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Purchase Order Change Acknowledgment/Request - Seller Initiated
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X12 865 Purchase Order Change Acknowledgment/Request - Seller Initiated

X12 Release 4010

This Draft Standard for Trial Use contains the format and establishes the data contents of the Purchase Order Change Acknowledgment/Request - Seller Initiated Transaction Set (865) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to convey acceptance or rejection of changes to a previously submitted purchase order by the seller or to notify the buyer of changes initiated by the seller to a previously submitted purchase order by the seller.

Delimiters
  • ~ Segment
  • * Element
  • > Component
EDI samples
  • Accepted Order
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Overview
ISA
-
Interchange Control Header
Max use 1
Required
GS
-
Functional Group Header
Max use 1
Required
heading
ST
010
Transaction Set Header
Max use 1
Required
BCA
020
Beginning Segment for Purchase Order Change Acknowledgment
Max use 1
Required
Buying Party (Purchaser)
GE
-
Functional Group Trailer
Max use 1
Required
IEA
-
Interchange Control Trailer
Max use 1
Required
ISA

Interchange Control Header

RequiredMax use 1

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

Example
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 10Max 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 10Max 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 2Max 2

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

Codes
ISA-06
I06
Interchange Sender ID
Required
String (AN)
Min 15Max 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 2Max 2

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

Codes
ISA-08
I07
Interchange Receiver ID
Required
String (AN)
Min 15Max 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 9Max 9

A control number assigned by the interchange sender

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

Functional Group Header

RequiredMax use 1

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

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

Code identifying a group of application related transaction sets

CA
Purchase Order Change Acknowledgment/Request - Seller Initiated (865)
GS-02
142
Application Sender's Code
Required
String (AN)
Min 2Max 15

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

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

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

Required
Date (DT)
CCYYMMDD format

Date expressed as CCYYMMDD

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 1Max 9

Assigned number originated and maintained by the sender

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

ST
010
Heading > ST

Transaction Set Header

RequiredMax use 1

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

Example
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).
865
Purchase Order Change Acknowledgment/Request - Seller Initiated
ST-02
329
Transaction Set Control Number
Required
Numeric (N)
Min 4Max 9

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

BCA
020
Heading > BCA

Beginning Segment for Purchase Order Change Acknowledgment

RequiredMax use 1

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

Example
BCA-01
353
Transaction Set Purpose Code
Required
Identifier (ID)

Code identifying purpose of transaction set

01
Cancellation
04
Change
06
Confirmation
BCA-02
587
Acknowledgment Type
Required
Identifier (ID)

Code specifying the type of acknowledgment

AC
Acknowledge - With Detail and Change
AT
Accepted
RD
Reject with Detail
BCA-03
324
Purchase Order Number
Required
String (AN)
Min 1Max 22

Identifying number for Purchase Order assigned by the orderer/purchaser

Required
Date (DT)
CCYYMMDD format

Date expressed as CCYYMMDD

  • BCA06 is the date assigned by the purchaser to purchase order.
BCA-13
92
Purchase Order Type Code
Required
Identifier (ID)

Code specifying the type of Purchase Order

OS
Special Order
N1 Buying Party (Purchaser)
OptionalMax >1
Variants (all may be used)
Supplier/Manufacturer
N1
300
Heading > Buying Party (Purchaser) > N1

Name

RequiredMax use 1

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

Example
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

BY
Buying Party (Purchaser)
Required
String (AN)
Min 1Max 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)

94
Code assigned by the organization that is the ultimate destination of the transaction set
N1-04
67
Identification Code
Optional
String (AN)
Min 2Max 80

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.
Usage notes

Should be the O’Reilly Store Number.

