X12 860 Purchase Order Change Request - Buyer Initiated (GSA ADV)
This Draft Standard for Trial Use contains the format and establishes the data contents of the Purchase Order Change Request - Buyer Initiated Transaction Set (860) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to provide the information required for the customary and established business and industry practice relative to a purchase order change. This transaction can be used: (1) by a buyer to request a change to a previously submitted purchase order or (2) by a buyer to confirm acceptance of a purchase order change initiated by the seller or by mutual agreement of the two parties.
- ~ 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
- PC
- Purchase Order Change Request - Buyer Initiated (860)
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).
- 860
- Purchase Order Change Request - Buyer Initiated
Beginning Segment for Purchase Order Change
To indicate the beginning of the Purchase Order Change Transaction Set and transmit identifying numbers and dates
Code identifying purpose of transaction set
- 00
- Original
Use in conjunction with BCH05 and BCH11, to indicate an original modification. This code is used when either a bilateral or unilateral modification is issued.
When this code is used, there MUST be one iteration of the 1/N9/285 loop, with N901 citing code TD and the 1/MSG/290 segment identifying the Purpose of the Modification.
- 22
- Information Copy
Use to indicate an information copy of an original modification. This information copy is sent to addressees other than the selling party. Do Not Ship - Overages
Code specifying the type of Purchase Order
Use to identify the type of modification being issued.
- CP
- Change to Purchase Order
Use this code to indicate this modification applies to multiple award instruments, i.e., a mass modification.
When this code is used, there MUST be at least 1 iteration of the 1/REF/050 segment, with REF01 citing code CT, to identify additional award instruments, and the associated modification number, to which this modification applies. BCH03 MUST always be used to identify an award instrument to which this modification applies.
Identifying number for Purchase Order assigned by the orderer/purchaser
Enter the purchase order number, contract number (including Federal Supply Schedules, General Services Administration (GSA) Schedules and all other basic contracts), Blanket Purchase Agreement (BPA) number, Grant, Lease or Agreement number being modified. This is always the Procurement Instrument Identification Number (PIIN) for the Department of Defense (DOD) or the equivalent expression for Civilian Agencies. This is never the number of a delivery order, call or release against a basic award instrument. That number is carried in BCH04. This number shall be transmitted without dashes.
Number identifying a release against a Purchase Order previously placed by the parties involved in the transaction
Enter the number of a release, call or delivery order against a basic award instrument that is being modified. This is always the Supplemental Procurement Instrument Identification Number (SPIIN) for DoD or the equivalent expression for Civilian Agencies. This number shall be transmitted without dashes. Original Purchase Order Number
Number assigned by the orderer identifying a specific change or revision to a previously transmitted transaction set
Use in conjunction with BCH01 code 00, 07, 22, or 47 and BCH11, to identify the modification number.
Date expressed as CCYYMMDD
- BCH06 is the date assigned by the purchaser to purchase order.
Enter the date of the award instrument being modified, (either the document specified in BCH03 or BCH04). If both BCH03 and BCH04 contain a number, enter the date of the award instrument identified in BCH04. If BCH04 does not contain a number, enter the date of the award instrument identified in BCH03. Original Purchase Order Date
Reference number or RFQ number to use to identify a particular transaction set and query (additional reference number or description which can be used with contract number)
Use to identify a working number assigned to a draft modification. Each successive issuance of a draft modification will carry a sequential suffix number, e.g., -1, -2, -3, etc.
When BCH01 is code 01 or 07 , enter the last working number of a draft modification.
Contract number
Use to identify the Small Business Administration (SBA) contract number for an 8a set-aside.
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
- BCH09 is the seller's order number.
Use to identify a contractor assigned number from a contractor initiated change request, 865 transaction set.
Date expressed as CCYYMMDD
- BCH10 is the date assigned by the sender to the acknowledgment.
Enter the date by which the recipient must respond to this modification.
Date expressed as CCYYMMDD
- BCH11 is the date of the purchase order change request.
Use in conjunction with BCH05 to identify the effective date of a modification.
If the signature date is different from the effective date, the signature date may be specified in 1/DTM/150, citing code 467 in DTM01.
Creation Date
Code identifying a contract type
Use to identify the type of pricing arrangement that is applicable to the modification if it differs from the award instrument being modified. If the pricing arrangement differs for any line item in the modification, that pricing arrangement is specified in the CN1 segment within the POC loop that is applicable to that line item. If appropriate, both BCH12 and the 2/CN1/025 segment can be included in the transaction set.
Code indicating the level of confidentiality assigned by the sender to the information following
Use to identify the highest Government security classification applicable to the information contained within this modification. Do not use this security classification for information passed external to this transaction set.
- 92
- Government Confidential
- 93
- Government Secret
- 94
- Government Top Secret
Code specifying the type of acknowledgment
Acknowledgments are made using the Purchase Order Change Acknowledgment/Request - Seller Initiated, 865 transaction set.
