EDI 850 Purchase Order

Functional Group PO

X12M Supply Chain Subcommittee

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.

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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 specify 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 taxes applying to the transaction or business described in 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 the exact type and terms of various discount information.

  15. To specify installment billing arrangement

  16. To specify pertinent dates and times

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

  18. To specify basic item identification data.

    If segment LIN is used, do not use LIN01.

  19. To specify service characteristic data

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

  21. To specify physical measurements or counts, including dimensions, tolerances, variances, and weights (See Figures Appendix for example of use of C001.)

  22. To identify the type and transmission of paperwork or supporting information

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

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

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

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

  27. To specify transportation special handling requirements or hazardous materials information or both

  28. To indicate identifying marks and numbers for shipping containers

  29. To specify restrictions/conditions (such as shipping, ordering)

  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

    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 define types and values for geographic location of real estate property

    6. To specify identifying numbers.

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

    8. To specify transportation instructions relating to shipment

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

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

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

    12. To specify transportation special handling requirements or hazardous materials information or both

    13. 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 line item data

      PO102 is required

    2. To specify service characteristic data

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

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

    5. To specify pricing information

    6. To specify physical measurements or counts, including dimensions, tolerances, variances, and weights (See Figures Appendix for example of use of C001.)

    7. PID Loop Optional
      Repeat 1000

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

      2. To specify physical measurements or counts, including dimensions, tolerances, variances, and weights (See Figures Appendix for example of use of C001.)

    8. To identify the type and transmission of paperwork or supporting information

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

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

    11. To specify identifying numbers.

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

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

    14. To specify allowances, charges or services

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

    16. To specify terms of sale.

    17. To specify the exact type and terms of various discount information.

    18. To specify installment billing arrangement

    19. To provide data required for proper notification/determination of applicable taxes applying to the transaction or business described in the transaction

    20. To specify transportation instructions relating to shipment

    21. To specify destination and quantity detail.

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

    23. To specify pertinent dates and times

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

    25. 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) and the sum of values of quantity (SCH01) should always equal the quantity ordered (PO102) in the PO1 segment.

    26. To identify a commodity or a group of commodities or a tariff page commodity

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

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

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

    30. To specify transportation special handling requirements or hazardous materials information or both

    31. To indicate identifying marks and numbers for shipping containers

    32. To indicate the total monetary amount.

      If AMT is used in the detail area, then AMT01 will = 1 and AMT02 will indicate total line amount as calculated by the sender.
    33. 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.

    34. 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 define types and values for geographic location of real estate property

      6. To specify identifying numbers.

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

      8. To specify transportation instructions relating to shipment

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

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

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

      12. To specify transportation special handling requirements or hazardous materials information or both

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

    35. SLN Loop Optional
      Repeat 1000

      1. To specify product subline detail item data

      2. To specify service characteristic data

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

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

      5. To identify a commodity or a group of commodities or a tariff page commodity

      6. To specify allowances, charges or services

      7. To specify pertinent dates and times

      8. N1 Loop Optional
        Repeat 10

        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 define types and values for geographic location of real estate property

        6. To specify identifying numbers.

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

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.

    If AMT is used in the summary area, then AMT01 will = TT and AMT02 will indicate total transaction amount as calculated by the sender.

  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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