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)
- RL
- Release or Delivery Order
An order for goods and services placed against a preexisting contract or blanket order
- SA
- Stand-alone Order
Identifying number for Purchase Order assigned by the orderer/purchaser
Sender’s PO number (Seven digit PO #)
Number identifying a release against a Purchase Order previously placed by the parties involved in the transaction
If BEG02 contains ‘RL’, this will be 1.
Department Number
To specify identifying information
Code qualifying the Reference Identification
- DP
- Department Number
Promotion/Deal Number
To specify identifying information
Code qualifying the Reference Identification
- PD
- Promotion/Deal Number
Administrative Communications Contact
To identify a person or office to whom administrative communications should be directed
F.O.B. Related Instructions
To specify transportation instructions relating to shipment
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
- 02
- End of Month (EOM)
- 03
- Fixed Date
- 05
- Discount Not Applicable
- 12
- 10 Days After End of Month (10 EOM)
- 14
- Previously agreed upon
Code identifying the beginning of the terms period
- 2
- Delivery Date
Terms discount percentage, expressed as a percent, available to the purchaser if an invoice is paid on or before the Terms Discount Due Date
9.5% is sent as 9.5; 2% is sent as 2
Number of days in the terms discount period by which payment is due if terms discount is earned
Date when total invoice amount becomes due expressed in format CCYYMMDD
Number of days until total invoice amount is due (discount not applicable)
Date/Time Reference
To specify pertinent dates and times
Code specifying type of date or time, or both date and time
- 001
- Cancel After
- 010
- Requested Ship
- 037
- Ship Not Before
If shipment is allowed before the requested date, this is the earliest possible ship date.
- 038
- Ship No Later
Reference Identification
To transmit identifying information as specified by the Reference Identification Qualifier
Code qualifying the Reference Identification
- AH
- Agreement Number
Identifier Number
Message Text
To provide a free-form format that allows the transmission of text information
A field to be used for the control of the line feed of the receiving printer
- MSG02 is not related to the specific characteristics of a printer, but identifies top of page, advance a line, etc.
Not used by the Retail Industry
Basic
There will be at least one occurrence of the N1 segment to specify the buying party by using code BY in N101. It is assumed that for a particular buying location, the vendor has the ship-to and bill-to in their system, therefore, it need not be sent. Use the ship-to if there are multiple ship-to locations for the buying location.
Spreadsheet
The SDQ segment specifies the retailer’s buying locations. Therefore, code BY is not used in the N1 segment for the spreadsheet purchase order. It is assumed the vendor has the bill-to and ship-to for all of the retailer’s buying locations. Therefore, this segment is normally not used. If either the bill-to or ship-to locations are to be overridden, this segment is used to specify those locations. Note that this will override every bill-to or ship-to for every buying location in the SDQ segments.
N103 and N104 are required except when N101 contains code CT, MA, or OB.
The N1 segment is required. It must include the store or distribution center for the destination of the shipment. The N1 will be used in conjunction with the SDQ if vendor is packaging products for a Famous Footwear store, but shipping to a distribution center (PSST).
Note:
For purchase orders not using the SDQ segments, an N1 segment will be sent as follows:
N101 = “BY”
N102 = “X”
N104 = a Famous Footwear DC or store number.
For purchase orders using the SDQ segment, normally no N1 segment will be sent. An exception would be where the N1 represents a DC (ship-to location) and the SDQ represents store locations (as noted above).
Name
To identify a party by type of organization, name, and code
Code identifying an organizational entity, a physical location, property or an individual
- BY
- Buying Party (Purchaser)
Code designating the system/method of code structure used for Identification Code (67)
- 91
- Assigned by Seller or Seller's Agent
- 92
- Assigned by Buyer or Buyer's Agent
Code identifying a party or other code
- This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the "ID Code" (N104) must provide a key to the table maintained by the transaction processing party.
Location Code refers to a store, distribution center or warehouse. Codes are used to avoid the need to send the entire address. The location ID will be a five character value (e.g. 03002).
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)
Basic
There will be at least one occurrence of the N1 segment to specify the buying party by using code BY in N101. It is assumed that for a particular buying location, the vendor has the ship-to and bill-to in their system, therefore, it need not be sent. Use the ship-to if there are multiple ship-to locations for the buying location.
Spreadsheet
The SDQ segment specifies the retailer’s buying locations. Therefore, code BY is not used in the N1 segment for the spreadsheet purchase order. It is assumed the vendor has the bill-to and ship-to for all of the retailer’s buying locations. Therefore, this segment is normally not used. If either the bill-to or ship-to locations are to be overridden, this segment is used to specify those locations. Note that this will override every bill-to or ship-to for every buying location in the SDQ segments.
N103 and N104 are required except when N101 contains code CT, MA, or OB.
