X12 865 Purchase Order Change Acknowledgment

X12 Release 5010

This X12 Transaction Set 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
• ^ Repetition

ISA Interchange Control Header

Required · Max use 1

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

ISA-01 · I01 · Authorization Information Qualifier · Required · Identifier (ID)

Code identifying 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 10 Max 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 identifying 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 10 Max 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 2 Max 2

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

Codes

• 01: Duns (Dun & Bradstreet)
• 02: SCAC (Standard Carrier Alpha Code)
• 03: FMC (Federal Maritime Commission)
• 04: IATA (International Air Transport Association)
• 07: Global Location Number (GLN)
• 08: UCC EDI Communications ID (Comm ID)
• 09: X.121 (CCITT)
• 10: Department of Defense (DoD) Activity Address Code
• 11: DEA (Drug Enforcement Administration)
• 12: Phone (Telephone Companies)
• 13: UCS Code (The UCS Code is a Code Used for UCS Transmissions; it includes the Area Code and Telephone Number of a Modem; it Does Not Include Punctuation, Blanks or Access Code)
• 14: Duns Plus Suffix
• 15: Petroleum Accountants Society of Canada Company Code
• 16: Duns Number With 4-Character Suffix
• 17: American Bankers Association (ABA) Transit Routing Number (Including Check Digit, 9 Digit)
• 18: Association of American Railroads (AAR) Standard Distribution Code
• 19: EDI Council of Australia (EDICA) Communications ID Number (COMM ID)
• 20: Health Industry Number (HIN)
• 21: Integrated Postsecondary Education Data System, or (IPEDS)
• 22: Federal Interagency Commission on Education, or FICE
• 23: National Center for Education Statistics Common Core of Data 12-Digit Number for Pre-K-Grade 12 Institutes, or NCES
• 24: The College Board's Admission Testing Program 4-Digit Code of Postsecondary Institutes, or ATP
• 25: ACT, Inc. 4-Digit Code of Postsecondary Institutions.
• 26: Statistics of Canada List of Postsecondary Institutions
• 27: Carrier Identification Number as assigned by Health Care Financing Administration (HCFA)
• 28: Fiscal Intermediary Identification Number as assigned by Health Care Financing Administration (HCFA)
• 29: Medicare Provider and Supplier Identification Number as assigned by Health Care Financing Administration (HCFA)
• 30: U.S. Federal Tax Identification Number
• 31: Jurisdiction Identification Number Plus 4 as assigned by the International Association of Industrial Accident Boards and Commissions (IAIABC)
• 32: U.S. Federal Employer Identification Number (FEIN)
• 33: National Association of Insurance Commissioners Company Code (NAIC)
• 34: Medicaid Provider and Supplier Identification Number as assigned by individual State Medicaid Agencies in conjunction with Health Care Financing Administration (HCFA)
• 35: Statistics Canada Canadian College Student Information System Institution Codes
• 36: Statistics Canada University Student Information System Institution Codes
• 37: Society of Property Information Compilers and Analysts
• 38: The College Board and ACT, Inc. 6-Digit Code List of Secondary Institutions
• AM: Association Mexicana del Codigo de Producto (AMECOP) Communication ID
• NR: National Retail Merchants Association (NRMA) - Assigned
• SA: User Identification Number as assigned by the Safety and Fitness Electronic Records (SAFER) System
• SN: Standard Address Number
• ZZ: Mutually Defined

