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
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
- NE
- New Order
Identifying number for Purchase Order assigned by the orderer/purchaser
Trading Partner defined purchase order number. This value will be returned on the
electronic invoice, if provided.
Reference Identification
To specify identifying information
Code qualifying the Reference Identification
- OS
- Outbound-from Party
- ZZ
- Mutually Defined
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
- BD
- Buyer Name or Department
Code identifying the type of communication number
- TE
- Telephone
Date/Time Reference
To specify pertinent dates and times
Name
To identify a party by type of organization, name, and code
Code identifying an organizational entity, a physical location, property or an individual
- SF
- Ship From
- ST
- Ship To
Code designating the system/method of code structure used for Identification Code (67)
- 91
- Assigned by Seller or Seller'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.
Reference Identification
To specify identifying information
Code qualifying the Reference Identification
- DP
- Department Number
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.
Note, this value will not be maintained in the US Foodservice system, thus is not available
for transmission on subsequent electronic transactions.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- CA
- Case
- EA
- Each
- LB
- Pound
Price per unit of product, service, commodity, etc.
Code identifying the type of unit price for an item
The information in this element assists in determining the unit of product being ordered.
For "A" mainframe system orders, this value may be "PP", "UM", or "PE". Most commonly, "UM"
will be the value utilized. Distribution Centers operating the "A" mainframe system implement a
shared product number for the whole and split versions of a product. Thus, this basis value is
needed to ensure the proper unit is ordered.
"PP" - Ordering by the Pound
"UM" - Ordering the Whole Unit
"PE" - Ordering the Split Case Unit
This basis unit should not be tied solely to the unit of measure value. Some whole "case" products
have a unit of measure of EA. The basis unit should be tied to the product splittable indicator from
the product catalog/order guide.
For "P" mainframe system orders, this value will always be "PP" or "UM".
"PP" - Ordering by the Pound
"UM" - Ordering by the Unit Specified in the Unit of Measure (PO103)
The "P" mainframe system maintains separate product numbers for the whole and split versions of
a product.
- PE
- Price per Each
- PP
- Price per Pound
- UM
- Price per Unit of Measure
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.
- VN
- Vendor's (Seller's) Item Number
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
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.
Total number of line items in the 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.
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
Sample 1
GS^PO^XXXXXXXXXX^621418185^20240124^0217^999999999^X^004010~
ST^850^999999999~
BEG^00^NE^PONUMBERA^^20240124~
REF^ZZ^USF-TRADING-PARTNERID~
REF^OS^PO-SOURCE~
PER^BD^ORDER CONTACT NAME^TE^1234567890~
DTM^002^20240124~
N1^SF^US FOODSERVICE DIVISION^91^4U~
N1^ST^CUSTOMER NAME^91^73661209~
N3^ADDRESS LINE 1~
N4^CITY^ZZ^12345~
REF^DP^00~
PO1^1^1^CA^12.34^UM^VN^0010892~
PID^F^^^^PRODUCT DESCRIPTION~
PO1^2^5^EA^45.67^UM^VN^0141341~
PID^F^^^^PRODUCT DESCRIPTION~
CTT^2~
SE^17^999999999~
ST^850^999999998~
BEG^00^NE^PONUMBERB^^20240124~
REF^ZZ^USF-TRADING-PARTNERID~
REF^OS^PO-SOURCE~
PER^BD^ORDER CONTACT NAME^TE^1234567890~
DTM^002^20240124~
N1^SF^US FOODSERVICE DIVISION^91^9D~
N1^ST^CUSTOMER NAME^91^12345678~
N3^ADDRESS LINE 1~
N4^CITY^ZZ^12345~
REF^DP^00~
PO1^1^3^EA^12.34^PE^VN^1419332~
PID^F^^^^PRODUCT DESCRIPTION~
PO1^2^2^CA^45.67^UM^VN^1326701~
PID^F^^^^PRODUCT DESCRIPTION~
PO1^2^2^EA^45.67^PE^VN^1326701~
PID^F^^^^PRODUCT DESCRIPTION~
CTT^3~
SE^19^999999998~
GE^2^999999999~
IEA^1^999999999~
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