Industrial/Commercial Industry Conventions & Implementation Guidelines for Electronic Data Interchange
DISCLAIMER The Uniform Code Council, Inc. (UCC) is providing this voluntary guide as a service to interested industries. This voluntary guide was developed through a consensus process of interested parties. Although efforts have been made to assure that the guide is correct, reliable, and technically accurate, the UCC makes no warranty or representation, express or implied, that this guide is correct, will not require modification as experience and technological advances dictate, or will be suitable for any purpose or workable in any application, or otherwise. Use of the guide is with the understanding that the UCC has no liability for any claim to the contrary, or for any damage or loss of any kind or nature. If a user perceives a need for a change to the guide, it should contact the Uniform Code Council, Inc. Users are cautioned that this is a voluntary industry guide. Should it conflict with government laws or regulations, the legal requirements suspersede the guide.
In this publication the letters U.P.C. are used solely as an abbreviation for the Universal Product Code, which is a product identification system. They do not refer to the UPC, which is a federally registered certification mark of the International Association of Plumbing and Mechanical Officials (IAPMO) to certify compliance with the Uniform Plumbing Code as authorized by IAPMO. Copyright 1990-1998 Uniform Code Council, Inc. All Rights Reserved. Published exclusively by Washington Publishing Company
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Table of Contents
I - STATEMENT OF DIRECTION . . . . . . . . . . . . . . . . . . . . . . . . . . 1 II - INTRODUCTION TO EDI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
INTRODUCTION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
V - OVERVIEW OF FORMAT. . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
INTRODUCTION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . IMPLEMENTATION GUIDELINE FORMAT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . DATA FORMAT SPECIFICATIONS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CODING POLICY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . STANDARDS CHANGE REQUEST PROCEDURE . . . . . . . . . . . . . . . . . . . . . . . . . 19 20 25 27 28
VI - CONTROL CONCEPTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
DATA HANDLING RESPONSIBILITIES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . TRANSMISSION STRUCTURE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . SECURITY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ACKNOWLEDGMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . RETRANSMISSION OF TRANSACTIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . NETWORK CENTRIC PROCESSING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . NETWORK-CENTRIC EDI PROCESSING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 31 32 32 33 33 34
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X - TRANSACTION SETS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
810 INVOICE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 850 PURCHASE ORDER . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133 997 FUNCTIONAL ACKNOWLEDGMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
XI - DATA GLOSSARY. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237 APPENDIX A - EXTENDED DATA ELEMENT LISTING . . . . . . . A1 APPENDIX B - EXTERNAL CODE SOURCE LISTING . . . . . . . B1
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I - STATEMENT OF DIRECTION
The Industrial/Commercial (I/C) EDI program is a cross sector effort designed to leverage the benefits of a common set of implementation guidelines to satisfy the EDI requirements for those companies wishing to acquire, distribute, transport or sell Maintenance, Repair, Operations (MRO), Raw Materials and Packaging materials. The key to the success of the I/C EDI effort will be the disciplined adherence to the I/C EDI Implementation Guidelines. This practice will expedite EDI implementation and reduce overall costs. Therefore, the issue of non conforming EDI transmissions is an important one. The sender and receiver of the transmission using 004010IC in the GS08 element will expect that all of the segments, elements and codes contained therein conform to the I/C EDI guidelines. Additional information that is outside of the I/C EDI Implementation Guidelines but supported by the ASC X12 standard could be communicated. However, for the reasons stated above, this practice is strongly discouraged. Any business need that is not addressed in the current release of this guideline should be submitted to the I/C SMC so that the business requirement can be addressed and satisfied in a timely manner.
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II - INTRODUCTION TO EDI
INTRODUCTION
The intent of this publication is to assist companies desiring to implement the Industrial/Commercial (I/C) sector subset of the ASC X12 Electronic Data Interchange(EDI) standards. Many companies are already using computers to send business documents instead of mailing paper documents. Since computerized transmission of business data will very quickly replace traditional paper based systems, it is important for the I/C sector to establish and maintain guidelines for these activities. This publication has been developed through the cooperative efforts of representatives from I/C manufacturers, I/C wholesalers/distributors and end users of I/C products, under the umbrella of the Uniform Code Council, Inc. (UCC). The I/C Standards Maintenance Committee (SMC) was formed with the objective of identifying and maintaining a common interpretation by the I/C sector of the Electronic Data Interchange Standards. The I/C SMC will review these Conventions and Implementation Guidelines for annual publication. Any comments or questions, concerning this publication, should be directed to the Uniform Code Council, Inc.
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BENEFITS OF EDI
Why should Industrial/Commercial product manufacturers, wholesalers/distributors and end users establish EDI links? The reasons for implementing EDI are directly related to a companys desire to remain competitively positioned within its respective marketplace. Listed below are some of the major benefits realized by many companies already involved in EDI.
Reduced process cycle time Increased customer service Increased sales Reduced inventory carrying cost Reduced manual data entry Improved accuracy Reduced postage and handling cost Reduced printing cost of forms Reduced lead times Reduced filing of paperwork
The benefits of industry driven business process improvement efforts such as Vendor Managed Inventory (VMI), Quick Response and Industry Data Warehousing have been documented in numerous publications. EDI is one tool that facilitates the implementation of these efforts and is essential to fully realize the benefits of these programs. However, the most compelling reason to implement EDI is in response to major trading partners requesting the establishment of those links in order that they might realize the benefits. The cost to implement EDI can and will vary widely among companies. The skills of the business and technical personnel, the design and condition of existing computer systems, but most importantly, the ability of the organization to absorb and adapt to change, will determine the cost of this effort. The companies that have implemented EDI have done so because they believe that
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the benefits are tangible, that the benefits outweigh the costs, and that EDI will become a commonly used vehicle in conducting business in the future. The EDI Implementation Considerations (Section IV) provide a guideline for implementing an EDI project, and will provide assistance in identifying the cost of your project.
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3. Conduct EDI research and develop high level Education Program. This research and education is critical to the development of the organizations EDI plan. There are numerous web sites that offer white papers and case studies as well as many hyper links to EC/EDI sites. Check out industry associations as well as national organizations as another source of information. Once the research is completed, its time to develop a high level education program for key personnel. 4. Develop a project plan. This project plan should be developed based on the application of the results from research findings. The plan should: a. Develop overall strategic direction for the EC/EDI program b. List tasks and proposed time-line c. Estimate resources for each task d. Identify potential savings for each proposed document 5. Prioritize transactions based on both internal requirements and external demands. Survey suppliers/customers to determine their capabilities/needs and then compare these results to the organizations capabilities and expectations. 6. Develop translation strategy. I/C EDI requires the use of software to translate the senders internal data into the I/C EDI format. Additionally this software performs editing and control functions. Translation software options are summarized below: a. Commercial translation packages b. Core business turnkey application software that includes EDI translation c. Value added networks/service providers 7. Understand the role of translation software. a. Outgoing data 1) Converts proprietary data to I/C EDI Implementation Guideline format 2) Generates required control segments and transmission envelopes 3) Verifies that data meets ASC X12 specifications based on the version of the standard being used 4) Performs code and qualifier conversions from internal designations to those defined for use b. Incoming data 1) Reformats I/C EDI data into internally accessible formats 2) Validates transmission functional group and transaction set controls 3) Performs compliance checks on data received based on the version of the standard transmitted 4) Generates the functional acknowledgment (997) for transmission back to the sender
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8. Research, purchase and install any necessary hardware/software. Commercial software packages are available, to perform the above functions, that can operate on a variety of computer platforms. 9. Research and evaluate communication methods. This can be accomplished through a Value Added Network (VAN), direct connection with the trading partner, or Internet. Funds must be budgeted for modems, telephone lines and associated charges, computer ports, and administrative costs. 10. Generate a target list of suppliers and customers. Survey this list using the Partner Initial Survey contained in this document to determine ability and willingness to participate. Based on these results identify a pilot partner to begin initial testing. If possible, choose an experienced and willing trading partner with whom the organization has an established relationship. 11. Review internal systems and business procedures. A complete process flow analysis of current business systems should be performed. Processes for creating business information should be documented and the flow of information should be identified. Internal policies and procedures affecting the use of business information should be included in the analysis. This might include the distribution of business documents, filing and matching requirements, retention rules, legal and security requirements, etc. Using this information, the project team can determine how I/C EDI should be integrated into existing systems, and whether any current policies or procedures must be changed. The results of this review will also permit the development of a preliminary estimate of the effort required to achieve I/C EDI integration.
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6. Develop required internal application interfaces. Commercially available packaged business systems solutions may already be EDI capable. However, because internally developed application systems vary significantly from company to company, specific interface guidelines cannot be given. Interface or bridge programs must be developed at both ends of an information exchange in order to provide and extract data to/from an application. To develop the requirements for an interface or bridge program, companies must compare the data available in their internal systems with the data defined in the transactions to be used. This procedure is known as data mapping. The first step in data mapping is to determine if internal systems and data files contain the information required to format a valid I/C transaction. 7. Develop training materials and schedule training for users. 8. Synchronize internal databases to accommodate electronic trading partner requirements. For example, item information and prices between trading partners. 9. Inform Value Added Network (VAN) of new trading relationship. There are certain test procedures to follow to ensure accurate and complete transmissions, and to validate pickup and delivery procedures and timing. The service providers work directly with their clients to plan, schedule and perform the required testing. Transmission of I/C data should be monitored on a regular basis to verify the effectiveness and timeliness of the VAN and any interconnects with other VANs. If the timeliness of end-to-end delivery of I/C documents is critical, companies may want to negotiate service level agreements with their VANs. For example, a company may require documents sent to their VAN be delivered to a trading partners mailbox within a specified time, regardless of which VAN that trading partner is using. Priority routing may be necessary for time critical documents by document type or trading partners. Where interconnects exist, the relationship between VANs should be evaluated. 10. Send/Receive first test document. A complete system test with a companys initial trading partner verifies the completeness and accuracy of the exchange of data. It determines compliance and accuracy of the data exchange. It determines compliance with any unique conditions that have been mutually agreed upon by the partners. From a technical standpoint, the purpose of the complete system test is to verify the following capabilities: a. The ability to send and receive transmissions to and from the trading partner b. The translation of documents to and from I/C formats c. The ability to process the output from the translation process d. The generation of the Functional Acknowledgment (997) Some companies have found it useful to meet with their pilot trading partner prior to system testing. Such meetings typically include representatives from merchandising/sales, accounting, customer service, data processing and other functions involved in the I/C project effort. This meeting can ensure that all aspects of the test are covered including the separation of test and live data.
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Other companies have found it sufficient to plan the testing by telephone, rather than with an actual meeting. After initial implementation and when expanding to additional trading partners, many companies adopt this less formal approach. 11. Send/Receive a 997 Functional Acknowledgment. I/C EDI guidelines require that a Functional Acknowledgment be sent following the receipt of every EDI transaction set. The 997 should be generated automatically. The Functional Acknowledgment should be reviewed by the receiver for syntax errors. The Functional Acknowledgment has the capability to return transaction set level detail, as well as group level detail. The current I/C industry capabilities dictate the Functional Acknowledgment be returned at the group level, but the future goal is for the industry to return the Functional Acknowledgment at the transaction set level. 12. Identify problem areas and correct maps and/or system interfaces as necessary. 13. Establish mutually agreed upon times to send and receive EDI documents. 14. Initial Implementation and Start-up. Once all testing procedures and internal personnel orientation have been completed, actual startup can take place. Initial implementation always involves parallel processing. This means that paper documents, facsimiles or other manual methods of information exchange are used as a backup to the I/C EDI transmissions, which function as the actual business transactions. When companies are satisfied with both the timing and accuracy of the I/C EDI test transmissions, and when the personnel involved are comfortable working in a paperless environment, implementation can proceed to true production status. This implies that manual methods of information exchange are no longer used and that full reliance is placed on the I/C EDI exchanges. The transition time from a parallel mode to a production mode varies widely, ranging from a matter of a few days to several weeks. The timing typically depends on the quality and completeness of the pre-implementation effort, and the extent to which product files have been synchronized prior to beginning parallel operation. While the length of time required to achieve production status may vary from user to user, it is important to establish a specific target date to go live with new trading partners. Lack of such a timetable can result in a lengthy period of parallel processing which delays the realization of benefits and hurts the credibility of a companys I/C EDI program.
COMMUNICATION METHODS
Several communication standards are used throughout the Industrial/Commercial sector. This allows for multiple communication standards to satisfy all customer/supplier needs. The communication of the message syntax is generally accomplished in one of three ways: 1. Value Added Network (VAN) 2. Direct trading partner interface 3. Internet
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Value Added Network (VAN) The Value Added Network (VAN) acts as a clearinghouse for information passing between many suppliers and customers. The networks data management function can be thought of as a large mailbox, where each user has an assigned slot. The network accepts messages from all participants and stores them in the appropriate slots, where only the assigned users may access them. This simplifies EDI for the trading partners, who only need to interface with their mailbox slot on the network, instead of with each individual trading partner. The network also takes over some of the control functions which must be performed by direct transmission participants. Direct Communication This method of communication eliminates the ongoing expense of a VAN. However, direct communication with trading partners requires an in-house communication system capable of providing the services a VAN would otherwise provide. These services include: electronic mailbox capability, security to limit system access, the ability to handle a variety of protocols and data transmission rates and the acceptable timing of the transfer of information between trading partners. Internet In recent years the Internet has become an option for transmitting EDI data between customers and suppliers. The upside is that the Internet is relatively inexpensive. However, the other business concerns such as secure transmission, transmission audit trails and confirmed delivery must be addressed and resolved for the Internet to be considered a viable communication alternative.
POST-IMPLEMENTATION CONSIDERATIONS
Once initial implementation has been successfully achieved, there are three major ongoing considerations:
Expanding I/C EDI usage to additional trading partners Enlarging I/C EDI processing by implementing additional transaction sets Keeping systems current with changes in the standard and with its use in the
Industrial/Commercial (I/C) Sectors. Decisions regarding these issues should be based on what makes the most business sense for the company.
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I/C EDI guidelines standardize how companies communicate data, it does not standardize internal operation and applications, nor does it standardize specific business relationships between companies. Since many companies survey current trading partners as part of their I/C EDI implementation plan, expansion to additional partners flows from this plan. In order to select trading partners purposefully, this initial plan should factor in high volume trading partners which would allow the company to exceed the break-even cost point with the fewest number of partners. It should also select as potential partners companies that have an established track record in EDI to enable a smooth transition. The UCC EDI Member Directory and the EDI Users Annual Activity Report, published by the Uniform Code Council, Inc. are useful in identifying potential trading partners. EDI User Group meetings and seminars sponsored by the Uniform Code Council, Inc. as well as other industry forums, also may be used to network with potential trading partners.
regularly to see who is doing what. Both of these documents can be obtained from the UCC.
Review a list of current and potential trading partners and periodically contact
they can use. (Surveys should be conducted regularly since trading partners capabilities are constantly changing.)
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General Issues:
Avoid sending redundant and superfluous information. Rely on the trading
partner profile and other databases to eliminate sending repetitive information. (e.g., address of predefined shipping locations, the currency used and item description). These segments should be omitted unless the buyer wishes to override the assumptions.
Wherever possible, information relating to a majority of the items should be
communicated at the header level. This information is then omitted at the line item level unless that particular item differs from the information at the header. Information sent at the line item level will always supersede information sent in the header.
The SCC-14 is the recommended method of identifying the item and packaging
level in all I/C EDI transaction set implementation guidelines. Until the use of the SCC-14 is fully implemented, the Universal Product Code (U.P.C.)(12 Digit) is an acceptable alternative. This does not mean that either the buyer or the seller needs to change their internal part numbers to a SCC-14 or U.P.C., but rather that both parties need to store these numbers as a cross reference. This will enable a standard product ID to then be used throughout the supply chain to describe products.
Retention of line numbers (PO101) from the buying partys purchase order is
strongly encouraged. While optional within this guideline, buyers line item numbers may need to be returned in subsequent documents such as the 855 Purchase Order Acknowledgment, 856 Ship Notice/Manifest, and the 810 Invoice.
The use of free form text messages (NTE, MSG, MTX segments) within trans-
action sets is strongly discouraged as these cannot be interpreted by the receivers computer. Human interpretation and intervention should be avoided to speed processing. Business System Issues:
To expedite error resolution, your business application should be able to display
These tables can be used to translate incoming EDI information into data the host computer system can process. For example, a table of DUNS numbers could be set up to read the shipping locations of a trading partner on a purchase order and translated into the customer codes used by the receiving computer.
Application software should be able to recognize if any transaction received is a
delivery and receipt of each transaction. This audit trail tracks the life cycle of a document.
A system to archive raw data should comply with all government and corporate
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Use of characters in your database(s) that are also segment and data element
separators should be avoided. If you must use any of these characters, they must be stripped out prior to EDI translation. Translation Software Issues:
Translation software should allow a company to specify different element sepa-
rators, sub-element separators, and data segment terminators for different trading partners. See section VIII for I/C EDI Control Segments.
Trading partner templates or overlays contain all of the segments that will be used
with each trading partner and contain all of the maps and table numbers that will instruct your computer how to create an outgoing message, or process an incoming message. It is recommended that you consolidate trading partners through a generic I/C EDI transaction set map.
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Company Name: EDI Business Contact: Address: Phone: Fax: EDI Technical Contact: Address: Phone: Fax:
Title: City: E-Mail: Title: City: E-Mail: Current EDI Capabilities St: Zip: St: Zip:
Are you currently capable of EDI? Yes No If No, when are you planning of being EDI capable? If Yes, please answer the following: Which EDI Transaction sets do you currently send? Which EDI Transaction sets do you currently receive? What standards do you follow? ASC X12 EDIFACT UCS I/C GEDI EANCOM
What guidelines do you support? VICS-EDI What is the highest version you can process?
Do you support Electronic Funds Transfer (EFT)? Yes No If Yes, which do you support? EDI 820 ACH (CCD, CCD+, CTX) Do you process EDI data yourself? Yes If No, who provides this service for you? What Value Added Network do you use? List your current Sending times: List your current Receiving times: Do you do Direct Communications with any of your EDI trading partners? Yes No
Please complete and return by: MMDDYY
No
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999999999
ABC Co.
DUNS NUMBER COMPANY NAME ADDRESS 999999999 ABC Co. 1200 Industrial Drive Anywhere, TN 37172
VENDOR/CUSTOMER
*Note: The Trading Partner Profile should also contain Transaction Set specific default data that is established up front between trading partners. This eliminates the need to send repetitive data in each transaction set. See Transaction Set business examples section for examples of typical data to be included in the Trading Partner Profile.
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V - OVERVIEW OF FORMAT
INTRODUCTION
The purpose of this section is to provide the necessary information to enable trading partners to utilize the ASC X12 standards for the exchange of electronic business documents. The transmission, in the ASC X12 format, is comprised of an outer envelope (transmission envelope) which identifies the sender and receiver. Within the transmission envelope are one or more functional groups. The functional groups are analogous to batches of like documents, e.g. purchase orders, invoices, etc. Each functional group contains one or more transaction sets (electronic documents). Each transaction set is an ordered collection of segments. Each segment is an ordered collection of data elements. Each segment has been assigned a two or three character identifier. This identifier marks the beginning of each segment. Each element within the segment is separated by a data element separator character (a * is used to depict the data element separator in printed examples). A segment terminator character is used to mark the end of a segment (a ^ is used to depict the segment terminator in printed examples).
SEGMENT EXAMPLE 1 Segment ID T Data Element 1 T Data Element 2 V Data Element 3
Many of the data elements are optional, e.g., if the data element is not applicable it is not required to be sent. When a data element is omitted the data element separators remain to explicitly indicate the omission. See Example 2.
SEGMENT EXAMPLE 2 Segment ID T Data Element 1 T T Data Element 3
When the data element that is being omitted is at the end of the segment, the segment terminator is placed after the last data element used. See Example 3.
SEGMENT EXAMPLE 3 Segment ID T Data Element 1
As with the data elements, some of the segments are optional. However, when a segment is omitted, it is not sent. There is no need to explicitly indicate the omission of a segment.
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Segment Descriptions
Following the I/C EDI segment hierarchy, a detailed description of each segment is provided, in order. See the example below. Each segment is listed with the segment ID and name, level (header, detail, or summary), loop (if the segment is contained
I/C EDI
810
Header
Invoice
PAGE #
POS. #
SEG. ID
NAME
REQ. DES.
MAX USE
LOOP REPEAT
61 62 63 64 65
Transaction Set Header Beginning Segment for Invoice Currency Reference Identification Administrative Communications Contact LOOP ID - N1
M M O O O
1 1 1 12 3 200
66 68 69 70 71 73 74
Name Additional Name Information Address Information Geographic Location Terms of Sale/Deferred Terms of Sale Date/Time Reference F.O.B. Related Instructions
O O O O O O O
1 2 2 1 >1 10 1
Detail
PAGE # POS. # SEG. ID NAME REQ. DES. MAX USE LOOP REPEAT
LOOP ID - IT1 75 77 78 80 81 82 83 84 86 010 030 040 050 060 120 150 180 200 IT1 IT3 TXI CTP PID REF DTM SAC SLN Baseline Item Data (Invoice) Additional Item Data Tax Information Pricing Information LOOP ID - IT1/PID Product/Item Description Reference Identification Date/Time Reference LOOP ID - IT1/SAC Service, Promotion, Allowance, or Charge Information LOOP ID - IT1/SLN Subline Item Detail O 1 O 1 O O O 1 >1 10 O O O O 1 5 10 25
200000
1000
25 1000
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within a loop), loop repeat (for the first segment in the loop), requirement within the transaction set, maximum use, purpose (as defined by ASC X12), ASC X12 syntax notes, ASC X12 semantic notes, ASC X12 comments for segment usage, and notes that explain the I/C EDI convention for this segment within the transaction set. It is important to note, all shaded text in this section is the I/C EDI conventions and terminology. The unshaded areas contain codes, definitions, and comments from the ASC X12 standard. The data element summary lists only those data elements used by I/C EDI, in order, for the segment. For each data element, there is one line to identify reference designator, data element number, data element name, and attributes. When a data element is designated by ASC X12 as mandatory, or the data element is required by I/C EDI, a will appear in the left margin next to the data element. See the example below.
Segment:
Level: Detail Loop: PO1/PID Usage: Mandatory Max Use: 1 Purpose: To describe a product or process in coded or free-form format Syntax:
1 2 3 4 5
Semantic:
1 2 3 4
C0403 If PID04 is present, then PID03 is required. R0405 At least one of PID04 or PID05 is required. C0703 If PID07 is present, then PID03 is required. C0804 If PID08 is present, then PID04 is required. C0905 If PID09 is present, then PID05 is required. Use PID03 to indicate the organization that publishes the code list being referred to. PID04 should be used for industry-specific product description codes. PID08 describes the physical characteristics of the product identified in PID04. A "Y" indicates that the specified attribute applies to this item; an "N" indicates it does not apply. Any other value is indeterminate. PID09 is used to identify the language being used in PID05. If PID01 equals "F", then PID05 is used. If PID01 equals "S", then PID04 is used. If PID01 equals "X", then both PID04 and PID05 are used. Use PID06 when necessary to refer to the product surface or layer being described in the segment. PID07 specifies the individual code list of the agency specified in PID03.
Comments:
A B C
Notes: This segment is used when there is no primary product identification specified in the PO1 segment or when that primary product identification in the PO1 segment is not sufficient to fully describe the product. Example: PIDVFVVVVRUBBER GRIP^
Data Element Summary Indicates that this data element must be used
REF. DES. DATA ELEMENT NAME ATTRIBUTES
PID01
349
Item Description Type Code indicating the format of a description F Free-form Description A free-form description to clarify the related data elements and their content
ID
1/1
PID05
352
AN
1/80
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Segment Identifier
Each segment has a unique identifier consisting of the combination of two or three alpha/numeric characters. The segment identifiers are specified in the first positions of each individual segment. The segment identifier is not a data element.
Segment Terminator
Each segment is terminated by a special character (^) inserted in the segment immediately following the last data element to be transmitted.
Segment Usage
M Mandatory This data segment absolutely must be included in the transaction set. (Note that a data segment may be mandatory in a loop of data segments but that the loop itself is optional if the beginning segment of the loop is designated as optional.) O Optional The presence of this data segment is at the option of the sending party or is based on the mutual agreement of the interchange parties.
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Attributes:
Each data element has three ASC X12 attributes: element usage, element type, and Minimum/Maximum length. Element Usage: M Mandatory The data element must be used if the segment is used. O Optional The data element may be used if the segment is used. C Conditional The data element may be used only if other elements are used within the segment. The particular condition/relation will be stated in the Data Element Summary for the segment when used. Element Type: ID Identifier Values for the identifier-type data elements are taken from a pre-defined list in the ASC X12 Data Element Dictionary. AN String Values for the string-type data elements are a sequence of any printable characters. DT Date Values for the date-type data element are in the format CCYYMMDD. TM Time Values for the time-type data element are in the format HHMM, expressed in 24 hour clock. Nx Numeric Values for a numeric-type data element are in an implied decimal format, where x indicates the number of places to the right of the decimal point. e.g. N0 is a whole number (999) N2 is 999.99 R Decimal This is a numeric field in character format, with a decimal point included. The decimal point is not sent for whole numbers. e.g. If R, the number 0789.00 field would contain 789. If R3, the number 0128.734 field would contain 128.734.
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Minimum/Maximum: This is the minimum and maximum length the field can be. e.g. 02/02 - fixed length of 2 characters. 04/09 - minimum length of 4 characters and maximum length of 9 characters.
ASC X12
810
Invoice
FUNCTIONAL GROUP ID =
IN
This Draft Standard for Trial Use contains the format and establishes the data contents of the Invoice Transaction Set (810) 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 billing for goods and services provided.
Header
PAGE # POS. # SEG. ID NAME REQ. DES. MAX USE LOOP REPEAT
61 62 N/U 63 64 N/U 65 66 68 69 70 N/U N/U N/U 71 73 74 N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U
010 020 030 040 050 055 060 070 080 090 100 110 120 125 130 140 150 160 170 180 190 200 212 213 214 220 230 240 250 260
ST BIG NTE CUR REF YNQ PER N1 N2 N3 N4 REF PER DMG ITD DTM FOB PID MEA PWK PKG L7 BAL INC PAM LM LQ N9 MSG V1
Transaction Set Header Beginning Segment for Invoice Note/Special Instruction Currency Reference Identification Yes/No Question Administrative Communications Contact LOOP ID - N1 Name Additional Name Information Address Information Geographic Location Reference Identification Administrative Communications Contact Demographic Information Terms of Sale/Deferred Terms of Sale Date/Time Reference F.O.B. Related Instructions Product/Item Description Measurements Paperwork Marking, Packaging, Loading Tariff Reference Balance Detail Installment Information Period Amount LOOP ID - LM Code Source Information Industry Code LOOP ID - N9 Reference Identification Message Text LOOP ID - V1 Vessel Identification
M M O O O O O O O O O O O O O O O O O O O O O O O O M O M O
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25
are paired, i.e., if one is present the other must also be present in order to have a clear meaning.
Segments
Segments are either mandatory or optional as defined for each transaction set. Segments must be transmitted according to the specified standard sequence within a transaction set. Individual segments may be repeated for a specific number of times according to user requirements not to exceed maximum use. A mandatory segment is mandatory for its first occurrence, i.e., if a mandatory segment has a maximum use of 3, only 1 is mandatory and 2 more can be used if required. In a loop, mandatory segments are required for each iteration. Groups of segments may be repeated for a specific number of times as defined for loops below.
Loops
Some segments assume a special relationship with other segments. This necessitates a procedure under which groups of segments may be collectively repeated in a serial fashion for up to a specified maximum number of times. This maximum is indicated by the loop repeat number appearing with the first segment in the loop. In the transaction set table(s) that follow, each loop is designated by a bracket surrounding the segments included in the loop. This group of segments is associated by the loop identifier. Loops are either mandatory or optional. The classification of the first segment within the loop determines whether the loop is mandatory or optional. If the requirement designator of the first segment is mandatory (M), then at least one iteration of the loop is required. If the loop is used and the requirement designator of the first segment is optional (O), the first segment is mandatory for each iteration of the loop. If an inner loop(s) is necessary, the outer loop(s) must be used. Mandatory segments in a loop are mandatory only if the loop is used. Loops may be bounded or unbounded. Bounded loops require the use of loop start and loop end segments. If a Loop Header control segment (LS) is used, it appears before the first segment in the loop. A loop can be repeated up to the number of times indicated in the specifications (loop repeat), but the LS segment appears only once before the loop. The Loop Trailer control segment (LE) appears after the last segment in a loop and indicates that the loop or sub-loop has ended. The requirement designator of the LS and LE segments are always the same as the first segment in the loop after the LS. The LS segment is never immediately followed in a transmission by LE, since the loop control segments are not transmitted unless there are other data segments which they enclose.