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

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

Codes

• 01: Duns (Dun & Bradstreet)
• 02: SCAC (Standard Carrier Alpha Code)
• 03: FMC (Federal Maritime Commission)
• 04: IATA (International Air Transport Association)
• 07: Global Location Number (GLN)
• 08: UCC EDI Communications ID (Comm ID)
• 09: X.121 (CCITT)
• 10: Department of Defense (DoD) Activity Address Code
• 11: DEA (Drug Enforcement Administration)
• 12: Phone (Telephone Companies)
• 13: UCS Code (The UCS Code is a Code Used for UCS Transmissions; it includes the Area Code and Telephone Number of a Modem; it Does Not Include Punctuation, Blanks or Access Code)
• 14: Duns Plus Suffix
• 15: Petroleum Accountants Society of Canada Company Code
• 16: Duns Number With 4-Character Suffix
• 17: American Bankers Association (ABA) Transit Routing Number (Including Check Digit, 9 Digit)
• 18: Association of American Railroads (AAR) Standard Distribution Code
• 19: EDI Council of Australia (EDICA) Communications ID Number (COMM ID)
• 20: Health Industry Number (HIN)
• 21: Integrated Postsecondary Education Data System, or (IPEDS)
• 22: Federal Interagency Commission on Education, or FICE
• 23: National Center for Education Statistics Common Core of Data 12-Digit Number for Pre-K-Grade 12 Institutes, or NCES
• 24: The College Board's Admission Testing Program 4-Digit Code of Postsecondary Institutes, or ATP
• 25: ACT, Inc. 4-Digit Code of Postsecondary Institutions.
• 26: Statistics of Canada List of Postsecondary Institutions
• 27: Carrier Identification Number as assigned by Health Care Financing Administration (HCFA)
• 28: Fiscal Intermediary Identification Number as assigned by Health Care Financing Administration (HCFA)
• 29: Medicare Provider and Supplier Identification Number as assigned by Health Care Financing Administration (HCFA)
• 30: U.S. Federal Tax Identification Number
• 31: Jurisdiction Identification Number Plus 4 as assigned by the International Association of Industrial Accident Boards and Commissions (IAIABC)
• 32: U.S. Federal Employer Identification Number (FEIN)
• 33: National Association of Insurance Commissioners Company Code (NAIC)
• 34: Medicaid Provider and Supplier Identification Number as assigned by individual State Medicaid Agencies in conjunction with Health Care Financing Administration (HCFA)
• 35: Statistics Canada Canadian College Student Information System Institution Codes
• 36: Statistics Canada University Student Information System Institution Codes
• 37: Society of Property Information Compilers and Analysts
• 38: The College Board and ACT, Inc. 6-Digit Code List of Secondary Institutions
• AM: Association Mexicana del Codigo de Producto (AMECOP) Communication ID
• NR: National Retail Merchants Association (NRMA) - Assigned
• SA: User Identification Number as assigned by the Safety and Fitness Electronic Records (SAFER) System
• SN: Standard Address Number
• ZZ: Mutually Defined

ISA-08 · I07 · Interchange Receiver ID · Required · String (AN) · Min 15 Max 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 · I65 · Repetition Separator · Required · String (AN) · Min 1 Max 1

Type is not applicable; the repetition separator is a delimiter and not a data element; this field provides the delimiter used to separate repeated occurrences of a simple data element or a composite data structure; this value must be different than the data element separator, component element separator, and the segment terminator

• ^: Repetition Separator

ISA-12 · I11 · Interchange Control Version Number · Required · Identifier (ID)

Code specifying the version number of the interchange control segments

• 00501: Standards Approved for Publication by ASC X12 Procedures Review Board through October 2003

ISA-13 · I12 · Interchange Control Number · Required · Numeric (N0) · Min 9 Max 9

A control number assigned by the interchange sender

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

Code indicating sender's request for an interchange acknowledgment

• 0: No Interchange Acknowledgment Requested
• 1: Interchange Acknowledgment Requested (TA1)

ISA-15 · I14 · Interchange Usage Indicator · Required · Identifier (ID) · Min 1 Max 1

Code indicating 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 1 Max 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

GS Functional Group Header

Required · Max use 1

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

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 2 Max 15

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

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

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

GS-04 · 373 · Date · Required · Date (DT) · CCYYMMDD format

Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year

GS-05 · 337 · Time · 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 1 Max 9

Assigned number originated and maintained by the sender

GS-07 · 455 · Responsible Agency Code · Required · Identifier (ID) · Min 1 Max 2

Code identifying the issuer of the standard; this code is used in conjunction with Data Element 480

• 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

• 005010: Standards Approved for Publication by ASC X12 Procedures Review Board through October 2003

