850 Purchase Order PO Functional Group ID= Introduction: 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. Notes: TERMS and CONDITIONS: National Instruments Corporation Terms and Conditions can be referenced at http://ni.com/edi Heading: M Pos. No. 010 Seg. ID ST Name Transaction Set Header Req. Des. M M 020 BEG Beginning Segment for Purchase Order M 1 040 CUR Currency O 1 080 FOB F.O.B. Related Instructions O >1 130 ITD Terms of Sale/Deferred Terms of Sale O >1 240 TD5 Carrier Details (Routing Sequence/Transit Time) LOOP ID - N9 O 12 Max.Use 1 Loop Repeat Notes and Comments 1000 295 N9 Reference Identification O 1 300 MSG Message Text O 1000 310 N1 Name O 1 330 N3 Address Information O 2 340 N4 Geographic Location O >1 360 PER Administrative Communications Contact O >1 Pos. No. Seg. ID 010 PO1 050 PID 100 REF LOOP ID - N1 200 Detail: M Req. Des. Name LOOP ID - PO1 Baseline Item Data Max.Use M 1 Product/Item Description O 1 Reference Identification O >1 LOOP ID - PID SCH AMT NINST850 (004010) n1 200 Line Item Schedule O 1 LOOP ID - AMT 600 Notes and Comments 1000 LOOP ID - SCH 295 Loop Repeat 100000 n2 >1 Monetary Amount O 1 1 January 31, 2006 Summary: M Pos. No. Seg. ID Req. Des. 010 CTT Transaction Totals O 1 030 SE Transaction Set Trailer M 1 Name LOOP ID - CTT Max.Use Loop Repeat Notes and Comments 1 n3 Transaction Set Notes 1. 2. 3. PO102 is required. 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. 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. NINST850 (004010) 2 January 31, 2006 Segment: Position: Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: ST Transaction Set Header 010 Heading Mandatory 1 To indicate the start of a transaction set and to assign a control number 1 The transaction set identifier (ST01) is used by the translation routines of the interchange partners to select the appropriate transaction set definition (e.g., 810 selects the Invoice Transaction Set). Comments: M Ref. Des. ST01 M ST02 NINST850 (004010) Data Element Summary Data Element Name Attributes 143 Transaction Set Identifier Code M ID 3/3 Code uniquely identifying a Transaction Set 850 = Purchase Order Refer to 004010 Data Element Dictionary for acceptable code values. 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 3 January 31, 2006 Segment: Position: Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments: M Ref. Des. BEG01 M BEG02 M BEG03 BEG04 M BEG05 NINST850 (004010) BEG Beginning Segment for Purchase Order 020 Heading Mandatory 1 To indicate the beginning of the Purchase Order Transaction Set and transmit identifying numbers and dates 1 BEG05 is the date assigned by the purchaser to purchase order. Data Element Summary Data Element Name Attributes 353 Transaction Set Purpose Code M ID 2/2 Code identifying purpose of transaction set 00 = Original Refer to 004010 Data Element Dictionary for acceptable code values. 92 Purchase Order Type Code M ID 2/2 Code specifying the type of Purchase Order RL = Release or Delivery Order An order for goods and services placed against a pre-exisiting contract or blanket order SA = Stand-alone Order Refer to 004010 Data Element Dictionary for acceptable code values. 324 Purchase Order Number M AN 1/22 Identifying number for Purchase Order assigned by the orderer/purchaser 328 Release Number O AN 1/30 Number identifying a release against a Purchase Order previously placed by the parties involved in the transaction 373 Date M DT 8/8 Date expressed as CCYYMMDD 4 January 31, 2006 Segment: Position: Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments: M Ref. Des. CUR01 M CUR02 NINST850 (004010) CUR Currency 040 Heading Optional 1 To specify the currency (dollars, pounds, francs, etc.) used in a transaction 1 See Figures Appendix for examples detailing the use of the CUR segment. Data Element Summary Data Element Name Attributes 98 Entity Identifier Code M ID 2/3 Code identifying an organizational entity, a physical location, property or an individual BY = Buying Party (Purchaser) Refer to 004010 Data Element Dictionary for acceptable code values. 100 Currency Code M ID 3/3 Code (Standard ISO) for country in whose currency the charges are specified 5 January 31, 2006 Segment: Position: Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: FOB F.O.B. Related Instructions 080 Heading Optional >1 To specify transportation instructions relating to shipment 1 2 FOB01 indicates which party will pay the carrier. FOB02 is the code specifying transportation responsibility location. Comments: M Ref. Des. FOB01 FOB02 NINST850 (004010) Data Element Summary Data Element Name Attributes 146 Shipment Method of Payment M ID 2/2 Code identifying payment terms for transportation charges CC = Collect PP = Prepaid (by Seller) Refer to 004010 Data Element Dictionary for acceptable code values. 