N1 Buying Party (Purchaser) end
N1 Supplier/Manufacturer
OptionalMax >1
Variants (all may be used)
Buying Party (Purchaser)
N1
300
Heading > Supplier/Manufacturer > N1

Name

RequiredMax use 1

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

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

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

SU
Supplier/Manufacturer
Required
String (AN)
Min 1Max 60

Free-form name

N1 Supplier/Manufacturer end
Heading end

Detail

POC Loop
OptionalMax >1
POC
010
Detail > POC Loop > POC

Line Item Change

RequiredMax use 1

To specify changes to a line item

Example
If either Product/Service ID Qualifier (POC-10) or Product/Service ID (POC-11) is present, then the other is required
POC-02
670
Change or Response Type Code
Required
Identifier (ID)

Code specifying the type of change to the line item

CA
Changes To Line Items
NC
Concurrent Item (No Change)
QD
Quantity Decrease
QI
Quantity Increase
POC-03
330
Quantity Ordered
Required
Decimal number (R)
Min 1Max 15

Quantity ordered

POC-04
671
Quantity Left to Receive
Required
Decimal number (R)
Min 1Max 9

Quantity left to receive as qualified by the unit of measure

POC-05
C001
Composite Unit of Measure
RequiredMax 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)
Min 2Max 2

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

Usage notes

Should be the unit of measure as provided on the original purchase order.

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

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

BP
Buyer's Part Number
POC-09
234
Product/Service ID
Required
String (AN)
Min 1Max 48

Identifying number for a product or service

Usage notes

Should be the buyer’s part number as provided on the original purchase order.

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

Identifying number for a product or service

Usage notes

Should be the vendor’s part number as provided on the original purchase order (if it was provided).

POC-12
235
Product/Service ID Qualifier
Required
Identifier (ID)

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

PO
Purchase Order Number
POC-13
234
Product/Service ID
Required
String (AN)
Min 1Max 48

Identifying number for a product or service

Usage notes

Should be the original purchase order number.

LIN
015
Detail > POC Loop > LIN

Item Identification

OptionalMax use >1

To specify basic item identification data

Usage notes

This segment is required if the original item number has been replaced or a substitution was made.

Example
LIN-02
235
Product/Service ID Qualifier
Required
Identifier (ID)

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

  • LIN02 through LIN31 provide for fifteen different product/service IDs for each item. For example: Case, Color, Drawing No., U.P.C. No., ISBN No., Model No., or SKU.
RR
Replacement Product Number
LIN-03
234
Product/Service ID
Required
String (AN)
Min 1Max 48

Identifying number for a product or service

Usage notes

Should be the replacement item number.

CTP
040
Detail > POC Loop > CTP

Pricing Information

OptionalMax use >1

To specify pricing information

Usage notes

This segment is required if the original item number has been replaced or a substitution was made.

Example
CTP-03
212
Unit Price
Optional
Decimal number (R)
Min 1Max 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.
Usage notes

Should be the price of the replacement item.

DTM
200
Detail > POC Loop > DTM

Date/Time Reference

OptionalMax use 10

To specify pertinent dates and times

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

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

004
Purchase Order
Required
Date (DT)
CCYYMMDD format

Date expressed as CCYYMMDD

ACK Loop
OptionalMax >1
ACK
270
Detail > POC Loop > ACK Loop > ACK

Line Item Acknowledgment

RequiredMax use 1

To acknowledge the ordered quantities and specify the ready date for a specific line item

Example
ACK-01
668
Line Item Status Code
Required
Identifier (ID)

Code specifying the action taken by the seller on a line item requested by the buyer

Usage notes

If the item was rejected and the reason for rejection is not listed above, ACK 01 should be “IR”. If “IR” is provided, the MSG segment is required with a description of why the item was rejected.

AR
Item Accepted and Released for Shipment
BP
Item Accepted - Partial Shipment, Balance Backordered

If this code is provided, the following DTM segment is mandatory.

IA
Item Accepted
IB
Item Backordered

If this code is provided, the following DTM segment is mandatory.

IR
Item Rejected
IS
Item Accepted - Substitution Made
R1
Item Rejected, Not a Contract Item
R2
Item Rejected, Invalid Item Product Number
R3
Item Rejected, Invalid Unit of Issue
R4
Item Rejected, Contract Item not Available
SP
Item Accepted - Schedule Date Pending
DTM
280
Detail > POC Loop > ACK Loop > DTM

Date/Time Reference

OptionalMax use 1

To specify pertinent dates and times

Usage notes

This segment is required if the item has been partially or fully back ordered.

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

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

169
Product Availability Date
Required
Date (DT)
CCYYMMDD format

Date expressed as CCYYMMDD

ACK Loop end
MSG
292
Detail > POC Loop > MSG

Message Text

OptionalMax use >1

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

Usage notes

This segment is required if the item was rejected but a corresponding reason code was not found in ACK 01.

