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Industrial/Commercial EDI

VERSION 004010 1998

Industrial/Commercial Industry Conventions & Implementation Guidelines for Electronic Data Interchange

I/C INDUSTRIAL COMMERCIAL EDI GUIDELINES

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

III - EDI The Concept. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5


BENEFITS OF EDI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

IV - EDI IMPLEMENTATION CONSIDERATIONS. . . . . . . . . . . . . 7


FUNCTIONAL ACKNOWLEDGMENT (997) CONSIDERATIONS . . . . . . . . . . . . . . 7 EDI IMPLEMENTATION CHECKLIST . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 IMPLEMENTING INITIAL TRANSACTION SETS . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 COMMUNICATION METHODS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 POST-IMPLEMENTATION CONSIDERATIONS. . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 EXPANSION TO ADDITIONAL PARTNERS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 EXPANSION TO ADDITIONAL TRANSACTIONS . . . . . . . . . . . . . . . . . . . . . . . . . . 13 STRATEGIES FOR EFFICIENT EDI IMPLEMENTATION . . . . . . . . . . . . . . . . . . . . 13 PARTNER INITIAL SURVEY/QUESTIONNAIRE . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 TRADING PARTNER PROFILE WORKSHEET . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

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

VII - I/C GUIDELINE CONVENTIONS . . . . . . . . . . . . . . . . . . . . . 37


COMMUNICATION IDENTIFICATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . DUPLICATE TRANSACTIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . USE OF SIGNED NUMERIC FIELDS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . THIRD PARTY CONVENTIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . REFERENCE NUMBERS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . USE OF IDENTIFICATION CODES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . VERSIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 37 37 37 38 38 38

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DECIMAL SPECIFICATIONS FOR R TYPE DATA ELEMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 DELIVERY OF DATA. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

VIII - CONTROL SEGMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 IX - BUSINESS ISSUES. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49


HEADER VS. DETAIL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . USE OF DUNS NUMBER FOR LOCATION ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . PRICES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . LINE NUMBERS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . USE OF TEXT FIELDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . STANDARD PRODUCT IDENTIFICATION & BARCODE SYMBOLOGY . . . . . . . . 49 49 49 49 49 50

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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III - EDI The Concept


In order to evaluate the decision to implement Electronic Data Interchange (EDI), first review the general concept. EDI is simply the means to communicate between companies from one computer to another in a standardized format. The absence of standardized formats fostered an environment where industry trading partners computers could not talk to one another in an electronic format. For example: Supplier A could recognize Customer Bs purchase order, but could not readily understand the purchase order from Customer C. In 1979 the American National Standards Institute (ANSI) formed the Accredited Standards Committee (ASC) X12 to eliminate this problem. The ASC X12 standards are recognized by the United Nations as the standard for North America while EDI For Administration, Commerce and Transport (UN/EDIFACT) is the standard for the International Community. The Industrial/Commercial sector follows the ASC X12 standards.

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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IV - EDI IMPLEMENTATION CONSIDERATIONS


The purpose of this section is to provide a guideline for the successful implementation of electronic data interchange in an organization. EDI impacts many areas of a companys structure. The management of the company must be involved in the approval phases of the project to ensure the commitment of needed personnel, resources and cross-functional cooperation. While the requirements for implementation vary from one business or organization to another, this checklist is intended to present major points for consideration.

FUNCTIONAL ACKNOWLEDGMENT (997) CONSIDERATIONS


I/C EDI Guidelines require that a Functional Acknowledgment be sent following the receipt of every EDI transaction set. The Functional Acknowledgment should be generated automatically and reviewed by the receiver for syntax errors. The Functional Acknowledgment has the capability to return Transaction Set Level detail as well as group level. 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.

EDI IMPLEMENTATION CHECKLIST


Use the items listed below as an implementation check list written from the perspective of a large company implementing EDI. Companies may consider modifying these steps to fit their business environment. Companies implementing EDI will have the ability to automate processes currently done manually. If these processes are inefficient, they will still be inefficient with EDI. Companies desiring to get the maximum benefit from EDI must reexamine these processes: 1. Obtain Commitment From Key Management. A corporate sponsor should be appointed to lend internal support to the program. As the program evolves, so should the sponsors knowledge and exposure to Electronic Commerce (EC). Consider the sponsor to be the corporate cheerleader for all EC initiatives including EDI. This corporate support will help fund and staff the program, as well as help gain commitment from other corporate entities. 2. Establish a Project Team. This team should consist of representatives from different functional areas of the business process. Each person should be involved in the initial research. The different functional groups will be able to offer perspectives from their areas of expertise.

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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.

IMPLEMENTING INITIAL TRANSACTION SET(S)


The decision on which EDI transaction set(s) should be implemented first must take into consideration the benefits a company expects to gain from an EDI Program. The potential cost savings, supplier and customer capabilities, and costs of EDI integration into existing business systems will influence the transaction set implementation priorities. The suggested steps to implement the initial transaction are: 1. Identify core EDI business contacts. 2. Identify core EDI technical contacts. 3. Determine first transaction set to be implemented. It is highly recommended that input is solicited from each functional group represented on the project team to secure the required commitment and support. 4. Fill out the basic Trading Partner Profile Work Sheet included in these guidelines for the first transaction set to be implemented. This profile contains key information required by both trading partners and is to be exchanged with potential trading partners. 5. Create transaction set mapping based on business requirements. The project team should ensure that those impacted by the implementation of EDI be included in this process. The goal is to conduct business with a minimal amount of human intervention. Therefore free form notes and messages should be avoided.

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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.

EXPANSION TO ADDITIONAL PARTNERS


The speed at which expansion to additional partners can be achieved depends on how well internal systems have been set up to handle trading partner requirements. If few or no system changes are required to add a new trading partner, startup can occur quickly. If major system changes are required to add a new partner, startup will take much longer. When surveying trading partner requirements and capabilities in the early stages of the project, the I/C EDI development team needs to examine processing variations. As much as possible, initial procedures should be established which can subsequently accommodate different business relationships. While the

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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.

EXPANSION TO ADDITIONAL TRANSACTIONS


When companies first implement I/C EDI, they typically spend a period of time expanding processing to new trading partners, thereby gaining significant experience in the process. At some point however, companies expand to additional information exchanges to reap benefits in additional areas. Expansion to new transaction sets requires many of the same steps as an initial I/C EDI implementation. However, since a partner base and I/C EDI infrastructure already exist, the process is somewhat simplified. Companies should consider the following, whether expanding I/C EDI transaction sets or adding partners to existing sets:
Review the UCC EDI Member Directory and EDI Users Annual Activity Report

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

them to find out what they are currently doing.


Attend UCC-EDI user group meetings and seminars. Survey existing and potential trading partners to find out which transaction sets

they can use. (Surveys should be conducted regularly since trading partners capabilities are constantly changing.)

STRATEGIES FOR EFFICIENT EDI IMPLEMENTATION


There are many ways to implement EDI. It is the intent of this guideline to help new and experienced users in implementing EDI in the most efficient manner. This section contains general helpful hints and concepts in structuring your EDI transmissions, and in receiving and processing this data. Information in this section is for the use of each company, and use or non-use of this information does not affect compliance with this guideline.

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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

any EDI transmission either sent or received.


Application software should generally provide cross reference table capability.

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

duplicate, regardless of whether it was received via EDI.


An audit control system should be created that provides the ability to monitor the

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

record retention rules and regulations.

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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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PARTNER INITIAL SURVEY/QUESTIONNAIRE

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?

Who should we contact if there are problems with a transmission?

Who should we contact if there are problems with the data?

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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TRADING PARTNER PROFILE WORKSHEET

TRANSMISSION TO XYZ Co.


Authorization Info Qual. Authorization Info Security Info Qualifier Security Info Sender ID Qualifer Sender ID Receiver ID Qualifier Receiver ID Senders Code Receivers Code ISA01 ISA02 ISA03 ISA04 ISA05 ISA06 ISA07 ISA08 GS02 GS03 123456789 01 123456789 00 BLANK FILLED 00 BLANK FILLED 01

TRANSMISSION FROM ABC Co.


00 BLANK FILLED 00 BLANK FILLED 01 999999999 01

999999999

ABC Co.
DUNS NUMBER COMPANY NAME ADDRESS 999999999 ABC Co. 1200 Industrial Drive Anywhere, TN 37172

VENDOR/CUSTOMER

NETWORK (VAN) CONTACT PERSON PHONE NUMBER

I/C NET Warren Hamaker 123-456-7890

ASC X12 VERSION

3050 and Above

*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.

Please complete and return by: MMDDYY

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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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IMPLEMENTATION GUIDELINE FORMAT


Each transaction set begins with an introduction, which will contain any conditions and business issues applicable to that transaction. After the introduction, the Industrial/Commercial (I/C) segment hierarchy and segment descriptions are listed. The ASC X12 segment hierarchy follows the I/C EDI segment descriptions. The last section of the transaction set contains the cut sheets highlighting the differences between I/C4010 & 3070, 3060 & 3050.

I/C EDI Segment Hierarchy


The I/C EDI segment hierarchy lists all the segments, in order, that are used by I/C EDI. This provides the user of the I/C EDI conventions and guidelines with a list of the segments available for use, and in the sequence they are to be used.

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

010 020 040 050 060

ST BIG CUR REF PER

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

070 080 090 100 130 140 150

N1 N2 N3 N4 ITD DTM FOB

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.

ASC X12 Data

Segment:

PID Product/Item Description


Usage: Optional Max Use: 1000

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

Relational conditions for data elements

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

I/C Conventions for this segment

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.

Data Element Separator


An asterisk (*) separator precedes each data element within a segment.When there is no data being transmitted for a defined element, the asterisk is transmitted to preserve the data element sequence. Transmission of the data segment terminator code indicates that all remaining non-transmitted elements in the segment are blank. NOTE: The asterisk (*) character must not appear as data in any data elements when used as the data element separator.

Component Data Element Separator


The colon sign (:) follows each component data element within a composite data element, except the last.

Data Element Reference Number


Data elements are assigned a unique reference number. This reference number is used in the diagrams of all segments to aid in locating the data element definitions and specifications. For example, Data Element 93 is Name.

Data Element Reference Designator


Each data element in a segment has a structured code that indicates the segment in which it is used and its sequential position within that segment. The code is composed of the segment identifier followed by a two-character number indicating the position of the data element in that segment. For example, the reference designator N101 indicates the first element in the N1 Segment. The counting of positions starts with 01 for the first data element and is incremented by one to the end of the segment.

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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 Segment Hierarchy


The ASC X12 segment hierarchy lists all segments, in order, available from the ASC X12 standard. See the example below.

