850 Purchase Order

Introduction

This section describes mapping Information for:

Standard EDI Purchase Order (850)

ANSI X.12 Version 4010 VICS

VAN

GEIS

Qualifier ID Type:12

Qualifier ID:4043517987

Transaction Sets

Transaction sets must be enclosed in X.12 standard interchange (ISA-IEA) and functional group (GS-GE) envelopes.

·         Segment Terminator:Carriage Return/Line Feed, Hex 0D/0A

·         Element Separator:Asterisk Character, Hex 2A

Transaction Set Formats

The format depends on whether the order is for one store or multiple stores. See the mappings and examples below.

Format – 850 for One Store

ISAInterchange Start

GSGroup Start

HEADER LEVEL

STTransaction Set Header

BEGBeginning Segment for Purchase Order

REFReference Number – Vendor Number

PERAdministrative Communication Contact

ITDPayment and Discount Terms

DTMDate/Time Reference (Cancel after date)

DTMDate/Time Reference (Ship not before date)

DTMDate/Time Reference (Ship no later)

N9Reference Identification

MSGText Message

N1Name (Buyer)

N3Address Information (Buyer)

N1Name (Ship to)

N3Address (Ship to address)

DETAIL LEVEL

PO1Purchase Order Baseline Item Data

SUMMARY LEVEL

CTTTransaction Totals

SETransaction Set Trailer

GEGroup End

ISEInterchange End

Format – 850 for Multiple Stores

ISAInterchange Start

GSGroup Start

HEADER LEVEL

STTransaction Set Header

BEGBeginning Segment for Purchase Order

REFReference Number – Vendor Number

PERAdministrative Communication Contact

ITDPayment and Discount Terms

DTMDate/Time Reference (Cancel after date)

DTMDate/Time Reference (Ship not before date)

DTMDate/Time Reference (Ship no later)

N9Reference Identification

MSGText Message

N1Name (Ship to)

N3Address (Ship to address)

DETAIL LEVEL

PO1Purchase Order Baseline Item Data

SDQDestination Quantity

SUMMARY LEVEL

CTTTransaction Totals

SETransaction Set Trailer

GEGroup End

ISEInterchange End

ST – Transaction Set Header

The Transaction Set Header indicates the start of a transaction set and assigns a control number.

Example:ST*850*007910001

Ref

Elem ID

Element Name

Req

Type

Min/Max

Comments

ST01

143

Transaction Set Identifier Code

M

ID

3/3

850 – Purchase Order

ST02

329

Transaction Set Control Number

M

AN

4/9

Sequential number assigned by sender

BEG – Beginning Segment for Purchase Orders

The Beginning Segment for Purchase Orders indicates the beginning of a purchase order transaction set and transmits identifying numbers and date.

Example: BEG*00*SA*145685**20060614

Ref

Elem ID

Element Name

Req

Type

Min/Max

Comments

BEG01

353

Transaction Set Purchase Code

M

ID

2/2

00 – Original

07 – Release Order

BEG02

92

Purchase Order Type Code

M

ID

2/2

SA – Standard Alone

BEG03

324

Purchase Order Number

M

AN

1/22

 

BEG05

373

Purchase Order Date

M

DT

8/8

Date of P.O.

CCYYMMDD

REF – Reference Identification

Reference Identification specifies vendor number information.

Example:REF*IA*2488

Ref

Elem ID

Element Name

Req

Type

Min/Max

Comments

REF01

128

Reference Identification Qualifier

M

ID

2/3

IA – Vendor number – always send

DP – Department

(not used at this time)

REF02

127

Reference Identification

M

N

1/30

IA – Vendor number

DP – Department

(not used at this time)

PER – Administrative Communication Contact

The Administrative Communication Contact identifies a person to whom communications should be directed.

Example:PER*BD*SCOTT HUTTON

Ref

Elem ID

Element Name

Req

Type

Min/Max

Comments

PER01

366

Contact Code

M

ID

2/2

BD – Buyer ID

PER02

96

Buyer’s Name

M

AN

1/60

Buyers name

ITD – Terms of Sale /Deferred Terms

Terms of Sale/Deferred Terms specifies terms of sale.

This segment may not always be included.

Example:ITD***2**30

Ref

Elem ID

Element Name

Req

Type

Min/Max

Comments

ITD03

338

Terms Discount Percent

M

ID

1/6

Discount percent

ITD05

351

Terms Discount Days Due

M

N

1/3

Number of days from 2nd delivery date

DTM – Date/Time Reference

This instance of the Date/Time Reference specifies the Cancel After date.

Example:DTM*001*20060625

Ref

Elem ID

Element Name

Req

Type

Min/Max

Comments

DTM01

374

Date/Time Qualifier

M

ID

3/3

001 – Cancel after date

DTM02

373

Date

M

DT

8/8

Date (CCYYMMDD)

DTM – Date/Time Reference

This instance of the Date/Time Reference specifies the Ship Not Before date.

This segment may not always be included.

Example:DTM*037*20060616

Ref

Elem ID

Element Name

Req

Type

Min/Max

Comments

DTM01

374

Date/Time Qualifier

M

ID

3/3

037 – Ship not before date

DTM02

373

Date

M

DT

8/8

Date (CCYYMMDD)

DTM – Date/Time Reference

This instance of the Date/Time Reference specifies the Ship No Later date.