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CODING POLICY
General
Data elements are sometimes specified for both a code and free-form description of what the code represents. The intent is to work toward a system of coded data interchange and, at the same time, to recognize that a code translation facility may not be available. Also, initial testing of the standards will be easier, in some cases, if descriptive as well as coded information is included in the transaction sets. Control headers require codes for Sender IDs and Receiver IDs. Free-form literals are not permitted in the control header.
Identification
A Universal Customer/Supplier Identification Code is critical to the success of the standards. The format for the Universal Customer/Supplier Identification Code is defined as follows:
9-digit DUNS Number + 4 character User Suffix = 13-Character Universal Customer/Supplier Identification Code
The owner of the DUNS number controls the 13-character ID code. Each company will tell the companies they deal with what code number to use to identify a specific division, plant, warehouse or other location. Every company must have a Universal Customer/Supplier ID number for each physical ship to location and should have one for each organization address. Many companies already have a DUNS number, and some have multiple DUNS numbers for different divisions and/or locations. The 4-character user suffix was added to allow additional flexibility for user assignments, such as identifying different supplier selling divisions and/or physical distribution centers. The DODAAC (Department of Defense Activity Address Code) may be used in place of the 13 character Universal ID in transmissions with military trading partners.
Product Identification
Product Identification is a key component of almost every I/C transaction set. Consideration should be given to include the 14-digit product data structure, commonly referred to as the SCC-14, on internal databases in preparation for the migration to the industry use of the SCC-14 for product identification. The SCC-14 contains a packaging indicator and is compatible with the EAN product coding structure. To avoid duplication of product codes, the SCC-14 should always: 1. include the check digit 2. be right justified and 3. be zero filled The Universal Product Code (U.P.C.) (12-digit code) is also considered a viable alternate product ID.
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27
These two methods of identifying products are used throughout I/C EDI guidelines. Prior to initiating any transmission activity, new trading partners should review their respective item, price and promotion databases to ensure they are in complete agreement. For additional information, please visit the UCC website: http://www.uc-council.org
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29
Mail to: Uniform Code Council 8163 Old Yankee Street Dayton, OH 45458 (937) 435-3870 (937) 435-7117 Fax
Title: Phone:
B. Proposed Action:
Date:
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MAY 1998
VI - CONTROL CONCEPTS
DATA HANDLING RESPONSIBILITIES
The sender is responsible for ensuring that error-free information is transmitted in time to be operationally useful to the receiver. The receiver is responsible for ensuring that adequate facilities are available for receiving and processing the transmitted information. For EDI participation, all parties are responsible for defining obligations associated with the data transmission activity.
TRANSMISSION STRUCTURE
The structure of the Electronic Data Interchange system provides the participant with multiple levels of control to ensure data integrity within a given transmission, functional group, or transaction set. This is accomplished Communications Transport Protocol through the use of header and trailer control segments de- ISA Interchange Control Header signed to uniquely identify Functional Group Header the start and end of transmis- GS sions, functional groups and ST Transaction Set Header transaction sets. The figure below illustrates the transDetail Segments mission structure. (e.g., Purchase Order) Communication Session The term Communication Session is an all-inclusive term that refers to the uninterrupted flow of data transferred between two independent computer systems. Transaction Set Header and Trailer The set boundaries consist of a Transaction Set Header segment (ST) marking the beginning of each set and a Transaction Set Trailer segment (SE) marking the end of each set. Transaction Set Identifier Each type of transaction set is identified by a unique identifier consisting of three numeric characters in the ST segment. This is the transacMAY 1998 SE ST Transaction Set Trailer Transaction Set Header FUNCTIONAL GROUP INTERCHANGE ENVELOPE COMMUNICATIONS SESSION
Detail Segments
(e.g., Purchase Order)
SE GE GS ST
Transaction Set Trailer Functional Group Trailer Functional Group Header Transaction Set Header FUNCTIONAL GROUP
Detail Segments
(e.g., Receiving Advice)
SE GE IEA
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tion set identifier and is inserted as the first data element of each Transaction Set Header segment. The identifiers used in this volume are identified in the Transaction Set Section X. Functional Group Header and Trailer I/C EDI Implementation Guidelines require the use of a control header (GS) at the beginning of each functional group and control trailer (GE) at the end of each functional group of transaction sets. This provides the receiver with identification of the application type. Functional Group Identifier Each Functional Group Header Segment (GS) contains a Functional Identifier (Data Element 479) consisting of two alphabetic characters. The Functional Identifiers used in this standard and the corresponding transaction set identifiers can be found in the Transaction Set section (see Section X). Transmission Control Header and Trailer The I/C EDI Implementation Guidelines require the use of a Transmission Control Header segment (ISA) which identifies the source of a transmission group to the recipient. This header, along with the Transmission Control Trailer segment (IEA), serves to frame a data transmission group. The Transmission Control Trailer segment is the ending segment of a data transmission group. The trailer contains totals of the number of functional groups within a transmission group for control purposes. Multiple transmission groups (ISA-IEA) can be transmitted in a communication session.
SECURITY
Electronic Data Interchange (EDI) is designed to provide at least as high a degree of security as todays conventional mail or telephone service. Moreover, the design makes it extremely difficult to obtain unauthorized data. The legal effect of the data exchanged in the context of contractual relationships is left to the marketplace and negotiation between individual buyers and sellers, shippers and carriers, payors and payees.
ACKNOWLEDGMENTS
A functional acknowledgment is required for I/C EDI data interchange. An acknowledgment is the transmission of a Functional Acknowledgment Transaction Set (997) to the original sender to indicate the status of the transmission with respect to standards adherence. This functional acknowledgment does not imply acceptance of the contents of the associated transaction sets. The Functional Acknowledgment Transaction Set provides a positive indication that all transactions transmitted were received and, if syntactical errors exist, to identify the EDI segment and rejected elements and reason for error. A functional acknowledgment is never transmitted to acknowledge receipt of another Functional Acknowledgment Transaction Set.
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Acknowledgments must be sent in a timely manner, with the I/C EDI Implementation Guidelines recommending no later than twelve hours after the originators transmission. Caution: This may not be sufficient for certain transactions which require a more immediate response. The receiver of the information is responsible for ensuring that acknowledgments are returned to the sender within the specified time frame. The sender of the original transaction is responsible for monitoring receipt of transmission acknowledgments and reconciling with sent documents. All transaction sets associated with a transmission for which a transmission or functional group header error is detected require manual intervention by the sender. While the error identification and rejection system could be automatically executed under computer program control by the receiver, manual intervention by the sender is recommended to take corrective action and to retransmit corrected information. The receiver of transaction sets which fail to pass the edit or audit procedures may reject the entire transaction set, issuing the appropriate information in a Functional Acknowledgment Transaction Set. (The receiver, however, has the option of accepting any transaction set.) When a rejection occurs, manual or automatic means external to the data interchange process are used by the sender for correction. The entire transaction set may be retransmitted without any reference to the previous error.
RETRANSMISSION OF TRANSACTIONS
I/C EDI participants should be able to retransmit any previous transmission (ISAIEA) at the request of the receiver of the data if such request is made within seven calendar days from the original transmission date. They must also be able at any time to resend any previous transmissions not acknowledged with a 997 Transaction Set.
Buyer
Centric Process
Seller
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The network-centric service will offer processing alternatives for our partnerships, such as transaction summaries, EDI cross mapping facilities, Vendor Managed Inventory (VMI) processing alternatives, payment processing, etc. This will allow more suppliers to service more distributors. While the model of network centric computing has started to reduce both the suppliers and buyers costs, it has increased the demands on our EDI structure. The following discussion describes how ASC X12 addresses these requirements. End to End and Point to Point Addressing Currently the Sender ID and the Receiver ID of each transaction are placed into the outer envelope of the EDI transaction called the ISA segment; and the same information is also placed in the GS segment. With Network Centric Processing, it is handled differently. The outer envelope (ISA) contains the physical from/to information so that the transactions can move from point to point. The inner envelope (GS) contains the logical from/to so that the original sender and the original intended receiver are always known, end-to-end.
Network-Centric Addressing ISA GS Sender ID Sender ID Receiver ID Receiver ID Used to specify Point to Point addressing. Used to specify End to End addressing.
Point to Point addresses represent the physical address of the sender and receiver in the transaction. End to End addresses represent the logical address of the originator of the transaction and the final recipient of the transaction. This allows for other parties to add value to a transaction as it is processed.
Buyer
Buyers Bank
Suppliers Bank
Supplier
Example 1
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I/C INDUSTRIAL COMMERCIAL EDI GUIDELINES Buyer to Buyers Bank Sender ID ISA GS Buyer ID Buyer ID Receiver ID Buyers Bank ID Supplier ID Buyers Bank to Suppliers Bank Sender ID Buyers Bank ID Buyer ID Receiver ID Suppliers Bank ID Supplier ID
Suppliers Bank to Supplier Sender ID ISA GS Suppliers Bank ID Buyer ID Receiver ID Supplier ID Supplier ID
Example 2: This example indicates a Vendor Managed Inventory process being provided in the partnership.
Buyer
Example 2
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DUPLICATE TRANSACTIONS
When implementing the I/C EDI Implementation Guidelines, participants must consider providing facilities to detect and handle duplicate transactions. Duplicate transactions can occur for a variety of reasons ranging from computer errors to application system failures and re-starts. Duplicate transactions should not be rejected via the EDI acceptance/rejection mechanism unless, of course, they are improperly formatted.
37
relationships. Relationships between end party and a service provider may take any form; however, the service provider must appear transparent. In the case of problem resolution, contact with the third party is the responsibility of the end party for whom the service provider is the agent. However, this third party transparency is not intended to preclude a third party agent from contacting a sender, receiver or another third party directly in order to expedite the problem resolution. (see Section VI control concepts for network - centric information)
REFERENCE NUMBERS
Identifying reference numbers should appear in the Reference Identification Segment (REF) when no specific data element exists or additional clarification is required.
VERSIONS
I/C EDI Implementation Guideline users are required to support two versions of the standard - the current version and the previous version. The previous version of the standard must be supported for six months after the implementation of the new version. During this six month period I/C users should be able to receive both versions - current and previous, and to be able to send either the current or previous version. After six months - the previous version is dropped. To facilitate the implementation of the I/C EDI guidelines, cut sheets, highlighting the net differences between 004010IC and previous versions through 003050IC, will be included. While the SMC recognizes the relative importance of the cut sheets covering prior ASC X12 versions, the use of the 004010IC version is strongly encouraged.
1998/1999 Timetable May 1998 July 1998 October 1998 (if used) Version 004010IC Published Version 004010IC Implemented Version 003070IC Dropped
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DELIVERY OF DATA
It is recommended that data be transmitted to receiving partners as expeditiously as possible. If a company uses a third-party service to transmit data, then that company is responsible for insuring that their third-party service transmits data as expeditiously as possible.
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40
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Segment: ISA Interchange Control Header Purpose: To start and identify an interchange of zero or more functional groups and interchange-related control segments
285
Notes: The ISA segment is fixed length (min/max are equal for each element), however, data element separators are used between data elements to be consistent with the basic syntax of segment structure. The following control characters have been identified for use in the I/C industry: Segment Terminator Recommended ^ (HEX "5E" in EBCDIC) (HEX "5F" in ASCII) This segment terminator that is to be used in the transmission is defined by the first occurrence of the segment terminator in the ISA segment; e.g., ISA*00....^ Whichever character is used for the segment terminator must be used throughout the transmission.
286
287
288
Element Separator Recommended "*"- (HEX "5C" in EBCDIC) (HEX "2A" in ASCII) The element separator that is to be used in the transmission is defined by the first occurrence of the element separator in the ISA segment; e.g., ISA*00....
289
Subelement Separator ":" (HEX "7A" in EBCDIC) (HEX "3A" in ASCII) CAUTION: Any time a printable character is used to control the translation of data, that control character cannot be used as data within the transmission. Some systems/network protocols may translate control characters when going from EBCDIC to ASCII and back. The ISA segment supports the I/C EDI Guidelines as well as the normal ASC X12 convention for identification of the receiver and the sender. Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
290
291
ISA01
I01
ID
2/2
00 No Authorization Information Present (No Meaningful Information in I02) ISA02 I02 Authorization Information M AN 10/10
Information used for additional identification or authorization of the interchange sender or the data in the interchange; the type of information is set by the Authorization Information Qualifier (I01)
294
ISA03
I03
ID
2/2
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ISA04
I04
Security Information
AN
10/10
This is used for identifying the security information about the interchange sender or the data in the interchange; the type of information is set by the Security Information Qualifier (I03)
295
ISA05
I05
Interchange ID Qualifier
ID
2/2
Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified
296
The Interchange ID Qualifier is used to define the code used, in ISA06, to identify the sender of the interchange. The common means of identification of transportation carriers is the Standard Carrier Alpha Code (SCAC). When sending to or receiving from a transportation carrier, the SCAC should be used to identify the carrier.
298
Nine digit
Thirteen digit
ISA06
I06
Interchange Sender ID
AN
15/15
Identification code published by the sender for other parties to use as the receiver ID to route data to them; the sender always codes this value in the sender ID element
304
ISA07
I05
Interchange ID Qualifier
ID
2/2
Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified
305
The Interchange ID Qualifier is used to define the code used, in ISA08, to identify the receiver of the interchange. The common means of identification of transportation carriers is the Standard Carrier Alpha Code (SCAC). When sending to or receiving from a transportation carrier, the SCAC should be used to identify the carrier.
307
Nine digit
Thirteen digit
ISA08
I07
Interchange Receiver ID
AN
15/15
Identification code published by the receiver of the data; When sending, it is used by the sender as their sending ID, thus other parties sending to them will use this as a receiving ID to route data to them
304
308
ISA09
I08
Interchange Date
Date of the interchange
DT
6/6
The date the group was created in the senders system; submit date. Format is YYMMDD.
309
ISA10
I09
Interchange Time
Time of the interchange
TM
4/4
The time the group was created in the senders system; submit time. Format is HHMM; 24 hour clock.
ISA11
I10
Interchange Control Standards Identifier U U.S. EDI Community of ASC X12, TDCC, and UCS
ID
1/1
Code to identify the agency responsible for the control standard used by the message that is enclosed by the interchange header and trailer
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310
ISA12
I11
ID
5/5
This version number is for the envelope only. It is not the same as the version number in GS08.
00401 Draft Standards for Trial Use Approved for Publication by ASC X12 Procedures Review Board through October 1997
311
Version 4, Release 1
312
ISA13
I12
N0
9/9
The number is sequentially assigned, by the sender, starting with one within each trading partner. The trading partner at the interchange level is defined by the Interchange Receiver ID (ISA08). The control number is incremented by one for each interchange envelope sent to the trading partner. When the control number reaches 999999999 (maximum size), the next interchange envelope will have control number 000000001.
313
ISA14
I13
Acknowledgment Requested
ID
1/1
Code sent by the sender to request an interchange acknowledgment (TA1) The I/C Industry is not using transmission acknowledgments. The transmission acknowledgment is not the same as the functional group acknowledgment.
The test indicator is valuable for start-up system tests. The indicator applies to the entire transmission.
P Production Data T Test Data ISA16 I15 Component Element Separator M 1/1
Type is not applicable; the component element separator is a delimiter and not a data element; this field provides the delimiter used to separate component data elements within a composite data structure; this value must be different than the data element separator and the segment terminator
315
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Segment: IEA Interchange Control Trailer Purpose: To define the end of an interchange of zero or more functional groups and interchange-related control segments Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
323
IEA01
I16
N0
1/5
324
IEA02
I12
N0
9/9
This must be the same number as is in the ISA segment (ISA13) for the transmission.
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Segment: GS Functional Group Header Purpose: To indicate the beginning of a functional group and to provide control information Semantic: 1 GS04 is the group date. 2 GS05 is the group time. 3 The data interchange control number GS06 in this header must be identical to the same data element in the associated functional group trailer, GE02. Comments: A A functional group of related transaction sets, within the scope of X12 standards, consists of a collection of similar transaction sets enclosed by a functional group header and a functional group trailer. Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
GS01
479
ID
2/2
AG AN AS BS CD CT FA GF IB IM IN MI OR PC PD PO PR PS PV QG QM RA RC RI RP RQ RR RS SC SH SM TX
Application Advice (824) Return Merchandise Authorization and Notification (180) Transportation Appointment Schedule Information (163) Shipment and Billing Notice (857) Credit/Debit Adjustment (812) Application Control Totals (831) Functional Acknowledgment (997) Response to a Load Tender (990) Inventory Inquiry/Advice (846) Motor Carrier Freight Details and Invoice (210, 980) Invoice Information (810,819) Motor Carrier Shipment Status Inquiry (213) Organizational Relationships (816) Purchase Order Change Request - Buyer Initiated (860) Product Activity Data (852) Purchase Order (850) Purchase Order Acknowledgement (855) Planning Schedule with Release Capability (830) Purchase Order Shipment Management Document (250) Product Information (878, 879, 888, 889, 893, 896) Transportation Carrier Shipment Status Message (214) Payment Order/Remittance Advice (820) Receiving Advice/Acceptance Certificate (861) Routing and Carrier Instruction (853) Commission Sales Report (818) Request for Quotation (840) and Procurement Notices (836) Response to Request For Quotation (843) Order Status Information (869, 870) Price/Sales Catalog (832) Ship Notice/Manifest (856) Motor Carrier Load Tender (204) Text Message (864)
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318
GS02
142
AN
2/15
Code identifying party sending transmission; codes agreed to by trading partners A unique code to identify the sender. This is usually the same as the code used in ISA06. It could be used to define sub organizations, e.g., companies of a corporation, departments, etc. The trading partners must agree on the codes.
319
GS03
124
AN
2/15
Code identifying party receiving transmission. Codes agreed to by trading partners A unique code to identify the receiver. This is usually the same as the code used in ISA08. It could be used to define sub organizations, e.g., companies of a corporation, departments, etc. The trading partners must agree on the codes.
308
GS04
373
Date
Date expressed as CCYYMMDD
DT
8/8
The date the group was created in the senders system; submit date. Format is CCYYMMDD.
GS05
337
Time
TM
4/8
Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)
309
The time the group was created in the senders system; submit time. Format is HHMM; 24 hour clock.
320
GS06
28
N0
1/9
The number assigned by the sender must be unique within each trading partner. The trading partner at the group level is defined by the Application Receiver Code (GS03). The uniqueness must be maintained until such time that a Functional Acknowledgment is received for that group.
GS07
455
ID
1/2
Code used in conjunction with Data Element 480 to identify the issuer of the standard
GS08
480
AN
1/12
Code indicating the version, release, subrelease, and industry identifier of the EDI standard being used, including the GS and GE segments; if code in DE455 in GS segment is X, then in DE 480 positions 1-3 are the version number; positions 4-6 are the release and subrelease, level of the version; and positions 7-12 are the industry or trade association identifiers (optionally assigned by user); if code in DE455 in GS segment is T, then other formats are allowed
321
This is the version/release/industry subset of the transaction sets within the group. This is not the same as the version number in ISA12.
004010IC Draft Standards Approved for Publication by ASC X12 Procedures Review Board through October 1997, Version 4, Release 1, the I/C EDI subset
350
The issue of non conforming EDI transmissions is an important one. The sender and receiver of the transmission that indicates the use of I/C EDI Guidelines (GS08 code 004010IC) will expect that all of the segments, elements and codes contained therein conform to the I/C EDI Guidelines.
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Segment: GE Functional Group Trailer Purpose: To indicate the end of a functional group and to provide control information Semantic: 1 The data interchange control number GE02 in this trailer must be identical to the same data element in the associated functional group header, GS06. Comments: A The use of identical data interchange control numbers in the associated functional group header and trailer is designed to maximize functional group integrity. The control number is the same as that used in the corresponding header. Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
GE01
97
N0
1/6
Total number of transaction sets included in the functional group or interchange (transmission) group terminated by the trailer containing this data element
316
317
GE02
28
N0
1/9
This must be the same number as is in the GS segment (GS06) for the group.
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IX - BUSINESS ISSUES
The following business issues are to be considered when implementing the I/C EDI Implementation Guidelines.
PRICES
For all transactions, when it is appropriate to send prices recommend that net prices be sent.
LINE NUMBERS
Retention of line numbers (PO101) from the buying partys purchase order is strongly encouraged. While optional within this guideline, buyers line item numbers may need to be returned in subsequent documents such as the 855 Purchase Order Acknowledgment, 856 Ship Notice/Manifest, and the 810 Invoice.
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exception process for review. In this case, the transaction cannot be automatically processed.
Retail Environments
For retail environments the Universal Product Code (U.P.C.) and UPC-A Symbology must be used as it is the standard for retail point of sale systems in North America. The U.P.C. is 12 characters in length and is assigned by the manufacturer (or owner of the label) that basically contains: (1) a number unique to the manufacturer and (2) the product number assigned by the manufacturer. The U.P.C. structure is shown in figure 1.1.
The Universal Product Code (U.P.C.) structure Position Character 14 13 12 M 11 M 10 M 9 M 8 M 7 M 6 D 5 D 4 D 3 D 2 D 1 C
MMMMMM is the manufacturers prefix assigned by the UCC DDDDD is the 5 character product number assigned by the manufacturer C is the check character* *A calculated modulo 10 based on the preceding characters
Figure 1.1
Putting it all together: the six character manufacturer prefix, the five character product number and the check character gives you one unique 12 character number anywhere in the world.
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Non-Retail Environments
For non-retail environments, the SCC-14 code structure may be used. Like the U.P.C., the SCC-14 is a globally unique number. It contains the three basic components found in the U.P.C., but adds an additional component called the Packaging Indicator. See figure 1.2 below.
The SCC-14 structure Position Character 14 PI 13 0 12 M 11 M 10 M 9 M 8 M 7 M 6 D 5 D 4 D 3 D 2 D 1 C
where PI is the Packaging Indicator where zero is maintained by the UCC* where MMMMMM is the manufacturers prefix number where DDDDD is the product number where C is the check character
*Position 13 defines who manages the structure. If position 13 contains a zero, the structure is managed by the UCC. If other than a zero, it is managed by an EAN organization outside of North America. Figure 1.2
Example:
PO102 QTY 12 PO103 QTY U/M EA PO106 Product ID Qualifier UK PO107 Product ID (SCC-14) 30122222222228 Quantity ordered not resolved Comments
Quantity 1 12 96
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Is the order 1 carton of 12, or 12 cartons of 12? To avoid confusion, when using SCC-14 with pack identifier codes, do not include the PO103 element. Therefore, it is clear that the carton size from the SCC-14 pack identifier code is applied against the quantity ordered as specified in the PO102 element. Example:
PO102 QTY 12 12 PO103 QTY U/M Not Used Not Used PO106 Product ID Qualifier UK UK PO107 Product ID (SCC-14) 00122222222227 30122222222228 Indicates 12 eaches Indicates 12 inner packs of 12 each Comments
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X - TRANSACTION SETS
810 INVOICE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 850 PURCHASE ORDER . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133 997 FUNCTIONAL ACKNOWLEDGMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
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54
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810
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3. Business Examples. This section includes examples illustrating how the I/C invoice is to be used. The first example presents the invoice in its simplest form. Additional examples explain how specific business situations can be handled in the I/C invoice.
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MAY 1998
57
7. Administrative Communications Contact In view of the high maintenance associated with free form text requiring human interpretation, it is suggested that the PER segment be minimally used. This information represents the invoice producing entity contact details. 8. Tax at the Line Level and the Summary Level The computed tax amount for the entire invoice is presented in the TXI segment within the summary level. It is recommend that the tax computation at the summary level of the invoice should include logic to allow processing of special tax situations at line item level, e.g., Tax exempt status for a specific item. Tax computation for line items at the detail level of the invoice, is provided for information only purposes and should be sent only if requested by the buyer. 9. Service Promotion, Allowance or Charge information SAC information at the detail level is specific to that line item. SAC information at the summary level is NOT a summation of all SAC line item details that appear in the invoice. It represents a charge or allowance applicable to the entire invoice value. 10. Use of Product/Item Description Segment The PID segment allows the inclusion of text data that assists the buyer in identifying product/services. If PID is sent on the purchase order and buyer needs the information returned, then agreement should be established in the trading partner profile and the information should be passed back in the invoice PID segment at the line level. 11. Net Pricing Versus Price with multiplier It is recommended that net prices be used in the invoicing transaction. The CTP segment accommodates the legacy business practice of transmitting base price and multiplier factor. 12. Line Numbers Retention of line numbers (PO101) from the buying partys purchase order is strongly encouraged. While optional within this guideline, buyers line item numbers may need to be returned in subsequent documents such as the 855 Purchase Order Acknowledgment, 856 Ship Notice/Manifest, and the 810 Invoice. 13. Buyer Part Number/Product U.P.C. It is recommended that buyer part numbers in addition to the product U.P.C. specified in the original purchase order line item details be returned on the invoice at the line item detail. This facilitates cross referencing and the invoice reconciliation process.
58
MAY 1998
INVOICE 810
I/C EDI
810
Header
Invoice
PAGE # POS. #
SEG. ID
NAME
REQ. DES.
MAX USE
LOOP REPEAT
61 62 63 64 65 66 68 69 70 71 73 74
010 020 040 050 060 070 080 090 100 130 140 150
Transaction Set Header Beginning Segment for Invoice Currency Reference Identification Administrative Communications Contact LOOP ID - N1 Name Additional Name Information Address Information Geographic Location Terms of Sale/Deferred Terms of Sale Date/Time Reference F.O.B. Related Instructions
M M O O O O O O O O O O
1 1 1 12 3 200 1 2 2 1 >1 10 1
Detail
PAGE # POS. # SEG. ID NAME REQ. DES. MAX USE LOOP REPEAT
LOOP ID - IT1 75 77 78 80 81 82 83 84 86 89 90 010 030 040 050 060 120 150 180 200 205 220 IT1 IT3 TXI CTP PID REF DTM SAC SLN DTM PID Baseline Item Data (Invoice) Additional Item Data Tax Information Pricing Information LOOP ID - IT1/PID Product/Item Description Reference Identification Date/Time Reference LOOP ID - IT1/SAC Service, Promotion, Allowance, or Charge Information LOOP ID - IT1/SLN Subline Item Detail Date/Time Reference Product/Item Description O O O 1 1 1000 O 1 O O O 1 >1 10 O O O O 1 5 10 25
200000
1000
25 1000
MAY 1998
59
INVOICE 810
Summary
PAGE # POS. # SEG. ID NAME REQ. DES. MAX USE LOOP REPEAT
91 92 93 95 97 98 99
Total Monetary Value Summary Tax Information Carrier Detail LOOP ID - SAC Service, Promotion, Allowance, or Charge Information LOOP ID - ISS Invoice Shipment Summary Transaction Totals Transaction Set Trailer
M O O O O O M
1 10 1 25 1 >1 1 1 1
60
MAY 1998
INVOICE 810
ST Transaction Set Header Header ___ Mandatory 1 To indicate the start of a transaction set and to assign a control number 1 The transaction set identifier (ST01) used by the translation routines of the interchange partners to select the appropriate transaction set definition (e.g., 810 selects the Invoice Transaction Set).
Data Element Summary
201
Example: STV810V0001^
REF. DES.
DATA ELEMENT
NAME
ATTRIBUTES
ST01
143
ID
3/3
MAY 1998
61
INVOICE 810
BIG Beginning Segment for Invoice Header ___ Mandatory 1 To indicate the beginning of an invoice transaction set and transmit identifying numbers and dates Semantic: 1 BIG01 is the invoice issue date. 2 BIG03 is the date assigned by the purchaser to purchase order. Comments: A BIG07 is used only to further define the type of invoice when needed.
Segment: Level: Loop: Usage: Max Use: Purpose:
228
243
BIG01
373
Date
Date expressed as CCYYMMDD This element is used to specify invoice issue date.