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

1 1 100 1 12 10 3 200 1 2 2 1 12 3 1 >1 10 1 200 40 25 25 1 >1 1 >1 10 1 100 1 1 10 >1 1

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DATA FORMAT SPECIFICATIONS


Data Elements
All data elements incorporated in the data element list are assigned minimum required and maximum permissible character lengths. Example: The data element Name may be expressed in one to thirty-five characters. Data element types are numeric (implied decimal point), floating decimal (optional decimal point), alpha/numeric, date, time or ID. The decimal point for the implied decimal type is implicitly located within decimal data elements according to data element specifications. For transmission purposes, all quantitative fields are assumed to be signed fields; absence of a sign implies plus (+). Negative numbers are indicated by a minus (-) sign preceding the number. (Although allowed by syntax, the plus (+) sign is never transmitted.) The length of the field does not include the minus sign. In any required numeric or decimal field used, the minimum digits must be transmitted even if the value is zero. All numeric and decimal data elements must be transmitted with no leading zeros; alpha/numeric data elements must be transmitted with no trailing blanks. ID values are transmitted precisely as they are shown in the code list where they are defined. Relational conditions may apply to data elements within a single segment. These conditions are displayed in the segment diagram with a notation indicating the type of relationship and elements involved. The requirement designator of a data element included in a relational condition expression will be C (Conditional). The relational condition definitions of data elements are: P (paired) indicates that if any of the referenced data elements are present, they all must be present. R (required) indicates that at least one of the referenced data elements must be present. E (exclusive) indicates that only one of the referenced data elements may be present. C (conditional) indicates that if the first referenced data element is present, then all remaining referenced data elements must be present. L (conditional paired) indicates that if the first referenced data element is present, then at least one of the remaining referenced data elements must be present. Relational Condition Example: P0304 The letter P indicates a paired relationship as described above. The numbers are groups of two digits which indicate the position of affected data elements in a segment. Thus, P0304 indicates that the third and fourth data elements in the segment
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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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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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STANDARDS CHANGE REQUEST PROCEDURE


All change requests must be submitted to the Uniform Code Council, on an Industrial/ Commercial EDI Guidelines Change Request Form, not less than 30 days prior to the Standards Maintenance Committee meeting which is expected to consider the proposal. Once the UCC has received a Change Request, it will acknowledge receipt in writing. The request will be considered in accordance with the UCC procedure for change, adoption and modification. All sections of the change request form must be completed. Proposed Action: List the specific changes needed to the I/C EDI Implementation Guidelines to satisfy the business requirement. Provide the names and associated identifiers of the transaction sets, segments, data elements and codes affected. If a request is for a new data element or a new code, a definition must be furnished. Reason for Change: Explain, in detail, the business function, operation, or problem that will be satisfied by the change, i.e. what is this change accomplishing from a business perspective? Ramifications: List only those areas that will be used by the business function stated.

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Mail to: Uniform Code Council 8163 Old Yankee Street Dayton, OH 45458 (937) 435-3870 (937) 435-7117 Fax

UCC Control No: X12 Control No:

INDUSTRIAL/COMMERCIAL EDI GUIDELINES CHANGE REQUEST FORM


All change requests must be typed. Use additional pages as needed.

A. Submitter: Name: Company: Address:

Title: Phone:

B. Proposed Action:

C. Reason For Change:

D. Ramifications: Transaction Set(s): Segment(s): Data Element(s): Guideline(s):

E. Standards Maintenance Committee Action:

Date:

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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

Transaction Set Trailer Functional Group Trailer Interchange Control Trailer

Communications Transport Protocol

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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.

NETWORK CENTRIC PROCESSING


New electronic commerce partnerships have been formed which take advantage of independent sevices within the network, providing additional value. That is, the sending partner may transmit one or more transactions; these transactions would be processed in some manner by a third party process; and then the transactions or replacement transactions would be sent to the original intended receiving partner.

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.

NETWORK-CENTRIC EDI PROCESSING


Listed below are two examples of network centric partnerships. Example 1: This example indicates that one or more bank partnerships can be used to add value to a transaction. An example would be a bank process that would receive electronic payments and perform invoice reconciliation.

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

Third Party VMI Processes Supplier

Example 2

Buyer to VMI Sender ID ISA GS Buyer ID Buyer ID Receiver ID VMI ID Supplier ID

VMI to Supplier Sender ID VMI ID Buyer ID Receiver ID Supplier ID Supplier ID

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VII - I/C GUIDELINE CONVENTIONS


COMMUNICATION IDENTIFICATION
I/C users must have an interchange sender/receiver ID (ISA06/ISA08). The I/C EDI guidelines recommend the DUNS number be used as the interchange sender/receiver ID with an interchange ID qualifier of 01 DUNS (ISA05/ISA07). As message volume increases, the sender/receiver ID assumes greater importance. The sender/receiver ID helps to ensure the security of a transmission and facilitates processing of transmissions. For information on how to obtain a DUNS number, contact Dun and Bradstreet. Dun and Bradstreet Information Services Information Quality Department DUNS Number Administration 899 Eaton Avenue Bethlehem, PA 18025 Phone: (215) 882 - 7748

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.

USE OF SIGNED NUMERIC FIELDS


All quantitative data elements are assumed to be positive or zero unless preceded by a minus (-) sign, subject to the following restrictions: 1) All data elements that express quantities (e.g., pieces, cases, pounds, percentages) are always positive or zero unless otherwise noted in the guidelines. 2) Unless otherwise noted, data elements which increase the monetary amount are positive. 3) Unless otherwise noted, data elements which decrease the monetary amount are negative and must be preceded by a minus (-) sign. 4) Temperatures may be either positive or negative.

THIRD PARTY CONVENTIONS


When implementing the I/C EDI Guidelines, the primary sender/receiver relationship is always between end parties. The end party receiver is responsible for ensuring that the functional acknowledgment is generated regardless of any third party
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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.

USE OF IDENTIFICATION CODES


The following are the primary codes recommended for use in Data Element 66 (Identification Code Qualifier): 1 9 91 92 DUNS Number DUNS with 4-character suffix Assigned by seller or sellers agent Assigned by buyer or buyers agent

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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DECIMAL SPECIFICATIONS FOR R TYPE DATA ELEMENT


For those data elements whose type is R, the maximum decimal precision is specified in the transaction sets in Section X of this guideline. The format will be Rn, where n stands for the maximum number of digits to the right of the decimal point; the actual number of digits to the right of the decimal can be from none to n. The decimal is required for all fractional values and should not be transmitted for integer values. Example: Data Element 330, Quantity Ordered This is defined as R. The minimum/maximum characters are 1/9 10 EA could be transmitted as 10 (no decimal) 10.500 EA could be transmitted as 10.5 There will be data elements defined as R0. When the decimal is transmitted it is not counted as one of the characters being transmitted.

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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VIII - CONTROL SEGMENTS


(Envelope, Group and Transaction Set control Mapping) The control segments defined in this manual include the headers and trailers for each transmission, functional group, transaction set and bounded loop.

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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

Authorization Information Qualifier


Code to identify the type of information in the Authorization Information

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

Security Information Qualifier


Code to identify the type of information in the Security Information Normally the value is 00.

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

Normally this field is blank.

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

01 Duns (Dun & Bradstreet)


299

Nine digit

02 SCAC (Standard Carrier Alpha Code) 14 Duns Plus Suffix


354

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

The identification code described by ISA07, left justified, blank fill.

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

01 Duns (Dun & Bradstreet)


299

Nine digit

02 SCAC (Standard Carrier Alpha Code) 14 Duns Plus Suffix


355

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

The identification code described by ISA07, left justified, blank fill.

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

Interchange Control Version Number


This version number covers the interchange control segments

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

Interchange Control Number


A control number assigned by the interchange sender

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.

0 No Acknowledgment Requested ISA15 I14 Usage Indicator M ID 1/1


Code to indicate whether data enclosed by this interchange envelope is test, production or information
314

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

The value identified for I/C use.

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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

Number of Included Functional Groups


A count of the number of functional groups included in an interchange The count of GS segments within the transmission.

N0

1/5

324

IEA02

I12

Interchange Control Number


A control number assigned by the interchange sender

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

Functional Identifier Code


Code identifying a group of application related transaction sets

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

Application Senders Code

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

Application Receivers Code

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

Group Control Number


Assigned number originated and maintained by the sender

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

Responsible Agency Code X Accredited Standards Committee X12

ID

1/2

Code used in conjunction with Data Element 480 to identify the issuer of the standard

GS08

480

Version / Release / Industry Identifier Code

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

Number of Transaction Sets Included

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

The count of ST segments within the group.

317

GE02

28

Group Control Number


Assigned number originated and maintained by the sender

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.

HEADER VS. DETAIL


Whenever possible, information relating to a majority of 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 header information. For instance, the requested delivery date for most items should be sent in the header and only the dates of exceptions should be sent at the line item level. Information sent at the line item level will always supersede information sent in the header.

USE OF DUNS NUMBER FOR LOCATION IDENTIFICATION


The DUNS or DUNS+4 should be used as the primary preferred methods of identifying buyer/seller locations such as, ship from facilities, ship-to and remit-to locations. If a valid DUNS number identifier is provided in the N1 segment, and its associated address details have already been communicated in the trading partner profile, then transmitting the address in N2, N3 and N4 segment is unnecessary. It is recommended that location addresses which use P.O. Box numbers be referenced by a DUNS+4 number.

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.

USE OF TEXT FIELDS


The MSG, MTX and NTE segments promote the inclusion of text data. When using these segments it is recommended that they be restricted to free form text and that any other use for specific data which could be mapped, be discouraged. It should be noted that the use of text data in EDI transactions should be limited to those specific agreements between trading partners. Anytime text data is passed within a transaction, the receiving partner may have to queue the transaction into an

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exception process for review. In this case, the transaction cannot be automatically processed.

STANDARD PRODUCT IDENTIFICATION AND BAR CODE SYMBOLOGY


The Industrial/Commercial sectors currently manufacture, distribute and use products and materials that are sold in both retail and non retail environments. The challenge is determining which Product Identification structure (e.g. U.P.C.) and Bar Code Symbology (e.g. UCC/EAN-128) to use when selling into the retail, non-retail or both sectors. To assist the reader in selecting the appropriate Product Identification structure and Bar Code Symbology, a detailed explanation is provided below.

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

Use of SCC-14 Codes That Include Pack identifier


As partnerships enter into the use of SCC-14 codes, considerations need to be outlined. This enhanced 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 Quantity ordered not resolved Comments

SCC14 00122222222227 30122222222228 50122222222222

Quantity 1 12 96

Description Each Inner Pack Case

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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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810

INVOICE INDUSTRIAL/COMMERCIAL (I/C) GUIDELINE


INTRODUCTION
This section presents and explains the application of the ASC X12 standards as they pertain to the Industrial/Commercial (I/C) invoice. The purpose of this document is to provide a common, easy-to-use guideline for the EDI invoice (810) transaction set. It is to be used by sellers to request payment for goods and/or services for items purchased in the I/C sector by the buyer. Those items would include material for maintenance, repair and operations (MRO) products, raw materials or ingredients and packaging supplies. The 810 replaces the traditional paper invoice and provides significant benefit of efficiencies and cost savings to both sellers and buyers. Complete implementation and integration reduces staff manpower costs (printing, mailing, opening, data re-keying, etc.), reduces the time window, and improves the path to reconciliation for payment processing in the buyers financial systems. Use of the 810 neither assumes nor requires that the original purchase order from the buyer be transmitted via EDI. It should be used to bill for material that was shipped, or for services rendered, where payment is requested as would have been traditionally performed through paper invoice processing The 810 also currently serves as a means for the seller to transmit credit memos to the buyer via EDI. It is expected that this usage will ultimately be suspended and superceded by the implementation of the 812 Credit/Debit Adjustment transaction set. This new X12 transaction was designed to more completely address credit memo (and debit memo) functional requirements. In the meantime, the current guideline permits the existing practice of using the 810 to pass-along this credit information to the buyer. Use of the 810, especially where it follows an 850 purchase order, allows passing along information that is extremely helpful to the buyers host system for payment reconciliation such as buyer part numbers, original order line numbers, price-quote information and carrier detail. It is recommended that information that mostly remains constant, from invoice to invoice, such as billing/shipper addresses, payment terms, etc., be established up-front between buyer and seller in their trading partner profile. This will reduce redundant, unnecessary data transmission and will help streamline and automate the billing process. This guideline contains three main sections: 1. Business Issues. This section is included to emphasize any business considerations or to highlight recommended best practices associated with this transaction. 2. Transaction Set Details. This is where each segment relevant to the I/C invoice is explained in detail. Specific suggestions regarding data to be sent are included in this section. Recommended codes are included in the element detail and in the appendices at the end of this guideline.