Code specifying the type of transaction
Use to indicate another type of modification not identified by any listed code. When this code is used, the authority for this other type of modification will be cited in the 1/REF/050 segment using code CIT in REF01. Use for Overages otherwise will be blank. Literal string ‘Overages’ will be used.
- ZZ
- Mutually Defined
Reference Identification
To specify identifying information
Code qualifying the Reference Identification
- BB
- Authorization Number
BPA Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
When REF01 is code CT, use to identify a Procurement Instrument Identification Number being modified by the mass mod.
If a document has a revision or extension, the document number and the revision or extension number should be concatenated and cited in this data element.
A free-form description to clarify the related data elements and their content
Use to carry additional information applicable to a reference number cited in REF02.
When REF01 is code CT, use to identify the Supplemental Procurement Instrument Identification Number (SPIIN), if applicable.
When REF01 is code CIT, use to specify the authority for the other type of modification.
Use of free form text is discouraged if the information can be provided by some other means within the transaction set.
When REF01 is code CT, use this composite data element to identify the unique modification number associated with the award instrument.
Code qualifying the Reference Identification
- 2G
- Amendment
Use to indicate the award instrument modification number.
Sales Requirements
To specify general conditions or requirements of the sale
Use this segment to specify requirements that apply to all of the line items. When requirements vary by line item, use the 2/CSH/142 segment.
Code to identify a specific requirement or agreement of sale
Monetary amount
- CSH03 is the maximum monetary amount value which the order must not exceed.
Use to identify a maximum total order amount, that if a contractor would exceed, shall result in the entire order or balance of the order that exceeds the maximum amount not being filled.
When CUR01 in the 1/CUR/040 segment cites code BY, the monetary amount identified in this data element is expressed in the foreign currency identified in CUR02 of the 1/CUR/040 segment. In all other instances, the monetary amount is expressed in US dollars.
Cost Price
Code identifying the agency assigning the code values
- CSH06 identifies the source of the code value in CSH07.
- AX
- ANSI Accredited Standards Committee, X12
Reference Identification
To transmit identifying information as specified by the Reference Identification Qualifier
Use this loop to identify various clauses (e.g., Federal Acquisition Regulation (FAR), Defense Federal Acquisition Regulation Supplement (DFARS), General Services Administration Regulation Supplement (GSARS), Department of Veterans Affairs Acquisition Regulation Supplement ( VAARS), Agency, or other clauses), Office of Management and Budget (OMB) Circular, special instructions or other references that are applicable to the entire award instrument. If the information varies by line item, use the 2/N9/320 segment.
When an Alternate section is applicable to a cited clause, the alpha/numeric alternate identifier and date must be cited in the following MSG segment.
When citing a clause in N902, the date of the clause MUST be cited in N904 and the title of the clause may be optionally cited in the following MSG segment.
When BCH01 in the 1/BCH/020 segment is code 00 or 24, one iteration of this loop is REQUIRED citing code TD in N901, the literal, "Reason for Modification" in N903, and the reason in the 1/MSG/290 segment.
Code qualifying the Reference Identification
- TD
- Reason for Change
Use this code in conjunction with N903 and the 1/MSG/290 segment, as an indicator for the "Reason for Modification". Cite the literal "Reason for Modification" in N903 and state the reason in the 1/MSG/290 segment.
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Free-form descriptive text
- When N901 is code TD, cite the literal "Reason for Modification" and provide the reason in the 1/MSG/290 segment.
When N901 cites a code that specifies a clause or instruction which applies to one or more line items, use this composite data element to:
a. Identify the line item(s) to which the clause or instruction applies, or
b. Identify the line item(s) to which the clause or instruction does not apply.
Code qualifying the Reference Identification
Message Text
To provide a free-form format that allows the transmission of text information
Use this segment to carry the title or full text of any clause, a special instruction, the Reason for Modification, or other information associated with the number cited in N902.
This segment is also used to carry clause fill-in information that is not provided elsewhere within the transaction set. Use of clause titles when providing fill-in information is recommended.
When providing fill-in information, the following format is recommended:
a) In the first iteration of the segment, cite the clause title, and the clause Alternate identifier with date if applicable, followed by a pipe sign to indicate the end of the title information, then cite the number of fill-ins followed by a second pipe sign to indicate the end of the title segment.
b) For each fill-in, begin a new MSG segment using the sequence in which the fill-ins appear within the clause. These MSG segments may each begin with a number indicating the fill-in's sequence position. End each fill-in with a pipe sign. If multiple iterations of MSG are required for a long fill-in, end only the last MSG segment of that fill-in with the pipe sign.
The purpose of the pipe sign (|) is to provide an indication to receiving applications that the data string related to a single entry has been completed.
