EDI 850 Purchase Order

Functional Group PO

X12M Supply Chain Subcommittee

This standard provides the format and establishes the data contents of a purchase order transaction set. The purchase order transaction set provides 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.

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What is the EDI 850

An EDI 850 Purchase Order communicates order details from a buyer to a supplier. It contains information about the order identification (BEG Segment), the item details (PO1 segment) and the shipping details (TD5 segment).

How is the EDI 850 used?

For example, Retailer A sends an 850 Purchase Order to Vendor B. Vendor B is then responsible for “fulfilling” that order back to Retailer A. Vendor B will respond with an 855 Purchase Order Acknowledgment to accept or reject the 850 Purchase Order.

Heading

Position
Segment
Name
Max use

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

  2. To indicate the beginning of the purchase order transaction set and transmit identifying numbers and dates.

  3. To transmit information in a free-form format, if necessary, for comment or special instruction

  4. To specify the currency (dollars, pounds, francs, etc.) used in a transaction

  5. To transmit identifying numbers

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

  7. To provide data required for proper notification/determination of applicable sales and related taxes applying to the transaction.

  8. To specify transportation instructions relating to shipment

  9. To specify pricing information

  10. To specify special conditions or services associated with the purchased product

  11. To specify general conditions or requirements of the sale

  12. To specify allowances, charges or services

  13. To specify terms of sale.

  14. To specify pertinent dates and times

  15. To specify lead time for availability of products and services.

  16. To specify general scheduling conditions

  17. To supply identification numbers.

  18. To describe a product in coded or free-form format

  19. To specify physical measurements, including dimensions, tolerances, weights and counts.

  20. To specify the type and transmission of paperwork relating to product or order.

  21. To describe marking, packaging, loading and unloading requirements.

  22. To specify the transportation details relative to commodity, weight and quantity.

  23. To specify the carrier, sequence of routing and to provide transit time information

  24. To specify transportation details relating to the equipment used by the carrier.

  25. To specify transportation special handling requirements and hazardous materials information

  26. To indicate identifying marks and numbers for shipping containers

  27. N9 Loop Optional
    Repeat 1000

    1. To transmit identifying numbers and descriptive information as specified by the reference number qualifier

    2. To provide a free form format that would allow the transmission of text information.

  28. N1 Loop Optional
    Repeat 200

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

    2. To specify additional names or those longer than 35 characters in length

    3. To specify the location of the named party

    4. To specify the geographic place of the named party

    5. To transmit identifying numbers

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

    7. To specify transportation instructions relating to shipment

    8. To specify the transportation details relative to commodity, weight and quantity.

    9. To specify the carrier, sequence of routing and to provide transit time information

    10. To specify transportation details relating to the equipment used by the carrier.

    11. To specify transportation special handling requirements and hazardous materials information

    12. To describe marking, packaging, loading and unloading requirements.

Detail

Position
Segment
Name
Max use
  1. PO1 Loop Mandatory
    Repeat 100000

    1. To specify basic and most frequently used purchase order line item data

      At least one occurrence of loop PO1 is required.

    2. To specify the currency (dollars, pounds, francs, etc.) used in a transaction

    3. To specify additional item related data involving variations in normal price/quantity structure.

    4. To specify pricing information

    5. To describe a product in coded or free-form format

    6. To specify physical measurements, including dimensions, tolerances, weights and counts.

    7. To specify the type and transmission of paperwork relating to product or order.

    8. To describe marking, packaging, loading and unloading requirements.

    9. To specify the physical qualities, packaging, weights and dimensions relating to the item.

    10. To transmit identifying numbers

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

    12. To specify special conditions or services associated with the purchased product

    13. To specify allowances, charges or services

    14. To specify general conditions or requirements and to detail conditions for substitution of alternate products

    15. To specify terms of sale.

    16. To provide data required for proper notification/determination of applicable sales and related taxes applying to the transaction.

    17. To specify transportation instructions relating to shipment

    18. To specify destination and quantity detail.

    19. To specify additional item details relating to variations between ordered and shipped quantities, or to specify alternate units of measures and quantities.

    20. To specify pertinent dates and times

    21. To specify lead time for availability of products and services.

    22. To specify the data for scheduling a specific line item.

      The SCH segment is used to specify various quantities of items ordered that are to be scheduled. When this segment is used the unit of measurement code (SCH02) should always be identical to the unit of measurement code in the associated PO1 segment (PO103). The sum of values of quantity (SCH01) should always equal the quantity ordered (PO102) in the PO1 segment.

    23. To specify the transportation details relative to commodity, weight and quantity.

    24. To specify the carrier, sequence of routing and to provide transit time information

    25. To specify transportation details relating to the equipment used by the carrier.

    26. To specify transportation special handling requirements and hazardous materials information

    27. To indicate identifying marks and numbers for shipping containers

    28. To indicate the total monetary amount.

    29. SLN Loop Optional
      Repeat 1000

      1. To specify product subline detail item data

        Loop SLN is optional, but, if used, segment SLN is mandatory.

      2. To describe a product in coded or free-form format

      3. To specify additional item related data involving variations in normal price/quantity structure.

    30. N9 Loop Optional
      Repeat 1000

      1. To transmit identifying numbers and descriptive information as specified by the reference number qualifier

      2. To provide a free form format that would allow the transmission of text information.

    31. N1 Loop Optional
      Repeat 200

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

        Loop N1 is optional, but, if used, segment N1 is mandatory.

      2. To specify additional names or those longer than 35 characters in length

      3. To specify the location of the named party

      4. To specify the geographic place of the named party

      5. To transmit identifying numbers

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

      7. To specify transportation instructions relating to shipment

      8. To specify the transportation details relative to commodity, weight and quantity.

      9. To specify the carrier, sequence of routing and to provide transit time information

      10. To specify transportation details relating to the equipment used by the carrier.

      11. To specify transportation special handling requirements and hazardous materials information

      12. To describe marking, packaging, loading and unloading requirements.

Summary

Position
Segment
Name
Max use

  1. 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.

  2. To indicate the total monetary amount.

  3. To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments).

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