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Industrial/Commercial EDI

Industrial/CommercialIndustry Conventions & ImplementationGuidelines for Electronic Data Interchange

VERSION 0040101998

In this publication the letters “U.P.C.” are used solely as an abbreviation for the “UniversalProduct 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 Plumb-ing and Mechanical Officials (“IAPMO”) to certify compliance with the Uniform PlumbingCode as authorized by IAPMO.

Copyright © 1990-1998 Uniform Code Council, Inc.All Rights Reserved.Published exclusively by Washington Publishing Company

DISCLAIMER

The Uniform Code Council, Inc. (UCC) is providing this voluntary guide as aservice to interested industries. This voluntary guide was developed through aconsensus process of interested parties.

Although efforts have been made to assure that the guide is correct, reliable, andtechnically accurate, the UCC makes no warranty or representation, express orimplied, that this guide is correct, will not require modification as experience andtechnological advances dictate, or will be suitable for any purpose or workable inany application, or otherwise. Use of the guide is with the understanding that theUCC has no liability for any claim to the contrary, or for any damage or loss ofany kind or nature. If a user perceives a need for a change to the guide, it shouldcontact the Uniform Code Council, Inc.

Users are cautioned that this is a voluntary industry guide. Should it conflict withgovernment laws or regulations, the legal requirements suspersede the guide.

I/C INDUSTRIAL COMMERCIALEDI GUIDELINES

ii MAY 1998

Table of ContentsI - STATEMENT OF DIRECTION . . . . . . . . . . . . . . . . . . . . . . . . . . 1

II - INTRODUCTION TO EDI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3INTRODUCTION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

III - EDI The Concept. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5BENEFITS OF EDI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

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

V - OVERVIEW OF FORMAT. . . . . . . . . . . . . . . . . . . . . . . . . . . . 19INTRODUCTION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19IMPLEMENTATION GUIDELINE FORMAT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20DATA FORMAT SPECIFICATIONS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25CODING POLICY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27STANDARDS CHANGE REQUEST PROCEDURE. . . . . . . . . . . . . . . . . . . . . . . . . 28

VI - CONTROL CONCEPTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31DATA HANDLING RESPONSIBILITIES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31TRANSMISSION STRUCTURE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31SECURITY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32ACKNOWLEDGMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32RETRANSMISSION OF TRANSACTIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33NETWORK CENTRIC PROCESSING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33NETWORK-CENTRIC EDI PROCESSING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

VII - I/C GUIDELINE CONVENTIONS . . . . . . . . . . . . . . . . . . . . . 37COMMUNICATION IDENTIFICATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37DUPLICATE TRANSACTIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37USE OF SIGNED NUMERIC FIELDS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37THIRD PARTY CONVENTIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37REFERENCE NUMBERS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38USE OF IDENTIFICATION CODES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38VERSIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38


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DECIMAL SPECIFICATIONS FOR ‘‘R’’ TYPE DATAELEMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39DELIVERY OF DATA. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

VIII - CONTROL SEGMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

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

X - TRANSACTION SETS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53810 INVOICE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55850 PURCHASE ORDER . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133997 FUNCTIONAL ACKNOWLEDGMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223

XI - DATA GLOSSARY. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237

APPENDIX A - EXTENDED DATA ELEMENT LISTING . . . . . . . A1APPENDIX B - EXTERNAL CODE SOURCE LISTING . . . . . . . B1


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I - STATEMENT OF DIRECTIONThe Industrial/Commercial (I/C) EDI program is a cross sector effort designed toleverage the benefits of a common set of implementation guidelines to satisfy theEDI requirements for those companies wishing to acquire, distribute, transport orsell Maintenance, Repair, Operations (MRO), Raw Materials and Packaging mate-rials.

The key to the success of the I/C EDI effort will be the disciplined adherence to theI/C EDI Implementation Guidelines. This practice will expedite EDI implementa-tion and reduce overall costs.

Therefore, the issue of non conforming EDI transmissions is an important one. Thesender and receiver of the transmission using 004010IC in the GS08 element willexpect that all of the segments, elements and codes contained therein conform to theI/C EDI guidelines. Additional information that is outside of the I/C EDI Implemen-tation 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 shouldbe submitted to the I/C SMC so that the business requirement can be addressed andsatisfied in a timely manner.


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2 MAY 1998

II - INTRODUCTION TO EDI

INTRODUCTIONThe intent of this publication is to assist companies desiring to implement theIndustrial/Commercial (I/C) sector subset of the ASC X12 Electronic Data Inter-change(EDI) standards.

Many companies are already using computers to send business documents insteadof mailing paper documents. Since computerized transmission of business data willvery quickly replace traditional paper based systems, it is important for the I/C sectorto establish and maintain guidelines for these activities.

This publication has been developed through the cooperative efforts of repre-sentatives from I/C manufacturers, I/C wholesalers/distributors and end users of I/Cproducts, under the umbrella of the Uniform Code Council, Inc. (UCC). The I/CStandards Maintenance Committee (SMC) was formed with the objective of iden-tifying and maintaining a common interpretation by the I/C sector of the ElectronicData Interchange Standards.