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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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I/C INDUSTRIAL COMMERCIAL EDI GUIDELINES

I/C 810 INVOICE BUSINESS ISSUES


1. Header Level vs. Detail Level information Whenever possible, common information relating to a majority of items on the invoice, should be communicated at the header level. Therefore this information would not have to be redundantly transmitted for each line item. Information that applies explicitly to a line item, should be placed at the detail level. Information sent at the line item level will always supersede information sent in the header for that specific line only. 2. Use of DUNS Number for Location Identification The DUNS or DUNS + 4 number should be used as the primary preferred method of identifying buyer/seller locations. If a valid DUNS or DUNS + 4 number is provided in the N1 segment and its associated address has already been communicated in the trading partner profile, it is not necessary to transmit address information in N2, N3 and N4 segments. It is recommended that location addresses which use P.O. Box numbers be referenced by a DUNS+4 number. 3. Customer Quote/Contract Numbers To support special price considerations the EDI partnership may require that special customer quote numbers, specific contract numbers, or numbers associated with particular promotions be communicated on the invoice transaction. It is suggested that the REF segment be used for this requirement. The REF segment information at the header level applies to the entire invoice. REF segments appearing at the line item detail level apply only to that specific line item. 4. Communication of original Purchase Order information It is recommended that the BIG segment (BIG04) should always communicate buyers original purchase order number for ease of invoice reconciliation and cross-reference. 5. Terms of Sale It is recommended that terms of sale in the ITD segment appear on every invoice unless both selling and buying parties agree to establish the terms of sale within their trading partner profile. 6. Freight Payment Terms It is recommended that freight payment terms in the FOB segment appear on every invoice unless both selling and buying parties agree to establish the freight terms within their trading partner profile.

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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.

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00 INDUSTRIAL MARCH INVOICE , 1998 E DI GUIDE LINE COM MERCIAL I/C4010 16810 S

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

ST BIG CUR REF PER N1 N2 N3 N4 ITD DTM FOB

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

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Summary
PAGE # POS. # SEG. ID NAME REQ. DES. MAX USE LOOP REPEAT

91 92 93 95 97 98 99

010 020 030 040 060 070 080

TDS TXI CAD SAC ISS CTT SE

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

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INVOICE 810

Segment: Level: Loop: Usage: Max Use: Purpose: Semantic:

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

Transaction Set Identifier Code


Code uniquely identifying a Transaction Set

ID

3/3

810 Invoice 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.

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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

Example: BIGV19980107VA123V19971215VB456^ Data Element Summary


REF. DES. DATA ELEMENT NAME ATTRIBUTES

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

Purchase Order Number

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

Transaction Type Code


Code specifying the type of transaction

ID

2/2

This element is only required if this transaction set is a Credit Memo.

CR Credit Memo

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INVOICE 810

Segment: Level: Loop: Usage: Max Use: Purpose:


161

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

Entity Identifier Code BY Buying Party (Purchaser) SE Selling Party

ID

2/3

Code identifying an organizational entity, a physical location, property or an individual

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.

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Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:


230

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

Reference Identification Qualifier


Code qualifying the Reference Identification

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

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INVOICE 810

Segment: Level: Loop: Usage: Max Use: Purpose:

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

Example: PERVICVJANE DOEVTEV7324251234VFXV7324254321 VEMVJDOE@MCC.ORG^ Data Element Summary


REF. DES. DATA ELEMENT NAME ATTRIBUTES

PER01

366

Contact Function Code IC Information Contact

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

Communication Number Qualifier


Code identifying the type of communication number

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

Complete communications number including country or area code when applicable

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

Complete communications number including country or area code when applicable

EM Electronic Mail FX Facsimile TE Telephone PER08 364 Communication Number C AN 1/80


Complete communications number including country or area code when applicable

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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

Code identifying an organizational entity, a physical location, property or an individual

334

Remit To

SE Selling Party SF Ship From ST Ship To N102 N103


132

93 66

Name
Free-form name

C C

AN ID

1/60 1/2

Identification Code Qualifier

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.

1 D-U-N-S Number, Dun & Bradstreet


133

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.

9 D-U-N-S+4, D-U-N-S Number with Four Character Suffix


134

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.

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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

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Segment: Level: Loop: Usage: Max Use: Purpose:


236

N2 Additional Name Information Header N1 Optional 2 To specify additional names or those longer than 35 characters in length
Data Element Summary

Example: N2VATTN-ACCOUNTS PAYABLE JOHN SMITH^

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

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INVOICE 810

Segment: Level: Loop: Usage: Max Use: Purpose:


237

N3 Address Information Header N1 Optional 2 To specify the location of the named party
Data Element Summary

Example: N3V44 LINCOLN DRIVE^

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

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Segment: Level: Loop: Usage: Max Use: Purpose: Comments:

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

State or Province Code

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.

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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

Example: ITDV09V3V2VV10VV30^ Data Element Summary


REF. DES. DATA ELEMENT NAME ATTRIBUTES

ITD01

336

Terms Type Code


Code identifying type of payment terms

ID

2/2

02 End of Month (EOM) 04 Deferred or Installment 09 Proximo


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ITD02

333

Terms Basis Date Code


Code identifying the beginning of the terms period

ID

1/2

3 Invoice Date ITD03 338 Terms Discount Percent O R 1/6


Terms discount percentage, expressed as a percent, available to the purchaser if an invoice is paid on or before the Terms Discount Due Date Include decimal point if not a whole number, e.g., 1.5 % is sent as 1.5" and 1% is sent as 1".

115

ITD04 ITD05

370 351

Terms Discount Due Date Terms Discount Days Due

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

ITD06 ITD07 ITD08 ITD09

446 386 362 388

Terms Net Due Date Terms Net Days Terms Discount Amount
Total amount of terms discount

O O O O

DT N0 N2 DT

8/8 1/3 1/10 8/8

Date when total invoice amount becomes due expressed in format CCYYMMDD Number of days until total invoice amount is due (discount not applicable)

Terms Deferred Due Date

Date deferred payment or percent of invoice payable is due expressed in format CCYYMMDD

ITD10 ITD12

389 352

Deferred Amount Due


Deferred amount due for payment

C O

N2 AN

1/10 1/80

Description

A free-form description to clarify the related data elements and their content

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INVOICE 810

Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:


241

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

Example: DTMV011V19980124^ Data Element Summary


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

011 150 151 214 DTM02 373 Date

Shipped Service Period Start Service Period End Date of Repair/Service C DT 8/8

Date expressed as CCYYMMDD

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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

Example: FOBVPPVDEVDAYTON OH^ Data Element Summary


REF. DES. DATA ELEMENT NAME ATTRIBUTES

FOB01

146

Shipment Method of Payment


Code identifying payment terms for transportation charges

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.

DE Destination (Shipping) OR Origin (Shipping Point) PL Plant FOB03 FOB06


336

352 309

Description Location Qualifier


Code identifying type of location This indicates where title passage occurs.

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

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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

Segment: Level: Loop: Usage: Max Use: Purpose:

IT1 Baseline Item Data (Invoice)

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

Unit or Basis for Measurement Code

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

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IT105
210

639

Basis of Unit Price Code


Code identifying the type of unit price for an item

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.

UK U.P.C./EAN Shipping Container Code (1-2-5-5-1)


See External Code Source 41 in Appendix B for reference document.

UP U.P.C. Consumer Package Code (1-5-5-1)


See External Code Source 41 in Appendix B for reference document.

VN Vendors (Sellers) Item Number


200

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

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INVOICE 810

Segment: Level: Loop: Usage: Max Use: Purpose:

IT3 Additional Item Data

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

Number of Units Shipped

1/10

Numeric value of units shipped in manufacturers shipping units for a line item or transaction set

IT302

355

Unit or Basis for Measurement Code

ID

2/2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
12

See Appendix A for code list

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

Change Reason Code


Code specifying the reason for price or quantity change

LD MP PC QT

Length Difference Minimum Order Pack Difference Quantity Price Break

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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

Example: TXIVSTVV.1VVDVOHVVO^ Data Element Summary


REF. DES. DATA ELEMENT NAME ATTRIBUTES

TXI01

963

Tax Type Code


Code specifying the type of tax

ID

2/2

CP CS GS LS SP ST TXI02 TXI03 TXI04 782 954 955

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

Tax Jurisdiction Code Qualifier


Code identifying the source of the data used in tax jurisdiction code

CD Customer defined VD Vendor defined TXI05


216

956

Tax Jurisdiction Code


Code identifying the taxing jurisdiction

AN

1/10

For State/Province tax use appropriate standard abbreviations; for city or county taxes send name.

TXI06

441

Tax Exempt Code


Code identifying exemption status from sales and use tax

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)
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G Exempt (Provincial Sales Tax) U Usage Exempt TXI07 662 Relationship Code
Code indicating the relationship between entities

ID

1/1

O Information Only TXI09 325 Tax Identification Number O 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

MAY 1998

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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

Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:

CTP Pricing Information

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

Price Multiplier Qualifier


Code indicating the type of price multiplier

ID

3/3

DIS Discount Multiplier CTP07 649 Multiplier


Value to be used as a multiplier to obtain a new value

1/10

80

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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

Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:

PID Product/Item Description

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

Item Description Type


Code indicating the format of a description

ID

1/1

F Free-form PID05 352 Description C AN 1/80


A free-form description to clarify the related data elements and their content

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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

Reference Identification Qualifier


Code qualifying the Reference Identification

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

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INVOICE 810

Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:


151

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).

094 150 151 214 DTM02 373 Date

Manufacture Service Period Start Service Period End Date of Repair/Service C DT 8/8

Date expressed as CCYYMMDD

MAY 1998

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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

Allowance or Charge Indicator


Code which indicates an allowance or charge for the service specified

ID

1/1

A Allowance
257

Allowance represents a credit.

C Charge
258

Charge represents a debit.

SAC02
124

1300 Service, Promotion, Allowance, or Charge Code


Code identifying the service, promotion, allowance, or charge See appendix A for code list

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

Allowance or Charge Method of Handling Code


Code indicating method of handling for an allowance or charge

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.

04 Credit Customer Account


15

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

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05 Charge to be Paid by Vendor


16

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

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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

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Data Element Summary


REF. DES. DATA ELEMENT NAME ATTRIBUTES

SLN01 SLN03

350 662

Assigned Identification Relationship Code


Code indicating the relationship between entities

M M

AN ID

1/20 1/1

Alphanumeric characters assigned for differentiation within a transaction set

I Included SLN04 SLN05 - 1 380 Quantity


Numeric value of quantity

C C M

1/15

C001 COMPOSITE UNIT OF MEASURE


To identify a composite unit of measure

COMPOSITE

355

Unit or Basis for Measurement Code

ID

2/2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
124

See Appendix A for code list.

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

Basis of Unit Price Code


Code identifying the type of unit price for an item

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

O Information Only SLN09 235 Product/Service ID Qualifier C ID 2/2


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) LT Lot Number SN Serial Number

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UI U.P.C. Consumer Package Code (1-5-5)


See External Code Source 41 in Appendix B for reference document.

UK U.P.C./EAN Shipping Container Code (1-2-5-5-1)


See External Code Source 41 in Appendix B for reference document.

UP U.P.C. Consumer Package Code (1-5-5-1)


See External Code Source 41 in Appendix B for reference document.