Heading

0100 Heading > ST

ST Transaction Set Header

Required · Max use 1

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

ST-01 · 143 · Transaction Set Identifier Code · Required · Identifier (ID)

Code uniquely identifying a Transaction Set

• The transaction set identifier (ST01) is 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 4 Max 9

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

0200 Heading > BCA

BCA Beginning Segment for Purchase Order Change Acknowledgment

Required · Max use 1

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

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

Code identifying purpose of transaction set

• 00: Original

BCA-02 · 587 · Acknowledgment Type · Required · Identifier (ID)

Code specifying the type of acknowledgment

• AC: Acknowledge - With Detail and Change
• AK: Acknowledge - No Detail or Change
  This code indicates that the supplier was able to stop the order from shipping. No further action or transactions are required.

• RJ: Rejected - No Detail
  This code indicates that the supplier was unable to stop the order from shipping. If not already done so, supplier should have sent an ASN.

BCA-03 · 324 · Purchase Order Number · Required · String (AN) · Min 1 Max 22

Identifying number for Purchase Order assigned by the orderer/purchaser

BCA-06 · 373 · Date · Required · Date (DT) · CCYYMMDD format

Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year

• BCA06 is the date assigned by the purchaser to purchase order.

BCA-10 · 373 · Date · Required · Date (DT) · CCYYMMDD format

Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year

• BCA10 is the date assigned by the sender to the acknowledgment.

Usage notes

Purchase Order Date

BCA-11 · 373 · Date · Optional · Date (DT) · CCYYMMDD format

Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year

• BCA11 is the date of the purchase order change request.

0500 Heading > REF

REF Reference Information

Required · Max use 3

To specify identifying information

REF-01 · 128 · Reference Identification Qualifier · Required · Identifier (ID)

Code qualifying the Reference Identification

• CO: Customer Order Number
• IA: Internal Vendor Number
  Williams Sonoma assigned Vendor ID - Mandatory

REF-02 · 127 · Reference Identification · Required · String (AN) · Min 1 Max 50

Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

0600 Heading > PER

PER Administrative Communications Contact

Optional · Max use 3

To identify a person or office to whom administrative communications should be directed

If either Communication Number Qualifier (PER-03) or Communication Number (PER-04) is present, then the other is required

If either Communication Number Qualifier (PER-05) or Communication Number (PER-06) is present, then the other is required

PER-01 · 366 · Contact Function Code · Required · Identifier (ID)

Code identifying the major duty or responsibility of the person or group named

• IC: Information Contact

PER-02 · 93 · Name · Optional · String (AN) · Min 1 Max 60

Free-form name

PER-03 · 365 · Communication Number Qualifier · Optional · Identifier (ID)

Code identifying the type of communication number

• EM: Electronic Mail
• TE: Telephone

PER-04 · 364 · Communication Number · Optional · String (AN) · Min 1 Max 256

Complete communications number including country or area code when applicable

PER-05 · 365 · Communication Number Qualifier · Optional · Identifier (ID)

Code identifying the type of communication number

• EM: Electronic Mail
• TE: Telephone

PER-06 · 364 · Communication Number · Optional · String (AN) · Min 1 Max 256

Complete communications number including country or area code when applicable

N9 Loop Optional Max 1000

2800 Heading > N9 Loop > N9

N9 Extended Reference Information

Required · Max use 1

To transmit identifying information as specified by the Reference Identification Qualifier

N9-01 · 128 · Reference Identification Qualifier · Required · Identifier (ID)

Code qualifying the Reference Identification

• L1: Letters or Notes

N9-02 · 127 · Reference Identification · Required · String (AN)

Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

Usage notes

N903 will contain one of the following 3 characters codes to identify the type of note to follow in MTX02.