The I/C SMC will review these Conventions and Implementation Guidelines forannual publication. Any comments or questions, concerning this publication, shouldbe directed to the Uniform Code Council, Inc.


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4 MAY 1998

III - EDI The ConceptIn order to evaluate the decision to implement Electronic Data Interchange (EDI),first review the general concept. EDI is simply the means to communicate betweencompanies from one computer to another in a standardized format. The absence ofstandardized 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 B’s purchase order, but could not readilyunderstand the purchase order from Customer C. In 1979 the American NationalStandards Institute (ANSI) formed the Accredited Standards Committee (ASC) X12to eliminate this problem. The ASC X12 standards are recognized by the UnitedNations as the standard for North America while EDI For Administration, Com-merce and Transport (UN/EDIFACT) is the standard for the International Commu-nity. The Industrial/Commercial sector follows the ASC X12 standards.

BENEFITS OF EDIWhy should Industrial/Commercial product manufacturers, wholesalers/distribu-tors and end users establish EDI links? The reasons for implementing EDI aredirectly related to a company’s desire to remain competitively positioned within itsrespective marketplace. Listed below are some of the major benefits realized bymany 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 VendorManaged Inventory (VMI), Quick Response and Industry Data Warehousing havebeen documented in numerous publications. EDI is one tool that facilitates theimplementation of these efforts and is essential to fully realize the benefits of theseprograms. However, the most compelling reason to implement EDI is in responseto major trading partners requesting the establishment of those links in order thatthey might realize the benefits. The cost to implement EDI can and will vary widelyamong companies. The skills of the business and technical personnel, the design andcondition of existing computer systems, but most importantly, the ability of theorganization 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 willbecome a commonly used vehicle in conducting business in the future.

The EDI Implementation Considerations (Section IV) provide a guideline forimplementing an EDI project, and will provide assistance in identifying the cost ofyour project.


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IV - EDI IMPLEMENTATION CONSIDERATIONSThe purpose of this section is to provide a guideline for the successful implementa-tion of electronic data interchange in an organization. EDI impacts many areas of acompany’s structure. The management of the company must be involved in theapproval 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 organizationto another, this checklist is intended to present major points for consideration.

FUNCTIONAL ACKNOWLEDGMENT (997) CONSIDERATIONSI/C EDI Guidelines require that a Functional Acknowledgment be sent followingthe receipt of every EDI transaction set. The Functional Acknowledgment shouldbe generated automatically and reviewed by the receiver for syntax errors.

The Functional Acknowledgment has the capability to return Transaction Set Leveldetail as well as group level. The current I/C Industry Capabilities dictate theFunctional Acknowledgment be returned at the group level, but the future goal isfor the industry to return the Functional Acknowledgment at the Transaction SetLevel.

EDI IMPLEMENTATION CHECKLISTUse the items listed below as an implementation check list written from theperspective of a large company implementing EDI. Companies may considermodifying these steps to fit their business environment.

Companies implementing EDI will have the ability to automate processes currentlydone manually. If these processes are inefficient, they will still be inefficient withEDI. Companies desiring to get the maximum benefit from EDI must reexaminethese processes:

1. Obtain Commitment From Key Management. A corporate sponsor shouldbe appointed to lend internal support to the program. As the program evolves,so should the sponsor’s knowledge and exposure to Electronic Commerce (EC).Consider the sponsor to be the ‘corporate cheerleader’ for all EC initiativesincluding EDI. This corporate support will help fund and staff the program, aswell as help gain commitment from other corporate entities.

2. Establish a Project Team. This team should consist of representatives fromdifferent functional areas of the business process. Each person should beinvolved in the initial research. The different functional groups will be able tooffer perspectives from their areas of expertise.


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3. Conduct EDI research and develop high level Education Program. Thisresearch and education is critical to the development of the organization’s EDIplan. There are numerous web sites that offer ‘white papers’ and case studies aswell as many hyper links to EC/EDI sites. Check out industry associations aswell as national organizations as another source of information. Once theresearch is completed, it’s time to develop a high level education program forkey personnel.

4. Develop a project plan. This project plan should be developed based on theapplication 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 externaldemands. Survey suppliers/customers to determine their capabilities/needs andthen compare these results to the organization’s capabilities and expectations.

6. Develop translation strategy. I/C EDI requires the use of software to translatethe sender’s internal data into the I/C EDI format. Additionally this softwareperforms editing and control functions. Translation software options are sum-marized 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 ofthe standard being used

4) Performs code and qualifier conversions from internal designations tothose 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 thestandard transmitted

4) Generates the functional acknowledgment (997) for transmission back tothe sender


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8. Research, purchase and install any necessary hardware/software. Commer-cial software packages are available, to perform the above functions, that canoperate on a variety of computer platforms.

9. Research and evaluate communication methods. This can be accomplishedthrough a Value Added Network (VAN), direct connection with the tradingpartner, or Internet. Funds must be budgeted for modems, telephone lines andassociated charges, computer ports, and administrative costs.

10. Generate a target list of suppliers and customers. Survey this list using thePartner Initial Survey contained in this document to determine ability andwillingness to participate. Based on these results identify a pilot partner to begininitial testing. If possible, choose an experienced and willing trading partnerwith whom the organization has an established relationship.

