EDI 561 Contract Abstract

Functional Group D4

X12M Supply Chain Subcommittee

This X12 Transaction Set contains the format and establishes the data contents of the Contract Abstract Transaction Set (561) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used to abstract a new contract, abstract a change in terms of a previously abstracted contract, or to correct a previously transmitted abstract. This bi-directional transaction set includes the information necessary to administer a contract, including modifications and corrections to that contract, and provides an acknowledgment mechanism to enable management of the contract administration process. This transaction set is typically used internally within a business entity as a post-award management report, when the purchasing and contract administration functions are separated within that entity.

Heading

1. 0100 · ST · Transaction Set Header · Max 1 · Mandatory

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

2. 0200 · BGN · Beginning Segment · Max 1 · Mandatory

   To indicate the beginning of a transaction set

3. 0300 · N9 · Extended Reference Information · Max 1 · Optional

   To transmit identifying information as specified by the Reference Identification Qualifier

4. LM Loop Optional Repeat >1

   1. 0400 · LM · Code Source Information · Max 1 · Mandatory

      To transmit standard code list identification information

      The LM loop identifies industry code data unique to the transaction set.

   2. 0500 · LQ · Industry Code Identification · Max 100 · Mandatory

      To identify standard industry codes

5. N1 Loop Optional Repeat >1

   1. 0600 · N1 · Party Identification · Max 1 · Mandatory

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

      The N1 loop carries address information such as the purchasing party and the contract administration office.

   2. 0700 · N2 · Additional Name Information · Max 2 · Optional

      To specify additional names

   3. 0800 · N3 · Party Location · Max 2 · Optional

      To specify the location of the named party

   4. 0900 · N4 · Geographic Location · Max 1 · Optional

      To specify the geographic place of the named party

   5. 1000 · G61 · Contact · Max 1 · Optional

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

Detail

1. HL Loop Mandatory Repeat >1

   1. 0100 · HL · Hierarchical Level · Max 1 · Mandatory

      To identify dependencies among and the content of hierarchically related groups of data segments

   2. 0200 · CS · Contract Summary · Max 1 · Optional

      To provide information about a contract

      The CS segment carries the details of a specific contract.

   3. 0300 · G62 · Date/Time · Max 2 · Optional

      To specify pertinent dates and times

   4. 0400 · ITD · Terms of Sale/Deferred Terms of Sale · Max >1 · Optional

      To specify terms of sale

   5. 0500 · PO1 · Baseline Item Data · Max 1 · Optional

      To specify basic and most frequently used line item data

   6. 0600 · SLN · Subline Item Detail · Max 1 · Optional

      To specify product subline detail item data

   7. 0700 · N9 · Extended Reference Information · Max 10 · Optional

      To transmit identifying information as specified by the Reference Identification Qualifier

   8. 0800 · AMT · Monetary Amount Information · Max 1 · Optional

      To indicate the total monetary amount

   9. 0900 · PCT · Percent Amounts · Max 2 · Optional

      To qualify percent amounts and supply percent amounts

      To carry the percent variation in quantity over and under for a specified deliverable quantity of an item.

   10. 1000 · PID · Product/Item Description · Max 10 · Optional

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

   11. FA1 Loop Optional Repeat >1

       1. 1110 · FA1 · Type of Financial Accounting Data · Max 1 · Mandatory

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

       2. 1120 · FA2 · Accounting Data · Max >1 · Mandatory

          To specify the detailed accounting data

       3. 1200 · AMT · Monetary Amount Information · Max 2 · Optional

          To indicate the total monetary amount

       4. 1300 · N9 · Extended Reference Information · Max 1 · Optional

          To transmit identifying information as specified by the Reference Identification Qualifier

   12. LM Loop Optional Repeat >1

       1. 1400 · LM · Code Source Information · Max 1 · Mandatory

          To transmit standard code list identification information

       2. 1500 · LQ · Industry Code Identification · Max 100 · Mandatory

          To identify standard industry codes

   13. N1 Loop Optional Repeat >1

       1. 1600 · N1 · Party Identification · Max 1 · Mandatory

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

          The N1 loop carries address information about the contractor, paying office, accounting station, and inventory control point.

       2. 1700 · N2 · Additional Name Information · Max 2 · Optional

          To specify additional names

       3. 1800 · N3 · Party Location · Max 2 · Optional

          To specify the location of the named party

       4. 1900 · N4 · Geographic Location · Max 1 · Optional

          To specify the geographic place of the named party

       5. 2000 · G61 · Contact · Max 1 · Optional

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

   14. SCH Loop Optional Repeat >1

       1. 2100 · SCH · Line Item Schedule · Max 1 · Mandatory

          To specify the data for scheduling a specific line-item

       2. N1 Loop Optional Repeat >1

          1. 2200 · N1 · Party Identification · Max 1 · Mandatory

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

             The N1 loop carries address information for each delivery location.

          2. 2300 · N2 · Additional Name Information · Max 2 · Optional

             To specify additional names

          3. 2400 · N3 · Party Location · Max 2 · Optional

             To specify the location of the named party

          4. 2500 · N4 · Geographic Location · Max 1 · Optional

             To specify the geographic place of the named party

   15. RRE Loop Optional Repeat >1

       1. 2600 · RRE · Contract Related Error Reporting · Max 1 · Mandatory

          To specify rejection information

          The RRE loop is used to report errors in the contract.

       2. 2700 · REF · Reference Information · Max >1 · Optional

          To specify identifying information

       3. 2800 · PO1 · Baseline Item Data · Max >1 · Optional

          To specify basic and most frequently used line item data

       4. 2900 · DTM · Date/Time Reference · Max >1 · Optional

          To specify pertinent dates and times

Summary

1. 0100 · CTT · Transaction Totals · Max 1 · Optional

   To transmit a hash total for a specific element in the transaction set

   CTT01 is the number of iterations of HL segment. If used, CTT02 is the hash total of the values found in quantity ordered (PO102) for each PO1 segment. See data element 347 for proper hashing technique.

2. 0200 · 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)