clarify needs in your specific case.
IMPORTANT: If required to meet Federal 10+2 requirements then both REF(2A) and REF(6A) are Required.
Code qualifying the Reference Identification
- 2A
- Import License Number
- 6A
- Consignee Reference Number
- 8X
- Transaction Category or Type
- AAY
- Accounting Period Reference
- AN
- Associated Purchase Orders
- DP
- Department Number
- IA
- Internal Vendor Number
- JY
- Origin of Shipment Harmonized-Based Code
- LSD
- Logistics Support Documentation Type Code
- MR
- Merchandise Type Code
- OF
- Operator Identification Number
- PC
- Production Code
- PD
- Promotion/Deal Number
- PO
- Purchase Order Number
- RL
- Reserve Assembly Line Feed Location
- XY
- Other Unlisted Type of Reference Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
F.O.B. Related Instructions
To specify transportation instructions relating to shipment
Any valid X12 code may be sent in FOB01 and/or FOB02 elements. Shown are only some common codes. Please consult with the sender of this transaction to determine all possible codes and/or usage (if any).
Code identifying payment terms for transportation charges
- FOB01 indicates which party will pay the carrier.
- CC
- Collect
- MX
- Mixed
- PP
- Prepaid (by Seller)
Code identifying type of location
- FOB02 is the code specifying transportation responsibility location.
- DE
- Destination (Shipping)
- OR
- Origin (Shipping Point)
- ZZ
- Mutually Defined
Terms of Sale/Deferred Terms of Sale
To specify terms of sale
Any valid X12 code may be sent in ITD01 and ITD02 elements. Shown are only some common codes. Please consult with the sender of this transaction to determine all
possible codes and/or usage (if any).
Usually this is used for printing purposes when packaging and shipping products directly to the retailer. In general, this segment will normally only be sent when BEG02 = ‘BK’
or ‘RL’ to denote the retailers original sales terms.
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
- 02
- End of Month (EOM)
- 08
- Basic Discount Offered
Code identifying the beginning of the terms period
- 3
- Invoice Date
- 7
- Effective Date
- 15
- Receipt of Goods
Terms discount percentage, expressed as a percent, available to the purchaser if an invoice is paid on or before the Terms Discount Due Date
Number of days in the terms discount period by which payment is due if terms discount is earned
Number of days until total invoice amount is due (discount not applicable)
A free-form description to clarify the related data elements and their content
Date/Time Reference
To specify pertinent dates and times
Up to 7 DTM segments can be sent to denote various dates related to this PO. Please work with the sender of this transaction to determine specific needs and requirements.
Code specifying type of date or time, or both date and time
- 001
- Cancel After
- 002
- Delivery Requested
- 010
- Requested Ship
- 037
- Ship Not Before
- 038
- Ship No Later
- 063
- Do Not Deliver After
- AAG
- Due Date
Carrier Details (Routing Sequence/Transit Time)
To specify the carrier and sequence of routing and provide transit time information
The sender’s proprietary carrier/shipper code (REF02) will be passed in this segment along with the description of the carrier/shipper (REF03).
It is the responsibility of the receiving party to be able to identify the suggested method of shipment of products ordered based on this code or description.
Code designating the system/method of code structure used for Identification Code (67)
- When specifying a routing sequence to be used for the shipment movement in lieu of specifying each carrier within the movement, use TD502 to identify the party responsible for defining the routing sequence, and use TD503 to identify the actual routing sequence, specified by the party identified in TD502.
- 2
- Standard Carrier Alpha Code (SCAC)
- 92
- Assigned by Buyer or Buyer's Agent
Reference Identification
To transmit identifying information as specified by the Reference Identification Qualifier
The N901 note type codes (N902 value where N901=L1) are proprietary codes generated from the senders system. Please contact the sender for a list of note type codes used and their corresponding purpose/use. (Example: N902 may be ‘PCKINST’ which could
indicate the following MSG segment(s) could contain packing instructions.