VN Vendors (Sellers) Item Number


200

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

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Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:


262

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

036 Expiration 094 Manufacture DTM02 373 Date


Date expressed as CCYYMMDD

DT

8/8

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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

Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:

PID Product/Item Description

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

Item Description Type


Code indicating the format of a description

ID

1/1

F Free-form PID05 352 Description C AN 1/80


A free-form description to clarify the related data elements and their content

90

MAY 1998

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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

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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

Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:

TXI Tax Information

Example: TXIVSTV10.56V.065VVDVOH^ Data Element Summary


REF. DES. DATA ELEMENT NAME ATTRIBUTES

TXI01

963

Tax Type Code


Code specifying the type of tax

ID

2/2

CP CS GS LS SP ST TXI02 TXI03 TXI04 782 954 955

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

Tax Jurisdiction Code Qualifier


Code identifying the source of the data used in tax jurisdiction code

CD Customer defined VD Vendor defined TXI05


216

956

Tax Jurisdiction Code


Code identifying the taxing jurisdiction

AN

1/10

For State/Province tax use appropriate standard abbreviations; for city or county taxes send name.

92

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Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:

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

Transportation Method/Type Code


Code specifying the method or type of transportation for the shipment

ID

1/2

A AE BU D E
199

Air Air Express Bus Parcel Post Expedited Truck


Courier

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

Standard Carrier Alpha Code

ID

2/4

Standard Carrier Alpha Code See External Code Source 17 in Appendix B for reference document.
344

This is commonly referred to as the SCAC Code.

CAD05

387

Routing

AN

1/35

Free-form description of the routing or requested routing for shipment, or the originating carriers identity

CAD07

128

Reference Identification Qualifier


Code qualifying the Reference Identification

ID

2/3

BM Bill of Lading Number CN Carriers Reference Number (PRO/Invoice)

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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

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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

Segment: Level: Loop: Usage: Max Use: Purpose:

SAC Service, Promotion, Allowance, or Charge Information

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

Allowance or Charge Indicator


Code which indicates an allowance or charge for the service specified

ID

1/1

A Allowance
257

Allowance represents a credit.

C Charge
258

Charge represents a debit.

SAC02
214

1300 Service, Promotion, Allowance, or Charge Code


Code identifying the service, promotion, allowance, or charge See Appendix A for code list.

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

Allowance or Charge Method of Handling Code


Code indicating method of handling for an allowance or charge

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.

04 Credit Customer Account


127

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

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05 Charge to be Paid by Vendor


128

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

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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

Number of Units Shipped

1/10

Numeric value of units shipped in manufacturers shipping units for a line item or transaction set

ISS02

355

Unit or Basis for Measurement Code

ID

2/2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
124

See Appendix A for code list

ISS03 ISS04

81 355

Weight
Numeric value of weight

C C

R ID

1/10 2/2

Unit or Basis for Measurement Code

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

Unit or Basis for Measurement Code

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
124

See Appendix A for code list

ISS07 ISS08

380 81

Quantity
Numeric value of quantity

O O

R R

1/15 1/10

Weight
Numeric value of weight

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Segment: Level: Loop: Usage: Max Use: Purpose: Comments:


197

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

Number of Line Items


Total number of line items in the transaction set

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

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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

Segment: Level: Loop: Usage: Max Use: Purpose:

SE Transaction Set Trailer

Example: SEV19V0001^ Data Element Summary


REF. DES. DATA ELEMENT NAME ATTRIBUTES

SE01 SE02

96 329

Number of Included Segments Transaction Set Control Number

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.

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99

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I/C INDUSTRIAL COMMERCIAL EDI GUIDELINES

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.

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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

1 1 100 1 12 10 3 200 1 2 2 1 12 3 1 >1 10 1 200 40 25 25 1 >1 1 >1 10 1 100 1 1 10 >1 1

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

I/C INDUSTRIAL COMMERCIAL EDI GUIDELINES >1 >1 >1 1 >1

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

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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

91 92 93 N/U 95 N/U 97 N/U 98 99

010 020 030 035 040 050 060 065 070 080

TDS TXI CAD AMT SAC TXI ISS PID CTT SE

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.

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810 BUSINESS EXAMPLES

I/C INDUSTRIAL COMMERCIAL EDI GUIDELINES

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

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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

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(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

Ship To Name and Address:

ABC Distributor Branch 2 1234 Maple St. Apple Grove, CA 98765 DUNS Number: 112233445

Remit To Name and Address:

XYZ Manufacturer P.O. Box 85997 Minneapolis, MN 55440 DUNS+4 Number: 3377744550000

EXAMPLE #1 P.O. AND INVOICE LINE ITEM DETAIL


Line Item 1 2 3 Part Number PAC-1674 PBA-2532 PCM-10074 U.P.C.* Code 00054321876547 00054321647437 00054321674310 Description 7 Diagonal Pliers 8 End Nipper Pliers 10 Pump Pliers Qty 6 12 12 Unit of Measure Each Each Each Price $ 5.74 $ 8.70 $10.75 Extension $ 34.44 $ 104.40 $ 129.00 $ 267.84

Invoice Total

* SCC-14 format

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Basic I/C 810 Invoice Transaction Set


EDI TRANSMISSION DATA
ST*810*0001^

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*1*6*EA*5.74**UK*00054321876547^ 1 is the Original Purchase Order Line Number.

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

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EDI TRANSMISSION DATA


IT1*3*12*EA*10.75**UK* 00054321674310^

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^

810 Invoice EDI NOTATION:

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^

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EXAMPLE 2: SPECIAL SITUATIONS


Business Scenario This example illustrates how to incorporate special situations. ABC Distributor has ordered four line items from XYZ Manufacturer to be shipped to ABC Distributor. Listed below is the purchase order detail information and the relevant invoice data ABC Distributor will send to XYZ Manufacturer. Purchase Order Date Purchase Order Number Invoice Number Invoice Date Job (Project) Number Requested Delivery Date Currency Information Requested Carrier Air Bill of Lading Number Method of Shipment Charge For Overnight Delivery Installment Payments Schedule Labor Charge Tax (Applied to entire order) May 7, 1998 A123456 753812 May 08, 1998 987 June 25, 1998 U.S. Dollars UPS. 1578 Overnight Delivery $100.00 Initial 50% -- 30 days Remaining 50% -- 60 days $20.00 for quick connect wiring assembly for Fluorescent Lamp assembly. 6.75 %

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

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(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 125 Portland, OR 97210 DUNS+4 Number: 1122334560000

Ship To Name and Address:

ABC Distributor 5822 Flora Avenue Dayton, Ohio 45401 DUNS+4 Number: 1122334560002

Manufacturer Ship From Address:

XYZ Corp 1561 Smith Blvd. Dayton, OH 45402 DUNS+4 Number: 1775566780002

Manufacturer /Remit To Address:

XYZ Corp P.O. Box 678 Dayton, OH 45402 DUNS+4 Number: 1775566780001

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MAY 1998 Line Item 1 Part Number 6A7432 1.001 1.002 2 6A7432-1 6A7432-2 6A4343 3 4 6A4798 7B5113

EXAMPLE #2 INVOICE LINE ITEM DETAIL - SPECIAL SITUATIONS


U.P.C. Code 054324473828 Description 4 Fluorescent Fixture and Lamp 4 Fixture Lamp Disinfectant Qty Ordered 100 Qty Shipped 100 Unit Of Measure Each Price $ 30.75 Price Basis Each Lot/serial Number Ext $3075.00 Allow/ Charge Charge $20.00 Ref Number

054324473897 054324473880 50054324493471*

100 100 5

100 100 5

Each Each Case

N/A N/A $75.27

N/A N/A Case Lot # 98C01 Exp Date 19981231

N/A N/A $376.35

054324526418 50064141996658*

Floor Tile 4 Markers

100 10

100 15

Each Case

$98.00 $24.31

Per 100 Case Subtotal 1 (Charge) Subtotal 2 Tax Freight Charges Invoice Total

$98.00 $364.65 $3914.00 $20.00 $3934.00 $265.55 $100.00 $4299.55

Quote # 578

*SCC-14 format

I/C INDUSTRIAL COMMERCIAL EDI GUIDELINES

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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

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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

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2A.

Price Basis is Different than Ordering Unit of Measure


Business Scenario The buyer specifies that line item #3 is being purchased at a price of $98.00 per hundred and the ordering unit of measure is each. EDI TRANSMISSION DATA
IT1*3*100*EA*98*HP*UP* 054324526418^

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.

Reference Number (Job/Project Number) Header level


Business Scenario The buyer specifies that Job (Project) Number 987 be used for reference within the invoice. EDI TRANSMISSION DATA
REF*JB*987^

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)

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2C.

Reference Number (Price Quote Number) Line Item level


Business Scenario The buyer specifies that line item #3 qualifies for special pricing via quote #578. EDI TRANSMISSION DATA
REF*PR*578^

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.

Lot/Serial Number (Including expiration date) - Line Item level


Business Scenario The buyer specifies that a lot number, including expiration date, be specified for line item #3 within the invoice. EDI TRANSMISSION DATA
REF*LT*98C01^

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.

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2E.

Kits/Components - Line Item level


Business Scenario The seller identifies the kit/components associated with line item #1 within the invoice. As the parts identified are component pieces of the line item no prices are specified. EDI TRANSMISSION DATA
IT1*1*100*EA*30.75**UP* 054324473828^

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.

PID*F****4 FT FLUORESCENT FIXTURE AND LAMP^ SLN*1.001**I*100*EA***O*UP* 054324473897^

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.

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EDI TRANSMISSION DATA


SLN*1.002**I*100*EA***O*UP* 054324473880^

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^

F is the Item Description Type for freeform description.

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.

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2F.

Deferment/Installment Header Level


Business Scenario The buyer and the seller have agreed that the invoice can be paid in two installments. The first installment payment requires 50% of the invoice total amount ($2149.78) be settled and is due 30 days after invoice date (May 08, 1998). The second installment payment requires the remaining 50% of the invoice total amount ($2149.77.68) be settled and is due 60 days after invoice date (May 08, 1998). EDI TRANSMISSION DATA
ITD*04*3*****30***214978^

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

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2G. Allowance/Charge Summary Level


Business Scenario The overnight delivery requested by the buyer resulted in a freight charge of $100.00 which was applied to the entire invoice.
EDI TRANSMISSION DATA EXPLANATION

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.

Allowance/Charge Line Item level


Business Scenario A labor charge of $20.00 for including quick connect wiring is applicable to line item #1. EDI TRANSMISSION DATA
SAC*C*E190***2000^

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.

Tax (Sales Tax) -- Entire Order


Business Scenario The seller specifies that the sales tax, at a rate of 6.75% ($265.55), is included in the total invoice amount. EDI TRANSMISSION DATA EXPLANATION
265.55 ($ 265.55) is the amount of the tax .0675 (6.75%) is the state sales tax VD is the tax jurisdiction code that specifies that the sales tax is defined by the manufacturer(vendor) OH identifies the state of Ohio as the tax jurisdiction state Note: TXI segment at the Summary level is used to describe State Sales Tax applicable to the entire invoice (Position 020) TXI*ST*265.55*.0675*VD*OH^ ST is code that specifies the tax is a state sales tax

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2J.

Currency -- Entire Invoice Header level


Business Scenario The seller and buyer have agreed that the entire invoice will be paid for in US dollars. EDI TRANSMISSION DATA
CUR*SE*USD^

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

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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.