11. Review internal systems and business procedures. A complete process flowanalysis of current business systems should be performed. Processes for creatingbusiness information should be documented and the flow of information shouldbe identified. Internal policies and procedures affecting the use of businessinformation should be included in the analysis. This might include the distribu-tion 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 beintegrated into existing systems, and whether any current policies or proceduresmust be changed. The results of this review will also permit the development ofa 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 takeinto consideration the benefits a company expects to gain from an EDI Program.The potential cost savings, supplier and customer capabilities, and costs of EDIintegration into existing business systems will influence the transaction set imple-mentation 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 recommendedthat input is solicited from each functional group represented on the project teamto secure the required commitment and support.

4. Fill out the basic Trading Partner Profile Work Sheet included in theseguidelines for the first transaction set to be implemented. This profilecontains key information required by both trading partners and is to be ex-changed with potential trading partners.

5. Create transaction set mapping based on business requirements. The projectteam should ensure that those impacted by the implementation of EDI be includedin this process. The goal is to conduct business with a minimal amount of humanintervention. Therefore free form notes and messages should be avoided.


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6. Develop required internal application interfaces. Commercially availablepackaged business systems solutions may already be EDI capable. However,because internally developed application systems vary significantly from com-pany to company, specific interface guidelines cannot be given. Interface orbridge programs must be developed at both ends of an information exchange inorder to provide and extract data to/from an application. To develop the require-ments for an interface or bridge program, companies must compare the dataavailable in their internal systems with the data defined in the transactions to beused. This procedure is known as data mapping. The first step in data mappingis to determine if internal systems and data files contain the information requiredto format a valid I/C transaction.

7. Develop training materials and schedule training for users.

8. Synchronize internal databases to accommodate electronic trading partnerrequirements. For example, item information and prices between tradingpartners.

9. Inform Value Added Network (VAN) of new trading relationship. There arecertain test procedures to follow to ensure accurate and complete transmissions,and to validate pickup and delivery procedures and timing. The service providerswork directly with their clients to plan, schedule and perform the requiredtesting. Transmission of I/C data should be monitored on a regular basis to verifythe effectiveness and timeliness of the VAN and any interconnects with otherVANs. 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. Forexample, a company may require documents sent to their VAN be delivered toa trading partner’s mailbox within a specified time, regardless of which VANthat trading partner is using. Priority routing may be necessary for time criticaldocuments by document type or trading partners. Where interconnects exist, therelationship between VANs should be evaluated.

10. Send/Receive first test document. A complete system test with a company’sinitial trading partner verifies the completeness and accuracy of the exchangeof data. It determines compliance and accuracy of the data exchange. It deter-mines compliance with any unique conditions that have been mutually agreedupon by the partners.

From a technical standpoint, the purpose of the complete system test is to verifythe 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 partnerprior to system testing. Such meetings typically include representatives frommerchandising/sales, accounting, customer service, data processing and otherfunctions involved in the I/C project effort. This meeting can ensure that allaspects 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, ratherthan with an actual meeting. After initial implementation and when expandingto additional trading partners, many companies adopt this less formal approach.

11. Send/Receive a 997 Functional Acknowledgment. I/C EDI guidelines requirethat a Functional Acknowledgment be sent following the receipt of every EDItransaction set. The 997 should be generated automatically. The FunctionalAcknowledgment should be reviewed by the receiver for syntax errors.

The Functional Acknowledgment has the capability to return transaction setlevel detail, as well as group level detail. The current I/C industry capabilitiesdictate the Functional Acknowledgment be returned at the group level, but thefuture goal is for the industry to return the Functional Acknowledgment at thetransaction set level.

12. Identify problem areas and correct maps and/or system interfaces asnecessary.

13. Establish mutually agreed upon times to send and receive EDI documents.

14. Initial Implementation and Start-up. Once all testing procedures and internalpersonnel orientation have been completed, actual startup can take place. Initialimplementation always involves parallel processing. This means that paperdocuments, facsimiles or other manual methods of information exchange areused as a backup to the I/C EDI transmissions, which function as the actualbusiness transactions. When companies are satisfied with both the timing andaccuracy of the I/C EDI test transmissions, and when the personnel involvedare comfortable working in a paperless environment, implementation can pro-ceed to true production status. This implies that manual methods of informationexchange are no longer used and that full reliance is placed on the I/C EDIexchanges. The transition time from a parallel mode to a production mode varieswidely, ranging from a matter of a few days to several weeks. The timingtypically depends on the quality and completeness of the pre-implementationeffort, and the extent to which product files have been synchronized prior tobeginning parallel operation. While the length of time required to achieveproduction status may vary from user to user, it is important to establish aspecific target date to “go live” with new trading partners. Lack of such atimetable can result in a lengthy period of parallel processing which delays therealization of benefits and hurts the credibility of a company’s I/C EDI program.

COMMUNICATION METHODSSeveral communication standards are used throughout the Industrial/Commercialsector. This allows for multiple communication standards to satisfy all cus-tomer/supplier needs. The communication of the message syntax is generallyaccomplished 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 passingbetween many suppliers and customers. The network’s data management functioncan be thought of as a large mailbox, where each user has an assigned slot. Thenetwork accepts messages from all participants and stores them in the appropriateslots, where only the assigned users may access them. This simplifies EDI for thetrading 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 someof the control functions which must be performed by direct transmission partici-pants.