DT
8/8
225
BIG02
76
Invoice Number
Identifying number assigned by issuer Sellers unique reference number for this document.
AN
1/22
BIG03
244
373
Date
Date expressed as CCYYMMDD Used to specify buyers original purchase order date.
DT
8/8
BIG04
226
324
AN
1/22
Identifying number for Purchase Order assigned by the orderer/purchaser For service invoices, purchase order number may or may not exist for reference.
BIG05
328
Release Number
AN
1/30
Number identifying a release against a Purchase Order previously placed by the parties involved in the transaction
BIG07
227
640
ID
2/2
CR Credit Memo
62
MAY 1998
INVOICE 810
CUR Currency Header ___ Optional 1 To specify the currency (dollars, pounds, francs, etc.) used in a transaction
Notes: This segment is only used when currency information varies from or is not included in the trading partner profile. Example: CURVBYVCAD^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
229
CUR01
98
ID
2/3
CUR02
100
Currency Code
ID
3/3
Code (Standard ISO) for country in whose currency the charges are specified See External Code Source 5 in Appendix B for reference document.
122
Code Values: CAD Canadian Dollar MXP Mexican Peso USD US Dollar Refer to ISO 4217 for other currency codes.
MAY 1998
63
INVOICE 810
REF Reference Identification Header ___ Optional 12 To specify identifying information 1 R0203 At least one of REF02 or REF03 is required.
Notes: This segment is used to communicate specific reference information relative to the purchase order if requested by the buyer. Typical usage would be work order number or contract number where special pricing exists. Example: REFVWOV15698^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
231
REF01
128
ID
2/3
80 Charge Number
119
This is a number used by financial systems to identify accounts for cost incurred on a contract. (customers internal cost accounting code)
CT Contract Number DG Drawing Number DP Department Number EU End Users Purchase Order Number IL Internal Order Number JB Job (Project) Number OI Original Invoice Number PD Promotion/Deal Number PR Price Quote Number WO Work Order Number REF02 127 Reference Identification C AN 1/30
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
64
MAY 1998
INVOICE 810
PER Administrative Communications Contact Header ___ Optional 3 To identify a person or office to whom administrative communications should be directed Syntax: 1 P0304 If either PER03 or PER04 is present, then the other is required. 2 P0506 If either PER05 or PER06 is present, then the other is required. 3 P0708 If either PER07 or PER08 is present, then the other is required.
Notes: It is advised that this segment only be used to communicate Invoicing Information contact details.
333
232
PER01
366
ID
2/2
Code identifying the major duty or responsibility of the person or group named
PER02 PER03
93 365
Name
Free-form name
O C
AN ID
1/60 2/2
EM Electronic Mail FX Facsimile TE Telephone PER04 PER05 364 365 Communication Number Communication Number Qualifier
Code identifying the type of communication number
C C
AN ID
1/80 2/2
EM Electronic Mail FX Facsimile TE Telephone PER06 PER07 364 365 Communication Number Communication Number Qualifier
Code identifying the type of communication number
C C
AN ID
1/80 2/2
MAY 1998
65
INVOICE 810
N1 Name Header Usage: Optional Max Use: 200 N1 Mandatory 1 To identify a party by type of organization, name, and code 1 R0203 At least one of N102 or N103 is required. 2 P0304 If either N103 or N104 is present, then the other is required. Comments: A This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the ID Code (N104) must provide a key to the table maintained by the transaction processing party.
Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:
202 203
Notes: Code ST in N101 is required. Code BT in N101 is only needed when specifying a variance from the normal business relationship. Code BY in N101 may be used to specify buyer/agent ID. Example: N1VSTVV1V112233445^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
234 235
N101
98
Entity Identifier Code BS Bill and Ship To BT Bill-to-Party BY Buying Party (Purchaser) EN End User RE Party to receive commercial invoice remittance
ID
2/3
334
Remit To
93 66
Name
Free-form name
C C
AN ID
1/60 1/2
Code designating the system/method of code structure used for Identification Code (67) DUNS and DUNS+4 numbers should be considered the primary and preferred method of identifying a location. ID qualifiers 91 and 92 require prior trading partner agreement and should be avoided.
A DUNS number is assigned by Dun & Bradstreet to uniquely identify a business location with separate and distinct operations. See External Code Source 16 in Appendix B for reference document.
A DUNS+4 number is composed of the DUNS number assigned by Dun & Bradstreet and the 4 digit suffix assigned by the user company to identify a unique location (e.g., plant location, loading dock, department, etc). See External Code Source 16 in Appendix B for reference document.
66
MAY 1998
INVOICE 810
91 Assigned by Seller or Sellers Agent 92 Assigned by Buyer or Buyers Agent N104 67 Identification Code
Code identifying a party or other code
AN
2/80
MAY 1998
67
INVOICE 810
N2 Additional Name Information Header N1 Optional 2 To specify additional names or those longer than 35 characters in length
Data Element Summary
REF. DES.
DATA ELEMENT
NAME
ATTRIBUTES
N201 N202
93 93
Name
Free-form name
M O
AN AN
1/60 1/60
Name
Free-form name
68
MAY 1998
INVOICE 810
N3 Address Information Header N1 Optional 2 To specify the location of the named party
Data Element Summary
REF. DES.
DATA ELEMENT
NAME
ATTRIBUTES
N301 N302
166 166
Address Information
Address information
M O
AN AN
1/55 1/55
Address Information
Address information
MAY 1998
69
INVOICE 810
N4 Geographic Location Header N1 Optional 1 To specify the geographic place of the named party A A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location. B N402 is required only if city name (N401) is in the U.S. or Canada.
Data Element Summary
238
Example: N4VBIRMINGHAMVALV350871234VUS^
REF. DES.
DATA ELEMENT
NAME
ATTRIBUTES
N401 N402
19 156
City Name
Free-form text for city name
O O
AN ID
2/30 2/2
Code (Standard State/Province) as defined by appropriate government agency See External Code Source 22 in Appendix B for reference document.
N403
116
Postal Code
ID
3/15
Code defining international postal zone code excluding punctuation and blanks (zip code for United States) See External Code Source 51 in Appendix B for reference document.
N404
26
Country Code
ID
2/3
Code identifying the country See External Code Source 5 in Appendix B for reference document.
137
Code values: CA Canada MX Mexico US United States Refer to ISO 3166 for other two digit alpha country codes.
70
MAY 1998
INVOICE 810
ITD Terms of Sale/Deferred Terms of Sale Header ___ Optional >1 To specify terms of sale 1 L03040513 If ITD03 is present, then at least one of ITD04, ITD05 or ITD13 is required. 2 L08040513 If ITD08 is present, then at least one of ITD04, ITD05 or ITD13 is required. 3 L091011 If ITD09 is present, then at least one of ITD10 or ITD11 is required. Comments: A If the code in ITD01 is 04", then ITD07 or ITD09 is required and either ITD10 or ITD11 is required; if the code in ITD01 is 05", then ITD06 or ITD07 is required.
Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:
224 205
Notes: See I/C EDI business examples for usage examples. In the transitional period for the I/C sector, from paper to full automated EDI transactions, there may be a perceived need to send text data with the terms. Clearly the goal is to have the entire I/C sector participating in EDI. Therefore, if text data is needed to be sent for terms, ITD12 will contain the free form text. If additional text is needed, additional ITD segments will be used. Many times deferred terms are specified on the purchase order with only the knowledge the terms are to be based on a date value which is not known, e.g., invoice or delivery date. What is known is the percentage or dollar amount of each deferred installment, and the number of days after the date the terms are based on, that each installment will be due. In these cases, ITD01 will contain code 04, indicating deferred or installment terms, and ITD02 will contain the appropriate terms date basis code (most typically code 3 for Invoice Date). ITD07 will contain the number of days after the terms basis date that this installment is due. ITD10 will be used to reflect the total amount for each installment. Therefore, the sum all ITD10s must equal TDS03. When specifying deferred terms and the exact terms basis date is known, e.g., Invoice date, ITD09 should be used to specify the exact deferred or installment date.
206
204
ITD08 will be used to reflect the total discount amount for each installment. Therefore, the sum of all ITD08s must equal TDS04. Either ITD04 or ITD05 may be used, but not both. Either ITD06 or ITD07 may be used, but not both.
239
240
ITD01
336
ID
2/2
71
INVOICE 810
ITD02
333
ID
1/2
115
ITD04 ITD05
370 351
C C
DT N0
8/8 1/3
Date payment is due if discount is to be earned expressed in format CCYYMMDD Number of days in the terms discount period by which payment is due if terms discount is earned
Terms Net Due Date Terms Net Days Terms Discount Amount
Total amount of terms discount
O O O O
DT N0 N2 DT
Date when total invoice amount becomes due expressed in format CCYYMMDD Number of days until total invoice amount is due (discount not applicable)
Date deferred payment or percent of invoice payable is due expressed in format CCYYMMDD
ITD10 ITD12
389 352
C O
N2 AN
1/10 1/80
Description
A free-form description to clarify the related data elements and their content
72
MAY 1998
INVOICE 810
DTM Date/Time Reference Header ___ Optional 10 To specify pertinent dates and times 1 R020305 At least one of DTM02, DTM03 or DTM05 is required.
Notes: This segment is used to specify dates of shipment and/or service activities. Do not use this segment to communicate the invoice date as it is a required element in the BIG segment and is conveyed there.
242
DTM01
374
Date/Time Qualifier
Code specifying type of date or time, or both date and time
ID
3/3
Shipped Service Period Start Service Period End Date of Repair/Service C DT 8/8
MAY 1998
73
INVOICE 810
FOB F.O.B. Related Instructions Header ___ Optional 1 To specify transportation instructions relating to shipment 1 C0302 If FOB03 is present, then FOB02 is required. 2 C0706 If FOB07 is present, then FOB06 is required. Semantic: 1 FOB01 indicates which party will pay the carrier. 2 FOB02 is the code specifying transportation responsibility location. 3 FOB06 is the code specifying the title passage location.
Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:
246
FOB01
146
ID
2/2
CC PB PC PP TP FOB02
335
Collect Customer Pick-up/Backhaul Prepaid but Charged to Customer Prepaid (by Seller) Third Party Pay C ID 1/2
309
Location Qualifier
Code identifying type of location
This indicates who is responsible for providing and paying for transportation.
352 309
O C
AN ID
1/80 1/2
A free-form description to clarify the related data elements and their content
DE Destination (Shipping) OR Origin (Shipping Point) PL Plant FOB07 352 Description O AN 1/80
A free-form description to clarify the related data elements and their content
74
MAY 1998
INVOICE 810
Detail Usage: Optional Max Use: 200000 IT1 Mandatory 1 To specify the basic and most frequently used line item data for the invoice and related transactions Syntax: 1 P020304 If either IT102, IT103 or IT104 are present, then the others are required. 2 P0607 If either IT106 or IT107 is present, then the other is required. 3 P0809 If either IT108 or IT109 is present, then the other is required. 4 P1011 If either IT110 or IT111 is present, then the other is required. 5 P1213 If either IT112 or IT113 is present, then the other is required. Semantic: 1 IT101 is the purchase order line item identification. Comments: A Element 235/234 combinations should be interpreted to include products and/or services. B IT106 through IT125 provide for ten different product/service IDs for each item. For example: Case, Color, Drawing No., U.P.C. No., ISBN No., Model No., or SKU.
211
Notes: IT106 through IT113 provide for four different product/service IDs for each item. If only one product/service ID is provided, IT106 and IT107 are used. IT108 and IT109 would be used for other reference IDs for the same product. Multiple product/service IDs can be presented in any sequence. The codes listed for IT106 apply to every occurrence of Data Element 235 in the IT1 segment. Example: IT1V1V55VEAV15.95VVUPV054321876547VBPVA152^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
212
245
IT101
247
350
Assigned Identification
AN
1/20
Alphanumeric characters assigned for differentiation within a transaction set It is recommended that the IT101 information correspond to the PO101 element of the PO1 segment on the purchase order. This element is typically the purchase order line number.
IT102 IT103
358 355
Quantity Invoiced
Number of units invoiced (supplier units)
C C
R ID
1/10 2/2
207
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken Unit or basis for unit of measure should be the same unit of measure used in the purchase order. See appendix A for code list.
248
208 140
IT104
212
Unit Price
Price per unit of product, service, commodity, etc. Net prices should be used.
1/17
The price is sent with a decimal point only when needed, e.g. $15.95 would be sent as 15.95", and $29.00 would be sent as 29". To indicate free goods, use a single zero (0) in IT104 and code NC in IT105.
209
MAY 1998
75
INVOICE 810
IT105
210
639
ID
2/2
This data element is used to clarify or alter the basis of unit price. The unit price expressed in IT104 is always in the same terms as the unit of measure in IT103, unless otherwise specified in IT105. For example, unit of measure equals EA but priced per hundred.
HF HP HT NC PE PF PN PP TF TP TT IT106 235
Per 100 Feet Price per Hundred Price Per 100,000 No Charge Price per Each Price Per Foot Price per Ten Price per Pound Per 1000 Feet Price per Thousand Price Per 10,000 C ID 2/2
Product/Service ID Qualifier
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
143
SCC-14 (code UK) or the U.P.C. Consumer Package code (UP) are the preferred methods of identifying a part number.
BP Buyers Part Number DR Drawing Revision Number EC Engineering Change Level EN European Article Number (EAN) (2-5-5-1) UI U.P.C. Consumer Package Code (1-5-5)
See External Code Source 41 in Appendix B for reference document.
This represents the identifier that the vendor prefers be used to order an item in lieu of a U.P.C. number. This identifier may be alpha/numeric.
IT107 IT108
234 235
Product/Service ID
Identifying number for a product or service
C C
AN ID
1/48 2/2
Product/Service ID Qualifier
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
IT109 IT110
234 235
Product/Service ID
Identifying number for a product or service
C C
AN ID
1/48 2/2
Product/Service ID Qualifier
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
IT111 IT112
234 235
Product/Service ID
Identifying number for a product or service
C C
AN ID
1/48 2/2
Product/Service ID Qualifier
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
IT113
234
Product/Service ID
Identifying number for a product or service
AN
1/48
76
MAY 1998
INVOICE 810
Detail IT1 Optional 5 To specify additional item details relating to variations between ordered and shipped quantities, or to specify alternate units of measures and quantities Syntax: 1 P0102 If either IT301 or IT302 is present, then the other is required. 2 R01030405 At least one of IT301, IT303, IT304 or IT305 is required. Notes: This segment is only used to communicate information on shipping quantity deviations. For example, cancel backorders, purposeful over shipments, etc. If quantity variances have been previously communicated and agreed to between buyer and seller or the original purchase order modifications have been communicated, the IT3 segment is not used.
213
337 249
When specifying date, use the DTM (Pos. 150) segment in the IT1 loop. Example: IT3V385VEAVBPV15VPC^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
IT301
382
1/10
Numeric value of units shipped in manufacturers shipping units for a line item or transaction set
IT302
355
ID
2/2
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
12
IT303
368
Shipment/Order Status Code BP CC CM CP Shipment Partial, Back Order to Ship on (Date) Shipment Complete on (Date) Shipment Complete with Additional Quantity Partial Shipment on (Date), Considered No Backorder
ID
2/2
Code indicating the status of an order or shipment or the disposition of any difference between the quantity ordered and the quantity shipped for a line item or transaction
349
For codes referencing date specification use DTM segment in IT1 loop.
IT304 IT305
383 371
Quantity Difference
Numeric value of variance between ordered and shipped quantities
C C
R ID
1/9 2/2
LD MP PC QT
MAY 1998
77
INVOICE 810
TXI Tax Information Detail IT1 Optional 10 To specify tax information 1 R020306 At least one of TXI02, TXI03 or TXI06 is required. 2 P0405 If either TXI04 or TXI05 is present, then the other is required. Semantic: 1 TXI02 is the monetary amount of the tax. 2 TXI03 is the tax percent expressed as a decimal.
Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:
215
Notes: This segment should only be used at the line item level to document items on this order that have varying tax rates or are tax exempt. The tax information provided at the line item level should be used as information only. The total tax amount will be conveyed in the TXI segment at the summary level.
250
TXI01
963
ID
2/2
County/Parish Sales Tax City Sales Tax Goods and Services Tax State and Local Sales Tax State/Provincial Tax State Sales Tax C C C R R ID 1/18 1/10 2/2
Monetary Amount
Monetary amount
Percent
Percentage expressed as a decimal
956
AN
1/10
For State/Province tax use appropriate standard abbreviations; for city or county taxes send name.
TXI06
441
ID
1/1
0 3 7 8 9 B F
Exempt (For Export) Exempt (For Resale) Direct Pay ID Exempt (Sale to U.S. Government) Exempt (Per State Law) Material Taxable, Labor Exempt Exempt (Goods and Services Tax)
MAY 1998
78
INVOICE 810
G Exempt (Provincial Sales Tax) U Usage Exempt TXI07 662 Relationship Code
Code indicating the relationship between entities
ID
1/1
MAY 1998
79
INVOICE 810
Detail IT1 Optional 25 To specify pricing information 1 C0607 If CTP06 is present, then CTP07 is required. Semantic: 1 CTP07 is a multiplier factor to arrive at a final discounted price. A multiplier of .90 would be the factor if a 10% discount is given.
338
Notes: It is strongly recommended that Net Pricing be used across the supply chain. Therefore, the IT104 amount is assumed to be the Net Price unless the CTP segment is used. The CTP segment specifies the discount multiplier that is to be applied against the Unit Price basis in IT104. Be aware that in order for the invoice recipient to validate that the correct price multiplier was used, they must multiply the Unit Price x the multiplier in CTP07 for each line item. Example: CTPVVVVVVDISV.90^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
339
340
341
CTP06
648
ID
3/3
1/10
80
MAY 1998
INVOICE 810
Detail Usage: Optional Max Use: 1000 IT1/PID Mandatory 1 To describe a product or process in coded or free-form format 1 R0405 At least one of PID04 or PID05 is required. Comments: A If PID01 equals F, then PID05 is used. If PID01 equals S, then PID04 is used. If PID01 equals X, then both PID04 and PID05 are used.
222
Notes: This segment is used when there is no primary product identification specified in the IT1 segment or when that primary product identification in the IT1 segment is not sufficient to fully describe the product. Example: PIDVFVVVV3X4" BRASS PIPE^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
251
PID01
349
ID
1/1
MAY 1998
81
INVOICE 810
REF Reference Identification Detail IT1 Optional >1 To specify identifying information 1 R0203 At least one of REF02 or REF03 is required. Semantic: 1 REF04 contains data relating to the value cited in REF02.
Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:
252
Notes: This segment is used to convey additional reference information over and above what is provided at the invoice header level. Specific reference information applicable to this line item would appear here. Example: REFVPRVABC-12345-1^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
253
REF01
128
ID
2/3
80 Charge Number
342
This is a number used by financial systems to identify accounts for cost incurred on a contract. (customers internal cost accounting code)
CT Contract Number DP Department Number IL Internal Order Number JB Job (Project) Number LT Lot Number PD Promotion/Deal Number PR Price Quote Number RE Release Number SE Serial Number WO Work Order Number REF02 127 Reference Identification C AN 1/30
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
82
MAY 1998
INVOICE 810
DTM Date/Time Reference Detail IT1 Optional 10 To specify pertinent dates and times 1 R020305 At least one of DTM02, DTM03 or DTM05 is required.
Notes: This segment is used to specify a shipment and/or service activity date when it differs from the Header Level. Example: DTMV011V19980124^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
255
DTM01
374
Date/Time Qualifier
Code specifying type of date or time, or both date and time
ID
3/3
011 Shipped 036 Expiration 080 Scheduled for Shipment (After and Including)
343
Used when the IT303 Shipment/Order Status equals BP shipment partial back order to ship on (Date).
Manufacture Service Period Start Service Period End Date of Repair/Service C DT 8/8
MAY 1998
83
INVOICE 810
SAC Service, Promotion, Allowance, or Charge Information Detail Usage: Optional Max Use: 25 IT1/SAC Mandatory 1 To request or identify a service, promotion, allowance, or charge; to specify the amount or percentage for the service, promotion, allowance, or charge Syntax: 1 R0203 At least one of SAC02 or SAC03 is required. Semantic: 1 If SAC01 is A or C, then at least one of SAC05, SAC07, or SAC08 is required. 2 SAC05 is the total amount for the service, promotion, allowance, or charge.
Segment: Level: Loop: Usage: Max Use: Purpose:
129
Notes: Typically this segment is not used at the line item level, but may be necessary to reflect allowance or charges that are exceptions to the standard Industrial/Commercial business relationships. Example: SACVAVA720VVV2500^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
260
SAC01
248
ID
1/1
A Allowance
257
C Charge
258
SAC02
124
ID
4/4
125
SAC05
610
Amount
Monetary amount
N2
1/15
This required element resolves any differences between the buyers and suppliers system calculations of amounts, i.e. rounding errors when allowances or charges are expressed in percentages or rates. The amount expressed in SAC05 when SAC01 is A represents a credit amount; when SAC01 is C represents a debit amount. If the amount expressed in SAC05 is $25.63 it would be represented as 2563 and if the amount was $29 it would be represented as 2900.
259
The amount of the allowance or charge in SAC05 in the detail level will be reflected in the total transaction amount, e.g., total invoice amount = merchandise price + charges - allowances. It is not included in IT104 (Unit Price) at the line item level, nor is it included in SAC05 at the summary level.
SAC12
331
ID
2/2
02 Off Invoice
14
The allowance or charge amount will be reflected in the total transaction amount, e.g., Total Invoice Amount = Merchandise Price + Charges Allowances.
The buyers account will be credited for the amount of the allowance or charge. The amount is not reflected in the total invoice amount.
84
MAY 1998
INVOICE 810
The supplier is responsible for the allowance or charge amount. The exact method of handling has been agreed to by the trading partners. The amount will not be reflected in the total invoice amount.
06 Charge to be Paid by Customer 09 Allowance To Be Issued by Vendor SAC15 352 Description C AN 1/80
A free-form description to clarify the related data elements and their content
MAY 1998
85
INVOICE 810
SLN Subline Item Detail Detail Usage: Optional Max Use: 1000 IT1/SLN Mandatory 1 To specify product subline detail item data 1 P0405 If either SLN04 or SLN05 is present, then the other is required. 2 C0706 If SLN07 is present, then SLN06 is required. 3 C0806 If SLN08 is present, then SLN06 is required. 4 P0910 If either SLN09 or SLN10 is present, then the other is required. 5 P1112 If either SLN11 or SLN12 is present, then the other is required. 6 P1314 If either SLN13 or SLN14 is present, then the other is required. 7 P1516 If either SLN15 or SLN16 is present, then the other is required. Semantic: 1 SLN01 is the identifying number for the subline item. 2 SLN03 is the configuration code indicating the relationship of the subline item to the baseline item. 3 SLN08 is a code indicating the relationship of the price or amount to the associated segment. Comments: A SLN01 is related to (but not necessarily equivalent to) the baseline item number. Example: 1.1 or 1A might be used as a subline number to relate to baseline number 1. B SLN09 through SLN28 provide for ten different product/service IDs for each item. For example: Case, Color, Drawing No., U.P.C. No., ISBN No., Model No., or SKU.
Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:
218
Notes: The SLN has many uses and provides for communication of additional information of the baseline item identified in the IT1 segment. This segment can be used to specify contents of an assortment or kit. The identification of the assortment or kit occurs in the IT1 segment and components in the SLN segment. It can also be used to convey serial/lot number or other identifying information. Pertinent dates (e.g. manufactured, expiration) can be sent in the DTM segment of the IT1/SLN loop. The following example highlights the recommended use of this segment for identifying subline item information. Sequence the SLNs by assigning the line number in SLN01 from the IT101 followed by a decimal point and a three digit number which starts at 001". thus the first iteration of the SLN segment under the line number five would be coded 5.001" and the second iteration of the SLN segment under the line number five would be coded 5.002" See I/C EDI business examples for the recommended use of this segment in identifying serial/lot number or other identifying information. Example: SLNV1.001VIV25VEAV15.95VVOVLTV980110001^
219
220
261
86
MAY 1998
INVOICE 810
SLN01 SLN03
350 662
M M
AN ID
1/20 1/1
C C M
1/15
COMPOSITE
355
ID
2/2
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
124
SLN06
140
212
Unit Price
Price per unit of product, service, commodity, etc.
1/17
The price is sent with a decimal point only when needed, e.g. $15.95 would be sent as 15.95", and $29.00 would be sent as 29".
SLN07
221
639
ID
2/2
This data element is used to clarify or alter the basis of unit price. The unit price expressed in SLN06 is always in the same terms as the unit of measure in data element 355, unless otherwise specified in SLN07. For example, unit of measure equals EA but priced per hundred.
HF HP HT NC PE PF PN PP TF TP TT SLN08 662
Per 100 Feet Price per Hundred Price Per 100,000 No Charge Price per Each Price Per Foot Price per Ten Price per Pound Per 1000 Feet Price per Thousand Price Per 10,000 O ID 1/1
Relationship Code
Code indicating the relationship between entities
SCC-14 (code UK) or the U.P.C. Consumer Package Code (UP) are the preferred methods of identifying a part number.
BP Buyers Part Number DR Drawing Revision Number EC Engineering Change Level EN European Article Number (EAN) (2-5-5-1) LT Lot Number SN Serial Number
MAY 1998
87
INVOICE 810
This represents the identifier that the vendor prefers be used to order an item in lieu of a U.P.C. number. This identifier may be alpha/numeric.
SLN10 SLN11
234 235
Product/Service ID
Identifying number for a product or service
C C
AN ID
1/48 2/2
Product/Service ID Qualifier
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
SLN12 SLN13
234 235
Product/Service ID
Identifying number for a product or service
C C
AN ID
1/48 2/2
Product/Service ID Qualifier
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
SLN14 SLN15
234 235
Product/Service ID
Identifying number for a product or service
C C
AN ID
1/48 2/2
Product/Service ID Qualifier
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
SLN16
234
Product/Service ID
Identifying number for a product or service
AN
1/48
88
MAY 1998
INVOICE 810
DTM Date/Time Reference Detail IT1/SLN Optional 1 To specify pertinent dates and times 1 R020305 At least one of DTM02, DTM03 or DTM05 is required.
Notes: This segment is used to specify subline item specific expiration/manufacturer date. Example: DTMV036V19981231^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
263
DTM01
374
Date/Time Qualifier
Code specifying type of date or time, or both date and time
ID
3/3
DT
8/8
MAY 1998
89
INVOICE 810
Detail IT1/SLN Optional 1000 To describe a product or process in coded or free-form format 1 R0405 At least one of PID04 or PID05 is required. 2 C0905 If PID09 is present, then PID05 is required. Semantic: 1 PID09 is used to identify the language being used in PID05. Comments: A If PID01 equals F, then PID05 is used. If PID01 equals S, then PID04 is used. If PID01 equals X, then both PID04 and PID05 are used.
264
Notes: This segment is used when there is no primary product identification specified in the SLN segment or when that primary product identification in the SLN segment is not sufficient to fully describe the product. Example: PIDVFVVVV3X4" BRASS ELBOW ASSEMBLY^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
265
PID01
349
ID
1/1
90
MAY 1998
INVOICE 810
TDS Total Monetary Value Summary Summary ___ Mandatory 1 To specify the total invoice discounts and amounts 1 TDS01 is the total amount of invoice (including charges, less allowances) before terms discount (if discount is applicable). 2 TDS02 indicates the amount upon which the terms discount amount is calculated. 3 TDS03 is the amount of invoice due if paid by terms discount due date (total invoice or installment amount less cash discount). 4 TDS04 indicates the total amount of terms discount. Comments: A TDS02 is required if the dollar value subject to discount is not equal to the dollar value of TDS01.
Segment: Level: Loop: Usage: Max Use: Purpose: Semantic:
272
Notes: The amounts are sent with an implied two digit decimal, e.g., $25.63 would be represented as 2563 and $29 would be sent as 2900. Example: TDSV15000V12500V14750V250^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
271
267
TDS01
610
Amount
Monetary amount TOTAL INVOICE AMOUNT
N2
1/15
TDS01 is the total amount of invoice (including charges and taxes, less allowances), before terms discount (if discount is applicable).