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2M. Carrier Detail for Special Overnight Delivery Summary Level


Business Scenario When special overnight delivery is performed as per buyer instructions, the scenario below provides the carrier details. EDI TRANSMISSION DATA EXPLANATION
CAD*AE***UPSN**BM*1578*ON^ AE is the Transportation Method Type Code which indicates Air Express transportation method used. UPSN is the Standard Alpha Carrier Code (SCAC) for UPS. BM is the Reference Identification Qualifier which indicates Bill of Lading Number. 1578 is the Reference Identification value for the Bill of Lading. ON is the Service Level Code which indicates the level of transportation service for Overnight delivery.

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EXAMPLE 3: SERVICE INVOICE


Business Scenario ABC Distributor performed maintenance on a motor for PPP Industries at one of their production plants. PPP normally calls in for service and does not issue a purchase order. When service is performed ABC Distributors completes a work order and leaves a copy with PPPs Maintenance Supervisor. The work order contains information identifying the equipment being serviced, parts used and labor charges. ABCs Service person brings back a copy of the work order for use in generating the service invoice. Invoice Date Invoice Number Work order number Date of service Invoice Total June 8, 1998 997332 A865 June 5, 1998 $260.00

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)

Remit To Name and Address:

ABC Distributor P.O. Box 123 Apple Grove, CA 98760 DUNS+4 Number: 1122334450000

Service Name and Address:

PPP Industries Plant 2 1593 Oak St. Apple Grove, CA 98764 DUNS+4 Number: 1122334490002

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Bill To Name and Address

PPP Industries P.O. Box 651245 Minneapolis, MN 55440 DUNS+4 Number: 1122334490000

EXAMPLE #3 SERVICE LINE ITEM DETAIL


Line Item N/A Part Number N/A U.P.C. Code N/A Description Maintenance of Motors Qty 1 Unit of Measure Each Price $260.00 Extension $ 260.00 $ 260.00

Invoice Total

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I/C 810 Service Invoice


EDI TRANSMISSION DATA
ST*810*0004^

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^

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EDI TRANSMISSION DATA


PID*F****MAINTENANCE OF MOTORS^ TDS*26000^ SE*11*0004^

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.

810 Service Invoice EDI NOTATION:


ST*810*0004^ BIG*19980608*997332^ REF*WO*A865^ N1*BT**9*1122334490000^ N1*RE**9*1122334450000^ N1*EN**9*1122334490002^ DTM*214*19980605^ IT1**1*EA*260^ PID*F****MAINTENANCE OF MOTORS^ TDS*26000^ SE*11*0004^

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EXAMPLE 4: CREDIT MEMO


Business Scenario ABC Distributor has ordered, received and paid for three line items from XYZ Manufacturer under purchase order number A123456 as defined in the basic example number one. The distributor has returned 5 units of 7 Diagonal Pliers for credit. XYZ Manufacturer approved the return with no restocking charge; ABC Distributor was required to pay the return freight so it would not be reflected in the credit memo. Credit Memo Date Credit Memo Number Original Invoice Number Credit Memo Total June 1, 1998 784211 753812 $28.70

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

Remit To Name and Address:

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EXAMPLE #4 CREDIT MEMO LINE ITEM DETAIL


Line Item Part Number PAC-1674 U.P.C.* Code 00054321876547 Description 7 Diagonal Pliers Qty 5 Unit of Measure Each Price $ 5.74 Extension $ 28.70 $ 28.70

Credit Memo Total

* SCC-14 format

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I/C 810 Credit Memo


EDI TRANSMISSION DATA
ST*810*0003^

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.

810 Credit Memo EDI NOTATION:


ST*810*0003^ BIG*19980601*784211**A123456***CR^ N1*ST**1*112233445^ REF*OI*753812^ IT1**5*EA*5.74**UK*00054321876547^ TDS*2870^ SE*7*0003^

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850

PURCHASE ORDER INDUSTRIAL/COMMERCIAL (I/C) GUIDELINE


INTRODUCTION
This section presents and explains the application of the ASC X12 standards as they pertain to the Industrial/Commercial (I/C) purchase order. The purpose of this document is to provide a common, easy-to-use guideline for the EDI purchase order (850) transaction set. It is to be used by buyers to purchase and request delivery of maintenance, repair and operations (MRO) products, raw materials or ingredients and packaging supplies. It should not be used to convey purchase order changes or purchase order acknowledgment information. All the customary information included on a paper purchase order can be included on an EDI purchase order. It is recommended that purchase order default data be established up-front between buyer and seller in a trading partner profile, so only minimum order information is transmitted on the EDI purchase order. This eliminates the transmission of redundant, unnecessary data and helps to streamline and automate the purchasing process. This guideline contains three main sections: 1. Business Issues. This section is included to emphasize any business considerations or to highlight recommended best practices associated with this transaction. 2. Transaction Set Details. This is where each segment relevant to the I/C purchase order is explained in detail. Specific suggestions regarding data to be sent are included in this section. Recommended codes are included in the element detail and in the appendices at the end of this guideline. 3. Business Examples. This section includes examples illustrating how the I/C purchase order is to be used. The first example presents the purchase order in its simplest form. Additional examples explain how specific business situations can be handled in the I/C purchase order.

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I/C 850 PURCHASE ORDER BUSINESS ISSUES


1. Header Level vs. Detail Level Information Whenever possible, common information relating to a majority of items on the purchase order should be communicated at the header level. Therefore this information would not have to be redundantly transmitted for each line item. Information that applies explicitly to a line item should be placed at the detail level. Information sent at the line item level will always supersede information sent in the header for that specific line only. For example, the requested delivery date for most items should be sent at the header level and only the dates of exceptions should be sent at the line item level. 2. Use of DUNS Number for Location Identification The DUNS or DUNS + 4 number should be used as the primary preferred method of identifying buyer/seller locations. If a valid DUNS or DUNS + 4 number is provided in the N1 segment and its associated address has already been communicated in the trading partner profile, it is not necessary to transmit address information in N2, N3 and N4 segments. It is recommended that location addresses which use P.O. Box numbers be referenced by a DUNS + 4 number. 3. Customer Quote/Contract Numbers To support special price considerations the EDI partnership may require that special customer quote numbers, specific contract numbers, or numbers associated with particular promotions be communicated on the purchase order transaction. It is suggested that the REF segment be used for this requirement. The REF segment information at the header level applies to the entire invoice. REF segments appearing at the line item detail level apply only to that specific line item. 4. Use of Text Fields Both the MAN and PID segments promote the inclusion of text data. When using these segments it is recommended that they be restricted to free form text and that any other use for specific data, which could be mapped, be discouraged. It should be noted that the use of text data in EDI transactions should be limited to those specific agreements between trading partners. Anytime text data is passed within a transaction, the receiving partner may have to queue the transaction into an exception process for review. In this case, the transaction cannot be automatically processed.

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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

SCC-14 00122222222227 30122222222228 50122222222222

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

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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.

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00 INDUSTRIAL MARCH PURCHASE ORDER MERCIAL E DI GUIDE , 1998COM 85 0 I/C4010 17 LINE S

PURCHASE ORDER 850

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

1 1 1 >1 3 >1 >1 25 1 >1 10 12 12 10 200 1 2 2 >1

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

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PURCHASE ORDER 850 176 177 380 383 N4 QTY Geographic Location Quantity O O

I/C INDUSTRIAL COMMERCIAL EDI GUIDELINES 1 >1

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

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PURCHASE ORDER 850

Segment: Level: Loop: Usage: Max Use: Purpose: Semantic:

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

Transaction Set Identifier Code


Code uniquely identifying a Transaction Set

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.

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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

Example: BEGV00VSAVA123456VV19980507^ Data Element Summary


REF. DES. DATA ELEMENT NAME ATTRIBUTES

BEG01

353

Transaction Set Purpose Code


Code identifying purpose of transaction set

ID

2/2

00 Original BEG02 92 Purchase Order Type Code


Code specifying the type of Purchase Order

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

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PURCHASE ORDER 850

Segment: Level: Loop: Usage: Max Use: Purpose:


49

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

Entity Identifier Code BY Buying Party (Purchaser) SE Selling Party

ID

2/3

Code identifying an organizational entity, a physical location, property or an individual

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.

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Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:


56

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

Reference Identification Qualifier


Code qualifying the Reference Identification

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

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PURCHASE ORDER 850

Segment: Level: Loop: Usage: Max Use: Purpose:

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

Example: PERVOCVJOHN SMITHVTEV9374251234VFXV9374254321 VEMVJSMITH@MCC.ORG^ Data Element Summary


REF. DES. DATA ELEMENT NAME ATTRIBUTES

PER01

366

Contact Function Code OC Order Contact

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

Communication Number Qualifier


Code identifying the type of communication number

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

Complete communications number including country or area code when applicable

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

Complete communications number including country or area code when applicable

EM Electronic Mail FX Facsimile TE Telephone PER08 364 Communication Number C AN 1/80


Complete communications number including country or area code when applicable

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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

Example: TAXV98423634VSPVCAVVVVVVVVVU^ Data Element Summary


REF. DES. DATA ELEMENT NAME ATTRIBUTES

TAX01

325

Tax Identification Number

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

Tax exemption number

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

Tax Exempt Code


Code identifying exemption status from sales and use tax

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

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PURCHASE ORDER 850

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

Shipment Method of Payment


Code identifying payment terms for transportation charges

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.

DE Destination (Shipping) OR Origin (Shipping Point) PL Plant FOB03 FOB06


280

352 309

Description Location Qualifier


Code identifying type of location This indicates where title passage occurs.

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

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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

Allowance or Charge Indicator


Code which indicates an allowance or charge for the service specified

ID

1/1

A Allowance C Charge SAC02


12

1300 Service, Promotion, Allowance, or Charge Code


Code identifying the service, promotion, allowance, or charge See Appendix A for code list.

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

Allowance or Charge Method of Handling Code


Code indicating method of handling for an allowance or charge

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.

04 Credit Customer Account


15

The buyers account will be credited for the amount of the allowance or charge. The amount is not reflected in the total invoice amount.

05 Charge to be Paid by Vendor


16

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

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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

Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:

ITD Terms of Sale/Deferred Terms of Sale

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

Example: ITDVV3V1VV10VV30^ Data Element Summary


REF. DES. DATA ELEMENT NAME ATTRIBUTES

ITD01

336

Terms Type Code


Code identifying type of payment terms

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

3 Invoice Date ITD03 338 Terms Discount Percent O R 1/6


Terms discount percentage, expressed as a percent, available to the purchaser if an invoice is paid on or before the Terms Discount Due Date
3

Include decimal point if not a whole number, e.g., 1.5 % is sent as 1.5" and 1% is sent as 1".

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ITD04 ITD05

370 351

Terms Discount Due Date Terms Discount Days Due

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

ITD06 ITD07 ITD12

446 386 352

Terms Net Due Date Terms Net Days Description

O O O

DT N0 AN

8/8 1/3 1/80

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

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Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:


62

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

Date expressed as CCYYMMDD

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

Time is expressed as HHMM in the ship to locations local time.

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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

Example: TD5VV2VAAAAVVVVVVVVVPA^ Data Element Summary


REF. DES. DATA ELEMENT NAME ATTRIBUTES

TD502

66

Identification Code Qualifier 2 Standard Carrier Alpha Code (SCAC)

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

Transportation Method/Type Code


Code specifying the method or type of transportation for the shipment

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

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PR SC SD SE SP

Primary Service Area - Next Day by 5:00 P.M. Second Day Air Saturday Second Day Saturday Pickup

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Segment: Level: Loop: Usage: Max Use: Purpose:


19

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

Equipment Description Code


Code identifying type of equipment used for shipment

ID

2/2

LU Load/unload Device on Equipment

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Segment: Level: Loop: Usage: Max Use: Purpose:


51

MAN Marks and Numbers


Header ___ Optional 10 To indicate identifying marks and numbers for shipping containers

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

Marks and Numbers Qualifier


Code specifying the application or source of Marks and Numbers (87)

ID

1/2

R Originator Assigned MAN02 87 Marks and Numbers


Marks and numbers used to identify a shipment or parts of a shipment

AN

1/48

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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

Example: N1VSTVV1V112233445^ Data Element Summary


REF. DES. DATA ELEMENT NAME ATTRIBUTES

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

Code identifying an organizational entity, a physical location, property or an individual

N102 N103
20

93 66

Name
Free-form name

C C

AN ID

1/60 1/2

Identification Code Qualifier

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.