When N901=’EDI’, the value in N902 will be a concatenated ID code denoting the
source of the information sent in the corresponding child MSG segment. The
concatenated ID code will be structured as follows: {segment}.{element}.{qualifier}
(example: REF.02.IA, DTM.02.010, PO1.14.SK, etc.). When the parent N901=’EDI’
only one corresponding child occurrence of the MSG segment will be used.
Code qualifying the Reference Identification
- EDI
- L1
- Letters or Notes
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
When N901=’L1’, this element will contain a proprietary note type code
created by the sender (i.e. PCKINST, SPECIAL, etc.) or a generic
‘UNSPECIFIED’ code. The actual message relating to the note type will then
follow in the child MSG segment(s).
When N901=’EDI’, this element will contain the ID code (see above) assigned
to the ‘DATA WAREHOUSE’ value. The actual value itself associated to the
ID code will follow in the child MSG segment.
Message Text
To provide a free-form format that allows the transmission of text information
When the parent N901=’L1’ this segment will contain a free-form text message specific to the note type expressed in N902.
When the parent N901=’EDI’ only one corresponding child occurrence of the MSG
segment will be used which will contain the EDI Data Warehouse value. This value is a structured and formatted data string that contains specific information from the retailer that may need to be extracted for printing and other purposes. Please consult with the
sender of this transaction to determine if you will receive EDI data warehouse records
and, if so, what if anything needs to be done with it.
Up to 7 N1 loops can be sent in one 850 transaction.
IMPORTANT: If required to meet Federal 10+2 requirements then the first 3 N1 loops
(including the corresponding N3 and N4 segments) are required.
‘ST’/’MA’/’BT’ N1 loops will only be sent at this level if BEG02=’RL’ as this is relevant only for direct-to-retailer or cross-dock orders where cartons will need to be packed and marked (labeled) for retailers receiving facilities.
Name
To identify a party by type of organization, name, and code
Code identifying an organizational entity, a physical location, property or an individual
- BK
- Bank
- BT
- Bill-to-Party
- DV
- Division
- LG
- Location of Goods
- MA
- Party for whom Item is Ultimately Intended
- ST
- Ship To
- VN
- Vendor
Code designating the system/method of code structure used for Identification Code (67)
- 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 will be sent primarily for printing purposes but can also be used to update your customer’s location reference tables as needed in relation to the codes
transmitted in the corresponding N104 element. For Division (N101=’DV’) an
additional N3 segments may be sent.
Geographic Location
To specify the geographic place of the named party
City, State, Zip & Country will be sent primarily for printing purposes but can also be used to update your customer’s location reference tables as needed in relation to the
codes transmitted in the corresponding N104 element. This segment is required if
N101=’ST’ or ‘MA’. Otherwise, it is optional.
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
Used to relay specific contact information by for each N1 loop. If this segment is used at least one set of contact information (either email or phone number is required). Only one email address and/or phone number will be sent.
Code identifying the major duty or responsibility of the person or group named
- CN
- General Contact
Code identifying the type of communication number
- EM
- Electronic Mail
- TE
- Telephone
Complete communications number including country or area code when applicable
Code identifying the type of communication number
- EM
- Electronic Mail
- TE
- Telephone
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.
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 of unit price for an item
- PE
- Price per Each
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.
- ST
- Style Number
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- CL
- Color
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- LT
- Lot Number
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- IZ
- Buyer's Size Code
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- DM
- Committee for Uniform Security Identification Procedure Number (CUSIP) Number
Identifying number for a product or service
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)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- PT
- Print or Drawing
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- PO
- Purchase Order Number
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- B2
- Library of Congress Code
Additional Item Detail
To specify additional item-related data involving variations in normal price/quantity structure
This segment will only be sent when linked orders functionality are used and will contain the retail price and the original linked order line quantity.
Code specifying the reason for price or quantity change
- ZZ
- Mutually Defined
Code identifying pricing specification
- RTL
- Retail
Price per unit of product, service, commodity, etc.
Code identifying the type of unit price for an item
- LE
- Catalog Price per Each
Pricing Information
To specify pricing information
Used to relay line level pricing information
Code identifying pricing specification
- PBR
- Price Break Purchase Order Count
- RTL
- Retail
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.