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

Free-form message text

Usage notes

Should include a free form description of why the preceding item was rejected if the code in ACK 01 is “IR”.

POC Loop end
Detail end

Summary

CTT Loop
OptionalMax >1
CTT
010
Summary > CTT Loop > CTT

Transaction Totals

RequiredMax use 1

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

Total number of line items in the transaction set

Usage notes

Should contain the accumulation of number of POC segments.

CTT Loop end
SE
030
Summary > SE

Transaction Set Trailer

RequiredMax 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)

Example
SE-01
96
Number of Included Segments
Required
Numeric (N0)
Min 1Max 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 4Max 9

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

Summary end

Functional Group Trailer

RequiredMax use 1

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

Example
GE-01
97
Number of Transaction Sets Included
Required
Numeric (N0)
Min 1Max 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 1Max 9

Assigned number originated and maintained by the sender

Interchange Control Trailer

RequiredMax use 1

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

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

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

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

A control number assigned by the interchange sender

EDI Samples

Accepted Order

ISA*00* *00* *ZZ*SENDER *ZZ*RECEIVER *231120*0404*U*00401*000000001*0*T*>~
GS*CA*SENDERGS*RECEIVERGS*20231120*040407*000000001*X*004010~
ST*865*8650002~
BCA*06*AT*888888S04444***20150601*******OS~
SE*3*8650002~
GE*1*000000001~
IEA*1*000000001~

Back Ordered Item

ISA*00* *00* *ZZ*SENDER *ZZ*RECEIVER *231120*0404*U*00401*000000001*0*T*>~
GS*CA*SENDERGS*RECEIVERGS*20231120*040414*000000001*X*004010~
ST*865*8650001~
BCA*04*AC*992097S02068***20150601*******OS~
N1*SU*Supplier Name~
N1*BY* OReilly 2068~
POC**CA*1*0*EA***BP*A12345*VP*A-12345*PO*992097S02068~
DTM*004*20150601~
ACK*IB~
DTM*169*20150701~
CTT*1~
SE*10*8650001~
GE*1*000000001~
IEA*1*000000001~

Cancelled Item

ISA*00* *00* *ZZ*SENDER *ZZ*RECEIVER *231120*0404*U*00401*000000001*0*T*>~
GS*CA*SENDERGS*RECEIVERGS*20231120*040429*000000001*X*004010~
ST*865*8650003~
BCA*01*AC*991825S02201***20150601*******OS~
N1*SU*Supplier Name~
N1*BY* OReilly 2201~
POC**CA*1*0*EA***BP*662593A*VP*662593-A*PO*991825S02201~
DTM*004*20150601~
ACK*IR~
MSG*MUST BE ORDERED AS A PAIR~
CTT*1~
SE*10*8650003~
GE*1*000000001~
IEA*1*000000001~

Multiple Items

ISA*00* *00* *ZZ*SENDER *ZZ*RECEIVER *231120*0404*U*00401*000000001*0*T*>~
GS*CA*SENDERGS*RECEIVERGS*20231120*040436*000000001*X*004010~
ST*865*8650003~
BCA*04*AC*777777S03334***20150101*******OS~
N1*SU*Supplier·Name~
N1*BY*·OReilly···3334~
POC**CA*1*1*EA***BP*123456***PO*777777S03334~
LIN**RR*654321~
CTP***999.99~
DTM*004*20150101~
ACK*IS~
POC**NC*1*1*EA***BP*6565***PO*777777S03334~
DTM*004*20150101~
ACK*IA~
CTT*2~
SE*14*8650003~
GE*1*000000001~
IEA*1*000000001~

Replacement/Substituted Item

ISA*00* *00* *ZZ*SENDER *ZZ*RECEIVER *231120*0404*U*00401*000000001*0*T*>~
GS*CA*SENDERGS*RECEIVERGS*20231120*040442*000000001*X*004010~
ST*865*8650002~
BCA*04*AC*991545S00930***20150601*******OS~
N1*SU*Supplier Name~
N1*BY* OReilly 930*94*930~
POC**CA*1*1*EA***BP*DW551*VP*DW-551*PO*99145S00930~
LIN**RR*DW-551-1~
CTP***99.99~
DTM*004*20150601~
ACK*IS~
CTT*1~
SE*11*8650002~
GE*1*000000001~
IEA*1*000000001~

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