TDS02
268
610
Amount
Monetary amount TOTAL AMOUNT SUBJECT TO DISCOUNT
N2
1/15
TDS02 indicates the amount upon which the terms discount amount is calculated. The discount amount upon which the calculation is done may be equal to or less than the invoice amount as expressed in TDS01 (taxes and freight are typically not included when computing discount amount).
TDS03
269
610
Amount
Monetary amount DISCOUNTED AMOUNT DUE
N2
1/15
TDS03 is the amount of the invoice due if paid by discount due date (total invoice amount less terms discount amount as stated in TDS04).
TDS04
270
610
Amount
Monetary amount TERMS DISCOUNT AMOUNT TDS04 indicates the total amount of terms discount.
N2
1/15
MAY 1998
91
INVOICE 810
Summary ___ Optional 10 To specify tax information 1 R020306 At least one of TXI02, TXI03 or TXI06 is required. 2 P0405 If either TXI04 or TXI05 is present, then the other is required. Semantic: 1 TXI02 is the monetary amount of the tax. 2 TXI03 is the tax percent expressed as a decimal.
273
TXI01
963
ID
2/2
County/Parish Sales Tax City Sales Tax Goods and Services Tax State and Local Sales Tax State/Provincial Tax State Sales Tax C C C R R ID 1/18 1/10 2/2
Monetary Amount
Monetary amount
Percent
Percentage expressed as a decimal
956
AN
1/10
For State/Province tax use appropriate standard abbreviations; for city or county taxes send name.
92
MAY 1998
INVOICE 810
CAD Carrier Detail Summary ___ Optional 1 To specify transportation details for the transaction 1 R0504 At least one of CAD05 or CAD04 is required. 2 C0708 If CAD07 is present, then CAD08 is required.
Data Element Summary
274
Example: CADVMVVVYFRTVVVCNV1578^
REF. DES.
DATA ELEMENT
NAME
ATTRIBUTES
CAD01
91
ID
1/2
A AE BU D E
199
H L M R S SR TC U CAD02 206
Customer Pickup Contract Carrier Motor (Common Carrier) Rail Ocean Supplier Truck Cab (Taxi) Private Parcel Service O AN 1/4
Equipment Initial
Prefix or alphabetic part of an equipment units identifying number See External Code Source 17 in Appendix B for reference document.
CAD03
207
Equipment Number
AN
1/10
Sequencing or serial part of an equipment units identifying number (pure numeric form for equipment number is preferred)
CAD04
140
ID
2/4
Standard Carrier Alpha Code See External Code Source 17 in Appendix B for reference document.
344
CAD05
387
Routing
AN
1/35
Free-form description of the routing or requested routing for shipment, or the originating carriers identity
CAD07
128
ID
2/3
MAY 1998
93
INVOICE 810
CAD08
127
Reference Identification
AN
1/30
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
223
Reference number given by carrier to trace shipment, match carrier invoice to vendor invoice or bill of lading number.
CAD09
284
Service Level Code 09 CX ND ON PA PR SC SD SE SP Premium Surface Express Service Next Day Air Overnight Primary Service Area - Next Day by 10:30 A.M. Primary Service Area - Next Day by 5:00 P.M. Second Day Air Saturday Second Day Saturday Pickup
ID
2/2
Code indicating the level of transportation service or the billing service offered by the transportation carrier
94
MAY 1998
INVOICE 810
Summary SAC Usage: Optional Max Use: 25 Mandatory 1 To request or identify a service, promotion, allowance, or charge; to specify the amount or percentage for the service, promotion, allowance, or charge Syntax: 1 R0203 At least one of SAC02 or SAC03 is required. Semantic: 1 If SAC01 is A or C, then at least one of SAC05, SAC07, or SAC08 is required. 2 SAC05 is the total amount for the service, promotion, allowance, or charge.
256
Notes: There is one segment for each Allowance, Charge, Service, or Promotion being specified. If this segment appears in the summary area of the transaction set, the data applies to the entire transaction set. If this segment appears in the detail area of the transaction set, the data applies only to that line item. The data specified in the summary area is exclusive of the data specified in the detail area; it is not the sum of the data in the detail area, i.e., allowance or charges. Example: SACVCVD240VVV1250^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
266
SAC01
248
ID
1/1
A Allowance
257
C Charge
258
SAC02
214
ID
4/4
125
SAC05
610
Amount
Monetary amount
N2
1/15
This required element resolves any differences between the buyers and suppliers system calculations of amounts, i.e. rounding errors when allowances or charges are expressed in percentages or rates. The amount expressed in SAC05 when SAC01 is A represents a credit amount; when SAC01 is C represents a debit amount. If the amount expressed in SAC05 is $25.63 it would be represented as 2563 and if the amount was $29 it would be represented as 2900.
SAC12
331
ID
2/2
02 Off Invoice
126
The allowance or charge amount will be reflected in the total transaction amount, e.g. Total Invoice Amount = Merchandise Price + Charges Allowances.
The buyers account will be credited for the amount of the allowance or charge. The amount is not reflected in the total invoice amount.
MAY 1998
95
INVOICE 810
The supplier is responsible for the allowance or charge amount. The exact method of handling has been agreed to by the trading partners. The amount will not be reflected in the total invoice amount.
06 Charge to be Paid by Customer 09 Allowance To Be Issued by Vendor SAC15 352 Description C AN 1/80
A free-form description to clarify the related data elements and their content
96
MAY 1998
INVOICE 810
ISS Invoice Shipment Summary Summary Usage: Optional Max Use: >1 ISS Mandatory 1 To specify summary details of total items shipped in terms of quantity, weight, and volume Syntax: 1 R010305 At least one of ISS01, ISS03 or ISS05 is required. 2 P0102 If either ISS01 or ISS02 is present, then the other is required. 3 P0304 If either ISS03 or ISS04 is present, then the other is required. 4 P0506 If either ISS05 or ISS06 is present, then the other is required. Semantic: 1 ISS07 is the quantity of third party pallets. 2 ISS08 is the gross weight of third party pallets in pounds.
Segment: Level: Loop: Usage: Max Use: Purpose:
276 277
Notes: Typically this segment is not used. Example: ISSV50VCTV650VLB^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
ISS01
382
1/10
Numeric value of units shipped in manufacturers shipping units for a line item or transaction set
ISS02
355
ID
2/2
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
124
ISS03 ISS04
81 355
Weight
Numeric value of weight
C C
R ID
1/10 2/2
124
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken See Appendix A for code list
ISS05 ISS06
183 355
Volume
Value of volumetric measure
C C
R ID
1/8 2/2
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
124
ISS07 ISS08
380 81
Quantity
Numeric value of quantity
O O
R R
1/15 1/10
Weight
Numeric value of weight
MAY 1998
97
INVOICE 810
CTT Transaction Totals Summary ___ Optional 1 To transmit a hash total for a specific element in the transaction set A This segment is intended to provide hash totals to validate transaction completeness and correctness.
Data Element Summary
Example: CTTV3^
REF. DES.
DATA ELEMENT
NAME
ATTRIBUTES
CTT01 CTT02
354 347
M O
N0 R
1/6 1/10
Hash Total
160
Sum of values of the specified data element. All values in the data element will be summed without regard to decimal points (explicit or implicit) or signs. Truncation will occur on the left most digits if the sum is greater than the maximum size of the hash total of the data element. This element is the sum of the values of the quantities invoiced in IT102 for each IT1 segment
98
MAY 1998
INVOICE 810
Summary ___ Mandatory 1 To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments) Comments: A SE is the last segment of each transaction set.
198
SE01 SE02
96 329
M M
N0 AN
1/10 4/9
Total number of segments included in a transaction set including ST and SE segments Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set This control number must match the control number in the ST segment.
159
MAY 1998
99
INVOICE 810
I/C Invoice Cut Sheet Purpose: This document is designed to enable the use of the current I/C Guidelines, Version
4010, while addressing the ASC X12 syntax constraints of the previous Versions; 3070, 3060 and 3050. BIG:
BIG01, 03 (Date) - Version 3050, 3060 and 3070 can only send year, month and day information (YYMMDD).
ITD:
ITD04, 06, 09 (Date) - Version 3050, 3060 and 3070 can only send year, month and day information (YYMMDD).
DTM:
DTM02 (Date) - Version 3050, 3060 and 3070 can only send year, month and day information (YYMMDD). To communicate century information (CC), use DTM05 (Century).
SLN:
SLN05 (Composite Unit of Measure) - This element in Version 3050 is not a composite data element and can only send Unit or Basis for Measurement information. Versions 3060 and 3070 do enable the composite element (C001). However, as the I/C guidelines only use C001-1, Unit or Basis for Measurement information (DE355), no loss of functionality will be realized.
CAD:
CAD01 (Transportation Method/Type Code) - Code SR (Supplier Truck) is not available in Version 3050. The definition of Code TC in Version 3050 (Taxi Cab in Versions 4010, 3070 and 3060) is Toll Conversion Order. CAD09 (Service Level Code) - The following codes are not available in Version 3050: CX (Express Service) SP (Saturday Pickup)
CTT:
This segment is mandatory in Version 3050. It is optional for all versions after that.
100
MAY 1998
INVOICE 810
ASC X12
810
Invoice
FUNCTIONAL GROUP ID =
IN
This Draft Standard for Trial Use contains the format and establishes the data contents of the Invoice Transaction Set (810) 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 billing for goods and services provided.
Header
PAGE # POS. # SEG. ID NAME REQ. DES. MAX USE LOOP REPEAT
61 62 N/U 63 64 N/U 65 66 68 69 70 N/U N/U N/U 71 73 74 N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U
010 020 030 040 050 055 060 070 080 090 100 110 120 125 130 140 150 160 170 180 190 200 212 213 214 220 230 240 250 260
ST BIG NTE CUR REF YNQ PER N1 N2 N3 N4 REF PER DMG ITD DTM FOB PID MEA PWK PKG L7 BAL INC PAM LM LQ N9 MSG V1
Transaction Set Header Beginning Segment for Invoice Note/Special Instruction Currency Reference Identification Yes/No Question Administrative Communications Contact LOOP ID - N1 Name Additional Name Information Address Information Geographic Location Reference Identification Administrative Communications Contact Demographic Information Terms of Sale/Deferred Terms of Sale Date/Time Reference F.O.B. Related Instructions Product/Item Description Measurements Paperwork Marking, Packaging, Loading Tariff Reference Balance Detail Installment Information Period Amount LOOP ID - LM Code Source Information Industry Code LOOP ID - N9 Reference Identification Message Text LOOP ID - V1 Vessel Identification
M M O O O O O O O O O O O O O O O O O O O O O O O O M O M O
MAY 1998
101
INVOICE 810 N/U N/U N/U N/U 270 280 290 300 R4 DTM FA1 FA2 Port or Terminal Date/Time Reference LOOP ID - FA1 Type of Financial Accounting Data Accounting Data O M O O
Detail
PAGE # POS. # SEG. ID NAME REQ. DES. MAX USE LOOP REPEAT
LOOP ID - IT1 75 N/U N/U N/U 77 78 80 N/U N/U 81 N/U N/U N/U N/U N/U 82 N/U N/U N/U 83 N/U N/U N/U 84 N/U 86 89 N/U 90 N/U N/U N/U N/U N/U N/U 010 012 015 020 030 040 050 055 059 060 070 080 090 100 110 120 125 130 140 150 160 170 175 180 190 200 205 210 220 230 235 237 240 250 260 IT1 CRC QTY CUR IT3 TXI CTP PAM MEA PID MEA PWK PKG PO4 ITD REF YNQ PER SDQ DTM CAD L7 SR SAC TXI SLN DTM REF PID SAC TC2 TXI N1 N2 N3 Baseline Item Data (Invoice) Conditions Indicator Quantity Currency Additional Item Data Tax Information Pricing Information Period Amount Measurements LOOP ID - IT1/PID Product/Item Description Measurements Paperwork Marking, Packaging, Loading Item Physical Details Terms of Sale/Deferred Terms of Sale Reference Identification Yes/No Question Administrative Communications Contact Destination Quantity Date/Time Reference Carrier Detail Tariff Reference Requested Service Schedule LOOP ID - IT1/SAC Service, Promotion, Allowance, or Charge Information Tax Information LOOP ID - IT1/SLN Subline Item Detail Date/Time Reference Reference Identification Product/Item Description Service, Promotion, Allowance, or Charge Information Commodity Tax Information LOOP ID - IT1/N1 Name Additional Name Information Address Information O O O 1 2 2 O O O O O O O 1 1 >1 1000 25 2 10 O O 1 10 O O O O O O O O O O O O O O 1 10 25 25 1 2 >1 10 5 500 10 >1 >1 1 O O O O O O O O O 1 1 5 1 5 10 25 10 40
200000
1000
25
1000
200
102
MAY 1998
I/C INDUSTRIAL COMMERCIAL EDI GUIDELINES N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U 270 280 290 295 300 310 320 330 340 350 360 N4 REF PER DMG LM LQ V1 R4 DTM FA1 FA2 Geographic Location Reference Identification Administrative Communications Contact Demographic Information LOOP ID - IT1/LM Code Source Information Industry Code LOOP ID - IT1/V1 Vessel Identification Port or Terminal Date/Time Reference LOOP ID - IT1/FA1 Type of Financial Accounting Data Accounting Data O M 1 >1 O O O 1 >1 >1 O M 1 100 O O O O 1 12 3 1
INVOICE 810
10
>1
>1
Summary
PAGE # POS. # SEG. ID NAME REQ. DES. MAX USE LOOP REPEAT
010 020 030 035 040 050 060 065 070 080
Total Monetary Value Summary Tax Information Carrier Detail Monetary Amount LOOP ID - SAC Service, Promotion, Allowance, or Charge Information Tax Information LOOP ID - ISS Invoice Shipment Summary Product/Item Description Transaction Totals Transaction Set Trailer
M O O O O O O O O M
1 10 1 >1 25 1 10 >1 1 1 1 1
NOTES:
2/015 The QTY segment is used to specify a quantity of units which are expected as payments, e.g., trade-ins or returns. 3/070 Number of line items (CTT01) is the accumulation of the number of IT1 segments. If used, hash total (CTT02) is the sum of the value of quantities invoiced (IT102) for each IT1 segment.
MAY 1998
103
INVOICE 810
104
MAY 1998
TABLE OF CONTENTS
EXAMPLE 1: BASIC................................................................................................................................ 107 EXAMPLE 2: SPECIAL SITUATIONS .................................................................................................... 111 2A. PRICE BASIS IS DIFFERENT THAN ORDERING UNIT OF MEASURE .......................................................... 116 2B. REFERENCE NUMBER (JOB/PROJECT NUMBER) HEADER LEVEL........................................................ 116 2C. REFERENCE NUMBER (PRICE QUOTE NUMBER) LINE ITEM LEVEL ...................................................... 117 2D. LOT/SERIAL NUMBER (INCLUDING EXPIRATION DATE) - LINE ITEM LEVEL................................................ 117 2E. KITS/COMPONENTS - LINE ITEM LEVEL................................................................................................ 118 2F. DEFERMENT/INSTALLMENT HEADER LEVEL ....................................................................................... 120 2G. ALLOWANCE/CHARGE SUMMARY LEVEL........................................................................................... 121 2H. ALLOWANCE/CHARGE LINE ITEM LEVEL............................................................................................ 121 2I. TAX (SALES TAX) -- ENTIRE ORDER .................................................................................................... 121 2J. CURRENCY -- ENTIRE INVOICE HEADER LEVEL .................................................................................. 122 2K. REMIT TO: ADDRESS DIFFERENT THAN TRADING PARTNER PROFILE -- HEADER LEVEL ......................... 122 2L. INVOICING FOR QUANTITY SHIPPED DIFFERENT FROM ORIGINAL QUANTITY ORDERED LINE ITEM LEVEL .. 123 2M. CARRIER DETAIL FOR SPECIAL OVERNIGHT DELIVERY SUMMARY LEVEL .............................................. 124 EXAMPLE 3: SERVICE INVOICE ........................................................................................................... 125 EXAMPLE 4: CREDIT MEMO ................................................................................................................. 129
106
MAY 1998
EXAMPLE 1: BASIC
Business Scenario ABC Distributor has ordered and is being invoiced for three line items from XYZ Manufacturer that were shipped to one of ABC Distributors branches. The manufacturer has shipped the material and is now invoicing the distributor. Listed below is the purchase order and detail information ABC Distributor sent to XYZ Manufacturer and the relevant invoicing data to be passed back to the distributor. Purchase Order Date Purchase Order Number Ship to Location Requested Delivery Date Invoice Date Invoice Number Ship Date Ship Via Freight Terms Invoice Total Discount Amount May 7, 1998 A123456 Branch 2 May 14, 1998 May 8, 1998 753812 May 8, 1998 UPS Prepaid by seller $267.84 $5.36
Data recommended to be communicated in a Trading Partner Profile (TPP). Freight Information: Freight Terms: FOB Point (when title to goods passes) Freight Paid By: Payment Terms: Currency Information: Tax Information: Less than 150 lbs. UPS More than 150 lbs. -- Yellow Freight Shipping Point Seller (if order total greater than ($200) Buyer (if order less than $200) 2% 10 Days, Net 30 Days U.S. Dollars Tax Exemption Number -1223344556677889900 Issued by State of California Exempt for resale
MAY 1998
107
(All Normal Bill To, Ship To, and Remit To Locations Should Be Identified In The Trading Partner Profile)
Billing Name and Address: ABC Distributor P.O. Box 123 Apple Grove, CA 98760 DUNS+4 Number: 1122334450000
ABC Distributor Branch 2 1234 Maple St. Apple Grove, CA 98765 DUNS Number: 112233445
XYZ Manufacturer P.O. Box 85997 Minneapolis, MN 55440 DUNS+4 Number: 3377744550000
Invoice Total
* SCC-14 format
108
MAY 1998
EXPLANATION
810 is the Transaction Set Identifier Code for the Invoice Transaction Set. 0001 is the Transaction Set Control Number. 19980508 is the Invoice Date (May 8, 1998). 753812 is the Invoice Number. A123456 is the Purchase Order Number.
BIG*19980508*753812**A123456^
N1*ST**9*1122334450002^
ST is the Entity Identifier Code which indicates this N1 segment identifies the Ship To location. 9 is the Identification Code Qualifier which indicates the Identification Code that follows is DUNS+4 number. 1122334450002 is the DUNS+4 number.
DTM*011*19980508^
011 is the Date/Time Qualifier which indicates the date that follows is the ship date. 19980508 is the date shipped (May 8, 1998). PP indicates that the Shipment Method of Payment is Prepaid (by Seller). 6 is the Quantity Invoiced. EA is the Unit or Basis for Measurement Code which indicates Each. 5.74 is the Unit Price ($5.74). UK is the Product/Service ID Qualifier which indicates the Product/Service ID that follows is a U.P.C./EAN Shipping Container Code (1-2-5-5-1). 00054321876547 is the U.P.C./EAN Shipping Container Code.
FOB*PP^
IT1*2*12*EA*8.7**UK*00054321647437^ 2 is the Original Purchase Order Line Number. 12 is the Quantity Invoiced. EA is the Unit or Basis for Measurement Code which indicates Each. 8.7 is the Unit Price ($8.70). UK is the Product/Service ID Qualifier which indicates the Product/Service ID that follows is a U.P.C./EAN Shipping Container Code (1-2-5-5-1). 00054321647437 is the U.P.C./EAN Shipping Container Code
MAY 1998
109
EXPLANATION
3 is the Original Purchase Order Line Number 12 is the Quantity Invoiced. EA is the Unit or Basis for Measurement Code which indicates Each. 10.75 is the Unit Price ($10.75). UK is the Product/Service ID Qualifier which indicates the Product/Service ID that follows is a U.P.C./EAN Shipping Container Code (1-2-5-5-1). 00054321674310 is the U.P.C./EAN Shipping Container Code.
TDS*26784***536^
26784 is the Total Amount of the Invoice (No taxes, charges or allowances exist for this invoice). ($267.84). 536 is the Total Amount of Terms Discount ($5.36). UPSN is the SCAC Code for UPS. 11 is the Number of Included Segments in this transaction set, including the ST and SE segments. 0001 is the Transaction Set Control Number.
CAD****UPSN^ SE*11*0001^
ST*810*0001^ BIG*19980508*753812**A123456^ N1*ST**9*1122334450002^ DTM*011*19980508^ FOB*PP^ IT1*1*6*EA*5.74**UK*00054321876547^ IT1*2*12*EA*8.7**UK*00054321647437^ IT1*3*12*EA*10.75**UK*00054321674310^ TDS*26784**536^ CAD****UPSN^ SE*11*0001^
110
MAY 1998
Data recommended to be communicated in a Trading Partner Profile (TPP). Freight Information: Freight Terms: FOB Point (when title to goods passes): Freight Paid By: Carrier: Payment Terms: Currency Information: Tax Information: Less than 150 lbs. UPS More than 150 lbs. -- Yellow Freight Shipping Point Buyer Yellow Freight 2% 10 Days, Net 30 Days U.S. Dollars Normally taxable in Ohio
MAY 1998
111
(All Normal Bill To, Ship To and Remit To Locations Should Be Identified In The Trading Partner Profile)
ABC Distributor P.O. Box 125 Portland, OR 97210 DUNS+4 Number: 1122334560000
ABC Distributor 5822 Flora Avenue Dayton, Ohio 45401 DUNS+4 Number: 1122334560002
XYZ Corp 1561 Smith Blvd. Dayton, OH 45402 DUNS+4 Number: 1775566780002
XYZ Corp P.O. Box 678 Dayton, OH 45402 DUNS+4 Number: 1775566780001
112
MAY 1998
MAY 1998 Line Item 1 Part Number 6A7432 1.001 1.002 2 6A7432-1 6A7432-2 6A4343 3 4 6A4798 7B5113
100 100 5
100 100 5
054324526418 50064141996658*
100 10
100 15
Each Case
$98.00 $24.31
Per 100 Case Subtotal 1 (Charge) Subtotal 2 Tax Freight Charges Invoice Total
Quote # 578
*SCC-14 format
113
COMPLETE INVOICE FORMAT FOR SPECIAL SITUATION SCENARIO EDI TRANSMISSION DATA SPECIAL SITUATION REFERENCE
ST*810*0002^ BIG*19980508*753812**A123456^ CUR*SE*USD^ REF*JB*987^ N1*ST**9*1122334560002^ N1*RE**9*1775566780001^ ITD*04*3*****30***214978^ ITD*04*3*****60***214978^ DTM*011*19980508^ FOB*PC*DE*DAYTON, OH^ IT1*1*100*EA*30.75**UP*054324473828^ PID*F****4 FT FLUORESCENT FIXTURE AND LAMP^ SAC*C*E190***2000^ SLN*1.001**I*100*EA***O*UP*054324473897^ PID*F****4 FT FIXTURE^ SLN*1.002**I*100*EA***O*UP*054324473880^ PID*F****LAMP^ IT1*2*5*CA*75.27**UK*50054324493471^ PID*F****DISINFECTANT^ REF*LT*98C01^ DTM*036*19981231^ IT1*3*100*EA*98*HP*UP*054324526418^ PID*F****FLOOR TILE^ 2D. Lot/Serial Number (Including expiration date) Line Item Level 2D. Lot/Serial Number (Including expiration date) Line Item Level 2A. Price Basis is Different than Ordering Unit of Measure Line Item Level 2A. Price Basis is Different than Ordering Unit of Measure Line Item Level 2E. Kits/Components Line Item Level 2E. Kits/Components Line Item Level 2H. Allowance/Charge Line Item Level 2E. Kits/Components Line Item Level 2E. Kits/Components Line Item Level 2E. Kits/Components Line Item Level 2E. Kits/Components Line Item Level 2K. Remit To Address different from Profile Header Level 2F. Deferment/Installment Header Level 2F. Deferment/Installment Header Level 2J. Currency Entire Invoice Header Level 2B. Reference Number (Job Number) Header Level
114
MAY 1998
COMPLETE INVOICE FORMAT FOR SPECIAL SITUATION SCENARIO EDI TRANSMISSION DATA SPECIAL SITUATION REFERENCE
REF*PR*578^ IT1*4*15*CA*24.31**UK*50064141996658^ IT3*15*CA*CM*5*MP^ PID*F****4 Markers TDS*429955***8598^ TXI*ST*265.55*.0675*VD*OH^ CAD*AE***UPSN**BM*1578*ON^ SAC*C*D240***10000^ SE*32*0002^ 2I. Tax (Sales Tax) Entire Order Summary Level 2M. Carrier Detail for Special Overnight Delivery Summary Level 2G. Allowance/Charge Summary Level 2C. Reference Number (Price Quote Number) Line Item Level 2L. Invoicing for Extra Quantities Shipped from Original Quantity Ordered Line Item Level 2L. Invoicing for Extra Quantities Shipped from Original Quantity Ordered Line Item Level 2L. Invoicing for Extra Quantities Shipped from Original Quantity Ordered Line Item Level
MAY 1998
115
2A.
EXPLANATION
3 is the Original Purchase Order line number. 100 is the Quantity Invoiced in eaches. EA is the Unit or Basis for Measurement Code which indicates Each. 98 is the Unit Price ($98.00). HP is the Price per Hundred. UP is the Product/Service ID Qualifier which indicates the Product/Service ID that follows is a U.P.C. Consumer Package Code (1-5-5-1). 054324526418 is the U.P.C. Consumer Package Code.
PID*F****FLOOR TILE
F is the Item Description Type for freeform description. FLOOR TILE is the freeform description for the item shipped.
2B.
EXPLANATION
JB is the reference identification qualifier which indicates that the reference identification qualifier that follows is a job (project) number
987 is the job (project) number Note: Header Level -- As the job/project number applies to all line items of the invoice, the REF segment in the Header level is used (position 050)
116
MAY 1998
2C.
EXPLANATION
PR is the reference identification qualifier which indicates what follows is a price quote number
578 is the price quote number Note: Detail Level As the quote number applies only to line item #3 of the invoice, the REF segment in the detail level is used (position 120)
2D.
EXPLANATION
LT is the reference identification qualifier which indicates what follows is a lot number 98C01 is the lot number 036 is the code qualifier to specify expiration date
DTM*036*19981231^
19981231 is the lot number expiration date Note: As the lot number and expiration date apply only to line item #2 within the invoice, the REF (position 120) and DTM (position 150) segments, following the IT1 segment (position 010), in the detail level are used.
MAY 1998
117
2E.
EXPLANATION
1 is the Original Purchase Order Line number. 100 is the Quantity Invoiced. EA is the Unit or Basis for Measurement Code which indicates Each. 30.75 is the Unit Price ($30.75). UP is the Product/Service ID Qualifier which indicates the Product/Service ID that follows is a U.P.C. Consumer Package Code (1-5-5-1). 054324473828 is the U.P.C. Consumer Package Code.
F is the Item Description Type for freeform description. 4 FT FLUORESCENT FIXTURE AND LAMP is the freeform description for the item shipped. 1.001 is the reference identifier used to associate the lot number information to line item #3. I indicates that the component is included as part of the line item information. 100 is the quantity of this component. EA is the Unit or Basis for Measurement Code which indicates Each. O indicates that the component information is to be used for information purposes only UP is the Product/Service ID Qualifier which indicates the Product/Service ID that follows is a U.P.C. Consumer Package Code (1-5-5-1). 054324473897 is the U.P.C. Consumer Package Code.
PID*F****4 FT FIXTURE^
F is the Item Description Type for freeform description. 4 FT FIXTURE is the freeform description for the item shipped.
118
MAY 1998
EXPLANATION
1.002 is the reference identifier used to associate the lot number information to line item #3. I indicates that the component is included as part of the line item information. 100 is the quantity of this component. EA is the Unit or Basis for Measurement Code which indicates Each. O Indicates that the component information is to be used for information purposes only UP is the Product/Service ID Qualifier which indicates the Product/Service ID that follows is a U.P.C. Consumer Package Code (1-5-5-1). 054324473880 is the U.P.C. Consumer Package Code.
PID*F****LAMP^
LAMP is the freeform description for the item shipped. Note: As the two component pieces apply only to line item #1 within the invoice, the SLN (position 200) segment and PID (position 220) segment, following the IT1 segment (position 010), in the detail level is used.
MAY 1998
119
2F.