309 Location Qualifier X ID 1/2 Code identifying type of location DE = Destination (Shipping) OR = Origin (Shipping Point) Refer to 004010 Data Element Dictionary for acceptable code values. 6 January 31, 2006 Segment: Position: Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments: Ref. Des. ITD12 NINST850 (004010) ITD Terms of Sale/Deferred Terms of Sale 130 Heading Optional >1 To specify terms of sale Data Element Summary Data Element Name Attributes 352 Description O AN 1/80 A free-form description to clarify the related data elements and their content 7 January 31, 2006 Segment: Position: Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments: Ref. Des. TD505 NINST850 (004010) TD5 Carrier Details (Routing Sequence/Transit Time) 240 Heading Optional 12 To specify the carrier and sequence of routing and provide transit time information 1 At least one of TD502 TD504 TD505 TD506 or TD512 is required. Data Element Summary Data Element Name Attributes 387 Routing X AN 1/35 Free-form description of the routing or requested routing for shipment, or the originating carrier's identity 8 January 31, 2006 Segment: Position: Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments: M Ref. Des. N901 N902 NINST850 (004010) N9 Reference Identification 295 N9 Optional Heading Optional 1 To transmit identifying information as specified by the Reference Identification Qualifier 1 At least one of N902 or N903 is required. Data Element Summary Data Element Name Attributes 128 Reference Identification Qualifier M ID 2/3 Code qualifying the Reference Identification PO = Purchase Order Number Refer to 004010 Data Element Dictionary for acceptable code values. 127 Reference Identification X AN 1/30 Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier 9 January 31, 2006 Segment: Position: Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments: M Ref. Des. MSG01 NINST850 (004010) MSG Message Text 300 N9 Optional Heading Optional 1000 To provide a free-form format that allows the transmission of text information Data Element Summary Data Element Name 933 Free-Form Message Text Free-form message text 10 Attributes M AN 1/264 January 31, 2006 Segment: Position: Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments: M Ref. Des. N101 N102 N103 N104 NINST850 (004010) N1 Name 310 N1 Optional Heading Optional 1 To identify a party by type of organization, name, and code 1 At least one of N102 or N103 is required. 2 If either N103 or N104 is present, then the other is required. 1 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. Data Element Summary Data Element Name Attributes 98 Entity Identifier Code M ID 2/3 Code identifying an organizational entity, a physical location, property or an individual BT = Bill-To Party BY = Buying Party (Purchaser) ST = Ship To SU = Supplier/Manufacturer Refer to 004010 Data Element Dictionary for acceptable code values. 93 Name X AN 1/60 Free-form name 66 Identification Code Qualifier X ID 1/2 Code designating the system/method of code structure used for Identification Code (67) 92 = Assigned by Buyer or Buyer's Agent Refer to 004010 Data Element Dictionary for acceptable code values. 67 Identification Code X AN 2/80 Code identifying a party or other code 11 January 31, 2006 Segment: Position: Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments: M Ref. Des. N301 N302 NINST850 (004010) N3 Address Information 330 N1 Optional Heading Optional 2 To specify the location of the named party Data Element Summary Data Element Name 166 Address Information Address information 166 Address Information Address information 12 Attributes M AN 1/55 O AN 1/55 January 31, 2006 Segment: Position: Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments: N4 Geographic Location 340 N1 Optional Heading Optional >1 To specify the geographic place of the named party 1 2 Ref. Des. N401 N402 N403 N404 NINST850 (004010) A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location. N402 is required only if city name (N401) is in the U.S. or Canada. Data Element Summary Data Element Name Attributes 19 City Name O AN 2/30 Free-form text for city name 156 State or Province Code O ID 2/2 Code (Standard State/Province) as defined by appropriate government agency 116 Postal Code O ID 3/15 Code defining international postal zone code excluding punctuation and blanks (zip code for United States) 26 Country Code O ID 2/3 Code identifying the country 13 January 31, 2006 Segment: Position: Loop: Level: Usage: Max Use: Purpose: Syntax Notes: PER Administrative Communications Contact 360 N1 Optional Heading Optional >1 To identify a person or office to whom administrative communications should be directed 1 If either PER03 or PER04 is present, then the other is required. 