EDI 140 Product Registration

Functional Group WA

X12M Supply Chain Subcommittee

This Draft Standard for Trial Use contains the format and establishes the data contents of the Product Registration Transaction Set (140) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to specify the manufacturer, seller, secondary warranter, and purchaser or lessee of the product. It can specify the date the product was sold, delivered, and placed in service as well as identify the product model and serial numbers. It can specify the class of service expected from this individual sale, for example: industrial, commercial, or household. This registration information can be used to divide sales commissions among sales associates or attribute license fees to the proper manufacturer. It can be used to submit many product registrations at one time to one receiving organization.

Heading

1. 010 · ST · Transaction Set Header · Max 1 · Mandatory

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

2. 020 · BGN · Beginning Segment · Max 1 · Mandatory

   To indicate the beginning of a transaction set.

   BGN02 is used as the initial reference identifier for this transaction. BGN03 defines the date of this registration transaction. Normally BGN04 and BGN05 would not be used in this transaction. BGN01 is normally set to 00 to indicate that this is an original registration. Product registration is normally a by-product of a sale.

3. 030 · N9 · Reference Number · Max >1 · Optional

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

   The N9 segment can provide a reference to a previous registration transaction. For example, this could be a replacement of a previous registration transaction.

4. N1 Loop Mandatory Repeat 3

   1. 040 · N1 · Name · Max 1 · Mandatory

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

      The N1 loop defines the party submitting the product registration, usually the seller of the product rather than the customer, and the party who maintains the registration database, usually the manufacturer of the product. The N1 loop also can be used to specify the product's distributor.

   2. 050 · N2 · Additional Name Information · Max 2 · Optional

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

   3. 060 · N3 · Address Information · Max 3 · Optional

      To specify the location of the named party

   4. 070 · N4 · Geographic Location · Max 1 · Optional

      To specify the geographic place of the named party

   5. 080 · REF · Reference Numbers · Max 2 · Optional

      To specify identifying numbers.

   6. 090 · PER · Administrative Communications Contact · Max 2 · Optional

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

Detail

1. LX Loop Mandatory Repeat >1

   1. 010 · LX · Assigned Number · Max 1 · Mandatory

      To reference a line number in a transaction set.

      Each iteration of the LX loop is used to group one or more products that are being registered to one individual or organization.

   2. 015 · REF · Reference Numbers · Max >1 · Optional

      To specify identifying numbers.

      The REF segment is used to identify the individual registration number. It can include the data element 128, code value Q8, ``Registration Number.''

   3. N1 Loop Mandatory Repeat >1

      1. 020 · N1 · Name · Max 1 · Mandatory

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

         The N1 loop is used to identify the individual or organization responsible for the registration. This could be the purchaser, the lessee, the operator, etc. This is the party registered to be notified if a product recall is required. Successive iterations could identify other individuals and organizations who are involved in some manner. It also could be used to specify if the product is to be installed or housed at a location that is different than that listed for the registration. An additional use of the N1 loop has been requested to be able to include the salesperson who sold the product or service contract and the service manager who would be responsible for servicing the product.

      2. 030 · N2 · Additional Name Information · Max 2 · Optional

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

      3. 040 · N3 · Address Information · Max 3 · Optional

         To specify the location of the named party

      4. 050 · N4 · Geographic Location · Max 1 · Optional

         To specify the geographic place of the named party

      5. 060 · PER · Administrative Communications Contact · Max >1 · Optional

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

         The PER segment is used to provide an individual's or department's name for a particular support function and, if desired, their communication number for a phone, electronic mail, etc.

      6. 070 · DTM · Date/Time Reference · Max 1 · Optional

         To specify pertinent dates and times

      7. 080 · REF · Reference Numbers · Max >1 · Optional

         To specify identifying numbers.