EXPLANATION
04 is the code which specifies that installment payment plan is applicable for the invoice settlement. 3 is the code which identifies that the beginning of the terms period is the invoice date 30 specifies the number of days from the invoice date when the first installment payment is due 214978 ($2,149.78) is the first installment amount due for the invoice
ITD*04*3*****60***214977^
04 is the code which specifies that installment payment plan is applicable for the invoice settlement. 3 is the code which identifies that the beginning of the terms period is the invoice date 60 specifies the number of days from the invoice date when the second installment payment is due
214977 ($2,149.77) is the second installment amount due for the invoice Note: As the terms of sale apply to the entire order, the ITD segment at the Header level is used (position 130). The ITD loop is repeated twice to exemplify the two separate installments
120
MAY 1998
SAC*C*D240***10000^
C is the code which specifies a charge D240 is the code which specifies that the charge is a freight charge
10000 ($100.00) is the amount of the freight charge Note: As the freight charge applied to the entire order, the SAC segment at the Summary level is used (position 040).
2H.
EXPLANATION
C is the code which specifies a charge E190 is the code which specifies that the charge is a labor charge
2000 ($20.00) is the amount of the labor charge Note: As the labor charge is only applied to line item #1, the SAC segment at the detail level is used (position 180).
2I.
MAY 1998
121
2J.
EXPLANATION
SE is the Entity Identifier Code which indicates that the currency of the Selling Party is being used. USD is the Currency Code for the United States Dollar.
2K.
Remit To: address different than Trading Partner Profile -Header Level
Business Scenario This scenario is used by the seller to indicate that the buyer remit the invoice settlement to an address different from the trading partner profile. EDI TRANSMISSION DATA EXPLANATION WITH NAME AND ADDRESS
N1*RE**9*1775566780001^ RE is the Entity Identifier Code which indicates that this is the manufacturers invoice remittance location. 9 is the identification code number for a DUNS+4 Number 1775566780001 is the manufacturers remittance location DUNS+4 number
122
MAY 1998
2L.
Invoicing for Quantity Shipped different from Original Quantity Ordered Line Item Level
Business Scenario When the quantity shipped by the seller exceeds the quantity ordered due to minimum pack size limitations as the business reason, the process to invoice for this over shipment is described below. In this instance the Seller has not previously notified the Buyer. EDI TRANSMISSION DATA
IT1*4*15*CA*24.31**UK* 50064141996658^
EXPLANATION
4 is the Original Purchase Order Line number. 15 is the Quantity Invoiced. CA is the Unit or Basis for Measurement Code which indicates Case. 24.31 is the Unit Price ($24.31). UK is the Product/Service ID Qualifier which indicates the Product/Service ID that follows is a U.P.C./EAN Shipping Container Code (1-2-5-5-1). 50064141996658 is the U.P.C. / EAN Shipping Container Code
IT3*15*CA*CM*5*MP^
15 is the Number of Units Shipped. CA is the Unit or Basis for Measurement Code which indicates Case. CM is the Shipment Order Status Code which indicates shipment complete with additional quantity. 5 is the Quantity Difference between ordered and shipped. MP is the Change Reason Code which the reason for over shipment was minimum order.
ID*F****4 MARKERS
F is the Item Description Type for freeform description. 4 MARKERS is the freeform description for the item shipped.
MAY 1998
123
124
MAY 1998
Data recommended to be communicated in a Trading Partner Profile (TPP). Freight Terms: FOB Point (when title to goods passes) Freight Paid By: Payment Terms: Currency Information: Tax Information: Shipping Point Buyer Net 30 Days U.S. Dollars This type of service is not taxable.
(All Normal Bill To, Ship To and Remit To Locations Should Be Identified In The Trading Partner Profile)
ABC Distributor P.O. Box 123 Apple Grove, CA 98760 DUNS+4 Number: 1122334450000
PPP Industries Plant 2 1593 Oak St. Apple Grove, CA 98764 DUNS+4 Number: 1122334490002
MAY 1998
125
PPP Industries P.O. Box 651245 Minneapolis, MN 55440 DUNS+4 Number: 1122334490000
Invoice Total
126
MAY 1998
EXPLANATION
810 is the Transaction Set Identifier Code for the Invoice Transaction Set. 0004 is the Transaction Set Control Number. 19980608 is the Invoice Date (June 8, 1998) 997332 is the Invoice Number. WO is the Reference Identification Qualifier Code for Work Order Number. A865 is the Work Order Number. BT is the Entity Identifier Code which indicates this N1 segment identifies the Bill To location. 9 is the Identification Code Qualifier which indicates the Identification Code that follows is DUNS+4 number assigned by Dun and Bradstreet. 1122334490000 is the DUNS+4 number of the location to be billed.
BIG*19980608*997332^ REF*WO*A865^
N1*BT**9*1122334490000^
N1*RE**9*1122334450000^
RE is the Entity Identifier Code which indicates this N1 segment identifies the Remit To location. 9 is the Identification Code Qualifier which indicates the Identification Code that follows is DUNS+4 number 1122334450000 is the DUNS+4 number of the location where the payment is to be remitted to.
N1*EN**9*1122334490002^
EN is the Entity Identifier Code which indicates this N1 segment identifies the End User Service location. 9 is the Identification Code Qualifier which indicates the Identification Code that follows is DUNS+4 number. 1122334490002 is the DUNS+4 number of the location where the service was performed.
DTM*214*19980605^
214 is the Date/Time Qualifier which indicates the date that follows is the date service was performed. 19980605 is the date of service (June 5, 1998). 1 is the Quantity Invoiced. EA is the Unit or Basis for Measurement Code which indicates Each. 260 is the Unit Price ($260.00).
IT1**1*EA*260^
MAY 1998
127
EXPLANATION
F indicates that the format of the description is free form. Maintenance of Motors is the description. 26000 is the Total Amount of the Invoice . ($260.00). 11 is the Number of Included Segments in this transaction set, including the ST and SE segments. 0004 is the Transaction Set Control Number.
128
MAY 1998
Data recommended to be communicated in a Trading Partner Profile (TPP). Freight Information: Freight Terms: FOB Point (when title to goods passes) Freight Paid By: Payment Terms: Currency Information: Tax Information: Less than 150 lbs. UPS More than 150 lbs. -- Yellow Freight Shipping Point Seller (if order total greater than $200) Buyer (if order less than $200) 2% 10 Days, Net 30 Days U.S. Dollars Tax Exemption Number 11223344556677889900 Issued by State of California Exempt for resale
(All Normal Bill To, Ship To and Remit To Locations Should Be Identified In The Trading Partner Profile) Ship To Name and Address: ABC Distributor Branch 2 1234 Maple St. Apple Grove, CA 98765 DUNS Number: 112233445 XYZ Manufacturer P.O. Box 85997 Minneapolis, MN 55440 DUNS+4 Number: 3377744550000
MAY 1998
129
* SCC-14 format
130
MAY 1998
EXPLANATION
810 is the Transaction Set Identifier Code for the Invoice Transaction Set. 0003 is the Transaction Set Control Number. 19980601 is the Credit Memo Date (June 1, 1998) 784211 is the Credit Memo Number. A123456 is the Purchase Order Number. CR is the Transaction Type Code for a Credit Memo.
BIG*19980601*784211**A123456* **CR^
N1*ST**1*112233445^
ST is the Entity Identifier Code which indicates this N1 segment identifies the Ship To location. 1 is the Identification Code Qualifier which indicates the Identification Code that follows is DUNS number assigned by Dun and Bradstreet. 112233445 is the DUNS number.
REF*OI*753812^
OI is the Reference Identification Qualifier Code for Original Invoice Number. 753812 is the Original Invoice Number. 5 is the Quantity Returned. EA is the Unit or Basis for Measurement Code which indicates Each. 5.74 is the Unit Price ($5.74). UK is the Product/Service ID Qualifier which indicates the Product/Service ID that follows is a U.P.C./EAN Shipping Container Code (1-2-5-5-1). 00054321876547 is the U.P.C./EAN Shipping Container Code.
IT1**5*EA*5.74**UK* 00054321876547^
TDS*2870^ SE*7*0003^
2870 is the Total Amount of the Invoice . ($28.70). 7 is the Number of Included Segments in this transaction set, including the ST and SE segments. 0003 is the Transaction Set Control Number.
MAY 1998
131
132
MAY 1998
850
MAY 1998
133
134
MAY 1998
5. Special Carrier/Shipment Requests To permit the buyer to communicate special shipping conditions such as Same Day, Air Freight, etc., or to allow the specification of a specific carrier, the use of the TD5 segment is recommended. When indicating a specific carrier it is further recommended that the Standard Carrier Alpha Code (SCAC) be used if one has been assigned to the carrier. See the TD5 segment for further discussion. 6. Will Call/Customer Pickup When specifying a Will Call order it is suggested that the TD5 segment be used to mark an order for customer pickup/will call. The TD5 segment should contain a TD504 element describing the shipping method using an H qualifier to represent a customer pickup. 7. Use of Shipping Container Code (SCC-14) That Includes the Pack Identifier As partnerships enter into the use of SCC-14 codes, considerations need to be outlined. The SCC-14 format includes the designation of the specific package size in the first position of the code. Depending on the item requested, a conflict could exist in the interpretation of the quantity designated in the SCC-14 code and the quantity unit of measure passed in the PO103 element. Example:
PO102 Qty 12 PO103 Qty U/M EA PO106 Product ID Qualifier UK PO107 Product ID (SCC-14) 30122222222228 Comments Quantity ordered not resolved Description Each Inner Pack Case
Quantity 1 12 96
Is the order 1 carton of 12, or 12 cartons of 12? To avoid confusion, when using SCC-14 with pack identifier codes, do not include the PO103 element. Therefore, it is clear that the carton size from the SCC-14 pack identifier code is applied against the quantity ordered as specified in the PO102 element.
PO102 Qty 12 12 PO103 Qty U/M Not Used Not Used PO106 Product ID Qualifier UK UK PO107 Product ID (SCC-14) 00122222222227 30122222222228 Comments Indicates 12 eaches Indicates 12 inner packs of 12 each
MAY 1998
135
8. Prices It is recommended that net prices be sent on the purchase order. See the PO1 segment. 9. Line Numbers Retention of line numbers (PO101) from the buying partys purchase order is strongly encouraged. While optional within this guideline, buyers line item numbers may need to be returned in subsequent documents such as the 855 Purchase Order Acknowledgment, 856 Ship Notice/Manifest, and the 810 Invoice.
136
MAY 1998
I/C EDI
850
Header
Purchase Order
PAGE # POS. #
SEG. ID
NAME
REQ. DES.
MAX USE
LOOP REPEAT
139 140 141 142 143 144 145 146 147 149 150 152 153 154 156 157 158
010 020 040 050 060 070 080 120 130 150 240 250 270 310 320 330 340
ST BEG CUR REF PER TAX FOB SAC ITD DTM TD5 TD3 MAN N1 N2 N3 N4
Transaction Set Header Beginning Segment for Purchase Order Currency Reference Identification Administrative Communications Contact Tax Reference F.O.B. Related Instructions LOOP ID - SAC Service, Promotion, Allowance, or Charge Information Terms of Sale/Deferred Terms of Sale Date/Time Reference Carrier Details (Routing Sequence/Transit Time) Carrier Details (Equipment) Marks and Numbers LOOP ID - N1 Name Additional Name Information Address Information Geographic Location
M M O O O O O O O O O O O O O O O
Detail
PAGE # POS. # SEG. ID NAME REQ. DES. MAX USE LOOP REPEAT
LOOP ID - PO1 159 161 162 164 165 167 168 169 170 171 173 174 175 010 030 049 050 060 100 170 210 280 295 350 360 370 PO1 PO3 MEA PID MEA REF TAX DTM MAN SCH N1 N2 N3 Baseline Item Data Additional Item Detail Measurements LOOP ID - PO1/PID Product/Item Description Measurements Reference Identification Tax Reference Date/Time Reference Marks and Numbers LOOP ID - PO1/SCH Line Item Schedule LOOP ID - PO1/N1 Name Additional Name Information Address Information O O O 1 2 2 O 1 O O O O O O 1 10 >1 >1 10 10 M O O 1 25 40
100000
1000
200 200
MAY 1998
137
PURCHASE ORDER 850 176 177 380 383 N4 QTY Geographic Location Quantity O O
Summary
PAGE # POS. # SEG. ID NAME REQ. DES. MAX USE LOOP REPEAT
LOOP ID - CTT 178 179 010 030 CTT SE Transaction Totals Transaction Set Trailer O M 1 1
138
MAY 1998
ST Transaction Set Header Header ___ Mandatory 1 To indicate the start of a transaction set and to assign a control number 1 The transaction set identifier (ST01) used by the translation routines of the interchange partners to select the appropriate transaction set definition (e.g., 810 selects the Invoice Transaction Set).
Data Element Summary
53
Example: STV850V0001^
REF. DES.
DATA ELEMENT
NAME
ATTRIBUTES
ST01
143
ID
3/3
850 Purchase Order ST02 329 Transaction Set Control Number M AN 4/9
Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set The number is sequentially assigned by the sender. The number must be unique within the functional group.
MAY 1998
139
BEG Beginning Segment for Purchase Order Header ___ Mandatory 1 To indicate the beginning of the Purchase Order Transaction Set and transmit identifying numbers and dates Semantic: 1 BEG05 is the date assigned by the purchaser to purchase order.
Segment: Level: Loop: Usage: Max Use: Purpose:
54
BEG01
353
ID
2/2
ID
2/2
BK DS EO RL
4
Blanket Order (Quantity Firm) Dropship Emergency Order Release or Delivery Order
If this code is used, then BEG04 is required
SA Stand-alone Order BEG03 BEG04 324 328 Purchase Order Number Release Number M O AN AN 1/22 1/30
Identifying number for Purchase Order assigned by the orderer/purchaser Number identifying a release against a Purchase Order previously placed by the parties involved in the transaction
BEG05
373
Date
Date expressed as CCYYMMDD
DT
8/8
140
MAY 1998
CUR Currency Header ___ Optional 1 To specify the currency (dollars, pounds, francs, etc.) used in a transaction
Notes: This segment is only used when currency information varies from or is not included in the trading partner agreement. Example: CURVBYVCAD^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
284
CUR01
98
ID
2/3
CUR02
100
Currency Code
ID
3/3
Code (Standard ISO) for country in whose currency the charges are specified See External Code Source 5 in Appendix B for reference document.
10
Code Values: CAD Canadian Dollar MXP Mexican Peso USD US Dollar Refer to ISO 4217 for other currency codes.
MAY 1998
141
REF Reference Identification Header ___ Optional >1 To specify identifying information 1 R0203 At least one of REF02 or REF03 is required.
Data Element Summary
Example: REFV80V23^
REF. DES.
DATA ELEMENT
NAME
ATTRIBUTES
REF01
128
ID
2/3
80 Charge Number
7
This is a number used by financial systems to identify accounts for cost incurred on a contract. (customers internal cost accounting code)
CT Contract Number DG Drawing Number DP Department Number EU End Users Purchase Order Number IL Internal Order Number JB Job (Project) Number PD Promotion/Deal Number PR Price Quote Number REF02 127 Reference Identification C AN 1/30
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
142
MAY 1998
PER Administrative Communications Contact Header ___ Optional 3 To identify a person or office to whom administrative communications should be directed Syntax: 1 P0304 If either PER03 or PER04 is present, then the other is required. 2 P0506 If either PER05 or PER06 is present, then the other is required. 3 P0708 If either PER07 or PER08 is present, then the other is required.
57
PER01
366
ID
2/2
Code identifying the major duty or responsibility of the person or group named
PER02 PER03
93 365
Name
Free-form name
O C
AN ID
1/60 2/2
EM Electronic Mail FX Facsimile TE Telephone PER04 PER05 364 365 Communication Number Communication Number Qualifier
Code identifying the type of communication number
C C
AN ID
1/80 2/2
EM Electronic Mail FX Facsimile TE Telephone PER06 PER07 364 365 Communication Number Communication Number Qualifier
Code identifying the type of communication number
C C
AN ID
1/80 2/2
MAY 1998
143
TAX Tax Reference Header ___ Optional >1 To provide data required for proper notification/determination of applicable taxes applying to the transaction or business described in the transaction Syntax: 1 R0103 At least one of TAX01 or TAX03 is required. 2 P0203 If either TAX02 or TAX03 is present, then the other is required. Comments: A Tax ID number is, in many instances, referred to as a Tax Exemption Number. The paired (combined) use of data elements 309 and 310 provides for the designation of five taxing jurisdictions. B TAX01 is required if tax exemption is being claimed.
Segment: Level: Loop: Usage: Max Use: Purpose:
58
TAX01
325
AN
1/20
Number assigned to a purchaser (buyer, orderer) by a taxing jurisdiction (state, county, etc.); often called a tax exemption number or certificate number
9
TAX02
309
Location Qualifier
Code identifying type of location
ID
1/2
CC Country
See External Code Source 5 in Appendix B for reference document.
SP State/Province
See External Code Source 22 in Appendix B for reference document.
TAX03
8
310
Location Identifier
Code which identifies a specific location
AN
1/30
Use ISO 3166 for two digit alpha country codes when using code CC in TAX02. Use standard state or province codes when using code SP in TAX02.
TAX12
441
ID
1/1
0 3 7 8 9 B F G U
Exempt (For Export) Exempt (For Resale) Direct Pay ID Exempt (Sale to U.S. Government) Exempt (Per State Law) Material Taxable, Labor Exempt Exempt (Goods and Services Tax) Exempt (Provincial Sales Tax) Usage Exempt
144
MAY 1998
FOB F.O.B. Related Instructions Header ___ Optional >1 To specify transportation instructions relating to shipment 1 C0302 If FOB03 is present, then FOB02 is required. 2 C0706 If FOB07 is present, then FOB06 is required. Semantic: 1 FOB01 indicates which party will pay the carrier. 2 FOB02 is the code specifying transportation responsibility location. 3 FOB06 is the code specifying the title passage location.
Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:
50
Notes: This segment is only used when FOB related instructions vary from or are not included in the trading partner agreement. Example: FOBVCC^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
59
FOB01
146
ID
2/2
CC PB PC PP TP FOB02
279
Collect Customer Pick-up/Backhaul Prepaid but Charged to Customer Prepaid (by Seller) Third Party Pay C ID 1/2
309
Location Qualifier
Code identifying type of location
This indicates who is responsible for providing and paying for transportation.
352 309
O C
AN ID
1/80 1/2
A free-form description to clarify the related data elements and their content
DE Destination (Shipping) OR Origin (Shipping Point) PL Plant FOB07 352 Description O AN 1/80
A free-form description to clarify the related data elements and their content
MAY 1998
145
SAC Service, Promotion, Allowance, or Charge Information Header Usage: Optional Max Use: 25 SAC Mandatory 1 To request or identify a service, promotion, allowance, or charge; to specify the amount or percentage for the service, promotion, allowance, or charge Syntax: 1 R0203 At least one of SAC02 or SAC03 is required. Semantic: 1 If SAC01 is A or C, then at least one of SAC05, SAC07, or SAC08 is required. 2 SAC05 is the total amount for the service, promotion, allowance, or charge.
Segment: Level: Loop: Usage: Max Use: Purpose:
17
Notes: Typically this segment is not used, but may be necessary to reflect allowances or charges that are exceptions to the standard Industrial/Commercial business relationships. Example: SACVCVD980VVV500VVVVVVV02^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
60
SAC01
248
ID
1/1
ID
4/4
SAC05
13
610
Amount
Monetary amount
N2
1/15
When SAC01 contains code A or code C, this data element is required. This will resolve any differences between the buyers and suppliers system calculations of amounts, i.e. rounding errors when allowances or charges are expressed in percentages or rates. The amount expressed has an implied 2 digit decimal, e.g., $5.63 would be sent as 563 and $5 would be sent as 500.
SAC12
331
ID
2/2
02 Off Invoice
14
The allowance or charge amount will be reflected in the total transaction amount, e.g. Total Invoice Amount = Merchandise Price + Charges Allowances.
The buyers account will be credited for the amount of the allowance or charge. The amount is not reflected in the total invoice amount.
The supplier is responsible for the allowance or charge amount. The exact method of handling has been agreed to by the trading partners. The amount will not be reflected in the total invoice amount.
06 Charge to be Paid by Customer 09 Allowance To Be Issued by Vendor SAC15 352 Description C AN 1/80
A free-form description to clarify the related data elements and their content
146
MAY 1998
Header ___ Optional >1 To specify terms of sale 1 L03040513 If ITD03 is present, then at least one of ITD04, ITD05 or ITD13 is required. Comments: A If the code in ITD01 is 04", then ITD07 or ITD09 is required and either ITD10 or ITD11 is required; if the code in ITD01 is 05", then ITD06 or ITD07 is required.
1
Notes: Typically this segment is not used, but may be necessary to reflect variances in terms of payment. In the transitional period for the I/C sector, from paper to full automated EDI transactions, there may be a perceived need to send text data with the terms. Clearly the goal is to have the entire I/C sector participating in EDI. Therefore, if text data is needed to be sent for terms, ITD12 will contain the free form text. If additional text is needed, additional ITD segments will be used. Many times deferred terms are specified on the purchase order with only the knowledge the terms are to be based on a date value which is not known, e.g., invoice or delivery date. What is known is the percentage or dollar amount of each deferred installment, and the number of days after the date the terms are based on, that each installment will be due. In these cases, ITD01 will contain code 04, indicating deferred or installment terms and ITD02 will contain the appropriate terms basis date code (most typically code 3 for Invoice Date). ITD07 will contain the number of days after the terms basis date that this installment is due. Either ITD04 or ITD05 may be used, but not both. Either ITD06 or ITD07 may be used, but not both.
61
ITD01
336
ID
2/2
02 End of Month (EOM) 04 Deferred or Installment 09 Proximo ITD02 333 Terms Basis Date Code
Code identifying the beginning of the terms period
ID
1/2
Include decimal point if not a whole number, e.g., 1.5 % is sent as 1.5" and 1% is sent as 1".
MAY 1998
147
ITD04 ITD05
370 351
C C
DT N0
8/8 1/3
Date payment is due if discount is to be earned expressed in format CCYYMMDD Number of days in the terms discount period by which payment is due if terms discount is earned
O O O
DT N0 AN
Date when total invoice amount becomes due expressed in format CCYYMMDD Number of days until total invoice amount is due (discount not applicable) A free-form description to clarify the related data elements and their content
148
MAY 1998
DTM Date/Time Reference Header ___ Optional 10 To specify pertinent dates and times 1 R020305 At least one of DTM02, DTM03 or DTM05 is required.
Data Element Summary
Example: DTMV074V19980514^
REF. DES.
DATA ELEMENT
NAME
ATTRIBUTES
DTM01
374
Date/Time Qualifier
Code specifying type of date or time, or both date and time
ID
3/3
001 002 071 074 077 081 084 087 106 DTM02 DTM03 373 337 Date
Cancel After Delivery Requested Requested for Delivery (After and Including) Requested for Delivery (Prior to and Including) Requested for Delivery (Week of) Requested for Shipment (After and Including) Requested for Shipment (Prior to and Including) Requested for Shipment (Week of) Required By C C DT TM 8/8 4/8
Time
Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)
346
MAY 1998
149
TD5 Carrier Details (Routing Sequence/Transit Time) Header ___ Optional 12 To specify the carrier and sequence of routing and provide transit time information Syntax: 1 R0204050612 At least one of TD502, TD504, TD505, TD506 or TD512 is required. 2 C0203 If TD502 is present, then TD503 is required. Comments: A When specifying a routing sequence to be used for the shipment movement in lieu of specifying each carrier within the movement, use TD502 to identify the party responsible for defining the routing sequence, and use TD503 to identify the actual routing sequence, specified by the party identified in TD502.
Segment: Level: Loop: Usage: Max Use: Purpose:
6
Notes: Typically this segment is only used to specify variances from agreed upon shipment methods. TD502 and TD503 are only used when a specific carrier is requested.
63
TD502
66
ID
1/2
Code designating the system/method of code structure used for Identification Code (67)
18
SCAC code is the preferred method for identification of carriers. In the event the carrier does not have a SCAC code, use either code 91 or 92 to identify the carrier. See External Code Source 17 in Appendix B for reference document.
91 Assigned by Seller or Sellers Agent 92 Assigned by Buyer or Buyers Agent TD503 TD504 67 91 Identification Code
Code identifying a party or other code
C C
AN ID
2/80 1/2
A AE H M SR U TD512 284
Air Air Express Customer Pickup Motor (Common Carrier) Supplier Truck Private Parcel Service C ID 2/2
Service Level Code 09 CX ND ON PA Premium Surface Express Service Next Day Air Overnight Primary Service Area - Next Day by 10:30 A.M.
Code indicating the level of transportation service or the billing service offered by the transportation carrier
150
MAY 1998
PR SC SD SE SP
Primary Service Area - Next Day by 5:00 P.M. Second Day Air Saturday Second Day Saturday Pickup
MAY 1998
151
TD3 Carrier Details (Equipment) Header ___ Optional 12 To specify transportation details relating to the equipment used by the carrier
Notes: This segment is used when the buyer requires special equipment, e.g. forklift, crane, liftgate. Example: TD3VLU^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
64
TD301
40
ID
2/2
152
MAY 1998
Notes: This segment is used to identify marks and numbers required at the order level. Example: MANVRVCRIB2^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
65
MAN01
88
ID
1/2
AN
1/48
MAY 1998
153
N1 Name Header Usage: Optional Max Use: 200 N1 Mandatory 1 To identify a party by type of organization, name, and code 1 R0203 At least one of N102 or N103 is required. 2 P0304 If either N103 or N104 is present, then the other is required. Comments: A This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the ID Code (N104) must provide a key to the table maintained by the transaction processing party.
Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:
23
Notes: When the ship to is a drop shipment N103 and N104 are not needed. Therefore complete ship to address must be provided in the N2, N3 and N4 segments. When the ship to is not a drop shipment and the DUNS number is provided in N104 then N2, N3 and N4 are not needed. Codes BY and BT in N101 are only needed when specifying a variance from the normal business relationship.
66
N101
98
Entity Identifier Code BS Bill and Ship To BT Bill-to-Party BY Buying Party (Purchaser) EN End User SE Selling Party SF Ship From ST Ship To
ID
2/3
N102 N103
20
93 66
Name
Free-form name
C C
AN ID
1/60 1/2
Code designating the system/method of code structure used for Identification Code (67) DUNS# and DUNS+4 should be considered the primary and preferred method of identifying a location. ID qualifiers 91 and 92 require prior trading partner agreement and should be avoided.
A DUNS number is assigned by Dun & Bradstreet to uniquely identify a business location with separate and distinct operations. See External Code Source 16 in Appendix B for reference document.
154
MAY 1998
A DUNS+4 number is composed of the DUNS number assigned by Dun & Bradstreet and the 4 digit suffix assigned by the user company to identify a unique location (e.g., plant location, loading dock, department, etc). See External Code Source 16 in Appendix B for reference document.
91 Assigned by Seller or Sellers Agent 92 Assigned by Buyer or Buyers Agent N104 67 Identification Code
Code identifying a party or other code
AN
2/80
MAY 1998
155
N2 Additional Name Information Header N1 Optional 2 To specify additional names or those longer than 35 characters in length
Data Element Summary
REF. DES.
DATA ELEMENT
NAME
ATTRIBUTES
N201 N202
93 93
Name
Free-form name
M O
AN AN
1/60 1/60
Name
Free-form name
156
MAY 1998
N3 Address Information Header N1 Optional 2 To specify the location of the named party
Data Element Summary
REF. DES.
DATA ELEMENT
NAME
ATTRIBUTES
N301 N302
166 166
Address Information
Address information
M O
AN AN
1/55 1/55
Address Information
Address information
MAY 1998
157
N4 Geographic Location Header N1 Optional >1 To specify the geographic place of the named party A A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location. B N402 is required only if city name (N401) is in the U.S. or Canada.
Data Element Summary
69
REF. DES.
DATA ELEMENT
NAME
ATTRIBUTES
N401 N402
19 156
City Name
Free-form text for city name
O O
AN ID
2/30 2/2
Code (Standard State/Province) as defined by appropriate government agency See External Code Source 22 in Appendix B for reference document.
N403
116
Postal Code
ID
3/15
Code defining international postal zone code excluding punctuation and blanks (zip code for United States) See External Code Source 51 in Appendix B for reference document.
N404
26
Country Code
ID
2/3
Code identifying the country See External Code Source 5 in Appendix B for reference document.