Product/Item Description
To describe a product or process in coded or free-form format
Up to 5 PID segments can be sent to relay the seller’s product category, style short, style long, color and/or size descriptions.
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
Code identifying the general class of a product or process characteristic
- 08
- Product
- 73
- Vendor color description
- 74
- Vendor size description
- GEN
- General Description
- PC
Item Physical Details
To specify the physical qualities, packaging, weights, and dimensions relating to the item
The PO4 segment at the PO1 level will only be sent if the parent PO1 segment refers to a pre-pack or for orders where BEG02=’BK’ or ‘RL’.
The number of inner containers, or number of eaches if there are no inner containers, per outer container
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- PO403 - The "Unit or Basis for Measure Code" in this segment position is for purposes of defining the pack (PO401) /size (PO402) measure which indicates the quantity in the inner pack unit. For example: If the carton contains 24 12-Ounce packages, it would be described as follows: Data element 356 = "24"; Data element 357 = "12"; Data element 355 = "OZ".
Reference Identification
To specify identifying information
Code qualifying the Reference Identification
- AS
- Acceptable Source Supplier ID
- CL
- Seller's Credit Memo
- CO
- Customer Order Number
- CR
- Customer Reference Number
- DL
- Seller's Debit Memo
- HTS
- IL
- Internal Order Number
- IT
- Internal Customer Number
- KE
- Ending Kanban Serial Number
- L6
- Subcontract Line Item Number
- LI
- Line Item Identifier (Seller's)
- MO
- Manufacturing Operation Number
- NS
- National Stock Number
- OR
- Order/Paragraph Number
- PC1
- PC2
- PC3
- PC4
- PC5
- PC6
- PC7
- PC8
- PC9
- PE
- Plant Number
- QT
- Warranty Registration Number
- SE
- Serial Number
- SH
- Sender Defined Clause
- SK
- Service Change Number
- UD2
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
A free-form description to clarify the related data elements and their content
Code qualifying the Reference Identification
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Code qualifying the Reference Identification
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Code qualifying the Reference Identification
Date/Time Reference
To specify pertinent dates and times
Up-to 5 DTM segments can be sent to denote ship not before, ship no later than, due dates and the original ship and due dates.
Code specifying type of date or time, or both date and time
- 037
- Ship Not Before
- 038
- Ship No Later
- 110
- Originally Scheduled Ship
- 825
- Original Due Date
- AAG
- Due Date
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)
Reference Identification
To transmit identifying information as specified by the Reference Identification Qualifier
Code qualifying the Reference Identification
- EDI
- L1
- Letters or Notes
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
- AG
- Agent/Agency
- MP
- Manufacturing Plant
- ST
- Ship To
Code designating the system/method of code structure used for Identification Code (67)
- 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.
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
Code identifying the major duty or responsibility of the person or group named
- CN
- General Contact
Code identifying the type of communication number
- EM
- Electronic Mail
- TE
- Telephone
Complete communications number including country or area code when applicable
Code identifying the type of communication number
- EM
- Electronic Mail
- TE
- Telephone
Subline Item Detail
To specify product subline detail item data
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.
Alphanumeric characters assigned for differentiation within a transaction set
- SLN02 is the identifying number for the subline level. The subline level is analogous to the level code used in a bill of materials.
- BOM
Code indicating the relationship between entities
- SLN03 is the configuration code indicating the relationship of the subline item to the baseline item.
- I
- Included
Price per unit of product, service, commodity, etc.
Code identifying the type of unit price for an item
- CT
- Contract
Code indicating the relationship between entities
- SLN08 is a code indicating the relationship of the price or amount to the associated segment.
- I
- Included
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.
- 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)
- ST
- Style Number
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- IZ
- Buyer's Size Code
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- CL
- Color
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- LT
- Lot Number
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- DM
- Committee for Uniform Security Identification Procedure Number (CUSIP) Number
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- BO
- Buyers Color
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- NS
Item Physical Details
To specify the physical qualities, packaging, weights, and dimensions relating to the item
Monetary Amount
To indicate the total monetary amount
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.
Monetary Amount
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.
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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