2 If either PER05 or PER06 is present, then the other is required. Semantic Notes: Comments: M Ref. Des. PER01 PER02 PER03 PER04 PER05 PER06 NINST850 (004010) Data Element Summary Data Element Name Attributes 366 Contact Function Code M ID 2/2 Code identifying the major duty or responsibility of the person or group named AG = Agent BD = Buyer Name or Department DC = Delivery Contact Refer to 004010 Data Element Dictionary for acceptable code values. 93 Name O AN 1/60 Free-form name 365 Communication Number Qualifier X ID 2/2 Code identifying the type of communication number TE = Telephone Refer to 004010 Data Element Dictionary for acceptable code values. 364 Communication Number X AN 1/80 Complete communications number including country or area code when applicable ADVISED - If Communications Number Qualifier equals "TE" (Telephone), the proposed format is : 800-555-1212X1234 365 Communication Number Qualifier X ID 2/2 Code identifying the type of communication number FX = Facsimile Refer to 004010 Data Element Dictionary for acceptable code values. 364 Communication Number X AN 1/80 Complete communications number including country or area code when applicable 14 January 31, 2006 Segment: Position: Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments: Notes: PO1 Baseline Item Data 010 PO1 Mandatory Detail Mandatory 1 To specify basic and most frequently used line item data 1 If PO103 is present, then PO102 is required. 3 If either PO106 or PO107 is present, then the other is required. 4 If either PO108 or PO109 is present, then the other is required. 5 If either PO110 or PO111 is present, then the other is required. 6 If either PO112 or PO113 is present, then the other is required. 7 If either PO114 or PO115 is present, then the other is required. 8 If either PO116 or PO117 is present, then the other is required. 9 If either PO118 or PO119 is present, then the other is required. 10 If either PO120 or PO121 is present, then the other is required. 11 If either PO122 or PO123 is present, then the other is required. 12 If either PO124 or PO125 is present, then the other is required. See the Data Element Dictionary for a complete list of IDs. PO101 is the line item identification. 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. For MG qualified Product/Service ID's (PO112-25) the format of the ID will be 18 characters, space filled, immediately followed by the identifier which can be up to 30 characters, comprising the total 48 character ID 1 2 3 For example: MG*Avnet_____________XC17S100AVOG8C (where the underscores represent 13 spaces) MG*National_Instrumen760007-01 (where the underscore represents 1 space) Ref. Des. PO101 PO102 PO103 PO104 PO106 PO107 PO108 NINST850 (004010) Data Element Summary Data Element Name Attributes 350 Assigned Identification O AN 1/20 Alphanumeric characters assigned for differentiation within a transaction set 330 Quantity Ordered X R 1/15 Quantity ordered 355 Unit or Basis for Measurement Code O ID 2/2 Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken Refer to 004010 Data Element Dictionary for acceptable code values. 212 Unit Price X R 1/17 Price per unit of product, service, commodity, etc. 235 Product/Service ID Qualifier X ID 2/2 Code identifying the type/source of the descriptive number used in Product/Service ID (234) EC = Engineering Change Level Refer to 004010 Data Element Dictionary for acceptable code values. 234 Product/Service ID X AN 1/48 Identifying number for a product or service 235 Product/Service ID Qualifier X ID 2/2 Code identifying the type/source of the descriptive number used in Product/Service ID (234) BP = Buyer's Part Number Refer to 004010 Data Element Dictionary for acceptable code values. 