25
Code values: CA Canada MX Mexico US United States Refer to ISO 3166 for other two digit alpha country codes.
158
MAY 1998
PO1 Baseline Item Data Detail Usage: Mandatory Max Use: 100000 PO1 Mandatory 1 To specify basic and most frequently used line item data 1 C0302 If PO103 is present, then PO102 is required. 2 C0504 If PO105 is present, then PO104 is required. 3 P0607 If either PO106 or PO107 is present, then the other is required. 4 P0809 If either PO108 or PO109 is present, then the other is required. 5 P1011 If either PO110 or PO111 is present, then the other is required. 6 P1213 If either PO112 or PO113 is present, then the other is required. Comments: A PO101 is the line item identification. B PO106 through PO125 provide for ten different product/service IDs per each item. For example: Case, Color, Drawing No., U.P.C. No., ISBN No., Model No., or SKU.
Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:
33
Notes: PO106 through PO113 provide for four different product/service IDs for each item. If only one product/service ID is provided, PO106 and PO107 are used. PO108 and PO109 would be used for other reference IDs for the same product. Multiple product/service IDs can be presented in any sequence. The codes listed for PO106 apply to every occurrence of Data Element 235 in the PO1 segment. Example: PO1V1V6VV5.74VVUKV00054321876547^ PO1V1V6VEAV5.74VVUPV054321876547^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
34
70
PO101
27
350
Assigned Identification
AN
1/20
Alphanumeric characters assigned for differentiation within a transaction set This element is typically the order line number.
PO102 PO103
330 355
Quantity Ordered
Quantity ordered
C O
R ID
1/15 2/2
12
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken See Appendix A for code list.
PO104
28
212
Unit Price
Price per unit of product, service, commodity, etc.
1/17
The price is sent with a decimal point only when needed, e.g. $15.95 would be sent as 15.95", and $29.00 would be sent as 29". To indicate free goods, use a single zero (0) in PO104 and code NC in PO105.
29
MAY 1998
159
PO105
30
639
ID
2/2
This data element is used to clarify or alter the basis of unit price. The unit price expressed in PO104 is always in the same terms as the unit of measure in PO103, unless otherwise specified in PO105. For example, unit of measure equals EA but priced per hundred.
HF HP HT NC PE PF PN PP TF TP TT PO106 235
Per 100 Feet Price per Hundred Price Per 100,000 No Charge Price per Each Price Per Foot Price per Ten Price per Pound Per 1000 Feet Price per Thousand Price Per 10,000 C ID 2/2
Product/Service ID Qualifier
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
31
SCC-14 (code UK) or the U.P.C. Consumer Packaging Code (UP) are the preferred methods of identifying a part number.
BP Buyers Part Number DR Drawing Revision Number EC Engineering Change Level EN European Article Number (EAN) (2-5-5-1) UI U.P.C. Consumer Package Code (1-5-5)
See External Code Source 41 in Appendix B for reference document.
Vendor refers to supplier of goods regardless of source, e.g., manufacturer, distributor or other source.
PO107 PO108
234 235
Product/Service ID
Identifying number for a product or service
C C
AN ID
1/48 2/2
Product/Service ID Qualifier
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
PO109 PO110
234 235
Product/Service ID
Identifying number for a product or service
C C
AN ID
1/48 2/2
Product/Service ID Qualifier
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
PO111 PO112
234 235
Product/Service ID
Identifying number for a product or service
C C
AN ID
1/48 2/2
Product/Service ID Qualifier
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
PO113
234
Product/Service ID
Identifying number for a product or service
AN
1/48
160
MAY 1998
PO3 Additional Item Detail Detail PO1 Optional 25 To specify additional item-related data involving variations in normal price/quantity structure Comments: A Some examples of price/quantity variations are: price in different units from the PO1 segment, price changes by date, or price changes by quantity (break and level). B PO307 defines the unit of measure for PO306.
Segment: Level: Loop: Usage: Max Use: Purpose:
52
Notes: This segment is only used to convey a price break that differs from the normal price/quantity structure. Example: PO3VQTVVVVV50VEA^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
71
PO301
371
ID
2/2
M M
R ID
1/15 2/2
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
12
MAY 1998
161
MEA Measurements
Detail PO1 Optional 40 To specify physical measurements or counts, including dimensions, tolerances, variances, and weights R03050608 At least one of MEA03, MEA05, MEA06 or MEA08 is required. MEA04 defines the unit of measure for MEA03, MEA05, and MEA06.
Syntax: 1 Semantic: 1
281
Notes: This segment is used to provide additional product information when part number is available. Example: MEAVPDVWTV10VLB^
72
MEA01
737
ID
2/2
DI Diameter DP Depth HO Holes HT Height ID Inside Diameter LN Length OD Outside Diameter WD Width WT Weight MEA03 MEA04 - 1 739 Measurement Value
The value of the measurement
C C M
1/20
COMPOSITE
355
ID
2/2
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
162
MAY 1998
MR Meter YD Yard
MAY 1998
163
Detail Usage: Optional Max Use: 1000 PO1/PID Mandatory 1 To describe a product or process in coded or free-form format 1 R0405 At least one of PID04 or PID05 is required. Comments: A If PID01 equals F, then PID05 is used. If PID01 equals S, then PID04 is used. If PID01 equals X, then both PID04 and PID05 are used.
35
Notes: This segment is used when there is no primary product identification specified in the PO1 segment or when that primary product identification in the PO1 segment is not sufficient to fully describe the product. Example: PIDVFVVVVRUBBER GRIP^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
73
PID01
349
ID
1/1
164
MAY 1998
MEA Measurements
Detail PO1/PID Optional 10 To specify physical measurements or counts, including dimensions, tolerances, variances, and weights R03050608 At least one of MEA03, MEA05, MEA06 or MEA08 is required. MEA04 defines the unit of measure for MEA03, MEA05, and MEA06.
Syntax: 1 Semantic: 1
282
Notes: This segment is used to provide additional product information when part number is not available. Example: MEAVPDVLNV10VIN^
74
MEA01
737
ID
2/2
DI Diameter DP Depth HO Holes HT Height ID Inside Diameter LN Length OD Outside Diameter WD Width WT Weight MEA03 MEA04 - 1 739 Measurement Value
The value of the measurement
C C M
1/20
COMPOSITE
355
ID
2/2
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
MAY 1998
165
166
MAY 1998
REF Reference Identification Detail PO1 Optional >1 To specify identifying information 1 R0203 At least one of REF02 or REF03 is required. Semantic: 1 REF04 contains data relating to the value cited in REF02.
Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:
36
Notes: This segment is used to convey line item information the sender wants returned on subsequent documents, e.g., P.O. Acknowledgment, Ship Notice, Invoice. This segment can also be used to convey line item information to the seller regarding special pricing quote number, contract number etc. Example: REFV80V23^ REFVBOVEXPEDITE BINVVBO:SECOND EXPEDITE BIN^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
75 283
REF01
128
ID
2/3
80 Charge Number BO Bin Location Number CT Contract Number DP Department Number IL Internal Order Number JB Job (Project) Number PD Promotion/Deal Number PR Price Quote Number WO Work Order Number REF02 127 Reference Identification C AN 1/30
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
REF04
COMPOSITE
To identify one or more reference numbers or identification numbers as specified by the Reference Qualifier
- 1
128
ID
2/3
This element is used for secondary bin location, when primary bin location is specified in REF02.
- 2
127
Reference Identification
AN
1/30
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
MAY 1998
167
TAX Tax Reference Detail PO1 Optional >1 To provide data required for proper notification/determination of applicable taxes applying to the transaction or business described in the transaction Syntax: 1 R0103 At least one of TAX01 or TAX03 is required. 2 P0203 If either TAX02 or TAX03 is present, then the other is required. Comments: A Tax ID number is, in many instances, referred to as a Tax Exemption Number. The paired (combined) use of data elements 309 and 310 provides for the designation of five taxing jurisdictions. B TAX01 is required if tax exemption is being claimed.
Segment: Level: Loop: Usage: Max Use: Purpose:
38
Notes: This segment is used only when line item tax information is different from tax information conveyed in TAX segment in header level. Example: TAXV98423634VSPVCAVU^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
76
TAX01
325
AN
1/20
Number assigned to a purchaser (buyer, orderer) by a taxing jurisdiction (state, county, etc.); often called a tax exemption number or certificate number
9
TAX02
309
Location Qualifier
Code identifying type of location
ID
1/2
CC Country
See External Code Source 5 in Appendix B for reference document.
SP State/Province
See External Code Source 22 in Appendix B for reference document.
TAX03
8
310
Location Identifier
AN
1/30
Code which identifies a specific location Use ISO 3166 for two digit alpha country codes when using code CC in TAX02. Use standard state or province codes when using code SP in TAX02.
TAX12
441
ID
1/1
0 3 7 8 9 B F G U
Exempt (For Export) Exempt (For Resale) Direct Pay ID Exempt (Sale to U.S. Government) Exempt (Per State Law) Material Taxable, Labor Exempt Exempt (Goods and Services Tax) Exempt (Provincial Sales Tax) Usage Exempt
168
MAY 1998
Notes: This segment is used only when line item ship/delivery requirements differ from ship/delivery requirements identified in the DTM segment at the header level. Example: DTMV074V19980507^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
78
DTM01
374
Date/Time Qualifier
Code specifying type of date or time, or both date and time
ID
3/3
001 002 071 074 077 081 084 087 106 DTM02 DTM03 373 337 Date
Cancel After Delivery Requested Requested for Delivery (After and Including) Requested for Delivery (Prior to and Including) Requested for Delivery (Week of) Requested for Shipment (After and Including) Requested for Shipment (Prior to and Including) Requested for Shipment (Week of) Required By C C DT TM 8/8 4/8
Time
Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)
347
MAY 1998
169
Detail PO1 Optional 10 To indicate identifying marks and numbers for shipping containers 1 MAN01/MAN02 and MAN04/MAN05 may be used to identify two different marks and numbers assigned to the same physical container. 2 When both MAN02 and MAN03 are used, MAN02 is the starting number of a sequential range and MAN03 is the ending number of that range. Comments: A When MAN01 contains code UC (U.P.C. Shipping Container Code) and MAN05/MAN06 contain a range of ID numbers, MAN03 is not used. The reason for this is that the U.P.C. Shipping Container code is the same on every carton that is represented in the range in MAN05/MAN06. B When both MAN02/MAN03 and MAN05/MAN06 are used to send ranges of ID numbers, the integrity of the two ID numbers must be maintained.
41
Notes: This segment is used to identify marks and numbers required at the line item level. Example: MANVRVCRIB2^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
79
MAN01
88
ID
1/2
AN
1/48
170
MAY 1998
SCH Line Item Schedule Detail Usage: Optional Max Use: 200 PO1/SCH Mandatory 1 To specify the data for scheduling a specific line-item 1 L080910 If SCH08 is present, then at least one of SCH09 or SCH10 is required. 2 C0908 If SCH09 is present, then SCH08 is required. Semantic: 1 SCH12 is the schedule identification. Comments: A SCH05 specifies the interpretation to be used for SCH06 and SCH07.
Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:
42
Notes: This segment is used to specify scheduled release dates of quantities ordered. There will be multiple SCH segments for each PO1 segment. This segment is used in place of the DTM segment due to multiple release dates/quantities. When using this segment, the unit of measure identified in SCH02 must be the same as the unit of measure used in PO103. The sum of all SCH quantities (SCH01) must equal PO102.
43
80
SCH01 SCH02
380 355
Quantity
Numeric value of quantity
M M
R ID
1/15 2/2
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
12
SCH05
374
Date/Time Qualifier
Code specifying type of date or time, or both date and time
ID
3/3
002 071 074 077 081 084 087 106 SCH06 SCH08
45
Delivery Requested Requested for Delivery (After and Including) Requested for Delivery (Prior to and Including) Requested for Delivery (Week of) Requested for Shipment (After and Including) Requested for Shipment (Prior to and Including) Requested for Shipment (Week of) Required By M C DT ID 8/8 3/3
373 374
Date
Date expressed as CCYYMMDD
Date/Time Qualifier
Code specifying type of date or time, or both date and time This is used to show the ending date for ship/delivery window.
074 Requested for Delivery (Prior to and Including) 084 Requested for Shipment (Prior to and Including) SCH09 373 Date
Date expressed as CCYYMMDD
DT
8/8
MAY 1998
171
SCH12
44
350
Assigned Identification
This is the sequence number of the scheduled release.
AN
1/20
172
MAY 1998
N1 Name Detail Usage: Optional Max Use: 200 PO1/N1 Mandatory 1 To identify a party by type of organization, name, and code 1 R0203 At least one of N102 or N103 is required. 2 P0304 If either N103 or N104 is present, then the other is required. Comments: A This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the ID Code (N104) must provide a key to the table maintained by the transaction processing party.
Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:
46
Notes: Use Code EN in N101 to indicate that the end user is identified in N102 or N103 and N104. Example: N1VENVV1V112233445^ Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
81
N101
98
ID
2/3
N102 N103
20
93 66
Name
Free-form name
C C
AN ID
1/60 1/2
Code designating the system/method of code structure used for Identification Code (67) DUNS# and DUNS+4 should be considered the primary and preferred method of identifying a location. ID qualifiers 91 and 92 require prior trading partner agreement and should be avoided.
A DUNS number is assigned by Dun & Bradstreet to uniquely identify a business location with separate and distinct operations. See External Code Source 16 in Appendix B for reference document.
A DUNS+4 number is composed of the DUNS number assigned by Dun & Bradstreet and the 4 digit suffix assigned by the user company to identify a unique location (e.g., plant location, loading dock, department, etc). See External Code Source 16 in Appendix B for reference document.
91 Assigned by Seller or Sellers Agent 92 Assigned by Buyer or Buyers Agent N104 67 Identification Code
Code identifying a party or other code
AN
2/80
MAY 1998
173
N2 Additional Name Information Detail PO1/N1 Optional 2 To specify additional names or those longer than 35 characters in length
Data Element Summary
REF. DES.
DATA ELEMENT
NAME
ATTRIBUTES
N201 N202
93 93
Name
Free-form name
M O
AN AN
1/60 1/60
Name
Free-form name
174
MAY 1998
N3 Address Information Detail PO1/N1 Optional 2 To specify the location of the named party
Data Element Summary
REF. DES.
DATA ELEMENT
NAME
ATTRIBUTES
N301 N302
166 166
Address Information
Address information
M O
AN AN
1/55 1/55
Address Information
Address information
MAY 1998
175
N4 Geographic Location Detail PO1/N1 Optional 1 To specify the geographic place of the named party A A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location. B N402 is required only if city name (N401) is in the U.S. or Canada.
Data Element Summary
84
Example: N4VSILVERVCAV94532^
REF. DES.
DATA ELEMENT
NAME
ATTRIBUTES
N401 N402
19 156
City Name
Free-form text for city name
O O
AN ID
2/30 2/2
Code (Standard State/Province) as defined by appropriate government agency See External Code Source 22 in Appendix B for reference document.
N403
116
Postal Code
ID
3/15
Code defining international postal zone code excluding punctuation and blanks (zip code for United States) See External Code Source 51 in Appendix B for reference document.
N404
26
Country Code
ID
2/3
Code identifying the country See External Code Source 5 in Appendix B for reference document.
25
Code values: CA Canada MX Mexico US United States Refer to ISO 3166 for other two digit alpha country codes.
176
MAY 1998
QTY Quantity Detail PO1/N1 Optional >1 To specify quantity information 1 R0204 At least one of QTY02 or QTY04 is required.
Data Element Summary
Example: QTYV01V2^
REF. DES.
DATA ELEMENT
NAME
ATTRIBUTES
QTY01
673
Quantity Qualifier
Code specifying the type of quantity
ID
2/2
380
Quantity
1/15
Numeric value of quantity The unit of measure for this quantity is defined in the preceding PO1 segment.
MAY 1998
177
CTT Transaction Totals Summary Usage: Optional Max Use: 1 CTT Mandatory 1 To transmit a hash total for a specific element in the transaction set A This segment is intended to provide hash totals to validate transaction completeness and correctness.
Data Element Summary
Example: CTTV3^
REF. DES.
DATA ELEMENT
NAME
ATTRIBUTES
CTT01 CTT02
354 347
M O
N0 R
1/6 1/10
Hash Total
48
Sum of values of the specified data element. All values in the data element will be summed without regard to decimal points (explicit or implicit) or signs. Truncation will occur on the left most digits if the sum is greater than the maximum size of the hash total of the data element. This element is the sum of the values of the quantities ordered in PO102 for each PO1 segment.
178
MAY 1998
Summary ___ Mandatory 1 To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments) Comments: A SE is the last segment of each transaction set.
86
SE01 SE02
96 329
M M
N0 AN
1/10 4/9
Total number of segments included in a transaction set including ST and SE segments Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set This control number must match the control number in the ST segment.
47
MAY 1998
179
I/C Purchase Order Cut Sheet Purpose: This document is designed to enable the use of the current I/C Guidelines, Version
4010, while addressing the ASC X12 syntax constraints of the previous Versions; 3070, 3060 and 3050. BEG:
BEG05 (Date) - Version 3050 and 3060 can only send year, month and day information (YYMMDD). Version 3070 does enable a composite data element (C041). C041-1 (Date) is where you send YYMMDD information. C041-2 (Century) is where you would send CC information.
DTM:
DTM02 (Date) - Version 3050, 3060 and 3070 can only send year, month and day information (YYMMDD). To communicate century information (CC), use DTM05 (Century).
TD5:
TD512 (Service Level Code) - Code SP (Saturday Pickup) is not available in Version 3050.
ITD:
ITD04, 06, 09 - (Date) - Version 3050, 3060 and 3070 can only send year, month and day information (YYMMDD).
REF:
REF04 (Reference Identifier) - This composite element (C040), used in the I/C guidelines to identify a secondary reference and identification number, is not available in Version 3050.
SCH:
SCH06 and SCH09 (Date) - Version 3050, 3060 and 3070 can only send year, month and day information (YYMMDD).
QTY:
This segment is not enabled in the PO1/N1 loop of Versions 3050, 3060 and 3070.
CTT:
This segment is mandatory in Version 3050. It is optional for all versions after that.
180
MAY 1998
ASC X12
850
Purchase Order
FUNCTIONAL GROUP ID =
PO
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.
Header
PAGE # POS. # SEG. ID NAME REQ. DES. MAX USE LOOP REPEAT
139 140 141 142 143 144 145 N/U N/U N/U N/U 146 N/U 147 N/U N/U 149 N/U N/U N/U N/U N/U N/U N/U N/U 150 152 N/U 153 N/U N/U N/U N/U N/U
010 020 040 050 060 070 080 090 095 110 115 120 125 130 140 145 150 160 180 185 190 200 210 220 230 240 250 260 270 276 280 285 287 289
ST BEG CUR REF PER TAX FOB CTP PAM CSH TC2 SAC CUR ITD DIS INC DTM LDT LIN SI PID MEA PWK PKG TD1 TD5 TD3 TD4 MAN PCT CTB TXI AMT REF
Transaction Set Header Beginning Segment for Purchase Order Currency Reference Identification Administrative Communications Contact Tax Reference F.O.B. Related Instructions Pricing Information Period Amount Sales Requirements Commodity LOOP ID - SAC Service, Promotion, Allowance, or Charge Information Currency Terms of Sale/Deferred Terms of Sale Discount Detail Installment Information Date/Time Reference Lead Time Item Identification Service Characteristic Identification Product/Item Description Measurements Paperwork Marking, Packaging, Loading Carrier Details (Quantity and Weight) Carrier Details (Routing Sequence/Transit Time) Carrier Details (Equipment) Carrier Details (Special Handling, or Hazardous Materials, or Both) Marks and Numbers Percent Amounts Restrictions/Conditions Tax Information LOOP ID - AMT Monetary Amount Reference Identification
M M O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O
1 1 1 >1 3 >1 >1 >1 10 5 >1 25 1 1 >1 20 1 10 12 5 >1 200 40 25 200 2 12 12 5 10 >1 5 >1 >1 1 >1
MAY 1998
181
PURCHASE ORDER 850 N/U N/U N/U N/U N/U N/U N/U 154 156 157 158 N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U 290 292 293 294 295 297 300 310 320 330 340 345 350 360 365 370 380 390 400 410 420 430 440 450 460 470 480 490 500 510 520 530 540 550 560 570 580 590 600 610 DTM PCT FA1 FA2 N9 DTM MSG N1 N2 N3 N4 NX2 REF PER SI FOB TD1 TD5 TD3 TD4 PKG LM LQ SPI REF DTM MSG N1 N2 N3 N4 REF G61 MSG CB1 REF DTM LDT MSG ADV Date/Time Reference Percent Amounts LOOP ID - AMT/FA1 Type of Financial Accounting Data Accounting Data LOOP ID - N9 Reference Identification Date/Time Reference Message Text LOOP ID - N1 Name Additional Name Information Address Information Geographic Location Location ID Component Reference Identification Administrative Communications Contact Service Characteristic Identification F.O.B. Related Instructions Carrier Details (Quantity and Weight) Carrier Details (Routing Sequence/Transit Time) Carrier Details (Equipment) Carrier Details (Special Handling, or Hazardous Materials, or Both) Marking, Packaging, Loading LOOP ID - LM Code Source Information Industry Code LOOP ID - SPI Specification Identifier Reference Identification Date/Time Reference Message Text LOOP ID - SPI/N1 Name Additional Name Information Address Information Geographic Location Reference Identification Contact Message Text LOOP ID - SPI/CB1 Contract and Cost Accounting Standards Data Reference Identification Date/Time Reference Lead Time Message Text LOOP ID - ADV Advertising Demographic Information O O O O O O O O O O O O O O O O O O M O O O O O O O O O O O O O O O O O O M O O
I/C INDUSTRIAL COMMERCIAL EDI GUIDELINES 1 >1 >1 1 >1 1000 1 >1 1000 200 1 2 2 >1 >1 12 >1 >1 1 2 12 12 5 200 >1 1 >1 >1 1 5 5 50 20 1 2 2 1 20 1 50 >1 1 20 5 1 50 >1 1
182
MAY 1998
I/C INDUSTRIAL COMMERCIAL EDI GUIDELINES N/U N/U 620 630 DTM MTX Date/Time Reference Text O O
Detail
PAGE # POS. # SEG. ID NAME REQ. DES. MAX USE LOOP REPEAT
LOOP ID - PO1 159 N/U N/U N/U N/U 161 N/U N/U N/U 162 164 165 N/U N/U 167 N/U N/U N/U N/U N/U N/U N/U N/U N/U 168 N/U N/U N/U 169 N/U N/U N/U N/U N/U N/U 170 N/U N/U N/U 010 015 018 020 025 030 040 043 045 049 050 060 070 090 100 110 130 135 137 140 142 150 160 165 170 180 190 200 210 235 240 250 260 270 276 280 289 290 291 PO1 LIN SI CUR CN1 PO3 CTP CUR PAM MEA PID MEA PWK PO4 REF PER SAC CUR CTP IT8 CSH ITD DIS INC TAX FOB SDQ IT3 DTM TC2 TD1 TD5 TD3 TD4 PCT MAN MSG SPI TXI Baseline Item Data Item Identification Service Characteristic Identification Currency Contract Information Additional Item Detail LOOP ID - PO1/CTP Pricing Information Currency Period Amount Measurements LOOP ID - PO1/PID Product/Item Description Measurements Paperwork Item Physical Details Reference Identification Administrative Communications Contact LOOP ID - PO1/SAC Service, Promotion, Allowance, or Charge Information Currency Pricing Information Conditions of Sale Sales Requirements Terms of Sale/Deferred Terms of Sale Discount Detail Installment Information Tax Reference F.O.B. Related Instructions Destination Quantity Additional Item Data Date/Time Reference Commodity Carrier Details (Quantity and Weight) Carrier Details (Routing Sequence/Transit Time) Carrier Details (Equipment) Carrier Details (Special Handling, or Hazardous Materials, or Both) Percent Amounts Marks and Numbers Message Text Specification Identifier Tax Information O O O O O O O O O O O O O O O O O O O O O O O 1 1 1 1 >1 2 20 1 >1 >1 500 5 10 >1 1 12 12 5 >1 10 >1 >1 >1 O O O O O O 1 10 25 >1 >1 3 O O O O 1 1 10 40 M O O O O O 1 >1 >1 1 1 25
100000
>1
1000
25
MAY 1998
183
PURCHASE ORDER 850 N/U N/U N/U 171 N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U 173 174 175 176 177 N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U 292 293 294 295 296 297 298 299 300 305 310 320 321 322 323 324 325 326 327 330 332 335 340 350 360 370 380 383 385 390 400 405 406 410 415 420 430 440 450 CTB QTY SI SCH TD1 TD5 TD3 TD4 REF PKG MEA LS LDT QTY MSG REF LM LQ LE N9 DTM MEA MSG N1 N2 N3 N4 QTY NX2 REF PER SI DTM FOB SCH TD1 TD5 TD3 TD4 Restrictions/Conditions LOOP ID - PO1/QTY Quantity Service Characteristic Identification LOOP ID - PO1/SCH Line Item Schedule Carrier Details (Quantity and Weight) Carrier Details (Routing Sequence/Transit Time) Carrier Details (Equipment) Carrier Details (Special Handling, or Hazardous Materials, or Both) Reference Identification LOOP ID - PO1/PKG Marking, Packaging, Loading Measurements Loop Header LOOP ID - PO1/LDT Lead Time Quantity Message Text Reference Identification LOOP ID - PO1/LDT/LM Code Source Information Industry Code Loop Trailer LOOP ID - PO1/N9 Reference Identification Date/Time Reference Measurements Message Text LOOP ID - PO1/N1 Name Additional Name Information Address Information Geographic Location Quantity Location ID Component Reference Identification Administrative Communications Contact Service Characteristic Identification Date/Time Reference F.O.B. Related Instructions Line Item Schedule Carrier Details (Quantity and Weight) Carrier Details (Routing Sequence/Transit Time) Carrier Details (Equipment) Carrier Details (Special Handling, or Hazardous Materials, or Both) O O O O O O O O O O O O O O O O O O O O O M O O O O O O O O O O O O O O O O O
I/C INDUSTRIAL COMMERCIAL EDI GUIDELINES >1 >1 1 >1 200 1 2 12 12 5 >1 200 1 >1 1 >1 1 >1 1 3 >1 1 >1 1 1000 1 >1 40 1000 200 1 2 2 1 >1 >1 12 3 >1 1 1 200 2 12 12 5
184
MAY 1998
I/C INDUSTRIAL COMMERCIAL EDI GUIDELINES N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U N/U 460 462 464 466 468 469 470 475 480 490 500 505 513 515 516 517 518 519 523 524 525 526 527 528 529 530 535 540 550 560 570 580 590 595 600 610 612 620 630 PKG LDT MAN QTY MSG REF SLN MSG SI PID PO3 TC2 ADV DTM CTP PAM PO4 TAX N9 DTM MSG SAC CUR CTP QTY SI N1 N2 N3 N4 NX2 REF PER SI AMT REF PCT LM LQ Marking, Packaging, Loading LOOP ID - PO1/N1/LDT Lead Time Marks and Numbers Quantity Message Text Reference Identification LOOP ID - PO1/SLN Subline Item Detail Message Text Service Characteristic Identification Product/Item Description Additional Item Detail Commodity Advertising Demographic Information Date/Time Reference Pricing Information Period Amount Item Physical Details Tax Reference LOOP ID - PO1/SLN/N9 Reference Identification Date/Time Reference Message Text LOOP ID - PO1/SLN/SAC Service, Promotion, Allowance, or Charge Information Currency Pricing Information LOOP ID - PO1/SLN/QTY Quantity Service Characteristic Identification LOOP ID - PO1/SLN/N1 Name Additional Name Information Address Information Geographic Location Location ID Component Reference Identification Administrative Communications Contact Service Characteristic Identification LOOP ID - PO1/AMT Monetary Amount Reference Identification Percent Amounts LOOP ID - PO1/LM Code Source Information Industry Code O M O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O
PURCHASE ORDER 850 200 >1 1 10 5 1 3 1000 1 >1 >1 1000 104 >1 >1 10 25 10 1 3 >1 1 >1 >1 25 1 1 1 >1 1 >1 10 1 2 2 1 >1 12 3 >1 >1 1 1 >1 >1 1 >1
MAY 1998
185
Summary
PAGE # POS. # SEG. ID NAME REQ. DES. MAX USE LOOP REPEAT
LOOP ID - CTT 178 N/U 179 010 020 030 CTT AMT SE Transaction Totals Monetary Amount Transaction Set Trailer O O M 1 1 1
NOTES:
1/180 If segment LIN is used, do not use LIN01. 2/010 PO102 is required. 2/295 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. 3/010 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. 3/020 If AMT is used in the summary area, then AMT01 will = TT and AMT02 will indicate total transaction amount as calculated by the sender.