• GEN: General Note

• GEN: General Note

2900 Heading > N9 Loop > MTX

MTX Text

Required · Max use >1

To specify textual data

MTX-02 · 1551 · Textual Data · Optional · String (AN) · Min 1 Max 4096

To transmit large volumes of message text

Detail

POC Loop Optional Max >1

0100 Detail > POC Loop > POC

POC Line Item Change

Required · Max use 1

To specify changes to a line item

If either Product/Service ID Qualifier (POC-10) or Product/Service ID (POC-11) is present, then the other is required

If either Product/Service ID Qualifier (POC-12) or Product/Service ID (POC-13) is present, then the other is required

If either Product/Service ID Qualifier (POC-14) or Product/Service ID (POC-15) is present, then the other is required

POC-01 · 350 · Assigned Identification · Required · String (AN) · Min 1 Max 20

Alphanumeric characters assigned for differentiation within a transaction set

• POC01 is the purchase order line item identification.

Usage notes

The Purchase Order Change line sequence number must be returned

POC-02 · 670 · Change or Response Type Code · Required · Identifier (ID)

Code specifying the type of change to the line item

• RC: Reject Item Change
• RZ: Replace All Values

POC-03 · 380 · Quantity · Required · Decimal number (R) · Min 1 Max 15

Numeric value of quantity

• POC03 is quantity ordered.

Usage notes

Previous/Original Order Qty

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

Quantity left to receive as qualified by the unit of measure

Usage notes

New Order Qty

POC-05 · C001 · Composite Unit of Measure · Optional Max 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)

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

• EA: Each

POC-06 · 212 · Unit Price · Required · Decimal number (R) · Min 1 Max 15

Price per unit of product, service, commodity, etc.

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)

• SK: Stock Keeping Unit (SKU)

POC-09 · 234 · Product/Service ID · Required · String (AN) · Min 1 Max 48

Identifying number for a product or service

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)

• UK: GTIN 14-digit Data Structure
• UP: UCC - 12
• VN: Vendor's (Seller's) Item Number

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

Identifying number for a product or service

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

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

• UK: GTIN 14-digit Data Structure
• UP: UCC - 12
• VN: Vendor's (Seller's) Item Number

POC-13 · 234 · Product/Service ID · Optional · String (AN) · Min 1 Max 48

Identifying number for a product or service

POC-14 · 235 · Product/Service ID Qualifier · Optional · Identifier (ID)

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

• UK: GTIN 14-digit Data Structure
• UP: UCC - 12
• VN: Vendor's (Seller's) Item Number

POC-15 · 234 · Product/Service ID · Optional · String (AN) · Min 1 Max 48

Identifying number for a product or service

PID Loop Required Max 1000

0500 Detail > POC Loop > PID Loop > PID

PID Product/Item Description

Required · Max use 1

To describe a product or process in coded or free-form format

PID-01 · 349 · Item Description Type · Required · Identifier (ID)

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

PID-02 · 750 · Product/Process Characteristic Code · Required · Identifier (ID)

Code identifying the general class of a product or process characteristic

• 08: Product

PID-05 · 352 · Description · Required · String (AN) · Min 1 Max 80

A free-form description to clarify the related data elements and their content

N9 Loop Optional Max 1000

3500 Detail > POC Loop > N9 Loop > N9

N9 Extended Reference Information

Required · Max use 1

To transmit identifying information as specified by the Reference Identification Qualifier

N9-01 · 128 · Reference Identification Qualifier · Required · Identifier (ID)

Code qualifying the Reference Identification

• L1: Letters or Notes

N9-02 · 127 · Reference Identification · Required · String (AN)

Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

Usage notes

N903 will contain one of the following 3 characters codes to identify the type of note to follow in MTX02.
. GEN: General Note

• GEN: General Note

3600 Detail > POC Loop > N9 Loop > MTX

MTX Text

Optional · Max use >1

To specify textual data

MTX-02 · 1551 · Textual Data · Optional · String (AN) · Min 1 Max 4096

To transmit large volumes of message text

Summary

CTT Loop Optional Max >1

0100 Summary > CTT Loop > CTT

CTT Transaction Totals

Required · Max 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.

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

Total number of line items in the transaction set

0300 Summary > SE

SE Transaction Set Trailer

Required · Max 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)

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

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

GE Functional Group Trailer

Required · Max use 1

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

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

Assigned number originated and maintained by the sender

IEA Interchange Control Trailer

Required · Max use 1

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

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

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

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

A control number assigned by the interchange sender