The N1 segment is required. It must include the store or distribution center for the destination of the shipment. The N1 will be used in conjunction with the SDQ if vendor is packaging products for a Famous Footwear store, but shipping to a distribution center (PSST).
Note:
For purchase orders not using the SDQ segments, an N1 segment will be sent as follows:
N101 = “BY”
N102 = “X”
N104 = a Famous Footwear DC or store number.
For purchase orders using the SDQ segment, normally no N1 segment will be sent. An exception would be where the N1 represents a DC (ship-to location) and the SDQ represents store locations (as noted above).
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
Code designating the system/method of code structure used for Identification Code (67)
- 91
- Assigned by Seller or Seller's Agent
- 92
- Assigned by Buyer or Buyer's Agent
Code identifying a party or other code
- This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the "ID Code" (N104) must provide a key to the table maintained by the transaction processing party.
Location Code refers to a store, distribution center or warehouse. Codes are used to avoid the need to send the entire address. The location ID will be a five character value (e.g. 03002).
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)
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
- CA
- Case
- DZ
- Dozen
- EA
- Each
- OP
- Two pack
- P3
- Three pack
- P4
- Four-pack
- P6
- Six pack
- PK
- Package
- PR
- Pair
Price per unit of product, service, commodity, etc.
Code identifying the type of unit price for an item
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.
- CB
- Buyer's Catalog Number
- EN
- European Article Number (EAN) (2-5-5-1)
- UP
- U.P.C. Consumer Package Code (1-5-5-1)
Identifying number for a product or service
Universal Product Code (UPC) = 12 digits
European Article Number(EAN) = 13 digits
Famous Footwear SKU = 5 digits
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- VA
- Vendor's Style Number
Identifying number for a product or service
Vender Stock Number
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- CM
- National Retail Merchants Association Color Code
Identifying number for a product or service
Vendor’s NRF Color Code
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- SM
- National Retail Merchants Association Size Code
Identifying number for a product or service
Vendor’s NRMA Size Code (5 digits)
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- IN
- Buyer's Item Number
Identifying number for a product or service
Famous Footwear Item code and check digit
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
Famous Footwear Size
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
Famous Footwear Color Description
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- SC
- Selling Season Information
Identifying number for a product or service
Famous Footwear Selling Season
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- NW
- Numeric Width Code
Identifying number for a product or service
Famous Footwear Numeric Width Code
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- BC
- Famous Footwear Pair label Barcode
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.
Famous Footwear Unit Retail Price
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
Code identifying the general class of a product or process characteristic
- 08
- Product
- 73
- Vendor color description
- 91
- Buyer's Item Size Description
Code identifying the agency assigning the code values
- Use PID03 to indicate the organization that publishes the code list being referred to.
- VI
- Voluntary Inter-Industry Commerce Standard (VICS) EDI
Item Physical Details
To specify the physical qualities, packaging, weights, and dimensions relating to the item
The number of inner containers, or number of eaches if there are no inner containers, per outer container
Size of supplier units in pack
Quantity in Case/Pack
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".
- DZ
- Dozen
- EA
- Each
- P6
- Six pack
- PK
- Package
- PR
- Pair
Destination Quantity
To specify destination and quantity detail
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- DZ
- Dozen
- EA
- Each
- OP
- Two pack
- P3
- Three pack
- P4
- Four-pack
- P6
- Six pack
- PK
- Package
- PR
- Pair
Code designating the system/method of code structure used for Identification Code (67)
- SDQ02 is used only if different than previously defined in the transaction set.
- 92
- Assigned by Buyer or Buyer's Agent
Code identifying a party or other code
- SDQ03 is the store number.
This is the Famous Footwear DC or store number.
Code identifying a party or other code
This is the Famous Footwear DC or store number
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.
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.
- EN
- European Article Number (EAN) (2-5-5-1)
- UP
- U.P.C. Consumer Package Code (1-5-5-1)
Identifying number for a product or service
Universal Product Code (UPC) = 12 digits
European Article Number(EAN) = 13 digits
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- VA
- Vendor's Style Number
Identifying number for a product or service
Vender’s stock number
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- CM
- National Retail Merchants Association Color Code
Identifying number for a product or service
Vendor’s NRF Color Code
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- SM
- National Retail Merchants Association Size Code
Identifying number for a product or service
Vendor’s NRF Size Code (5 digits)
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
Famous Footwear Item code and check digit
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
Famous Footwear Color Description
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- NW
- Numeric Width Code
Identifying number for a product or service
Famous Footwear Numeric Width Code
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- BC
- Famous Footwear Barcode
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
Code identifying the general class of a product or process characteristic
- 08
- Product
- 73
- Vendor color description
- 91
- Buyer's Item Size Description
Code identifying the agency assigning the code values
- Use PID03 to indicate the organization that publishes the code list being referred to.
- VI
- Voluntary Inter-Industry Commerce Standard (VICS) EDI
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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