Direct CommunicationThis method of communication eliminates the ongoing expense of a VAN. However,direct communication with trading partners requires an in-house communicationsystem capable of providing the services a VAN would otherwise provide. Theseservices include: electronic mailbox capability, security to limit system access, theability to handle a variety of protocols and data transmission rates and the acceptabletiming of the transfer of information between trading partners.

InternetIn recent years the Internet has become an option for transmitting EDI data betweencustomers and suppliers. The upside is that the Internet is relatively inexpensive.However, the other business concerns such as secure transmission, transmissionaudit trails and confirmed delivery must be addressed and resolved for the Internetto be considered a viable communication alternative.

POST-IMPLEMENTATION CONSIDERATIONSOnce initial implementation has been successfully achieved, there are three majorongoing 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 theIndustrial/Commercial (I/C) Sectors.

Decisions regarding these issues should be based on what makes the most businesssense for the company.

EXPANSION TO ADDITIONAL PARTNERSThe speed at which expansion to additional partners can be achieved depends onhow 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 canoccur quickly. If major system changes are required to add a new partner, startupwill take much longer. When surveying trading partner requirements and capabilitiesin the early stages of the project, the I/C EDI development team needs to examineprocessing variations. As much as possible, initial procedures should be establishedwhich can subsequently accommodate different business relationships. While the


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I/C EDI guidelines standardize how companies communicate data, it does notstandardize internal operation and applications, nor does it standardize specificbusiness relationships between companies.

Since many companies survey current trading partners as part of their I/C EDIimplementation plan, expansion to additional partners flows from this plan. In orderto select trading partners purposefully, this initial plan should factor in high volumetrading partners which would allow the company to exceed the break-even cost pointwith the fewest number of partners. It should also select as potential partnerscompanies 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 potentialtrading partners. EDI User Group meetings and seminars sponsored by the UniformCode Council, Inc. as well as other industry forums, also may be used to networkwith potential trading partners.

EXPANSION TO ADDITIONAL TRANSACTIONSWhen companies first implement I/C EDI, they typically spend a period of timeexpanding processing to new trading partners, thereby gaining significant experi-ence in the process. At some point however, companies expand to additionalinformation exchanges to reap benefits in additional areas.

Expansion to new transaction sets requires many of the same steps as an initial I/CEDI implementation. However, since a partner base and I/C EDI infrastructurealready exist, the process is somewhat simplified.

Companies should consider the following, whether expanding I/C EDI transactionsets or adding partners to existing sets:

• Review the UCC EDI Member Directory and EDI Users Annual Activity Reportregularly to see who is doing what. Both of these documents can be obtained fromthe UCC.

• Review a list of current and potential trading partners and periodically contactthem 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 setsthey 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 newand experienced users in implementing EDI in the most efficient manner. Thissection contains general helpful hints and concepts in structuring your EDI trans-missions, and in receiving and processing this data. Information in this section is forthe use of each company, and use or non-use of this information does not affectcompliance with this guideline.


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General Issues:

• Avoid sending redundant and superfluous information. Rely on the tradingpartner profile and other databases to eliminate sending repetitive information.(e.g., address of predefined shipping locations, the currency used and itemdescription). These segments should be omitted unless the buyer wishes tooverride the assumptions.

• Wherever possible, information relating to a majority of the items should becommunicated at the header level. This information is then omitted at the lineitem level unless that particular item differs from the information at the header.Information sent at the line item level will always supersede information sent inthe header.

• The SCC-14 is the recommended method of identifying the item and packaginglevel in all I/C EDI transaction set implementation guidelines. Until the use ofthe 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 sellerneeds to change their internal part numbers to a SCC-14 or U.P.C., but rather thatboth parties need to store these numbers as a cross reference. This will enable astandard product ID to then be used throughout the supply chain to describeproducts.

• Retention of line numbers (PO101) from the buying party’s purchase order isstrongly encouraged. While optional within this guideline, buyer’s line itemnumbers may need to be returned in subsequent documents such as the 855Purchase Order Acknowledgment, 856 Ship Notice/Manifest, and the 810 In-voice.

• 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 receiver’scomputer. Human interpretation and intervention should be avoided to speedprocessing.

Business System Issues:

• To expedite error resolution, your business application should be able to displayany 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 hostcomputer system can process. For example, a table of DUNS numbers could beset up to read the shipping locations of a trading partner on a purchase order andtranslated into the customer codes used by the receiving computer.

• Application software should be able to recognize if any transaction received is aduplicate, regardless of whether it was received via EDI.

• An audit control system should be created that provides the ability to monitor thedelivery and receipt of each transaction. This audit trail tracks the life cycle of adocument.

• A system to archive raw data should comply with all government and corporaterecord retention rules and regulations.


14 MAY 1998

• Use of characters in your database(s) that are also segment and data elementseparators should be avoided. If you must use any of these characters, they mustbe 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 tradingpartners. See section VIII for I/C EDI Control Segments.