         The REF segment could be used to identify the item into or onto which this product being warranted will be residing. For example, when a controller is attached to a numerically controlled machine tool, part of the registration could include information about the machine tool. The machine tool could be identified with multiple occurences of the REF segment. A similar situation would be if an engine were being replaced in a heavy duty truck. The REF segment could then be used to specify the vehicle.

   4. LIN Loop Mandatory Repeat >1

      1. 090 · LIN · Item Identification · Max 1 · Mandatory

         To specify basic item identification data.

         There is a separate LIN segment for each product included in this sale represented by the single iteration of the LX loop. The LIN segment will contain the product's model number and serial number in data element 234-235 combinations. The other pairs can be used to provide other information about the product.

      2. 100 · PID · Product/Item Description · Max >1 · Optional

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

         The PID segment can be used to provide additional information regarding the product. However, it seldom will be required. When it is used, PID06, data element 752, is not required.

      3. 110 · QTY · Quantity · Max 1 · Optional

         To specify quantity information.

         The QTY segment is used to reflect the quantity of items that do not have a serial number. QTY01 will have a discrete quantity qualifier of 01. For all items with a serial number, the value to be used is either explicitly or implicitly set to one.

      4. 120 · DTM · Date/Time Reference · Max >1 · Optional

         To specify pertinent dates and times

         The DTM segment in the LIN loop can be used to specify the dates that are significant to the registration such as delivery, installation, placed in service, failed, brought in for service, etc.

      5. 130 · REF · Reference Numbers · Max >1 · Optional

         To specify identifying numbers.

         The REF segment can identify information about the product that was not able to be coded in the preceding segments. For example, it can be used to specify the warranty coverage code and the warranty registration number.

      6. N1 Loop Optional Repeat >1

         1. 140 · N1 · Name · Max 1 · Mandatory

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

            The N1 loop within the LIN loop provides the same capabilities for the single product as the N1 loop above in the LX loop provides for the entire sale.

         2. 150 · N2 · Additional Name Information · Max 2 · Optional

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

         3. 160 · N3 · Address Information · Max 3 · Optional

            To specify the location of the named party

         4. 170 · N4 · Geographic Location · Max 1 · Optional

            To specify the geographic place of the named party

         5. 180 · PER · Administrative Communications Contact · Max >1 · Optional

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

            The PER segment is used to provide an individual's or department's name or functional area and, if desired, their communication number for a phone, electronic mail, etc.

      7. PSC Loop Mandatory Repeat >1

         1. 190 · PSC · Product Service Contract · Max 1 · Mandatory

            To describe the conditions of a product service contract as in a warranty registration

            The PSC loop in the LIN loop refers to the warranty or service contract for the entire product described by the LIN segment. If special operating conditions that could affect the registration are to be noted, such as a household product being used commercially, this would be placed in the PSC segment. Unless noted to the contrary, it will be assumed that the product will be used in its most normal capacity. For example, a kitchen appliance, unless specifically stated to the contrary, will be assumed to be used within a household. The PSC loop also may be used when a for fee registration is being specified, such as an extended warranty or service contract. The PSC segment also may be used without the other segments in the loop to describe conditions of a standard, free warranty registration. The PSC segment is used to specify the period for the warranty or service contract. There may be other measures of service life of a product such as operation counter, an odometer to measure mileage of a vehicle, or a clock that measures operational hours.

         2. 200 · SSS · Special Services · Max >1 · Optional

            To specify special conditions or services associated with the purchased product

            The SSS special service segment is used in conjunction with the PSC segment to add any extra services to be specified within the service contract. For example, there may be a clause for 24 hour service or a guaranteed service response of no more than so many hours.

         3. 210 · AMT · Monetary Amount · Max >1 · Optional

            To indicate the total monetary amount.

            The repeated use of the AMT segment within the PSC loop allows the total amount of the contract to be specified as well as any special conditions on the amount.

         4. 220 · CUR · Currency · Max 1 · Optional

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

            The CUR segment is only required when the service contract is to be paid accross national boundaries.