1 D-U-N-S Number, Dun & Bradstreet


21

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.

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9 D-U-N-S+4, D-U-N-S Number with Four Character Suffix


22

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

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Segment: Level: Loop: Usage: Max Use: Purpose:


67

N2 Additional Name Information Header N1 Optional 2 To specify additional names or those longer than 35 characters in length
Data Element Summary

Example: N2VATTN DEPT C^

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

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Segment: Level: Loop: Usage: Max Use: Purpose:


68

N3 Address Information Header N1 Optional 2 To specify the location of the named party
Data Element Summary

Example: N3V1234 MAPLE ST^

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

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Segment: Level: Loop: Usage: Max Use: Purpose: Comments:

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

Example: N4VAPPLE GROVEVCAV98765^

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

State or Province Code

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.

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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

Unit or Basis for Measurement Code

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

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PO105
30

639

Basis of Unit Price Code


Code identifying the type of unit price for an item

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.

UK U.P.C./EAN Shipping Container Code (1-2-5-5-1)


See External Code Source 41 in Appendix B for reference document.

UP U.P.C. Consumer Package Code (1-5-5-1)


See External Code Source 41 in Appendix B for reference document.

VN Vendors (Sellers) Item Number


144

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

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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

Change Reason Code


Code specifying the reason for price or quantity change

ID

2/2

QT Quantity Price Break PO306 PO307 380 355 Quantity


Numeric value of quantity

M M

R ID

1/15 2/2

Unit or Basis for Measurement Code

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
12

See Appendix A for code list.

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Segment: Level: Loop: Usage: Max Use: Purpose:

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

Data Element Summary


REF. DES. DATA ELEMENT NAME ATTRIBUTES

MEA01

737

Measurement Reference ID Code


Code identifying the broad category to which a measurement applies

ID

2/2

PD Physical Dimensions MEA02 738 Measurement Qualifier O ID 1/3

Code identifying a specific product or process characteristic to which a measurement applies

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

C001 COMPOSITE UNIT OF MEASURE


To identify a composite unit of measure

COMPOSITE

355

Unit or Basis for Measurement Code

ID

2/2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

CM Centimeter FT Foot GR Gram IN KG LB MM Inch Kilogram Pound Millimeter

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MR Meter YD Yard

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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

Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:

PID Product/Item Description

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

Item Description Type


Code indicating the format of a description

ID

1/1

F Free-form PID05 352 Description C AN 1/80


A free-form description to clarify the related data elements and their content

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Segment: Level: Loop: Usage: Max Use: Purpose:

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

Data Element Summary


REF. DES. DATA ELEMENT NAME ATTRIBUTES

MEA01

737

Measurement Reference ID Code


Code identifying the broad category to which a measurement applies

ID

2/2

PD Physical Dimensions MEA02 738 Measurement Qualifier O ID 1/3


Code identifying a specific product or process characteristic to which a measurement applies

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

C001 COMPOSITE UNIT OF MEASURE


To identify a composite unit of measure

COMPOSITE

355

Unit or Basis for Measurement Code

ID

2/2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

CM Centimeter FT Foot GR Gram IN Inch KG Kilogram LB Pound

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MM Millimeter MR Meter YD Yard

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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

Reference Identification Qualifier


Code qualifying the Reference Identification

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

C040 REFERENCE IDENTIFIER

COMPOSITE

To identify one or more reference numbers or identification numbers as specified by the Reference Qualifier

- 1

128

Reference Identification Qualifier


Code qualifying the Reference Identification

ID

2/3

BO Bin Location Number


37

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

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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

Tax Identification Number

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

Tax exemption number

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

Tax Exempt Code


Code identifying exemption status from sales and use tax

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

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Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:


39

DTM Date/Time Reference


Detail PO1 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 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

Date expressed as CCYYMMDD

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

Time is expressed as HHMM in the ship to locations local time.

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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

Segment: Level: Loop: Usage: Max Use: Purpose: Semantic:

MAN Marks and Numbers

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

Marks and Numbers Qualifier


Code specifying the application or source of Marks and Numbers (87)

ID

1/2

R Originator Assigned MAN02 87 Marks and Numbers


Marks and numbers used to identify a shipment or parts of a shipment

AN

1/48

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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

Example: SCHV30VEAVVV071V19980803V074V19980807^ Data Element Summary


REF. DES. DATA ELEMENT NAME ATTRIBUTES

SCH01 SCH02

380 355

Quantity
Numeric value of quantity

M M

R ID

1/15 2/2

Unit or Basis for Measurement Code

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
12

See Appendix A for code list.

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

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SCH12
44

350

Assigned Identification
This is the sequence number of the scheduled release.

AN

1/20

Alphanumeric characters assigned for differentiation within a transaction set

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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

Entity Identifier Code EN End User ST Ship To

ID

2/3

Code identifying an organizational entity, a physical location, property or an individual

N102 N103
20

93 66

Name
Free-form name

C C

AN ID

1/60 1/2

Identification Code Qualifier

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.

1 D-U-N-S Number, Dun & Bradstreet


21

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.

9 D-U-N-S+4, D-U-N-S Number with Four Character Suffix


22

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

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Segment: Level: Loop: Usage: Max Use: Purpose:


81

N2 Additional Name Information Detail PO1/N1 Optional 2 To specify additional names or those longer than 35 characters in length
Data Element Summary

Example: N2VDEPT A-40^

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

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Segment: Level: Loop: Usage: Max Use: Purpose:


83

N3 Address Information Detail PO1/N1 Optional 2 To specify the location of the named party
Data Element Summary

Example: N3V1234 MAPLE ST^

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

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Segment: Level: Loop: Usage: Max Use: Purpose: Comments:

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

State or Province Code

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.

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Segment: Level: Loop: Usage: Max Use: Purpose: Syntax:


353

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

01 Discrete Quantity QTY02


348

380

Quantity

1/15

Numeric value of quantity The unit of measure for this quantity is defined in the preceding PO1 segment.

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Segment: Level: Loop: Usage: Max Use: Purpose: Comments:


85

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

Number of Line Items


Total number of line items in the transaction set

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.

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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

Segment: Level: Loop: Usage: Max Use: Purpose:

SE Transaction Set Trailer

Example: SEV19V0001^ Data Element Summary


REF. DES. DATA ELEMENT NAME ATTRIBUTES

SE01 SE02

96 329

Number of Included Segments Transaction Set Control Number

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

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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.

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PURCHASE ORDER 850

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

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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

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PURCHASE ORDER 850 >1 >1

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

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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

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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

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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.

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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

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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

Data recommended to be communicated in a Trading Partner Profile (TPP).

(All Normal Bill To and Ship 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

Ship To Name and Address:

ABC Distributor 1234 Maple St. Apple Grove, CA 98765 DUNS Number: 112233445

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EXAMPLE #1 P.O. LINE ITEM DETAIL


Line Item 1 2 3 Part Number PAC-1674 PBA-2532 PCM-10074 U.P.C. Code
*

Description 7 Diagonal Pliers 8 End Nipper Pliers 10 Pump Pliers

Qty 6 12 12

Unit of Measure Each Each Each

Price $ 5.74 $ 8.70 $10.75

00054321876547 00054321647437 00054321674310

* SCC-14 format

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Basic I/C 850 Purchase Order Transaction Set


EDI TRANSMISSION DATA
ST*850*0001^

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.

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EDI TRANSMISSION DATA

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*2*12**8.7**UK*00054321647437^ 2 is the Purchase Order Line Number

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^

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EXAMPLE 2: SPECIAL SITUATIONS


Business Scenario This example illustrates how to incorporate special situations into the basic purchase order. ABC Distributor is ordering four 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 /Bill To Location Requested Delivery Date Currency Information Payment Terms Requested Carrier Method of Shipment Shipment Method of Payment Load/Unload Device Freight Information: Freight Terms: FOB Point (where title to goods passes): Freight Paid By: Carrier: Payment Terms: Currency Information: Tax Information: May 7, 1998 A123456 Branch 2 June 25, 1998 Canadian Dollars Net 60 Days Airfreight Inc. Overnight Delivery Collect Forklift Required 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 Tax Exemption Number -11223344556677889900 Issued by State of California Exempt for resale

Data recommended to be communicated in a Trading Partner Profile (TPP).

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(All Normal Bill To and Ship To Locations Should Be Identified In The Trading Partner Profile)

Billing Names and Addresses:

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

Ship To Names and Addresses:

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

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EXAMPLE #2 P.O. LINE ITEM DETAIL - SPECIAL SITUATIONS


Line Item Part Number U.P.C. Code Description Qty Unit Of Measure Price Price Basis Trial / Sample Prices Ext Override Delivery Date

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

Per 100 Case

98.00 (1000 pc price)

$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.

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2A.

Price Basis is Different than Ordering Unit of Measure


Business Scenario The buyer specifies that line item #2 is being purchased at a price of $75.00 per hundred and the ordering unit of measure is each. EDI TRANSMISSION DATA
PO1*2*50*EA*75*HP*UP* 054324493475^

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.

Contract Pricing - Entire Order


Business Scenario Buyer specifies that entire order qualifies for pricing under contract #360. EDI TRANSMISSION DATA EXPLANATION REF*CT*360^ CT is the reference identification qualifier which indicates
that the reference identification qualifier that follows is a contract number. 360 is the contract number. Note: Header Level - As the contract number applies to all items on the purchase order, the REF segment in the header level is used (position 050).

2C.

Contract Pricing - Line Item


Business Scenario The buyer specifies that line item #2 qualifies for special pricing under contract number 345. EDI TRANSMISSION DATA EXPLANATION REF*CT*345^ CT is the reference identification qualifier which indicates
that the reference identification qualifier that follows is a contract number 345 is the contract number Note: Detail Level follows the line item to which it references (position 100).

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2D.

Quote Pricing -- Entire Order


Business Scenario The buyer specifies that the entire order qualifies for special pricing via quote #432. EDI TRANSMISSION DATA EXPLANATION REF*PR*432^ PR is the reference identification qualifier which indicates
that the reference identification qualifier that follows is a price quote number 432 is the price quote number Note: Header Level -- As the quote applies to all items of the purchase order, the REF segment in the header level is used (position 050)

2E.

Quote Pricing Line Item


Business Scenario The buyer specifies that line item #1 qualifies for special pricing via quote #876. EDI TRANSMISSION DATA EXPLANATION REF*PR*876^ PR is the reference identification qualifier which indicates
that the reference identification qualifier that follows is a price quote number 876 is the price quote number Note: Detail Level follows the line item to which it references (position 100).

2F.

Promotional Pricing - Entire Order


Business Scenario The buyer specifies that the entire order qualifies for special pricing via promotion/deal number SPR98. EDI TRANSMISSION DATA REF*PD*SPR98^ EXPLANATION
PD indicates that the following is the promotion/deal number.