• Trading partner templates or overlays contain all of the segments that will be usedwith each trading partner and contain all of the maps and table numbers that willinstruct your computer how to create an outgoing message, or process anincoming message. It is recommended that you consolidate trading partnersthrough a generic I/C EDI transaction set map.


MAY 1998 15

PARTNER INITIAL SURVEY/QUESTIONNAIRE

Company Name: EDI Business Contact: Title: Address: City: St: Zip: Phone: Fax: E-Mail:

EDI Technical Contact: Title: Address: City: St: Zip: Phone: Fax: E-Mail:

Current EDI Capabilities

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

What guidelines do you support? VICS-EDI UCS I/C GEDI EANCOM

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 No 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


16 MAY 1998

TRADING PARTNER PROFILE WORKSHEET

TRANSMISSION TOXYZ Co.

TRANSMISSION FROMABC Co.

Authorization Info Qual. ISA01 00 00

Authorization Info ISA02 BLANK FILLED BLANK FILLED

Security Info Qualifier ISA03 00 00

Security Info ISA04 BLANK FILLED BLANK FILLED

Sender ID Qualifer ISA05 01 01

Sender ID ISA06 999999999

Receiver ID Qualifier ISA07 01 01

Receiver ID ISA08 123456789

Sender’s Code GS02 999999999

Receiver’s Code GS03 123456789

ABC Co. VENDOR/CUSTOMER

DUNS NUMBER 999999999

COMPANY NAME ABC Co.

ADDRESS 1200 Industrial Drive

Anywhere, TN 37172

NETWORK (VAN) I/C NET

CONTACT PERSON Warren Hamaker

PHONE NUMBER 123-456-7890

ASC X12 VERSION 3050 and Above

Please complete and return by: MMDDYY

*Note:The Trading Partner Profile should also contain Transaction Set specific default data that is established up front be-tween trading partners. This eliminates the need to send repetitive data in each transaction set. See Transaction Setbusiness examples section for examples of typical data to be included in the Trading Partner Profile.


MAY 1998 17


18 MAY 1998

V - OVERVIEW OF FORMAT

INTRODUCTIONThe purpose of this section is to provide the necessary information to enable tradingpartners to utilize the ASC X12 standards for the exchange of electronic businessdocuments.

The transmission, in the ASC X12 format, is comprised of an outer envelope(transmission envelope) which identifies the sender and receiver. Within the trans-mission envelope are one or more functional groups.

The functional groups are analogous to batches of like documents, e.g. purchaseorders, 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 thesegment is separated by a data element separator character (a “*” is used to depictthe data element separator in printed examples). A segment terminator character isused to mark the end of a segment (a “^” is used to depict the segment terminatorin printed examples).

SegmentID ✻

DataElement

1✻

DataElement

2✽

DataElement

3^

Many of the data elements are optional, e.g., if the data element is not applicable itis not required to be sent. When a data element is omitted the data element separatorsremain to explicitly indicate the omission. See Example 2.

SegmentID ✻

DataElement

1✻ ✻

DataElement

3^

When the data element that is being omitted is at the end of the segment, the segmentterminator is placed after the last data element used. See Example 3.

SegmentID ✻

DataElement

1^

As with the data elements, some of the segments are optional. However, when asegment is omitted, it is not sent. There is no need to explicitly indicate the omissionof a segment.

SEGMENTEXAMPLE 1

SEGMENTEXAMPLE 2

SEGMENTEXAMPLE 3


MAY 1998 19

IMPLEMENTATION GUIDELINE FORMATEach transaction set begins with an introduction, which will contain any conditionsand business issues applicable to that transaction. After the introduction, the Indus-trial/Commercial (I/C) segment hierarchy and segment descriptions are listed. TheASC X12 segment hierarchy follows the I/C EDI segment descriptions. The lastsection of the transaction set contains the cut sheets highlighting the differencesbetween 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/CEDI. This provides the user of the I/C EDI conventions and guidelines with a list ofthe 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 isprovided, in order. See the example below. Each segment is listed with the segmentID and name, level (header, detail, or summary), loop (if the segment is contained

I/C EDI 810 Invoice

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

61 010 ST Transaction Set Header M 1

62 020 BIG Beginning Segment for Invoice M 1

63 040 CUR Currency O 1

64 050 REF Reference Identification O 12

65 060 PER Administrative Communications Contact O 3

LOOP ID - N1 200

66 070 N1 Name O 1

68 080 N2 Additional Name Information O 2

69 090 N3 Address Information O 2

70 100 N4 Geographic Location O 1

71 130 ITD Terms of Sale/Deferred Terms of Sale O >1

73 140 DTM Date/Time Reference O 10

74 150 FOB F.O.B. Related Instructions O 1

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

LOOP ID - IT1 200000

75 010 IT1 Baseline Item Data (Invoice) O 1

77 030 IT3 Additional Item Data O 5

78 040 TXI Tax Information O 10

80 050 CTP Pricing Information O 25

LOOP ID - IT1/PID 1000

81 060 PID Product/Item Description O 1

82 120 REF Reference Identification O >1


LOOP ID - IT1/SAC 25

84 180 SAC Service, Promotion, Allowance, or Charge Information O 1

LOOP ID - IT1/SLN 1000

86 200 SLN Subline Item Detail O 1


20 MAY 1998

within a loop), loop repeat (for the first segment in the loop), requirement within thetransaction set, maximum use, purpose (as defined by ASC X12), ASC X12 syntaxnotes, ASC X12 semantic notes, ASC X12 comments for segment usage, and notesthat explain the I/C EDI convention for this segment within the transaction set. It isimportant to note, all shaded text in this section is the I/C EDI conventions andterminology. The unshaded areas contain codes, definitions, and comments from theASC 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 referencedesignator, data element number, data element name, and attributes.