         5. 230 · ITA · Allowance, Charge or Service · Max 1 · Optional

            To specify allowances, charges or services

            The ITA segment would be used in those special cases where the normal service contract cost does not apply. For example, in fleet sales, the product and its service contract may be bought from a local dealer, but because one purchaser buys many of them from several dealers spread across a geographic area, they get a discount or extra service on the purchase.

         6. 240 · TXI · Tax Information · Max 1 · Optional

            To specify tax information.

            The TXI, Tax Information segment, can be used to list the sales tax paid on a service contract. Also it identifies the taxing authority.

         7. 250 · ITD · Terms of Sale/Deferred Terms of Sale · Max 1 · Optional

            To specify terms of sale.

            The ITD segment is to be used in the case where the service contract is to be paid at regular intervals over the life of the contract. For example, the payments might be monthly or quarterly.

         8. 260 · N9 · Reference Number · Max >1 · Optional

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

            The N9 segment within the PSC loop can contain a unique code identifying the terms of the service contract. For example, repair order number or contract number as preassigned by the product's manufacturer. It also can be used to record the customer's method of payment for a service contract. It then would be used to contain the check number or charge card number. The expiration date on the charge card does not need to be recorded as the computer program entering the transaction only has to check that the card has not expired. N903 will be able to contain the name of the issuer of the card.

      8. SLN Loop Optional Repeat >1

         1. 270 · SLN · Subline Item Detail · Max 1 · Mandatory

            To specify product subline detail item data

            The SLN loop is used to describe subassemblies or parts within an assembly that may be covered by separate warranty conditions. A pair of data elements 234 and 235 in the SLN segment will be used to contain the serial number, lot number, model number, etc. of the subassembly being registered. All the loops and segments within the SLN loop perform the same functions for the subassemblies as their counterparts above did for the product.

         2. 280 · PID · Product/Item Description · Max >1 · Optional

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

         3. 290 · QTY · Quantity · Max 1 · Optional

            To specify quantity information.

         4. 300 · DTM · Date/Time Reference · Max >1 · Optional

            To specify pertinent dates and times

         5. 310 · REF · Reference Numbers · Max >1 · Optional

            To specify identifying numbers.

         6. N1 Loop Optional Repeat >1

            1. 320 · N1 · Name · Max 1 · Mandatory

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

               The N1 loop within the SLN loop provides the same capabilities for the single product as the N1 loop above in the LX loop provides for the entire sale. However, the assembly whose information is in the N1 loop is part of the product specified in the SLN loop.

            2. 330 · N2 · Additional Name Information · Max 2 · Optional

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

            3. 340 · N3 · Address Information · Max 3 · Optional

               To specify the location of the named party

            4. 350 · N4 · Geographic Location · Max 1 · Optional

               To specify the geographic place of the named party

            5. 360 · PER · Administrative Communications Contact · Max >1 · Optional

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

               The PER segment is used to provide an individual's or department's name or functional area and, if desired, their communication number for a phone, electronic mail, etc.

         7. PSC Loop Optional Repeat >1

            1. 370 · PSC · Product Service Contract · Max 1 · Mandatory

               To describe the conditions of a product service contract as in a warranty registration

            2. 380 · SSS · Special Services · Max >1 · Optional

               To specify special conditions or services associated with the purchased product

            3. 390 · AMT · Monetary Amount · Max >1 · Optional

               To indicate the total monetary amount.

            4. 400 · CUR · Currency · Max 1 · Optional

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

            5. 410 · ITA · Allowance, Charge or Service · Max 1 · Optional

               To specify allowances, charges or services

            6. 420 · TXI · Tax Information · Max 1 · Optional

               To specify tax information.

            7. 430 · ITD · Terms of Sale/Deferred Terms of Sale · Max 1 · Optional

               To specify terms of sale.

            8. 440 · N9 · Reference Number · Max >1 · Optional

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

2. 450 · SE · Transaction Set Trailer · Max 1 · Mandatory

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