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)

2G. Promotional Pricing - Line Item


Business Scenario The buyer specifies that line item #3 qualifies for special pricing via promotion/deal number WIN98. EDI TRANSMISSION DATA EXPLANATION REF*PD*WIN98^ PD indicates that the following is the promotion/deal number.
WIN98 is the promotion/deal number. Note: Detail Level follows the line item to which it references (position 100).
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2H.

Specifying End Customer Entire Order


Business Scenario This is used for the buyer to indicate end customer point of sale (mark for) information. It is also used for the buyer to specify that the entire order qualifies for special end customer pricing into distributor stock. Three alternative ways of sending this information are illustrated below. EDI TRANSMISSION DATA EXPLANATION WITH NAME AND ADDRESS N1*EN*DEF MACHINE SHOP^ EN is the Entity Identifier Code which indicates that this is
the end user. DEF MACHINE SHOP is the end customer name.

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)

WITH DUNS NUMBER N1*EN**1*123456789^


EN is the Entity Identifier Code which indicates that this is the end user. 1 indicates that the following is a DUNS Number. 123456789 is the end customer DUNS Number.

WITH SELLER ASSIGNED NUMBER N1*EN**91*DEF55432^


EN is the Entity Identifier Code which indicates that this is the end user. 91 indicates that the following is a Seller Assigned Number. DEF55432 is the Seller Assigned End Customer Number. Note: Header Level -- As all items of the purchase order pertain to the same end customer, the N1, N3 and N4 segments in the header level are used (positions 310, 330 and 340)

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2I.

Specifying End Customer Line Item


Business Scenario The buyer indicates a specific point of sale (mark for) end customer on line number 3. It can also be used for the buyer to specify that line number 3 qualifies for special end customer pricing into distributor stock. Three alternative ways of sending this information are illustrated below. EDI TRANSMISSION DATA EXPLANATION WITH NAME AND ADDRESS N1*EN*DEF MACHINE SHOP^
EN is the Entity Identifier Code which indicates that this is the end user. DEF MACHINE SHOP is the end customer name.

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.

WITH DUNS NUMBER N1*EN**1*123456789^


EN is the Entity Identifier Code which indicates that this is the end user. 1 indicates that the following is a DUNS Number. 123456789 is the end customer DUNS Number.

WITH SELLER ASSIGNED NUMBER N1*EN**91*DEF55432^


EN is the Entity Identifier Code which indicates that this is the end user. 91 indicates that the following is a Seller Assigned Number. DEF55432 is the Seller Assigned End Customer Number. Note: Detail Level -- As the end customer pertains just to item #3, the N1, N3 and N4 segments in the detail level are used (positions 350, 370 and 380)

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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.

Freight Terms Exceptions -- Entire Order


Business Scenario The Trading Partner Profile specifies that the seller prepays the freight and adds freight charges to the invoice. In this case, the buyer is requesting the shipment be sent freight collect. EDI TRANSMISSION DATA EXPLANATION FOB*CC^ CC indicates that the Shipment Method of Payment is Collect.

2L.

Terms of Sale -- Entire Order


Business Scenario The buyer has negotiated terms of sale for this order that differ from those identified in the Trading Partner Profile. This segment is used to specify those terms of sale. EDI TRANSMISSION DATA EXPLANATION ITD**3*****60^ 3 is the terms basis date code which indicates that the
beginning of the terms period is the invoice date. 60 is the Terms Net Days

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2M. Currency -- Entire Order


Business Scenario The buyer is specifying that the entire order will be paid for in Canadian dollars. EDI TRANSMISSION DATA EXPLANATION CUR*BY*CAD^ BY is the Entity Identifier Code which indicates that the
currency of the Buying Party is being used. CAD is the Currency Code for the Canadian Dollar.

2N.

Load/Unload Device Request -- Entire Order


Business Scenario The buyer has neither a forklift nor a dock-high loading dock at the receiving location. The buyer therefore requests a delivery truck equipped with a load/unload device. EDI TRANSMISSION DATA EXPLANATION TD3*LU^ LU is the Equipment Description Code which indicates that
the type of equipment requested is a load/unload device.

2O. Alternate Carrier Specification -- Entire Order


Business Scenario The buyer specifies that the carrier for this order be different from the one specified in the Trading Partner Profile. The carrier to be used is Airfreight Inc. and service level to be overnight. EDI TRANSMISSION DATA EXPLANATION TD5**2*AAAA*********ON^ 2 is the Identification Code Qualifier that identifies the code
that follows as a Standard Carrier Alpha Code (SCAC). AAAA is the SCAC Code for Airfreight Inc. ON is the service level code requesting overnight delivery.

2P.

Indicate Appropriate Bill-To Location


Business Scenario The buyer has multiple Bill-To locations in the Trading Partner Profile to choose from. The buyer is specifying Bill-To Branch 2. EDI TRANSMISSION DATA EXPLANATION N1*BT**9*1122334450000^ BT is the Entity Identifier Code which indicates that the
following is the Bill To Party. 9 indicates that the following is a DUNS+4 Number. 1122334450000 is the DUNS+4 Number. Note: Header Level (position 310)

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2Q. Line Item Delivery Dates


Business Scenario The buyer needs to convey that all of the items on the purchase order are to be delivered by 6/25/98 with the exception of line item #3 which has to be delivered by 6/7/98. Header Level: (position 150) EDI TRANSMISSION DATA EXPLANATION DTM*074*19980625^ 074 is the Date/Time Qualifier which indicates the date that
follows is the requested delivery date (Prior to and Including). 19980625 is the requested delivery date (Prior to and Including) (June 25, 1998).

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.

Ordering in Manufacturer Units Of Measure Using the SCC-14


Business Scenario ABC Distributor resells line item #4 in the lowest consumable unit (by each) and identifies the product using an SCC-14 number with a 0 packaging indicator (00064141996653). XYZ Manufacturer requires this product be ordered by the case using the SCC-14 number with a 5 packaging indicator (50064141996658). The case quantity for this product is 10 each. ABC Distributor wants to order 100 each. To avoid confusion, ABC Distributor has converted the quantity and unit of measure on the purchase order to that of XYZ Manufacturer. Within the supply chain, multiple terms are used to identify a container of 10 each (i.e. box, case, pack, etc.). When the SCC-14 is used to identify the product, it also specifies the quantity per packaging level. Therefore, the unit of measure in the P0103 becomes redundant and should not be used. EDI TRANSMISSION DATA EXPLANATION PO1*4*10**24**UK* 4 is the Purchase Order Line Item Number. 50064141996658^ 10 is the Quantity Ordered.
24 is the Unit Price ($24.00). 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.

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EXAMPLE 3: SPECIAL SITUATIONS - END CUSTOMER TO DISTRIBUTOR


Business Scenario Mop Industries is ordering four line items from ABC Distributor. Listed below is the purchase order information Mop Industries will send to ABC Distributor. Purchase Order Date Purchase Order Number Ship To Location May 25, 1998 B1992A Mop Industries c/o Jewel Company 900 Warehouse Boulevard Gold, CA 98002-1255 6/1/98 - 6/7/98 98423634 CR1B2 20 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 Normally taxable in California Mop Industries P.O. Box 100 Silver, CA 98760-0100 DUNS+4 Number: 8752963010000

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:

Data recommended to be communicated in a Trading Partner Profile (TPP).

(All Normal Bill To and Ship To Locations Should Be Identified In The Trading Partner Profile)

Ship To Name and Address:

Mop Industries 998 Deslauriers Drive Silver, CA 98760-3355 DUNS Number: 875296301

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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

Y7B4C Y7C5R Y7M1Q Z1505

00013579764211 00013579342877 00013579366781 Vendor Item # 1505

9 X 11 Garnet Paper 90 Degree Connector 5 X NH 60X Sandfast Disc 8 X 40 Belting

500 25 100 5

Each Each Each Each

$ .6740 $3.25 $ .75 $3.95

Each Each Each Each

$337.00 $81.25 $75.00 $19.75

Y N Y Y 98423634

CRIB 1

23

* SCC-14 format

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3A.

Delivery Window Requirements - Entire Order


Business Scenario The buyer needs to convey that all of the items on the purchase order are to be delivered between 06/01/98 and 06/07/98. Since the delivery requirements apply to the entire order, the DTM segment in the header level is used. EDI TRANSMISSION DATA EXPLANATION DTM*071*19980601^ 071 is the Date/Time Qualifier which indicates the date that
follows is the date the delivery is requested for (After and Including). 19980601 is the date the delivery is requested for (After and Including) (June 1, 1998).

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.

Tax (Sales Tax) -- Entire Order


Business Scenario The buyer specifies that this order is tax exempt as the goods are a component of a product being manufactured for resale. If the goods had been consumed in the manufacturing process, then it would have been taxable. The buyers tax exempt number assigned by the State of California is 98423634. EDI TRANSMISSION DATA EXPLANATION TAX*98423634*SP*CA******* 98423634 is the Tax Identification Number assigned to the purchaser **U^
SP is the location qualifier that identifies the location that follows as a State/Province CA is the standard state code for the State of California. U is the tax exempt code which indicates that usage is exempt. Note: Header Level Position 070

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3C.

Tax (Sales Tax) -- Line Item


Business Scenario The buyer specifies that line item #2 is tax exempt as this line item is a component of a product being manufactured for resale. If this line item had been consumed in the manufacturing process, then it would have been taxable. The buyers tax exempt number assigned by the State of California is 98423634. EDI TRANSMISSION DATA EXPLANATION TAX*98423634*SP*CA******* 98423634 is the Tax Identification Number assigned to the **U^ purchaser
SP is the location qualifier that identifies the location that follows as a State/Province CA is the standard state code for the State of California. U is the tax exempt code which indicates that usage is exempt. Note: Detail Level follows the line item to which it references (position 170)

3D.

Special Marking -- Entire Order Business Scenario


Buyer specifies that all cartons should be marked with the end users department number. EDI TRANSMISSION DATA EXPLANATION MAN*R*CRIB 2^ R is the marks and numbers qualifier which indicates that
the marks and numbers that follows is assigned by the originator of the purchase order. CRIB 2 is the end users department number. Note: Header Level (position 270)

3E.

Special Marking Line Item


Business Scenario Buyer specifies that all cartons for line item #1 should be marked with the end users department number. EDI TRANSMISSION DATA EXPLANATION MAN*R*CRIB 1^ R is the marks and numbers qualifier which indicates that
the marks and numbers that follows is assigned by the originator of the purchase order. CRIB 1 is the end users department number. Note: Detail Level follows the line item to which it references (position 280)

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3F.

Special Reference - Entire Order


Business Scenario The buyer specifies the internal charge number for this order. The internal charge number used is 20. EDI TRANSMISSION DATA EXPLANATION REF*80*20^ 80 is the reference identification qualifier which indicates
that the reference identification qualifier that follows is a charge number. 20 is the internal charge number Note: Header Level - (position 50)

3G. Special Reference - Line Item


Business Scenario The buyer specifies the internal charge number for specific items. The internal charge number for line item #1 is 23. EDI TRANSMISSION DATA EXPLANATION REF*80*23^ 80 is the reference identification qualifier which indicates
that the reference identification qualifier that follows is a charge number. 23 is the internal charge number Note: Detail Level - follows the line item to which it references (position 100)

3H.

Ship to Name & Address When DUNS Unknown


Business Scenario Complete ship to name/address is required when DUNS number is unavailable or unknown. EDI TRANSMISSION DATA N1*ST*MOP INDUSTRIES^ EXPLANATION
ST is the Entity Identifier Code which indicates this N1 segment identifies the Ship To location. MOP INDUSTRIES is the ship to name. C/O JEWEL COMPANY is the second name. 900 WAREHOUSE BOULEVARD is the Address Information. GOLD is the City Name. CA is the State Code. 980021255 is the Postal Code (98002-1255). Note: Header Level - (position 310, 320, 330, 340)

N2*C/O JEWEL COMPANY^ N3*900 WAREHOUSE BOULEVARD^ N4*GOLD*CA*980021255^

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3I.