When a data element is designated by ASC X12 as mandatory, or the data elementis required by I/C EDI, a ➤ will appear in the left margin next to the data element.See the example below.

Segment: PID Product/Item DescriptionLevel: Detail

Loop: PO1/PID Usage: Optional Max Use: 1000

Usage: Mandatory

Max Use: 1

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

Syntax: 1 C0403If PID04 is present, then PID03 is required.

2 R0405At least one of PID04 or PID05 is required.

3 C0703If PID07 is present, then PID03 is required.



Semantic: 1 Use PID03 to indicate the organization that publishes the code list being referred to.

2 PID04 should be used for industry-specific product description codes.

3 PID08 describes the physical characteristics of the product identified in PID04. A "Y" indicatesthat the specified attribute applies to this item; an "N" indicates it does not apply. Any other valueis indeterminate.

4 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.

B Use PID06 when necessary to refer to the product surface or layer being described in thesegment.

C PID07 specifies the individual code list of the agency specified in PID03.

Notes: This segment is used when there is no primary product identification specified in the PO1 segmentor when that primary product identification in the PO1 segment is not sufficient to fully describethe product.

Example: PID ✽F✽✽✽✽RUBBER GRIP^

Data Element Summary

REF.DES.

DATAELEMENT NAME ATTRIBUTES

➤ PID01 349 Item Description TypeCode indicating the format of a description F Free-form

M ID 1/1

➤ PID05 352 DescriptionA free-form description to clarify the related data elements and their content

C AN 1/80

I/CConventions

for thissegment

Relationalconditions for

data elements

Indicatesthat this dataelement must

be used

ASC X12Data


MAY 1998 21

Segment Identifier

Each segment has a unique identifier consisting of the combination of two or threealpha/numeric characters. The segment identifiers are specified in the first positionsof each individual segment. The segment identifier is not a data element.

Segment Terminator

Each segment is terminated by a special character (^) inserted in the segmentimmediately following the last data element to be transmitted.

Segment Usage

M MandatoryThis data segment absolutely must be included in the transaction set. (Note thata data segment may be mandatory in a loop of data segments but that the loopitself is optional if the beginning segment of the loop is designated as optional.)

O OptionalThe presence of this data segment is at the option of the sending party or is basedon the mutual agreement of the interchange parties.

Data Element Separator

An asterisk (*) separator precedes each data element within a segment.When thereis no data being transmitted for a defined element, the asterisk is transmitted topreserve the data element sequence. Transmission of the data segment terminatorcode 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 usedas the data element separator.

Component Data Element Separator

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

Data Element Reference Number

Data elements are assigned a unique reference number. This reference number isused in the diagrams of all segments to aid in locating the data element definitionsand 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 inwhich it is used and its sequential position within that segment. The code iscomposed of the segment identifier followed by a two-character number indicatingthe position of the data element in that segment. For example, the referencedesignator N101 indicates the first element in the N1 Segment. The counting ofpositions starts with 01 for the first data element and is incremented by one to theend of the segment.


22 MAY 1998

Attributes:

Each data element has three ASC X12 attributes: element usage, element type, andMinimum/Maximum length.

Element Usage:

M MandatoryThe data element must be used if the segment is used.

O OptionalThe data element may be used if the segment is used.

C ConditionalThe data element may be used only if other elements are used within thesegment.

The particular condition/relation will be stated in the Data Element Summaryfor the segment when used.

Element Type:

ID IdentifierValues for the identifier-type data elements are taken from a pre-defined list inthe ASC X12 Data Element Dictionary.

AN StringValues for the string-type data elements are a sequence of any printable charac-ters.

DT DateValues for the date-type data element are in the format CCYYMMDD.

TM TimeValues for the time-type data element are in the format HHMM, expressed in24 hour clock.

Nx NumericValues 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 DecimalThis is a numeric field in character format, with a decimal point included. Thedecimal 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”.


MAY 1998 23

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 ASCX12 standard. See the example below.

ASC X12 810 InvoiceFUNCTIONAL GROUP ID = IN

This Draft Standard for Trial Use contains the format and establishes the data contents ofthe Invoice Transaction Set (810) for use within the context of an Electronic DataInterchange (EDI) environment. The transaction set can be used to provide for customaryand established business and industry practice relative to the billing for goods andservices provided.