An example of a clause with 3 fill-ins follows:
MSGCommencement, Prosecution, and Completion of Work Alternate I (April 1984)|3|
MSG1. 30|
MSG2. 30 Sep 1995|
MSG3. 15 Jan 1995|An example alternative format provides all fill-in information within the title MSG segment as follows:
MSG*Commencement, Prosecution, and Completion of Work Alternate I (Apr 1984)|3|30|Sep 30, 1995|Jan 15, 1995|
Detail
Line Item Change
To specify changes to a line item
Use this POC loop to identify all change information applicable to the item or service within the POC loop.
Alphanumeric characters assigned for differentiation within a transaction set
- POC01 is the purchase order line item identification.
Use to specify the Contract Line Item Number (CLIN), the Sub Contract Line Item Number (SUBCLIN), or the Exhibit Line Item Number (ELIN), if one is assigned.
When a line item is being modified, the same number as cited in the 850 transaction set, applicable to the line item being modified, must be cited in POC01.
Code specifying the type of change to the line item
Use to identify the type of changes this modification makes to table 2 of the award instrument to which this modification applies.
- CA
- Changes To Line Items
Use only when the code AI or DI do not apply. When used, the entire POC loop must be transmitted containing ALL information applicable, as of the modification date, to the line item identified in POC01- OVERAGES
- DI
- Delete Item(s)
Use only when the modification action requires the deletion of a line item identified in POC01.
Quantity ordered
Use to specify the quantity applicable to the line item. Step ladder quantities applicable to requirements and indefinite quantity type award instruments and the related prices are to be carried in the 2/CTP/040 segment.
Do not use this data element at the CLIN level if quantities are specified at the SUBCLIN level.
Original total quantity ordered
Quantity left to receive as qualified by the unit of measure
Use to identify the balance of the quantity to be received. If the quantity left to receive is not known, cite "0".
Overage amount when POC02 equals CA
Cancelled quantity when POC02 equals DI
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
Use any code other than code ZZ.
Do not use this data element at the CLIN level if quantities are specified at the SUBCLIN level.
An application program conversion table may be required to convert agency codes to ASC X12 codes.
Price per unit of product, service, commodity, etc.
When POC07 is either code NC, NS, or TB, enter the number 0.
For IDC and similar award instruments, the unit price shall be based on standard commercial packaging.
For IDC and similar award instruments that include zone pricing, this data element shall not be used. The unit price applicable to the individual zone shall be cited in the CTP segment.
When CUR01 in the 1/CUR/040 or the 2/CUR/020 segment cites code BY, the monetary amount identified in this data element is expressed in the foreign currency identified in CUR02 of the associated segment. In all other instances, the monetary amount is expressed in US dollars.
Government/Cost Price
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)
POC08 through POC27 are used in pairs, e.g., POC08 contains a qualifier code and POC09 contains data related to the code.
Any code, other than code A8, can be used, but the listed codes are preferred.
FS National Stock Number
The NSN shall be transmitted without dashes.
MG Manufacturer's Part Number
When used, a second 235/234 pair must be used citing either code MF or ZB.
VP Vendor's (Seller's) Part Number
Use to indicate a part number assigned by a contractor other than a manufacturer.
- FS
- National Stock Number
- MG
- Manufacturer's Part Number
- VP
- Vendor's (Seller's) Part Number
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Reference Identification
To specify identifying information
Code qualifying the Reference Identification
- IL
- Internal Order Number
- ZZ
- Mutually Defined
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Sales Requirements
To specify general conditions or requirements of the sale
Use this segment to specify requirements that apply to a specific line item. When the requirements apply to all of the line items, use the 1/CSH/110 segment.
Code to identify a specific requirement or agreement of sale
Monetary amount
- CSH03 is the maximum monetary amount value which the order must not exceed.
- Use to identify a maximum total line item amount, that if a contractor would exceed, shall result in the entire line item or balance of the line item that exceeds the maximum amount not being filled.
2: When CUR01 in the 1/CUR/040 or 2/CUR/020 segment cites code BY, the monetary amount identified in this data element is expressed in the foreign currency identified in CUR02 of the 1/CUR/040 segment. In all other instances, the monetary amount is expressed in US dollars.
- Cost Price for line item
Code identifying the agency assigning the code values
- CSH06 identifies the source of the code value in CSH07.
Summary
Transaction Totals
To transmit a hash total for a specific element in the transaction set
- Number of line items (CTT01) is the accumulation of the number of POC segments.
If used, hash total (CTT02) is the sum of the value of quantities ordered (POC03) for each POC segment.
Total number of line items in the transaction set
Use to identify the total number of POC segments contained in this transaction set.
Sum of values of the specified data element. All values in the data element will be summed without regard to decimal points (explicit or implicit) or signs. Truncation will occur on the left most digits if the sum is greater than the maximum size of the hash total of the data element.
-.0018 First occurrence of value being hashed.
.18 Second occurrence of value being hashed.
1.8 Third occurrence of value being hashed.
18.01 Fourth occurrence of value being hashed.
1855 Hash total prior to truncation.
855 Hash total after truncation to three-digit field.
Use to identify the sum of the quantities (POC03) for all POC segments.
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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