Example:DTM*038*20060625

Ref

Elem ID

Element Name

Req

Type

Min/Max

Comments

DTM01

374

Date/Time Qualifier

M

ID

3/3

038 – Ship no later

DTM02

373

Date

M

DT

8/8

Date (CCYYMMDD)

N9 – Reference Identification Qualifier

The Reference Identification Qualifier transmits identifying information. This segment may not always be included.

Example:N9*AH*0001

Ref

Elem ID

Element Name

Req

Type

Min/Max

Comments

N901

128

Reference Identification Qualifier

M

AN

2/3

AH – Agreement

N902

127

Sequential reference number

X

N

1/30

Agreement number

MSG – Message Text

Message Text provides a free-form format for transmitting text information. This segment may not always be included.

Example:MSG*CP/PRE/FLAT/SHIP TO PATTERSON,NJ/LABEL CARTON 8 UN/PER/STYLE

Ref

Elem ID

Element Name

Req

Type

Min/Max

Comments

MSG01

933

PO Message

M

AN

1/264

Free form message

N1 – Name (Buyer)

Name (Buyer) identifies a buying party by type of organization, name and code. Do not use N1 segments when ordering for multiple stores.

Example:N1*BY**92*261

Ref

Elem ID

Element Name

Req

Type

Min/Max

Comments

N101

98

Entity Identifier Code

M

ID

2/3

BY- Buying Partner

N102

93

Name

O

AN

2/80

Store name

N103

66

Identification Code Qualifier

M

ID

2/2

01 – Duns #

09 – Duns # + Store #

92 – Store #

N104

67

Identification Code

M

AN

2/80

01 – Duns #

09 – Duns # + Store #

92 – Store #

N3 – Address Information (Buyer)

Address Information (Buyer) specifies the location of the named buying party.

Example:N3*239 LINDBERGH PL , BLDG #4PATERSON, NJ 07503

Ref

Elem ID

Element Name

Req

Type

Min/Max

Comments

N301

166

Address Information

M

AN

1/55

Store address

Street, city, state and zip

N1 – Name (Ship To)

An N1(Ship to) segment is required.

Name (Ship To) identifies the Ship To location by type of organization, name and code.

Example:N1*ST**92*261

Ref

Elem ID

Element Name

Req

Type

Min/Max

Comments

N101

98

Entity Identifier Code

M

ID

2/3

ST – Ship To

N102

93

Name

O

AN

2/80

Store name

N103

66

Identification Code Qualifier

M

ID

2/2

92 – Store and DC#

N104

67

Identification Code

M

AN

2/80

01 –Ship to store# in SDQ

02 –Ship to store# in SDQ

04 –Ship to store# in SDQ

06 –Ship to Houston DC

Store# –Ship direct to store

If N104 = 006 and SDQ is present, then all stores should be combined into one 856.

If N104 = 001,002, or 004, then one ASN per SDQ.

N3 – Address Information (Ship To)

Address Information (Ship To) specifies the location of the ship to party.

Example:N3*239 LINDBERGH PL , BLDG #4PATERSON, NJ 07503

Ref

Elem ID

Element Name

Req

Type

Min/Max

Comments

N301

166

Address Information

M

AN

1/55

Store address

Street, city, state and zip

PO1 – Baseline Item Data

Baseline Item Data specifies the basic and most frequently used line item data.

Example:PO1*000102*2*EA*6.50*QT*UP*421023640040*VA*AUB-90-2171-11

Ref

Elem ID

Element Name

Req

Type

Min/Max

Comments

PO101

350

Assigned Identification

M

AN

1/20

PO Line #

PO102

330

Quantity Ordered

M

R

1/15

Number of units ordered

PO103

355

Unit or Basis for Measurement Code

M

ID

2/2

EA - Each

PO104

212

Unit Cost

M

R

1/17

Cost per unit of product

PO105

639

Basis of Unit Price Code

M

ID

2/2

QT – Quoted Price

PO106

235

Product ID Qualifier

M

ID

2/2

UP - K&G’s UPC code

PO107

234

Product ID

M

AN

1/48

K&G’s UPC Code

P0108

235

Product ID Qualifier

M

ID

2/2

VA – Vendor’s style ID

P0109

234

Product ID

M

AN

1/48

Vendor’s style number

SDQ – Destination Quantity

SDQ segments specify final destination and quantity detail. Every SDQ segment can contain at most 10 stores.

Example:SDQ*EA*92*070*25*071*15*072*20

Ref

Elem ID

Element Name

Req

Type

Min/Max

Comments

SDQ01

355

Unit Code

M

ID

2/2

EA-each

SDQ02

66

Identification Code Qualifier

M

ID

2/2

92 – Assigned by Buyer

SDQ03

67

Identification Code

M

AN

1/80

Store number

SDQ04

380

Quantity

M

R

1/15

Quantity to be Shipped/Packed for the store

SDQ05-SDQ22

67/380

Identification Codes and Quantity

 

 

 

Similar as SDQ03 and SDQ04

CTT – Transaction Totals

Transaction Totals transmits the total for a specific element in the transaction set.

Example:CTT*4

Ref

Elem ID

Element Name

Req

Type

Min/Max

Comments

CTT01

354

Number of Line Items

M

N

1/6

Total number of P01 segments

SE – Transaction Set Trailer

The Transaction Set Trailer indicates the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments).

Example:SE*51*007910001

Ref

Elem ID

Element Name

Req

Type

Min/Max

Comments

SE01

96

Number of Included Segments

M

N0

1/10

Total number of segments included in a transaction set including ST and SE segments

SE02

329

Transaction Set Control Number

M

AN

4/9

Identifying control number – this must be the same number as is in the ST segment (ST02) for the transaction set.