N/U 030 NTE Note/Special Instruction O 100



N/U 055 YNQ Yes/No Question O 10


LOOP ID - N1 200

66 070 N1 Name O 1




N/U 110 REF Reference Identification O 12

N/U 120 PER Administrative Communications Contact O 3

N/U 125 DMG Demographic Information O 1




N/U 160 PID Product/Item Description O 200

N/U 170 MEA Measurements O 40

N/U 180 PWK Paperwork O 25

N/U 190 PKG Marking, Packaging, Loading O 25

N/U 200 L7 Tariff Reference O 1

N/U 212 BAL Balance Detail O >1

N/U 213 INC Installment Information O 1

N/U 214 PAM Period Amount O >1

LOOP ID - LM 10

N/U 220 LM Code Source Information O 1

N/U 230 LQ Industry Code M 100

LOOP ID - N9 1

N/U 240 N9 Reference Identification O 1

N/U 250 MSG Message Text M 10

LOOP ID - V1 >1

N/U 260 V1 Vessel Identification O 1


24 MAY 1998

DATA FORMAT SPECIFICATIONS

Data Elements

All data elements incorporated in the data element list are assigned minimumrequired and maximum permissible character lengths. Example: The data elementName may be expressed in one to thirty-five characters.

Data element types are numeric (implied decimal point), floating decimal (optionaldecimal point), alpha/numeric, date, time or ID.

The decimal point for the implied decimal type is implicitly located within decimaldata 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 nevertransmitted.) The length of the field does not include the minus sign.

In any required numeric or decimal field used, the minimum digits must betransmitted 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 valuesare 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. Theseconditions are displayed in the segment diagram with a notation indicating the typeof relationship and elements involved. The requirement designator of a data elementincluded 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 bepresent.

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 remainingreferenced data elements must be present.

L (conditional paired)indicates that if the first referenced data element is present, then at least one of theremaining referenced data elements must be present.

Relational Condition Example: P0304The letter P indicates a paired relationship as described above. The numbers aregroups of two digits which indicate the position of affected data elements in asegment. Thus, P0304 indicates that the third and fourth data elements in the segment


MAY 1998 25

are paired, i.e., if one is present the other must also be present in order to have aclear meaning.

Segments

Segments are either mandatory or optional as defined for each transaction set.

Segments must be transmitted according to the specified standard sequence withina transaction set.

Individual segments may be repeated for a specific number of times according touser requirements not to exceed maximum use. A mandatory segment is mandatoryfor its first occurrence, i.e., if a mandatory segment has a maximum use of 3, only1 is mandatory and 2 more can be used if required. In a loop, mandatory segmentsare required for each iteration.

Groups of segments may be repeated for a specific number of times as defined forloops below.

Loops

Some segments assume a special relationship with other segments. This necessitatesa procedure under which groups of segments may be collectively repeated in a serialfashion for up to a specified maximum number of times. This maximum is indicatedby the loop repeat number appearing with the first segment in the loop. In thetransaction set table(s) that follow, each loop is designated by a bracket surroundingthe segments included in the loop. This group of segments is associated by the loopidentifier.

Loops are either mandatory or optional. The classification of the first segment withinthe loop determines whether the loop is mandatory or optional. If the requirementdesignator of the first segment is mandatory (M), then at least one iteration of theloop is required. If the loop is used and the requirement designator of the firstsegment 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 segmentsin a loop are mandatory only if the loop is used.

Loops may be bounded or unbounded. Bounded loops require the use of loop startand loop end segments. If a Loop Header control segment (LS) is used, it appearsbefore the first segment in the loop. A loop can be repeated up to the number of timesindicated in the specifications (loop repeat), but the LS segment appears only oncebefore the loop. The Loop Trailer control segment (LE) appears after the lastsegment in a loop and indicates that the loop or sub-loop has ended. The requirementdesignator of the LS and LE segments are always the same as the first segment inthe loop after the LS. The LS segment is never immediately followed in a transmis-sion by LE, since the loop control segments are not transmitted unless there are otherdata segments which they enclose.


26 MAY 1998

CODING POLICY

General

Data elements are sometimes specified for both a code and free-form description ofwhat the code represents. The intent is to work toward a system of coded datainterchange and, at the same time, to recognize that a code translation facility maynot 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. Controlheaders require codes for Sender IDs and Receiver IDs. Free-form literals are notpermitted in the control header.

Identification

A Universal Customer/Supplier Identification Code is critical to the success of thestandards. The format for the Universal Customer/Supplier Identification Code isdefined 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 companywill tell the companies they deal with what code number to use to identify a specif icdivision, plant, warehouse or other location. Every company must have a UniversalCustomer/Supplier ID number for each ‘‘physical ship to’’ location and should haveone 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 userassignments, such as identify ing different supplier selling divisions and/or physicaldistribution centers. The DODAAC (Department of Defense Activity Address Code)may be used in place of the 13 character Universal ID in transmissions with militarytrading 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 themigration to the industry use of the SCC-14 for product identif ication. The SCC-14contains a packaging indicator and is compatible with the EAN product codingstructure. 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 viablealternate product ID.


MAY 1998 27

These two methods of identifying products are used throughout I/C EDI guidelines.Prior to initiating any transmission activity, new trading partners should review theirrespective item, price and promotion databases to ensure they are in completeagreement. For additional information, please visit the UCC website:

http://www.uc-council.org


28 MAY 1998

STANDARDS CHANGE REQUEST PROCEDUREAll change requests must be submitted to the Uniform Code Council, on anIndustrial/ Commercial EDI Guidelines Change Request Form, not less than 30 daysprior to the Standards Maintenance Committee meeting which is expected toconsider the proposal. Once the UCC has received a Change Request, it willacknowledge receipt in writing. The request will be considered in accordance withthe 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 satisfythe business requirement. Provide the names and associated identifiers of thetransaction sets, segments, data elements and codes affected. If a request is for a newdata 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 satisfiedby 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.


