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

  4. To specify identifying information

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

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

  7. To specify transportation instructions relating to shipment

  8. To specify pricing information

  9. To indicate a quantity, and/or amount for an identified period

  10. To specify general conditions or requirements of the sale

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

  12. SAC Loop Optional
    Repeat 25

    1. To request or identify a service, promotion, allowance, or charge; to specify the amount or percentage for the service, promotion, allowance, or charge

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

  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 or transmission or both 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 and sequence of routing and 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 qualify percent amounts and supply percent amounts

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

  31. To specify tax information

  32. AMT Loop Optional
    Repeat >1

    1. To indicate the total monetary amount

    2. To specify identifying information

    3. To specify pertinent dates and times

    4. To qualify percent amounts and supply percent amounts

    5. FA1 Loop Optional
      Repeat >1

      1. To specify the organization controlling the content of the accounting citation, and the purpose associated with the accounting citation

      2. To specify the detailed accounting data

  33. N9 Loop Optional
    Repeat 1000

    1. To transmit identifying information as specified by the Reference Identification Qualifier

    2. To specify pertinent dates and times

    3. To provide a free-form format that allows 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 of a geographic location

    6. To specify identifying information

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

    8. To specify service characteristic data

    9. To specify transportation instructions relating to shipment

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

    11. To specify the carrier and sequence of routing and provide transit time information

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

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

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

  35. LM Loop Optional
    Repeat >1

    1. To transmit standard code list identification information

    2. Code to transmit standard industry codes

  36. SPI Loop Optional
    Repeat >1

    1. To provide a description of the included specification or technical data items

    2. To specify identifying information

    3. To specify pertinent dates and times

    4. To provide a free-form format that allows the transmission of text information

    5. N1 Loop Optional
      Repeat 20

      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 specify identifying information

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

      7. To provide a free-form format that allows the transmission of text information

    6. CB1 Loop Optional
      Repeat >1

      1. To specify contract and cost accounting standards data

      2. To specify identifying information

      3. To specify pertinent dates and times

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

      5. To provide a free-form format that allows the transmission of text information

  37. ADV Loop Optional
    Repeat >1

    1. To convey advertising demographic information

    2. To specify pertinent dates and times

    3. To specify textual data

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 basic item identification data

    3. To specify service characteristic data

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

    5. To specify basic data about the contract or contract line item

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

    7. CTP Loop Optional
      Repeat >1

      1. To specify pricing information

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

    8. To indicate a quantity, and/or amount for an identified period

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

    10. 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)

    11. To identify the type or transmission or both of paperwork or supporting information

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

    13. To specify identifying information

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

    15. SAC Loop Optional
      Repeat 25

      1. To request or identify a service, promotion, allowance, or charge; to specify the amount or percentage for the service, promotion, allowance, or charge

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

      3. To specify pricing information

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

    17. To specify general conditions or requirements of the sale

    18. To specify terms of sale

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

    20. To specify installment billing arrangement

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

    22. To specify transportation instructions relating to shipment

    23. To specify destination and quantity detail

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

    25. To specify pertinent dates and times

    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 and sequence of routing and 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 qualify percent amounts and supply percent amounts

    32. To indicate identifying marks and numbers for shipping containers

    33. To provide a free-form format that allows the transmission of text information

    34. To provide a description of the included specification or technical data items

    35. To specify tax information

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

    37. QTY Loop Optional
      Repeat >1

      1. To specify quantity information

      2. To specify service characteristic data

    38. SCH Loop Optional
      Repeat 200

      1. 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.

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

      3. To specify the carrier and sequence of routing and provide transit time information

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

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

      6. To specify identifying information

    39. PKG Loop Optional
      Repeat 200

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

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

    40. To indicate that the next segment begins a loop

    41. LDT Loop Optional
      Repeat >1

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

      2. To specify quantity information

      3. To provide a free-form format that allows the transmission of text information

      4. To specify identifying information

      5. LM Loop Optional
        Repeat >1

        1. To transmit standard code list identification information

        2. Code to transmit standard industry codes

    42. To indicate that the loop immediately preceding this segment is complete

    43. N9 Loop Optional
      Repeat 1000

      1. To transmit identifying information as specified by the Reference Identification Qualifier

      2. To specify pertinent dates and times

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

      4. To provide a free-form format that allows the transmission of text information

    44. 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 specify quantity information

      6. To define types and values of a geographic location

      7. To specify identifying information

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

      9. To specify service characteristic data

      10. To specify pertinent dates and times

      11. To specify transportation instructions relating to shipment

      12. To specify the data for scheduling a specific line-item

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

      14. To specify the carrier and sequence of routing and provide transit time information

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

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

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

      18. LDT Loop Optional
        Repeat >1

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

        2. To indicate identifying marks and numbers for shipping containers

        3. To specify quantity information

        4. To provide a free-form format that allows the transmission of text information

        5. To specify identifying information

    45. SLN Loop Optional
      Repeat 1000

      1. To specify product subline detail item data

      2. To provide a free-form format that allows the transmission of text information

      3. To specify service characteristic data

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

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

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

      7. To convey advertising demographic information

      8. To specify pertinent dates and times

      9. To specify pricing information

      10. To indicate a quantity, and/or amount for an identified period

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

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

      13. N9 Loop Optional
        Repeat >1

        1. To transmit identifying information as specified by the Reference Identification Qualifier

        2. To specify pertinent dates and times

        3. To provide a free-form format that allows the transmission of text information

      14. SAC Loop Optional
        Repeat 25

        1. To request or identify a service, promotion, allowance, or charge; to specify the amount or percentage for the service, promotion, allowance, or charge

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

        3. To specify pricing information

      15. QTY Loop Optional
        Repeat >1

        1. To specify quantity information

        2. To specify service characteristic data

      16. 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 of a geographic location

        6. To specify identifying information

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

        8. To specify service characteristic data

    46. AMT Loop Optional
      Repeat >1

      1. To indicate the total monetary amount

      2. To specify identifying information

      3. To qualify percent amounts and supply percent amounts

    47. LM Loop Optional
      Repeat >1

      1. To transmit standard code list identification information

      2. Code to transmit standard industry codes

Summary

Position
Segment
Name
Max use
  1. CTT Loop Optional
    Repeat 1

    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.

  2. 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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