Ordering When U.P.C. Number Unknown


Business Scenario Buyer needs to order line item #4 but does not know what the U.P.C. number is. Buyer supplies the vendors item number and product description instead. EDI TRANSMISSION DATA EXPLANATION PO1*4*5*EA*3.95**VN*1505^ 4 is the Purchase Order Line Number.
5 is the Quantity Ordered. EA is the Unit or Basis for Measurement Code which indicates Each. 3.95 is the Unit Price ($3.95). VN is the Product/Service ID Qualifier which indicates the Product/Service ID that follows is a Vendors (Sellers) Item Number. 1505 is the Vendors (Sellers) Item Number.

PID*F****8X40 BELTING^

F indicates that the format of the description is free form. 8X40 Belting is the description.

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EXAMPLE 4: DROP SHIP


Business Scenario John Company orders two safety cabinets from ABC Distributor to be shipped to John Companys Warren, Michigan plant. John Company requires that their purchase order number appear on shipping labels and packing slips. ABC Distributor is ordering the cabinet to be drop shipped from XYZ Manufacturing to John Company. Listed below is the information on ABC Distributors purchase order to XYZ Manufacturing. Purchase Order Date ABC Distributor Purchase Order Number Ship to Location May 7, 1998 D66225 John Company 789 John Drive Warren, MI 48089 J12377 Within two weeks
U.P.C. Code * 614141778348 Unit Price $425.50 Extended Price $851.00

John Company Purchase Order Number Requested Delivery


Line Item 1 Qty 2 Unit Of Measure Each Part Number SC2030 Description Safety cabinet with 4 shelves

* U.P.C. Consumer Package Code format

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)

Billing Name and Address:

ABC Distributor P.O. Box 123 Apple Grove, CA 98760 DUNS+4 Number: 1122334450000

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EDI TRANSMISSION DATA


ST*850*0010^

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.

N3*789 JOHN DRIVE^ N4*WARREN*MI*48089^

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.
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EDI TRANSMISSION DATA


SE*10*0010^

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^

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EXAMPLE 5: EMERGENCY ORDER


Business Scenario ABC Distributor needs to place an emergency order with XYZ Manufacturing. They want to receive the products tomorrow. Listed below is the purchase order information. Purchase Order Date Purchase Order Number Ship to Location Requested Delivery Ship Via Freight Terms May 7, 1998 E17635 Branch 1 May 8, 1998 UPS Next Day Air by 10:30 AM Prepaid and charged to customer

Line Item 1 2 3

Qty 5 3 7

Unit Of Measure Each Each Each

Part Number X73257 A65739 B79265

Description Internal Spring Diaphragm Brass Coil

U.P.C. Code * 614141757329 614141896547 614141327225

Unit Price $2.09 $5.67 $15.32

Extended Price $10.45 $17.01 $107.24

* U.P Consumer Package Code format .C.

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

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(All Normal Bill To and Ship 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

Ship To Names and Addresses:

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

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EDI TRANSMISSION DATA


ST*850*0011^

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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EDI TRANSMISSION DATA


PO1*2*3*EA*5.67**UP*614141896547^

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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EXAMPLE 6: Blanket Order with Scheduled Releases


Business Scenario John Company has chosen ABC Distributor to supply four items to their Warren, Michigan plant. They are placing one order for a three month period with specified delivery dates and quantities. Listed below is the purchase order information. Purchase Order Date Purchase Order Number Ship to location John Company order contact Voice: Fax:
Line Item 1 Qty 65 Unit Of Part Measure Number Each B3502

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

614141739660 $25.95 $1686.75

100

Each

Y76392

Screens

614141189687

$5.95

$595.00

3 4

6 350

Box Each

A7683 F9980

Fasteners

614141820078 $14.70 053621417955 $1.69

$88.20 $591.50

Safety Goggles 100 - Jun-01-1998 150 - Jun-29-1998 100 - Aug-03-1998

* U.P Consumer Package Code format .C.

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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(All Normal Bill To and Ship To Locations Should Be Identified In The Trading Partner Profile)

Billing Name and Address:

John Company P.O. Box 555 Detroit, MI 48201 DUNS+4 Number: 0065392810000

Ship To Name and Address:

John Company 789 John Drive Warren, MI 48089 DUNS+4 Number: 0065392810005

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EDI TRANSMISSION DATA


ST*850*0018^

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^

PER*OC*JAMES DAMON*TE* 3135551620*FX*3135559821^

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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EDI TRANSMISSION DATA


SCH*20*EA***002*19980601^

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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EDI TRANSMISSION DATA


SCH*40*EA***002*19980629^

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).

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EDI TRANSMISSION DATA

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.

PO1*4*350*EA*1.69**UP*053621417955^ 4 is the Purchase Order Line Number.

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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00 INDUSTRIAL MARCH F UNCTIONAL ACKNOWL EDGM E DI GUIDE , 1998COM MERCIAL ENT 99 7 I/C4010 17 LINE S

FUNCTIONAL ACKNOWLEDGMENT 997

I/C EDI

997
Header

Functional Acknowledgment

PAGE # POS. #

SEG. ID

NAME

REQ. DES.

MAX USE

LOOP REPEAT

226 227 228 229 230 231 232 233

010 020 030 040 050 060 070 080

ST AK1 AK2 AK3 AK4 AK5 AK9 SE

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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Segment: Level: Loop: Usage: Max Use: Purpose: Semantic:

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

REF. DES.

DATA ELEMENT

NAME

ATTRIBUTES

ST01

143

Transaction Set Identifier Code


Code uniquely identifying a Transaction Set

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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FUNCTIONAL ACKNOWLEDGMENT 997

Segment: Level: Loop: Usage: Max Use: Purpose: Semantic:

AK1 Functional Group Response Header


Header ___ Mandatory 1 To start acknowledgment of a functional group 1 AK101 is the functional ID found in the GS segment (GS01) in the functional group being acknowledged. 2 AK102 is the functional group control number found in the GS segment in the functional group being acknowledged. Data Element Summary

REF. DES.

DATA ELEMENT

NAME

ATTRIBUTES

327

AK101

479

Functional Identifier Code


Code identifying a group of application related transaction sets

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

Group Control Number


Assigned number originated and maintained by the sender

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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Segment: Level: Loop: Usage: Max Use: Purpose: Semantic:

AK2 Transaction Set Response Header


Header Usage: Optional Max Use: 999999 AK2 Mandatory 1 To start acknowledgment of a single transaction set 1 AK201 is the transaction set ID found in the ST segment (ST01) in the transaction set being acknowledged. 2 AK202 is the transaction set control number found in the ST segment in the transaction set being acknowledged. Data Element Summary

REF. DES.

DATA ELEMENT

NAME

ATTRIBUTES

329

AK201

143

Transaction Set Identifier Code


Code uniquely identifying a Transaction Set

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

Transaction Set Control Number

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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FUNCTIONAL ACKNOWLEDGMENT 997

Segment: Level: Loop: Usage: Max Use: Purpose:

AK3 Data Segment Note


Header Usage: Optional Max Use: 999999 AK2/AK3 Mandatory 1 To report errors in a data segment and identify the location of the data segment Data Element Summary

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

See External Code Source 77 in Appendix B for reference document.

AK302

719

Segment Position in Transaction Set

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

Loop Identifier Code

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

Segment Syntax Error Code


Code indicating error found based on the syntax editing of a segment

ID

1/3

1 Unrecognized segment ID 2 Unexpected segment 3 Mandatory segment missing

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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

Segment: Level: Loop: Usage: Max Use: Purpose:

AK4 Data Element Note

AK401

C030 POSITION IN SEGMENT

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

Element Position in Segment

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

Data Element Reference Number

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

Data Element Syntax Error Code


Code indicating the error found after syntax edits of a data element

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

Copy of Bad Data Element


This is a copy of the data element in error

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FUNCTIONAL ACKNOWLEDGMENT 997

Segment: Level: Loop: Usage: Max Use: Purpose:


325

AK5 Transaction Set Response Trailer


Header AK2 Mandatory 1 To acknowledge acceptance or rejection and report errors in a transaction set

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

Transaction Set Syntax Error Code 1 2 3 4 5

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

AK503 AK504 AK505 AK506

718 718 718 718

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

Segment: Level: Loop: Usage: Max Use: Purpose:

AK9 Functional Group Response Trailer

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

Functional Group Acknowledge Code A E P R

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

Number of Transaction Sets Included

Total number of transaction sets included in the functional group or interchange (transmission) group terminated by the trailer containing this data element

AK903 AK904 AK905

123 2 716

Number of Received Transaction Sets


Number of Transaction Sets received

M M O

N0 N0 ID

1/6 1/6 1/3

Number of Accepted Transaction Sets


Number of accepted Transaction Sets in a Functional Group

Functional Group Syntax Error Code 1 2 3 4

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

Functional Group Syntax Error Code

ID

1/3

Code indicating error found based on the syntax editing of the functional group header and/or trailer

AK908

716

Functional Group Syntax Error Code

ID

1/3

Code indicating error found based on the syntax editing of the functional group header and/or trailer

AK909

716

Functional Group Syntax Error Code

ID

1/3

Code indicating error found based on the syntax editing of the functional group header and/or trailer

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FUNCTIONAL ACKNOWLEDGMENT 997

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

Segment: Level: Loop: Usage: Max Use: Purpose:

SE Transaction Set Trailer

SE01 SE02

96 329

Number of Included Segments Transaction Set Control Number

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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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

226 227 228 229 230 231 232 233

010 020 030 040 050 060 070 080

ST AK1 AK2 AK3 AK4 AK5 AK9 SE

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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FUNCTIONAL ACKNOWLEDGMENT 997

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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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.

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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.

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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

1300 Service, Promotion, Allowance or Charge Code


TYPE=

ID

MIN=

MAX=

Code identifying the service, promotion, allowance, or charge.


CODE DEFINITION AND EXPLANATION

A010 A320 A720 B310 B630 B660 B750 C040 C110 C330 C490 C580 C850 D015

D040 D170 D240 D310 D500

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

26, 100, 66/38, 235/CH, 309/CC


SOURCE

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.

16

D-U-N-S Number
SIMPLE DATA ELEMENT/CODE REFERENCES

860, 66/1, 66/9, 128/DNS, 128/DUN


SOURCE

Dun & Bradstreet


AVAILABLE FROM

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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899 Eaton Avenue Bethlehem, PA 18025-0001


ABSTRACT

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.

17

Standard Carrier Alpha Code (SCAC)


SIMPLE DATA ELEMENT/CODE REFERENCES

140, 206, 296, 298, 66/2, 66/ND, 309/RS


SOURCE

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.

22

States and Outlying Areas of the U.S.


SIMPLE DATA ELEMENT/CODE REFERENCES

156, 66/SJ, 235/A5, 771/009, 309/SP


SOURCE

National Zip Code and Post Office Directory


AVAILABLE FROM

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

Universal Product Code


SIMPLE DATA ELEMENT/CODE REFERENCES

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

Publication series on Universal Product Code numbering system and usage.


AVAILABLE FROM

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

116, 66/16, 309/PQ, 309/PR, 309/PS, 771/010


SOURCE

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.

77

X12 Directories
SIMPLE DATA ELEMENT/CODE REFERENCES

721, 725
SOURCE

X12.3 Data Element Dictionary X12.22 Segment Directory


AVAILABLE FROM

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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