186
MAY 1998
TABLE OF CONTENTS
EXAMPLE 1: BASIC ............................................................................................................................................ 189 EXAMPLE 2: SPECIAL SITUATIONS .............................................................................................................. 193 2A. PRICE BASIS IS DIFFERENT THAN ORDERING UNIT OF MEASURE .................................................................... 196 2B. CONTRACT PRICING - ENTIRE ORDER ............................................................................................................. 196 2C. CONTRACT PRICING - LINE ITEM..................................................................................................................... 196 2D. QUOTE PRICING -- ENTIRE ORDER .................................................................................................................. 197 2E. QUOTE PRICING LINE ITEM........................................................................................................................... 197 2F. PROMOTIONAL PRICING - ENTIRE ORDER ........................................................................................................ 197 2G. PROMOTIONAL PRICING - LINE ITEM ............................................................................................................... 197 2H. SPECIFYING END CUSTOMER ENTIRE ORDER ............................................................................................... 198 2I. SPECIFYING END CUSTOMER LINE ITEM........................................................................................................ 199 2J. TRIAL/SAMPLE PRICING ................................................................................................................................... 200 2K. FREIGHT TERMS EXCEPTIONS -- ENTIRE ORDER ............................................................................................. 200 2L. TERMS OF SALE -- ENTIRE ORDER................................................................................................................... 200 2M. CURRENCY -- ENTIRE ORDER ......................................................................................................................... 201 2N. LOAD/UNLOAD DEVICE REQUEST -- ENTIRE ORDER ...................................................................................... 201 2O. ALTERNATE CARRIER SPECIFICATION -- ENTIRE ORDER ................................................................................. 201 2P. INDICATE APPROPRIATE BILL-TO LOCATION .................................................................................................... 201 2Q. LINE ITEM DELIVERY DATES ........................................................................................................................... 202 2R. ORDERING IN MANUFACTURER UNITS OF MEASURE USING THE SCC-14 ....................................................... 202 EXAMPLE 3: SPECIAL SITUATIONS - END CUSTOMER TO DISTRIBUTOR ....................................... 203 3A. DELIVERY WINDOW REQUIREMENTS - ENTIRE ORDER ................................................................................... 205 3B. TAX (SALES TAX) -- ENTIRE ORDER ............................................................................................................... 205 3C. TAX (SALES TAX) -- LINE ITEM ...................................................................................................................... 206 3D. SPECIAL MARKING -- ENTIRE ORDER ............................................................................................................. 206 3E. SPECIAL MARKING LINE ITEM ...................................................................................................................... 206 3F. SPECIAL REFERENCE - ENTIRE ORDER............................................................................................................. 207 3G. SPECIAL REFERENCE - LINE ITEM ................................................................................................................... 207 3H. SHIP TO NAME & ADDRESS WHEN DUNS UNKNOWN .................................................................................... 207 3I. ORDERING WHEN U.P.C. NUMBER UNKNOWN ................................................................................................. 208 EXAMPLE 4: DROP SHIP ................................................................................................................................... 209 EXAMPLE 5: EMERGENCY ORDER ............................................................................................................... 212 EXAMPLE 6: BLANKET ORDER WITH SCHEDULED RELEASES........................................................... 216
188
MAY 1998
EXAMPLE 1: BASIC
Business Scenario ABC Distributor is ordering three line items from XYZ Manufacturer to be shipped to one of ABC Distributors branches. Listed below is the purchase order and detail information ABC Distributor will send to XYZ Manufacturer. Purchase Order Date Purchase Order Number Ship to Location Requested Delivery Date Freight Information: Freight Terms: FOB Point (where title to goods passes) Freight Paid By: Payment Terms: Currency Information: Tax Information: May 7, 1998 A123456 Branch 2 May 14, 1998 Less than 150 lbs. -- UPS More than 150 lbs. -- Yellow Freight Shipping Point Seller (if order total greater than $200) Buyer (if order less than $200) 2% 10 Days, Net 30 Days U.S. Dollars Tax Exemption Number -11223344556677889900 Issued by State of California Exempt for resale
(All Normal Bill To and Ship To Locations Should Be Identified In The Trading Partner Profile)
ABC Distributor P.O. Box 123 Apple Grove, CA 98760 DUNS+4 Number: 1122334450000
ABC Distributor 1234 Maple St. Apple Grove, CA 98765 DUNS Number: 112233445
MAY 1998
189
Qty 6 12 12
* SCC-14 format
190
MAY 1998
EXPLANATION
850 is the Transaction Set Identifier Code for the Purchase Order Transaction Set. 0001 is the Transaction Set Control Number. 00 is the Transaction Set Purpose Code which indicates this is an Original purchase order. SA is the Purchase Order Type Code which indicates this is a Stand-alone Order. A123456 is the Purchase Order Number. 19980507 is the Purchase Order Date (May 7, 1998)
BEG*00*SA*A123456**19980507^
DTM*074*19980514^
074 is the Date/Time Qualifier which indicates the date that follows is the date the delivery is requested for (Prior to and Including). 19980514 is the date the delivery is requested for (Prior to and Including) (May 14, 1998).
N1*ST**1*112233445^
ST is the Entity Identifier Code which indicates this N1 segment identifies the Ship To location. 1 is the Identification Code Qualifier which indicates the Identification Code that follows is DUNS number assigned by Dun and Bradstreet. 112233445 is the DUNS number.
PO1*1*6**5.74**UK*00054321876547^ 1 is the Purchase Order Line Number. 6 is the Quantity Ordered. 5.74 is the Unit Price ($5.74). UK is the Product/Service ID Qualifier which indicates the Product/Service ID that follows is a U.P.C./EAN Shipping Container Code (1-2-5-5-1). 00054321876547 is the U.P.C./EAN Shipping Container Code.
MAY 1998
191
EXPLANATION
12 is the Quantity Ordered. 8.7 is the Unit Price ($8.70). UK is the Product/Service ID Qualifier which indicates the Product/Service ID that follows is a U.P.C./EAN Shipping Container Code (1-2-5-5-1). 00054321647437 is the U.P.C. /EAN Shipping Container Code.
PO1*3*12**10.75**UK*0005432167431 3 is the Purchase Order Line Number 0^ 12 is the Quantity Ordered. 10.75 is the Unit Price ($10.75). UK is the Product/Service ID Qualifier which indicates the Product/Service ID that follows is a U.P.C./EAN Shipping Container Code (1-2-5-5-1). 00054321674310 is the U.P.C. /EAN Shipping Container Code SE*8*0001^ 8 is the Number of Included Segments in this transaction set, including the ST and SE segments. 0001 is the Transaction Set Control Number. 850 Purchase Order EDI Notation: ST*850*0001^ BEG*00*SA*A123456**19980507^ DTM*074*19980514^ N1*ST**1*112233445^ PO1*1*6**5.74**UK*00054321876547^ PO1*2*12**8.7**UK*00054321647437^ PO1*3*12**10.75**UK*00054321674310^ SE*8*0001^
192
MAY 1998
MAY 1998
193
(All Normal Bill To and Ship To Locations Should Be Identified In The Trading Partner Profile)
ABC Distributor Branch 1 P.O. Box 125 Portland, OR 97210 DUNS+4 Number: 1122334560000
ABC Distributor Branch 2 P.O. Box 123 Apple Grove, CA 98760 DUNS+4 Number: 1122334450000
ABC Distributor Branch 1 2345 Elm Street Portland, OR 97210 DUNS Number: 112233456
ABC Distributor Branch 2 1234 Maple St. Apple Grove, CA 98765 DUNS Number: 112233445
194
MAY 1998
MAY 1998
6A7432
054324473828
Liquid Tite Straight Connector Liquid Tite 90 Degree Connector Liquid Tite Straight Connector 4 Markers
100
Each
$ .75
Each
$75.00
6A4343
054324493475
50
Each
$75.00
Per 100
$37.50
6A4798
054324526418
100
Each
$120.00
$98.00
06/07/98
7B5113
50064141996658*
10
Case
$24.00
$240.00
*SCC-14 format
Please note contract, quote, and promotion/deal numbers used in the examples are not included in this table.
195
2A.
EXPLANATION
2 is the Purchase Order line item number. 50 is the Quantity Ordered. EA is the Unit or Basis for Measurement Code which indicates Each. 75 is the Unit Price ($75.00). HP is the Price per Hundred. UP is the Product/Service ID Qualifier which indicates the Product/Service ID that follows is a U.P.C. Consumer Package Code (1-5-5-1).
054324493475 is the U.P.C. Consumer Package Code. Note: Detail Level -- The extended amount of this line item is $37.50. ($75.00/100x50)
2B.
2C.
196
MAY 1998
2D.
2E.
2F.
SPR98 is the promotion/deal number. Note: Header Level -- As the promotion/deal applies to all promotional items on the purchase order, the REF segment in the header level is used (position 050)
197
2H.
Include N3 and N4, if required by Trading Partner N3*123 ELVIN STREET^ N4*ANYTOWN*MN* 554321234^
123 ELVIN STREET is the Address Information. ANYTOWN is the City Name. MN is the State Code. 554321234 is the Postal Code. (55432-1234)
198
MAY 1998
2I.
Include N3 and N4, if required by Trading Partner N3*123 ELVIN STREET^ N4*ANYTOWN*MN* 554321234^
123 ELVIN STREET is the Address Information. ANYTOWN is the City Name. MN is the State Code. 554321234 is the Postal Code.
MAY 1998
199
2J.
Trial/Sample Pricing
Business Scenario Buyer specifies line item #3 is being priced at $98.00 per hundred, which is the quantity pricing level for 1000 units. EDI TRANSMISSION DATA EXPLANATION PO1*3*100*EA*98*HP*UP* 3 is the Purchase Order Line Item Number. 054324526418^ 100 is the Quantity Ordered.
EA is the Unit or Basis for Measurement Code which indicates Each. 98 is the Unit Price ($98.00). HP is the Price per Hundred. UP is the Product/Service ID Qualifier which indicates the Product/Service ID that follows is a U.P.C. Consumer Package Code (1-5-5-1). 054324526418 is the U.P.C. Consumer Package Code.
PO3*QT*****1000*EA^
QT is the Change Reason Code indicating that the following is the Quantity Price Break. 1000 is the quantity. EA is the Unit or Basis for Measurement code which indicates each.
2K.
2L.
200
MAY 1998
2N.
2P.
MAY 1998
201
Detail Level: (In the 3rd P01 loop) (position 210) EDI TRANSMISSION DATA EXPLANATION DTM*074*19980607^ 074 is the Date/Time Qualifier which indicates the date that
follows is the date the delivery is requested for (Prior to and Including). 19980607 is the requested delivery date for line item #3 (Prior to and Including) (June 07, 1998).
2R.
202
MAY 1998
Delivery Window Tax Exempt number Mark Cartons Internal Charge # Freight Information: Freight Terms: FOB Point (where title to goods passes) Freight Paid By: Payment Terms: Currency Information: Tax Information: Billing Name and Address:
(All Normal Bill To and Ship To Locations Should Be Identified In The Trading Partner Profile)
Mop Industries 998 Deslauriers Drive Silver, CA 98760-3355 DUNS Number: 875296301
MAY 1998
203
204 EXAMPLE #3 P.O. LINE ITEM DETAIL - SPECIAL SITUATIONS END CUSTOMER TO DISTRIBUTOR
Line Item Part Number U.P.C. * Code Description Qty Unit Of Measure Price Price Basis Ext TX Tax Identification Number Override Mark Cartons Override Charge Number
1 2 3 4
500 25 100 5
Y N Y Y 98423634
CRIB 1
23
* SCC-14 format
MAY 1998
3A.
DTM*074*19980607^
074 is the Date/Time Qualifier which indicates the Date that follows is the date the delivery is requested for (Prior to and Including).
19980607 is the date the delivery is requested for (Prior to and Including) (June 7, 1998). Note: Header Level Position 150
3B.
MAY 1998
205
3C.
3D.
3E.
206
MAY 1998
3F.
3H.
MAY 1998
207
3I.
PID*F****8X40 BELTING^
F indicates that the format of the description is free form. 8X40 Belting is the description.
208
MAY 1998
Data recommended to be communicated in a Trading Partner Profile (TPP). Freight Terms: FOB Point (where title to goods passes) Shipping Point Payment Terms: 2% 10 Days, Net 30 Days Currency Information: U.S. Dollars Tax Information: Tax Exemption Number 11223344556677889900 Issued by State of California Exempt for resale
(All Normal Bill To and Ship To Locations Should Be Identified In The Trading Partner Profile)
ABC Distributor P.O. Box 123 Apple Grove, CA 98760 DUNS+4 Number: 1122334450000
MAY 1998
209
EXPLANATION
850 is the Transaction Set Identifier Code for the Purchase Order Transaction Set. 0010 is the Transaction Set Control Number. 00 is the Transaction Set Purpose Code which indicates this is an Original purchase order. DS is the Purchase Order Type Code which indicates this is a Drop Ship. D66225 is the Purchase Order Number. 19980507 is the Purchase Order Date (May 7, 1998).
BEG*00*DS*D66225**19980507^
REF*EU*J12377^
EU is the Reference Number Qualifier which indicates the Reference Number that follows is an End Users Purchase Order Number. J12377 is the End Users Purchase Order Number. 074 is the Date/Time Qualifier which indicates the Date that follows is the date requested for delivery (Prior to and Including). 19980521 is the date requested for delivery (Prior to and Including) (May 21, 1998).
DTM*074*19980521^
N1*ST*JOHN COMPANY^
ST is the Entity Identifier Code which indicates this N1 segment identifies the Ship To location. JOHN COMPANY is the name of the ship to location. 789 JOHN DRIVE is the address. WARREN is the city name. MI is the state code for Michigan. 48089 is the postal ZIP code.
PO1*1*2*EA*425.5**UP*614141778348^ 1 is the Purchase Order Line Number. 2 is the Quantity Ordered. EA is the Unit or Basis for Measurement Code which indicates Each. 425.5 is the Unit Price ($425.50). UP is the Product/Service ID Qualifier which indicates the Product/Service ID that follows is a U.P.C. Consumer Package Code (1-5-5-1) 614141778348 is the U.P.C. Consumer Package Code. CTT*1^ 1 is the Number of Line Items (PO1 segments) present in this transaction set.
MAY 1998
210
EXPLANATION
10 is the Number of Included Segments in this transaction set, including the ST and SE segments. 0010 is the Transaction Set Control Number.
Drop Ship EDI Notation: ST*850*0010^ BEG*00*DS*D66225**19980507^ REF*EU*J12377^ DTM*074*19980521^ N1*ST*JOHN COMPANY^ N3*789 JOHN DRIVE^ N4*WARREN*MI*48089^ PO1*1*2*EA*425.5**UP*614141778348^ CTT*1^ SE*10*0010^
MAY 1998
211
Line Item 1 2 3
Qty 5 3 7
Data recommended to be communicated in a Trading Partner Profile (TPP). Freight Terms: FOB Point (where title to goods passes) Shipping Point Payment Terms: 2% 10 Days, Net 30 Days Currency Information: U.S. Dollars Tax Information: Tax Exemption Number 11223344556677889900 Issued by State of California Exempt for resale
212
MAY 1998
(All Normal Bill To and Ship To Locations Should Be Identified In The Trading Partner Profile)
ABC Distributor P.O. Box 123 Apple Grove, CA 98760 DUNS+4 Number: 1122334450000
ABC Distributor Branch 1 2345 Elm Street Portland, OR 97210 DUNS Number: 112233456
ABC Distributor Branch 2 1234 Maple St. Apple Grove, CA 98765 DUNS Number: 112233445
MAY 1998
213
EXPLANATION
850 is the Transaction Set Identifier Code for the Purchase Order Transaction Set. 0011 is the Transaction Set Control Number. 00 is the Transaction Set Purpose Code which indicates this is an Original purchase order. EO is the Purchase Order Type Code which indicates this is an emergency order. E17635 is the Purchase Order Number. 19980507 is the Purchase Order Date (May 7, 1998).
BEG*00*EO*E17635**19980507^
FOB*PC^ DTM*074*19980508^
PC identifies the payment terms for the shipment charges as being prepaid but charged to the customer. 074 is the Date/Time Qualifier which indicates the Date that follows is the date requested for delivery (Prior to and Including). 19980508 is the date requested for delivery (Prior to and Including) (May 8, 1998).
TD5**2*UPSN*********PA^
2 is the Identification Code Qualifier that identifies the code that follows is a Standard Carrier Alpha Code (SCAC). UPSN is the SCAC Code for UPS. PA is the service level code requesting next day air by 10:30 AM.
N1*ST**1*112233456^
ST is the Entity Identifier Code which indicates this N1 segment identifies the Ship To location. 1 is the Identification Code Qualifier which indicates that the following code is a DUNS number. 112233456 is the DUNS number.
PO1*1*5*EA*2.09**UP*614141757329^
1 is the Purchase Order Line Number. 5 is the Quantity Ordered. EA is the Unit or Basis for Measurement Code which indicates Each. 2.09 is the Unit Price ($2.09). UP is the Product/Service ID Qualifier which indicates the Product/Service ID that follows is a U.P.C. Consumer Package Code (1-5-5-1). 614141757329 is the U.P.C. Consumer Package Code.
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MAY 1998
EXPLANATION
2 is the Purchase Order Line Number. 3 is the Quantity Ordered. EA is the Unit or Basis for Measurement Code which indicates Each. 5.67 is the Unit Price ($5.67). UP is the Product/Service ID Qualifier which indicates the Product/Service ID that follows is a U.P.C. Consumer Package Code (1-5-5-1). 614141896547 is the U.P.C. Consumer Package Code.
PO1*3*7*EA*15.32**UP*614141327225^ 3 is the Purchase Order Line Number. 7 is the Quantity Ordered. EA is the Unit or Basis for Measurement Code which indicates Each. 15.32 is the Unit Price ($15.32). UP is the Product/Service ID Qualifier which indicates the Product/Service ID that follows is a U.P.C. Consumer Package Code (1-5-5-1). 614141327225 is the U.P.C. Consumer Package Code. CTT*3^ SE*11*0011^ 3 is the Number of Line Items (PO1 segments) present in this transaction set. 11 is the Number of Included Segments in this transaction set, including the ST and SE segments. 0011 is the Transaction Set Control Number. Emergency Order EDI Notation: ST*850*0011^ BEG*00*EO*E17635**19980507^ FOB*PC^ DTM*074*19980508^ TD5**2*UPSN*********PA^ N1*ST**1*112233456^ PO1*1*5*EA*2.09**UP*614141757329^ PO1*2*3*EA*5.67**UP*614141896547^ PO1*3*7*EA*15.32**UP*614141327225^ CTT*3^ SE*11*0011^
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215
May 15, 1998 JB967 Warren Plant James Damon (313) 555-1620 (313) 555-9821
Quantity And Release Date 20 - Jun-01-1998 25 - Jun-29-1998 20 - Aug-03-1998 30 - Jun-01-1998 40 - Jun-29-1998 30 - Aug-03-1998 3 - Jun-01-1998 3 - Aug-03-1998 U.P.C. Code * Unit Price Extended Price
Description Valves
100
Each
Y76392
Screens
614141189687
$5.95
$595.00
3 4
6 350
Box Each
A7683 F9980
Fasteners
$88.20 $591.50
Data recommended to be communicated In a Trading Partner Profile (TPP). Freight Terms: FOB Point (where title to goods passes) Shipping Point Payment Terms: 2% 10 Days, Net 30 Days Currency Information: U.S. Dollars Tax Information: Normally taxable in Michigan
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MAY 1998
(All Normal Bill To and Ship To Locations Should Be Identified In The Trading Partner Profile)
John Company P.O. Box 555 Detroit, MI 48201 DUNS+4 Number: 0065392810000
John Company 789 John Drive Warren, MI 48089 DUNS+4 Number: 0065392810005
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217
EXPLANATION
850 is the Transaction Set Identifier Code for the Purchase Order Transaction Set. 0018 is the Transaction Set Control Number. 00 is the Transaction Set Purpose Code which indicates this is an Original purchase order. BK is the Purchase Order Type Code which indicates this is a Blanket Order (Quantity Firm). JD967 is the Purchase Order Number. 19980515 is the Purchase Order Date (May 15, 1998).
BEG*00*BK*JD967**19980515^
OC is the Order Contact. JAMES DAMON is the Name of the Order Contact. TE is the Communications Number Qualifier which indicates that the number that follows is a telephone number. 3135551620 is the Telephone Number (313) 555-1620. FX is the Communications Number Qualifier which indicates that the number that follows is a Fax number. 3135559821 is the Fax Number (313) 555-9821.
N1*ST**9*0065392810005^
ST is the Entity Identifier Code which indicates this N1 segment identifies the Ship To location. 9 is the identification code qualifier which indicates that the following code is a DUNS+4 number. 0065392810005 is the DUNS+4 number.
PO1*1*65*EA*25.95**UP*614141739660^ 1 is the Purchase Order Line Number. 65 is the Quantity Ordered. EA is the Unit or Basis for Measurement Code which indicates Each. 25.95 is the Unit Price ($25.95). UP is the Product/Service ID Qualifier which indicates the Product/Service ID that follows is a U.P.C. Consumer Package Code (1-5-5-1). 614141739660 is the U.P.C. Consumer Package Code. Note: The sum of all SCH quantities (SCH01) must equal PO102.
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MAY 1998
EXPLANATION
20 is the Quantity Ordered. EA is the Unit or Basis for Measurement Code which indicates Each. 002 is the Date/Time Qualifier which indicates the Date that follows is the delivery requested date. 19980601 is the date requested for delivery (June 1, 1998).
SCH*25*EA***002*19980629^
25 is the Quantity Ordered. EA is the Unit or Basis for Measurement Code which indicates Each. 002 is the Date/Time Qualifier which indicates the Date that follows is the delivery requested date. 19980629 is the date requested for delivery (June 29, 1998).
SCH*20*EA***002*19980803^
20 is the Quantity Ordered. EA is the Unit or Basis for Measurement Code which indicates Each. 002 is the Date/Time Qualifier which indicates the Date that follows is the delivery requested date. 19980803 is the date requested for delivery (August 3, 1998).
PO1*2*100*EA*5.95**UP*614141189687^ 2 is the Purchase Order Line Number. 100 is the Quantity Ordered. EA is the Unit or Basis for Measurement Code which indicates Each. 5.95 is the Unit Price ($5.95). UP is the Product/Service ID Qualifier which indicates the Product/Service ID that follows is a U.P.C. Consumer Package Code (1-5-5-1). 614141189687 is the U.P.C. Consumer Package Code. Note: The sum of all SCH quantities (SCH01) must equal PO102. SCH*30*EA***002*19980601^ 30 is the Quantity Ordered. EA is the Unit or Basis for Measurement Code which indicates Each. 002 is the Date/Time Qualifier which indicates the Date that follows is the delivery requested date. 19980601 is the date requested for delivery (June 1, 1998).
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219
EXPLANATION
40 is the Quantity Ordered. EA is the Unit or Basis for Measurement Code which indicates Each. 002 is the Date/Time Qualifier which indicates the Date that follows is the delivery requested date. 19980629 is the date requested for delivery (June 29, 1998).
SCH*30*EA***002*19980803^
30 is the Quantity Ordered. EA is the Unit or Basis for Measurement Code which indicates Each. 002 is the Date/Time Qualifier which indicates the Date that follows is the delivery requested date. 19980803 is the date requested for delivery (August 3, 1998).
PO1*3*6*BX*14.7**UP*614141820078^
3 is the Purchase Order Line Number. 6 is the Quantity Ordered. BX is the Unit or Basis for Measurement Code which indicates Box. 14.7 is the Unit Price ($14.70). UP is the Product/Service ID Qualifier which indicates the Product/Service ID that follows is a U.P.C. Consumer Package Code (1-5-5-1) 614141820078 is the U.P.C. Consumer Package Code. Note: The sum of all SCH quantities (SCH01) must equal PO102.
SCH*3*BX***002*19980601^
3 is the Quantity Ordered. BX is the Unit or Basis for Measurement Code which indicates Box. 002 is the Date/Time Qualifier which indicates the Date that follows is the delivery requested date. 19980601 is the date requested for delivery (June 1, 1998).
SCH*3*BX***002*19980803^
3 is the Quantity Ordered. BX is the Unit or Basis for Measurement Code which indicates Box. 002 is the Date/Time Qualifier which indicates the Date that follows is the delivery requested date. 19980803 is the date requested for delivery (Prior to and Including) (August 3, 1998).
220
MAY 1998
EXPLANATION
350 is the Quantity Ordered. EA is the Unit or Basis for Measurement Code which indicates each. 1.69 is the Unit Price ($1.69). UP is the Product/Service ID Qualifier which indicates the Product/Service ID that follows is a U.P.C. Consumer Package Code (1-5-5-1). 053621417955 is the U.P.C. Consumer Package Code. Note: The sum of all SCH quantities (SCH01) must equal PO102.
SCH*100*EA***002*19980601^
100 is the Quantity Ordered. EA is the Unit or Basis for Measurement Code which indicates Each. 002 is the Date/Time Qualifier which indicates the Date that follows is the delivery requested date. 19980601 is the date requested for delivery (June 1, 1998).
SCH*150*EA***002*19980629^
150 is the Quantity Ordered. EA is the Unit or Basis for Measurement Code which indicates Each. 002 is the Date/Time Qualifier which indicates the Date that follows is the delivery requested date. 19980629 is the date requested for delivery (June 29, 1998).
SCH*100*EA***002*19980803^
100 is the Quantity Ordered. EA is the Unit or Basis for Measurement Code which indicates Each. 002 is the Date/Time Qualifier which indicates the Date that follows is the delivery requested date. 19980803 is the date requested for delivery (August 3, 1998).
CTT*4^ SE*21*0018^
4 is the Number of Line Items (PO1 segments) present in this transaction set. 21 is the Number of Included Segments in this transaction set, including the ST and SE segments. 0018 is the Transaction Set Control Number.
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Blanket Order with Scheduled Releases EDI Notation: ST*850*0018^ BEG*00*BK*JD967**19980515^ PER*OC*JAMES DAMON*TE*3135551620*FX*3135559821^ N1*ST**9*0065392810005^ PO1*1*65*EA*25.95**UP*614141739660^ SCH*20*EA***002*19980601^ SCH*25*EA***002*19980629^ SCH*20*EA***002*19980803^ PO1*2*100*EA*5.95**UP*614141189687^ SCH*30*EA***002*19980601^ SCH*40*EA***002*19980629^ SCH*30*EA***002*19980803^ PO1*3*6*BX*14.7**UP*614141820078^ SCH*3*EA***002*19980601^ SCH*3*EA***002*19980803^ PO1*4*350*EA*1.69**UP*053621417955^ SCH*100*EA***002*19980601^ SCH*150*EA***002*19980629^ SCH*100*EA***002*19980803^ CTT*4^ SE*21*0018^
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997
Functional Acknowledgment
INTRODUCTION
Functional Acknowledgments (FA) are required for each functional group transmitted. The FA must be sent by the receiver of the functional group, to the sender, by the close of the next business day after receipt, to acknowledge the receipt and the syntactical condition of the functional group. The minimum level of detail for the FA is the group, i.e., it is not required to acknowledge at the transaction set, nor is it required to acknowledge specific segments and data elements in error. Acknowledgment at a level lower than the group is by agreement between the trading partners. The Functional Acknowledgment transaction provides a positive response that informs the sender if the contents of the transmission was syntactically correct. The syntactical correctness is based on the X12 syntax document in the ASC X12.6 standard. It is not an acknowledgment of any application data such as terms, discounts, etc. The Functional Acknowledgment transaction can provide increasing levels of detail. The acknowledgment, in the simplest form, provides response at the functional group level using the AK1 and AK9 segments. Individual transactions can be acknowledged by using the AK2 and AK5 segments, and, individual segments in error can be indicated by using the AK3 and AK4 segments. In practice acceptance and rejection is controlled at the functional group level. Acknowledgment at detail levels below the group require added complexity at the sending and receiving points in addition to the added cost of transmitting the additional data. The level of detail used in the Functional Acknowledgment is controlled by the trading partners. Todays EDI translation data management software typically generates the Functional Acknowledgment automatically. Therefore, less attention is given to this transaction set.