15 January 31, 2006 PO109 234 PO110 235 PO111 234 PO112 235 PO113 234 PO114 235 PO115 234 PO116 235 PO117 234 PO118 NINST850 (004010) 235 Product/Service ID X AN 1/48 Identifying number for a product or service Product/Service ID Qualifier X ID 2/2 Code identifying the type/source of the descriptive number used in Product/Service ID (234) VP = Vendor's (Seller's) Part Number Refer to 004010 Data Element Dictionary for acceptable code values. Product/Service ID X AN 1/48 Identifying number for a product or service Product/Service ID Qualifier X ID 2/2 Code identifying the type/source of the descriptive number used in Product/Service ID (234) MG = Manufacturer's Part Number Refer to 004010 Data Element Dictionary for acceptable code values. Product/Service ID X AN 1/48 Identifying number for a product or service The format of the ID will be 18 characters, space filled, immediately followed by the identifier which can be up to 30 characters, comprising the total 48 character ID For example: Avnet_____________XC17S100AVOG8C (where the underscores represent 13 spaces) National_Instrumen760007-01 (where the underscore represents 1 space) Product/Service ID Qualifier X ID 2/2 Code identifying the type/source of the descriptive number used in Product/Service ID (234) MG = Manufacturer's Part Number Refer to 004010 Data Element Dictionary for acceptable code values. Product/Service ID X AN 1/48 Identifying number for a product or service The format of the ID will be 18 characters, space filled, immediately followed by the identifier which can be up to 30 characters, comprising the total 48 character ID For example: Avnet_____________XC17S100AVOG8C (where the underscores represent 13 spaces) National_Instrumen760007-01 (where the underscore represents 1 space) Product/Service ID Qualifier X ID 2/2 Code identifying the type/source of the descriptive number used in Product/Service ID (234) MG = Manufacturer's Part Number Refer to 004010 Data Element Dictionary for acceptable code values. Product/Service ID X AN 1/48 Identifying number for a product or service The format of the ID will be 18 characters, space filled, immediately followed by the identifier which can be up to 30 characters, comprising the total 48 character ID For example: Avnet_____________XC17S100AVOG8C (where the underscores represent 13 spaces) National_Instrumen760007-01 (where the underscore represents 1 space) Product/Service ID Qualifier X ID 2/2 Code identifying the type/source of the descriptive number used in Product/Service ID (234) 16 January 31, 2006 PO119 234 PO120 235 PO121 234 PO122 235 PO123 234 PO124 235 PO125 234 MG = Manufacturer's Part Number Refer to 004010 Data Element Dictionary for acceptable code values. Product/Service ID X AN 1/48 Identifying number for a product or service The format of the ID will be 18 characters, space filled, immediately followed by the identifier which can be up to 30 characters, comprising the total 48 character ID For example: Avnet_____________XC17S100AVOG8C (where the underscores represent 13 spaces) National_Instrumen760007-01 (where the underscore represents 1 space) Product/Service ID Qualifier X ID 2/2 Code identifying the type/source of the descriptive number used in Product/Service ID (234) MG = Manufacturer's Part Number Refer to 004010 Data Element Dictionary for acceptable code values. Product/Service ID X AN 1/48 Identifying number for a product or service The format of the ID will be 18 characters, space filled, immediately followed by the identifier which can be up to 30 characters, comprising the total 48 character ID For example: Avnet_____________XC17S100AVOG8C (where the underscores represent 13 spaces) National_Instrumen760007-01 (where the underscore represents 1 space) Product/Service ID Qualifier X ID 2/2 Code identifying the type/source of the descriptive number used in Product/Service ID (234) MG = Manufacturer's Part Number Refer to 004010 Data Element Dictionary for acceptable code values. Product/Service ID X AN 1/48 Identifying number for a product or service The format of the ID will be 18 characters, space filled, immediately followed by the identifier which can be up to 30 characters, comprising the total 48 character ID For example: Avnet_____________XC17S100AVOG8C (where the underscores represent 13 spaces) National_Instrumen760007-01 (where the underscore represents 1 space) Product/Service ID Qualifier X ID 2/2 Code identifying the type/source of the descriptive number used in Product/Service ID (234) MG = Manufacturer's Part Number Refer