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223
224
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I/C EDI
997
Header
Functional Acknowledgment
PAGE # POS. #
SEG. ID
NAME
REQ. DES.
MAX USE
LOOP REPEAT
Transaction Set Header Functional Group Response Header LOOP ID - AK2 Transaction Set Response Header LOOP ID - AK2/AK3 Data Segment Note Data Element Note Transaction Set Response Trailer Functional Group Response Trailer Transaction Set Trailer
M M O O O M M M
1 1 999999 1 999999 1 99 1 1 1
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225
REF. DES.
DATA ELEMENT
NAME
ATTRIBUTES
ST01
143
ID
3/3
997 Functional Acknowledgment ST02 329 Transaction Set Control Number M AN 4/9
Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set
2
The number is sequentially assigned by the sender. The number must be unique within the functional group.
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REF. DES.
DATA ELEMENT
NAME
ATTRIBUTES
327
AK101
479
ID
2/2
This is the functional group ID of the group that is being acknowledged, e.g., if a purchase order group is being acknowledged the value would be PO; it is the value sent in GS01 for the original transmission.
328
AK102
28
N0
1/9
This is the control number assigned to the group being acknowledged, e.g., this is the control number assigned by the sender of the original transmission. It is the value sent in GS06 for the original transmission.
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227
REF. DES.
DATA ELEMENT
NAME
ATTRIBUTES
329
AK201
143
ID
3/3
This is the transaction set ID of the transaction being acknowledged, e.g., if a purchase order is being acknowledged, the value would be 850; it is the value sent in ST01 for the original transmission.
AK202
329
AN
4/9
Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set
330
This is the control number assigned to the transaction set being acknowledged, e.g., this is the control number assigned by the sender of the original transmission. It is the value sent in ST02 for the original transmission.
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REF. DES.
DATA ELEMENT
NAME
ATTRIBUTES
AK301
721
Segment ID Code
Code defining the segment ID of the data segment in error
ID
2/3
AK302
719
N0
1/6
The numerical count position of this data segment from the start of the transaction set: the transaction set header is count position 1
AK303
447
AN
1/6
The loop ID number given on the transaction set diagram is the value for this data element in segments LS and LE
AK304
720
ID
1/3
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229
Header AK2/AK3 Optional 99 To report errors in a data element or composite data structure and identify the location of the data element Semantic: 1 In no case shall a value be used for AK404 that would generate a syntax error, e.g., an invalid character. Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
AK401
COMPOSITE
Code indicating the relative position of a simple data element, or the relative position of a composite data structure combined with the relative position of the component data element within the composite data structure, in error; the count starts with 1 for the simple data element or composite data structure immediately following the segment ID
- 1
722
N0
1/2
This is used to indicate the relative position of a simple data element, or the relative position of a composite data structure with the relative position of the component within the composite data structure, in error; in the data segment the count starts with 1 for the simple data element or composite data structure immediately following the segment ID
AK402
725
N0
1/4
Reference number used to locate the data element in the Data Element Dictionary See External Code Source 77 in Appendix B for reference document.
AK403
723
ID
1/3
1 2 3 4 5 6 7 AK404 724
Mandatory data element missing Conditional required data element missing. Too many data elements. Data element too short. Data element too long. Invalid character in data element. Invalid code value. O AN 1/99
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Notes: The codes listed for AK502 apply to every occurrence of Data Element 718 in the AK5 segment. Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
AK501
717
Transaction Set Acknowledgment Code A Accepted E Accepted But Errors Were Noted R Rejected
ID
1/1
Code indicating accept or reject condition based on the syntax editing of the transaction set
AK502
718
ID
1/3
Code indicating error found based on the syntax editing of a transaction set
Transaction Set Not Supported Transaction Set Trailer Missing Transaction Set Control Number in Header and Trailer Do Not Match Number of Included Segments Does Not Match Actual Count One or More Segments in Error O O O O ID ID ID ID 1/3 1/3 1/3 1/3
Transaction Set Syntax Error Code Transaction Set Syntax Error Code Transaction Set Syntax Error Code Transaction Set Syntax Error Code
Code indicating error found based on the syntax editing of a transaction set Code indicating error found based on the syntax editing of a transaction set Code indicating error found based on the syntax editing of a transaction set Code indicating error found based on the syntax editing of a transaction set
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Header ___ Mandatory 1 To acknowledge acceptance or rejection of a functional group and report the number of included transaction sets from the original trailer, the accepted sets, and the received sets in this functional group Comments: A If AK901 contains the value A or E, then the transmitted functional group is accepted.
331
Notes: The codes listed for AK905 apply to every occurrence of Data Element 716 in the AK9 segment. Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
AK901
715
ID
1/1
Code indicating accept or reject condition based on the syntax editing of the functional group
Accepted Accepted, But Errors Were Noted. Partially Accepted, At Least One Transaction Set Was Rejected Rejected M N0 1/6
AK902
97
Total number of transaction sets included in the functional group or interchange (transmission) group terminated by the trailer containing this data element
123 2 716
M M O
N0 N0 ID
Code indicating error found based on the syntax editing of the functional group header and/or trailer
Functional Group Not Supported Functional Group Version Not Supported Functional Group Trailer Missing Group Control Number in the Functional Group Header and Trailer Do Not Agree 5 Number of Included Transaction Sets Does Not Match Actual Count AK906 716 Functional Group Syntax Error Code O ID 1/3
Code indicating error found based on the syntax editing of the functional group header and/or trailer
AK907
716
ID
1/3
Code indicating error found based on the syntax editing of the functional group header and/or trailer
AK908
716
ID
1/3
Code indicating error found based on the syntax editing of the functional group header and/or trailer
AK909
716
ID
1/3
Code indicating error found based on the syntax editing of the functional group header and/or trailer
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Header ___ Mandatory 1 To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments) Comments: A SE is the last segment of each transaction set. Data Element Summary
REF. DES. DATA ELEMENT NAME ATTRIBUTES
SE01 SE02
96 329
M M
N0 AN
1/10 4/9
Total number of segments included in a transaction set including ST and SE segments Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set
332
This must be the same number as is in the ST segment (ST02) for the transaction set.
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233
ASC X12
997
Functional Acknowledgment
FUNCTIONAL GROUP ID =
FA
This Draft Standard for Trial Use contains the format and establishes the data contents of the Functional Acknowledgment Transaction Set (997) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to define the control structures for a set of acknowledgments to indicate the results of the syntactical analysis of the electronically encoded documents. The encoded documents are the transaction sets, which are grouped in functional groups, used in defining transactions for business data interchange. This standard does not cover the semantic meaning of the information encoded in the transaction sets.
Header
PAGE # POS. # SEG. ID NAME REQ. DES. MAX USE LOOP REPEAT
Transaction Set Header Functional Group Response Header LOOP ID - AK2 Transaction Set Response Header LOOP ID - AK2/AK3 Data Segment Note Data Element Note Transaction Set Response Trailer Functional Group Response Trailer Transaction Set Trailer
M M O O O M M M
1 1 999999 1 999999 1 99 1 1 1
NOTES:
1/010 These acknowledgments shall not be acknowledged, thereby preventing an endless cycle of acknowledgments of acknowledgments. Nor shall a Functional Acknowledgment be sent to report errors in a previous Functional Acknowledgment. 1/010 The Functional Group Header Segment (GS) is used to start the envelope for the Functional Acknowledgment Transaction Sets. In preparing the functional group of acknowledgments, the application senders code and the application receivers code, taken from the functional group being acknowledged, are exchanged; therefore, one acknowledgment functional group responds to only those functional groups from one application receivers code to one application senders code. 1/010 There is only one Functional Acknowledgment Transaction Set per acknowledged functional group. 1/020 AK1 is used to respond to the functional group header and to start the acknowledgement for a functional group. There shall be one AK1 segment for the functional group that is being acknowledged. 1/030 AK2 is used to start the acknowledgement of a transaction set within the received functional group. The AK2 segments shall appear in the same order as the transaction sets in the functional group that has been received and is being acknowledged.
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NOTES:
1/040 The data segments of this standard are used to report the results of the syntactical analysis of the functional groups of transaction sets; they report the extent to which the syntax complies with the standards for transaction sets and functional groups. They do not report on the semantic meaning of the transaction sets (for example, on the ability of the receiver to comply with the request of the sender).
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236
MAY 1998
XI - DATA GLOSSARY
AIA Aerospace Industry Association AIAG Automotive Industry Action Group ANSI American National Standards Institute ANSI Standard A document published by ANSI that has been approved through the consensus process of public announcement and review. Each of these standards must have been developed by an ANSI committee and must be revisited by that committee within seven years for update. See Draft Standard For Trial Use. Application Interface API American Petroleum Institute Application Interface (Application Program Interface) ASC X12 Accredited Standards Committee, X12 comprised of industry members for the purpose of creating EDI standards for submission to ANSI for subsequent approval and dissemination; or for submission to CEFACT for approval and submission of UN/EDIFACT standards. ATA American Trucking Associations, Inc. ATA Air Transport Association of America Authentication A mechanism which allows the receiver of an electronic transmission to verify the sender and integrity of the content of the transmission through the use of an electronic key or algorithm which is shared by the trading partners. This is sometimes referred to as an electronic signature. CEC Commission of the European Communities CIDX Chemical Industry Data Exchange Communication Protocol Rules or specifications allowing computers to communicate with each other. Compliance Checking A process that is used to ensure that a transmission complies with ANSI ASC X12 syntax rules. Composite Data Element One or more component data elements delimited by sub-element separators.
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Conditional (C) A data element requirement designator which indicates that the presence of a specified data element is dependent on the value or presence of other data elements in the segment. The condition must be stated and must be computer processable. Control Segment A control segment has the same structure as a data segment but is used for transferring control information for grouping data segments. Control Segments are Interchange Control Segments (ISA/IEA/TA1) defined in X12.5., Functional Group Control Segments (GS/GE) defined in X12.6, Transaction Set Control Segments (ST/SE) and Loop Control Segments (LS/LE). Customer Individual or firm who is purchasing I/C goods or services. Cut Sheet A document designed to enable the use of the current I/C Guidelines, Version 4010, while addressing the ASC X12 syntax constraints of the previous Versions; 3070, 3060 and 3050. Data Element The basic unit of information in the EDI standards, containing a set of values that represent a singular fact. They may be codes, or numeric values or alpha numeric text descriptions. Data Element Length This is the range, minimum to maximum, of the number of character positions available to represent the value of a data element. A data element may be of variable length with range from minimum to maximum, or it may be of fixed length in which the minimum is equal to the maximum. (X12.3) Data Element Reference Number Reference number assigned to each data element as a unique identifier. Data Element Requirement Designator A code defining the need for a data element value to appear in the segment if the segment is transmitted. The codes are mandatory (M), optional (O),or conditional (C). Data Element Separator A unique character preceding each data element that is used to delimit data elements within a segment. Data Element A data element may be one of seven types: numeric, decimal, identifier, string, date, time or binary. Delimiters The delimiters consist of two levels of separators and a terminator. The delimiters are an integral part of the transferred data stream. Delimiters are specified in the interchange header and may not be used in a data element value elsewhere in the interchange. From highest to lowest level, the separators and terminator are segment terminator, data element separator, and sub-element separator. DISA Data Interchange Standards Association. A non profit organization funded by X12 who serves as the Secretariat for X12.
238
MAY 1998
Direct Transmission The exchange of data from the computer of the sending party directly to the computer of the receiving party. DODAAC Draft Standard for Trial Use Represents a document approved for publication by the full X12 committee following membership consensus and subsequent resolution of negative votes. The Draft EDI Standard for Trial Use document represents an ASC X12 approved standard for use prior to approval by ANSI. See ANSI Standard. DUNS Number A unique nine digit Data Universal Number System assigned by Dun and Bradstreet. DUNS + 4 Number A unique nine digit Data Universal Number System assigned by Dun and Bradstreet with the additional four numbers assigned by the owner of the DUNS number to indicate a specific company location. EAN An association that in cooperation with the UCC administers the UCC/EAN system. The UCC/EAN system consists of product and serialized identification codes, application identifiers, and associated symbologies. EBCDIC Extended binary-coded-decimal interchange code used for encoding documents transmitted between trading partners. EC European Community EC Electronic Commerce. It is defined as the exchange of business information electronically ECCC Electronic Commerce Council of Canada EDICA EDI Coalition of Associations UN/EDIFACT United Nations Electronic Data Interchange for Administration, Commerce, and Transport. EDI Translation The conversion of application data to and from the X12 standard format. EDI Translator Computer software used to perform the conversion of application data to and from the X12 standard. EIDX Electronics Industry Data Exchange
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Electronic Data Interchange (EDI) The computer application to computer application exchange of business information in a standard format. Electronic Envelope Electronic information which groups a set of transmitted documents being sent from one sender to one receiver. Element Delimiter Single character delimiter follows the segment identifier and each data element in a segment except the last. Electronic Mailbox A term used to refer to the place where an EDI transmission is stored for pickup or delivery within a third party service providers system. Trading partners can also maintain mailboxes within their own domain. Envelope Electronic information that binds together a set of transmitted documents being sent from one sender to one receiver. Event Driven EDI The capability to immediately access EDI documents so as to facilitate same-day information exchange and processing. Extranet An Externally Accessible Intranet where the server is outside the organization, (e.g. with a service provider etc.). Functional Acknowledgment A transaction set (997) transmitted by the receiver of an EDI transmission to the sender, indicating receipt and syntactical acceptability of data transmitted according to the ASC X12 standards. The functional acknowledgment allows the receiving party to report back to the sending party problems encountered by the syntax analyzer as the data is interpreted. It is not intended to serve as an acknowledgment of data content. See also X12.6. Functional Group A group of one or more transaction sets bounded by a functional group header segment (GS) and a functional group trailer segment (GE). HIBCC Health Industry Business Communications Council Hexadecimal Base 16 notation commonly used to represent binary values. Industry Conventions Defines how the ASC X12 standards are used by a specific industry. Industry Guideline Defines the EDI environment for using conventions within an industry. It provides assistance on how to implement the X12 standard. Integration The ability to insert and extract valid data elements to/from disparate operating platforms, software applications and/or databases.
240
MAY 1998
Interchange Control Structure The interchange header (ISA) and trailer (IEA) segments envelope one or more functional groups or interchange related control segments and perform the following functions: 1) defines the data element separators and the data segment terminators, 2) Identifies the sender and receiver, 3) provides control information for the interchange, and 4) allows for authorization and security information (X12.5). Internet A global information system that provides, uses or makes accessible, either publicly or privately, high level services layered on communications and related infrastructure. Intranet A open network running Internet enabled applications on an organizations LAN and WAN infrastructure behind its firewalls. Intranets allow common access to crucial information across all boundaries with a low cost of ownership. ISO International Standards Organization Loop A group of semantically related segments; these segments may be either bounded or unbounded (X12.6). Mandatory (M) A data element/segment requirement designator which indicates the presence of a specified data element/segment is required. Mapping The process of translating the X12 transaction format to/from the users legacy system data format. Max Use Specifies the maximum number of times a segment can be used at a given location in a transaction set. Message(EDIFACT) Entire data stream including the outer envelope. Message Standard or Syntax Rules for the identification and arrangement of data into specific elements, segments and transaction sets for electronic transmission. NACHA National Automated Clearing House Association NAED National Associations of Electrical Distributors NEMA National Electrical Manufacturers Association Network - Centric Interface The ability to integrate previously separate information handling activities between trading parties and third party service providers.
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Optional (O) A data element/segment requirement designator which indicates the presence of a specified data element/segment is at the option of the sending party, which can be based on the mutual agreement of the interchange parties. PIDX Petroleum Industry Data Exchange Pilot A test before final acceptance, using a subset of data with engineered cases and documented results. Proprietary Format A data format specific to a company, industry, or other limited group. Proprietary formats do not comply with the ASC X12 series of standards. Qualifier A data element which identifies or defines a related element, set of elements, or a segment. The qualifier contains a code taken from a list of approved codes. Quick Response The ability of a supplier to deliver both the product and the information about the product to a desired location within a time frame as designated by the buyer. Rapporteur An individual expert appointed by the United Nations for specific objectives. Repeating Segment A segment that may be used more than once at a given location in a transaction set. See Max Use. SCC-14 The 14-digit number, often represented in a bar code, used to identify standard intermediate containers, standard shipping containers, and standard pallets. Formerly known as the U.P.C. Shipping Container Code. Security System screening which denies access to unauthorized users and protects data from unauthorized uses. Segment A segment is a set of logically related data elements in a defined sequence. A segment consists of a segment identifier, one or more data elements each preceded by an element separator, and ending with a segment terminator (X12.6). Segment Directory (X12.22) Provides the purposes and formats of the segments used in the construction of transaction sets. The directory lists each segment by name, purpose, identifier, the contained data elements in the specified order, and the requirement designator for each data element. Segment Identifier A unique identifier for a segment composed of a combination of two or three uppercase letters and digits. The segment identifier occupies the first character positions of the segment. The segment identifier is not a data element.
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Segment Terminator A unique character appearing at the end of a segment to indicate then termination of the segment. SSCC-18 The 18-digit number, often represented in a bar code, used to identify a shipment or transaction. The SSCC-18 is the license plate used on variable content containers, pallets, and shipments. Formerly known as the Serial Shipping Container Code. Sub Element Separator A unique character used to delimit the component data elements within a composite data element. Syntax The grammar or rules which define the structure of the EDI standards (e.g., the use of loops, qualifiers, etc.). Syntax rules are published in ANSI X12.6. TCIF Telecommunications Industry Forum Trading Partner The sending and/or receiving party involved in the exchange of electronic data interchange transmissions. Transaction Set A transaction set unambiguously defines, in the standard syntax, information of business or strategic significance and consists of a transaction set header segment, one or more data segments in a specified order, and a transaction set trailer segment. Transaction Set Id An three digit numeric identifier that uniquely identifies the transaction set. Translation Software Software that automates and manages the flow of X12 based transactions across multiple platforms and environments. UCC The Uniform Code Council, Inc., which in cooperation with EAN administers the UCC/EAN system. The UCC/EAN system consists of product and serialized identification codes, application identifiers, and associated symbologies. UCC/EAN Uniform Code Council, Inc. UCS Uniform Communication Standard U.P.C. Number The Universal Product Code (U.P.C.) is a system for uniquely identifying the thousands of different suppliers and millions of different items that are warehoused, sold, delivered, and billed throughout retail and commercial channels of distribution. It provides an accurate, efficient and economical means of controlling the flow of goods through the use of an all-numeric product identification system. UISG Utilities Industry Standards Group
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VAN Value Added Network. Third party service organizations. Supplier Any individual, firm or corporation from whom purchases are made. Version/Release Identifies the publication of the standard being used for the generation or the interpretation of data in the X12 standard format. May be found in the Functional Group Header Segment (GS) and in the Interchange Control Header Segment (ISA). See Control Segment. VICS EDI Committee Voluntary Interindustry Commerce Standard for Electronic Data Interchange WINS Warehouse Information Network Standard X12 The ANSI committee responsible for the development and maintenance of standards for Electronic Data Interchange (EDI). X12.5 Interchange Control Structure. This standard provides the interchange envelope of a header and trailer for the electronic interchange through a data transmission. It also provides the structure to acknowledge the receipt and processing of this envelope. Separate segments and data elements not in X12.22 or X12.3. X12.6 Application Control Structure. This standard describes the control segments used to envelop loops of data segments, to envelop transaction sets, and to envelop groups of related transaction sets.
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APPENDIX A
DATA ELEMENT CODE LIST
355 Unit or Basis for Measurement Code
TYPE=
ID
MIN=
MAX=
Code Specifying the units in which a value is being expressed, or manner in which a measurement has been taken.
CODE DEFINITION AND EXPLANATION
BA BD BG BK BX CA CF CG CI CM CT CW DR DZ EA FT GA GR GS HK HU IN KG KT LB LO LT ME MG ML MM MN MP MR PA
Bale Bundle Bag Book Box Case Cubic Feet Card Cubic Inches Centimeter Carton Hundred Pounds (CWT) Drum Dozen Each Foot Gallon Gram Gross Hundred Kilograms Hundred Inch Kilogram Kit Pound Lot Liter Milligram Metric Gross Ton Milliliter Millimeter Metric Net Ton Metric Ton Meter Pail
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PC PH PK PL PR PT QT RE RL SF SI SH SM SO SY TE TH TV
Piece Pack (PAK) Package Pallet/Unit Load Pair Pint Quart Reel Roll Square Foot Square Inch Sheet Square Meter Spool Square Yard Tote Thousand Thousand Kilograms
ID
MIN=
MAX=
A010 A320 A720 B310 B630 B660 B750 C040 C110 C330 C490 C580 C850 D015
Absolute Minimum Charge Air Transportation Charge Broken Package Charge Commission Amount Container/Trailer Allowance Contract Allowance Core Charge Delivery Deposit Distribution Fee Drum Deposit Emergency Service Expedited Service Charge Dunnage Loose materials used around a cargo to prevent damage, or padding in a shipping container to protect contents against breakage. Finance Charge Free Goods Freight Gas Pressure Handling
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D540 D750 D900 D980 E170 E190 E380 E560 E640 F155 F180 F190 F240 F250 F560 F750 F810 F870 F910 F970 G100 G210 G380 G400 G470 G510 G620 G740 G760 G821 G830 H510 H530 I110 I530
Hazardous Materials Handling Fee-Domestic Inbound Freight Charges Installation Insurance Labeling Labor Charges Lift Gate (Truck) or Forklift Service at Pickup/Delivery Marking or Tagging Charge Mileage Fee (For Repair and Return) Packaging Pallet Palletizing Per Item Charge Per Order Charge Premium Transportation Processing Charge Promotional Discount Pulling Eyes Quantity Discount Rebate Recovery Reel Repair at Customer Expense Charge Repair Restocking Charge Returnable Container Saturday Pick-Up or Delivery Charge Service Charge Set-Up Shipping Shipping and Handling Sunday or Holiday Pick-Up or Delivery Supervisor Charge Tooling Volume Discount
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APPENDIX B
EXTERNAL CODE SOURCES 5 Countries, Currencies and Funds
SIMPLE DATA ELEMENT/CODE REFERENCES
Codes for Representation of Names of Countries, ISO 3166-(Latest Release) Codes for Representation of Currencies and Funds, ISO 4217-(Latest Release)
AVAILABLE FROM
American National Standards Institute 11 West 42nd Street, 13th Floor New York, NY 10036
ABSTRACT
This international standard provides a two-letter alphabetic code for representing the names of countries, dependencies, and other areas of special geopolitical interest for purposes of international exchange and general directions for the maintenance of the code. The standard is intended for use in any application requiring expression of entitles in coded form. Most currencies are those of the geopolitical entities that are listed in ISO 3166, Codes for the Representation of Names of Countries. The code may be a three-character alphabetic or three-digit numeric. The two leftmost characters of the alphabetic code identify the currency authority to which the code is assigned (using the two character alphabetic code from ISO 3166, if applicable). The rightmost character is a mnemonic derived from the name of the major currency unit or fund. For currencies not associated with a single geographic entity, a specially-allocated two-character alphabetic code, in the range XA to XZ identifies the currency authority. The rightmost character is derived from the name of the geographic area concerned, and is mnemonic to the extent possible. The numeric codes are identical to those assigned to the geographic entities listed in ISO 3166. The range 950-998 is reserved for identification of funds and currencies not associated with a single entity listed in ISO 3166.
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D-U-N-S Number
SIMPLE DATA ELEMENT/CODE REFERENCES
U.S. D-U-N-S Number assignment and lookup services are available through EDI, on-line, several types of mainframe and personal computer media, through a 900 Number Service (900-990-3867), and in print. Dun & Bradstreet Information Services Information Quality Department D-U-N-S Number Administration
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The D-U-N-S Number is a non-indicative nine-digit number assigned and maintained by Dun & Bradstreet to identify unique business establishments. D-U-N-S Numbers are assigned to businesses worldwide. The ninth digit of the D-U-N-S Number is a Modulus Ten Check Digit which catches 100% of single digit errors and 98% of single transposition errors. D-U-N-S Numbers provide positive identification of business locations possessing unique, separate, and distinct operations. Through the D-U-N-S Number, Dun & Bradstreet maintains linkage between units of an organization to easily identify corporate family relationships, such as those between headquarters, branches, subsidiaries, and divisions. The D-U-N-S Number is the non-indicative computer "address" of a business for which detailed marketing and credit information is maintained by Dun & Bradstreet.
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Directory of Standard Multi-Model Carriers and Tariff Agents Codes (SCACSTAC), NMF 101 Series
AVAILABLE FROM
National Motor Freight Association, Inc. 2200 Mill Road Alexandria, VA 22314-4654
ABSTRACT
The standard carrier alpha code (SCAC) lists and codes transportation companies. The SCAC program contemplates that each company will be assigned a unique two to four letter (alpha) code for use as an abbreviation or to identify a particular company for transportation data processing purposes. The combination of letters used by any one carrier does not conflict with those assigned to other carriers, even though such other carriers may belong to a different mode. The SCAC directory contains two sections. Section 1 is an alphabetical arrangement of carrier names. Section 2 is an alphabetical arrangement of carrier codes.
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U.S. Postal Service National Information Data Center P.O. Box 2977 Washington, DC 20013
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Provides names, abbreviations, and codes for the 50 states, the District of Columbia, and the outlying areas of the U.S. The entities listed are considered to be the first order divisions of the U.S. Microfiche available from NTIS (same as address above). The Canadian Post Office lists the following as "official" codes for Canadian Provinces: AB - Alberta BC - British Columbia MB - Manitoba NB - New Brunswick NF - Newfoundland NS - Nova Scotia NT - North West Territories ON Ontario PE - Prince Edward Island PQ - Quebec SK - Saskatchewan YT - Yukon
41
438, 766, 88/UP, 235/UA, 235/UB, 235/UC, 235/UD, 235/UE, 235/UI, 235/UN, 235/UP, 559/FD, 235/UK
SOURCE
Uniform Code Council, Inc. 8163 Old Yankee Road, Suite J Dayton, OH 45458
ABSTRACT
U.P.C. is a system of coding products whereby each item/multipack/case is uniquely identified. Codes are formatted as an optional digit which identifies the packing variations, one or two high order digit(s) identifying the system (grocery, drug, general merchandise, coupons), 5 digits which identify the manufacturer, 5 digits which identity the item and an optional 1 character check digit.
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ZIP Code
SIMPLE DATA ELEMENT/CODE REFERENCES
National ZIP Code and Post Office Directory, Publication 65 The USPS Domestic Mail Manual
AVAILABLE FROM
U.S Postal Service Washington, DC 20260 New Orders Superintendent of Documents P.O. Box 371954 Pittsburgh, PA 15250-7954
ABSTRACT
The ZIP Code is a geographic identifier of areas within the United States and its territories for purposes of expediting mail distribution by the U.S. Postal Service. It is five or nine numeric digits. The ZIP Code structure divides the U.S. into ten large groups of states. The leftmost digit identifies one of these groups. The next two digits identify a smaller geographic area within the large group. The two rightMAY 1998
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most digits identify a local delivery area. In the nine-digit ZIP Code, the four digits that follow the hyphen further subdivide the delivery area. The two leftmost digits identify a sector which may consist of several large buildings, blocks or groups of streets. The rightmost digits divide the sector into segments such as a street, a block, a floor of a building, or a cluster of mailboxes. The USPS Domestics Mail Manual includes information on the use of the new 11-digit zip code.
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X12 Directories
SIMPLE DATA ELEMENT/CODE REFERENCES
721, 725
SOURCE
Data Interchange Standards Association, Inc. (DISA) Suite 200 1800 Diagonal Road Alexandria, VA 22314-2852
ABSTRACT
The data element dictionary contains the format and descriptions of data elements used to construct X12 segments. It also contains code lists associated with these data elements. The segment directory contains the format and definitions of the data segments used to construct X12 transaction sets.
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