to 004010 Data Element Dictionary for acceptable code values. Product/Service ID X AN 1/48 Identifying number for a product or service The format of the ID will be 18 characters, space filled, immediately followed by the identifier which can be up to 30 characters, comprising the total 48 character ID For example: Avnet_____________XC17S100AVOG8C (where the underscores represent 13 spaces) National_Instrumen760007-01 (where the underscore represents 1 space) NINST850 (004010) 17 January 31, 2006 Segment: Position: Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments: M Ref. Des. PID01 PID05 NINST850 (004010) PID Product/Item Description 050 PID Optional Detail Optional 1 To describe a product or process in coded or free-form format 1 If PID04 is present, then PID03 is required. 1 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. Data Element Summary Data Element Name Attributes 349 Item Description Type M ID 1/1 Code indicating the format of a description F = Free-form Refer to 004010 Data Element Dictionary for acceptable code values. 352 Description X AN 1/80 A free-form description to clarify the related data elements and their content 18 January 31, 2006 Segment: Position: Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments: M Ref. Des. REF01 REF02 NINST850 (004010) REF Reference Identification 100 PO1 Mandatory Detail Optional >1 To specify identifying information 1 At least one of REF02 or REF03 is required. Data Element Summary Data Element Name Attributes 128 Reference Identification Qualifier M ID 2/3 Code qualifying the Reference Identification C7 = Contract Line Item Number Refer to 004010 Data Element Dictionary for acceptable code values. 127 Reference Identification X AN 1/30 Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier 19 January 31, 2006 Segment: Position: Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments: M Ref. Des. SCH01 M SCH02 M SCH05 M SCH06 SCH08 SCH09 NINST850 (004010) SCH Line Item Schedule 295 SCH Optional Detail Optional 1 To specify the data for scheduling a specific line-item 1 If SCH03 is present, then SCH04 is required. 3 If SCH09 is present, then SCH08 is required. 1 SCH05 specifies the interpretation to be used for SCH06 and SCH07. Data Element Summary Data Element Name Attributes 380 Quantity M R 1/15 Numeric value of quantity 355 Unit or Basis for Measurement Code M ID 2/2 Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken Refer to 004010 Data Element Dictionary for acceptable code values. 374 Date/Time Qualifier M ID 3/3 Code specifying type of date or time, or both date and time 002 = Delivery Requested Refer to 004010 Data Element Dictionary for acceptable code values. 373 Date M DT 8/8 Date expressed as CCYYMMDD 374 Date/Time Qualifier X ID 3/3 Code specifying type of date or time, or both date and time 112 = Buyer's Dock Refer to 004010 Data Element Dictionary for acceptable code values. 373 Date X DT 8/8 Date expressed as CCYYMMDD 20 January 31, 2006 Segment: Position: Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments: M Ref. Des. AMT01 M AMT02 NINST850 (004010) AMT Monetary Amount 600 AMT Optional Detail Optional 1 To indicate the total monetary amount Data Element Summary Data Element Name Attributes 522 Amount Qualifier Code M ID 1/3 Code to qualify amount 1 = Line Item Total Refer to 004010 Data Element Dictionary for acceptable code values. 782 Monetary Amount M R 1/18 Monetary amount 21 January 31, 2006 Segment: Position: Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments: M Ref. Des. CTT01 NINST850 (004010) CTT Transaction Totals 010 CTT Optional Summary Optional 1 To transmit a hash total for a specific element in the transaction set 1 This segment is intended to provide hash totals to validate transaction completeness and correctness. Data Element Summary Data Element Name 354 Number of Line Items Total number of line items in the transaction set 22 Attributes M N0 1/6 January 31, 2006 Segment: Position: Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments: M Ref. Des. SE01 M SE02 NINST850 (004010) SE Transaction Set Trailer 030 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) 1 SE is the last segment of each transaction set. Data Element Summary Data Element Name Attributes 96 Number of Included Segments M N0 1/10 Total number of segments included in a transaction set including ST and SE segments 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 23 January 31, 2006