MAY 1998 29

INDUSTRIAL/COMMERCIAL EDI GUIDELINESCHANGE REQUEST FORM

Mail to:Uniform Code Council8163 Old Yankee StreetDayton, OH 45458(937) 435-3870(937) 435-7117 Fax

UCC Control No:

X12 Control No:

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:


30 MAY 1998

VI - CONTROL CONCEPTS

DATA HANDLING RESPONSIBILITIESThe sender is responsible for ensuring that error-free information is transmitted intime to be operationally useful to the receiver. The receiver is responsible forensuring that adequate facilities are available for receiving and processing thetransmitted information. For EDI participation, all parties are responsible for defin-ing obligations associated with the data transmission activity.

TRANSMISSION STRUCTUREThe structure of the Electronic Data Interchange system provides the participantwith multiple levels of control to ensure data integrity within a given transmission,functional group, or transac-tion set. This is accomplishedthrough the use of header andtrailer control segments de-signed to uniquely identifythe start and end of transmis-sions, functional groups andtransaction sets. The figurebelow illustrates the trans-mission structure.

Communication SessionThe term CommunicationSession is an all-inclusiveterm that refers to the unin-terrupted flow of data trans-ferred between two inde-pendent computer systems.

Transaction Set Headerand TrailerThe set boundaries consist ofa Transaction Set Headersegment (ST) marking thebeginning of each set and aTransaction Set Trailer seg-ment (SE) marking the end ofeach set.

Transaction Set IdentifierEach type of transaction setis identified by a unique iden-tifier consisting of three nu-meric characters in the STsegment. This is the transac-

Communications Transport Protocol

Interchange Control Header

Functional Group Header

Functional Group Header

Functional Group Trailer

Transaction Set Header

Transaction Set Trailer





Functional Group Trailer

Interchange Control Trailer

Communications Transport Protocol

Detail Segments(e.g., Receiving Advice)

Detail Segments(e.g., Purchase Order)

Detail Segments(e.g., Purchase Order)

FU

NC

TIO

NA

L G

RO

UP

FU

NC

TIO

NA

L G

RO

UP

INT

ER

CH

AN

GE

EN

VE

LOP

E

CO

MM

UN

ICAT

ION

S S

ES

SIO

N

IEA

GE

SE

ST

GS

GE

SE

ST

SE

ISA

ST

GS


MAY 1998 31

tion set identifier and is inserted as the first data element of each Transaction SetHeader segment. The identifiers used in this volume are identified in the TransactionSet Section X.

Functional Group Header and TrailerI/C EDI Implementation Guidelines require the use of a control header (GS) at thebeginning of each functional group and control trailer (GE) at the end of eachfunctional group of transaction sets. This provides the receiver with identificationof the application type.

Functional Group IdentifierEach Functional Group Header Segment (GS) contains a Functional Identifier (DataElement 479) consisting of two alphabetic characters. The Functional Identifiersused in this standard and the corresponding transaction set identifiers can be foundin the Transaction Set section (see Section X).

Transmission Control Header and TrailerThe I/C EDI Implementation Guidelines require the use of a Transmission ControlHeader segment (ISA) which identifies the source of a transmission group to therecipient. This header, along with the Transmission Control Trailer segment (IEA),serves to frame a data transmission group. The Transmission Control Trailer segmentis the ending segment of a data transmission group. The trailer contains totals of thenumber of functional groups within a transmission group for control purposes.Multiple transmission groups (ISA-IEA) can be transmitted in a communicationsession.

SECURITYElectronic Data Interchange (EDI) is designed to provide at least as high a degreeof security as today’s conventional mail or telephone service. Moreover, the designmakes it extremely difficult to obtain unauthorized data. The legal effect of the dataexchanged in the context of contractual relationships is left to the marketplace andnegotiation between individual buyers and sellers, shippers and carriers, payors andpayees.

ACKNOWLEDGMENTSA functional acknowledgment is required for I/C EDI data interchange.

An acknowledgment is the transmission of a Functional Acknowledgment Transac-tion Set (997) to the original sender to indicate the status of the transmission withrespect to standards adherence. This functional acknowledgment does not implyacceptance of the contents of the associated transaction sets.

The Functional Acknowledgment Transaction Set provides a positive indication thatall transactions transmitted were received and, if syntactical errors exist, to identifythe EDI segment and rejected elements and reason for error.

A functional acknowledgment is never transmitted to acknowledge receipt ofanother Functional Acknowledgment Transaction Set.


32 MAY 1998

Acknowledgments must be sent in a timely manner, with the I/C EDI Implementa-tion Guidelines recommending no later than twelve hours after the originator’stransmission. Caution: This may not be sufficient for certain transactions whichrequire a more immediate response. The receiver of the information is responsiblefor ensuring that acknowledgments are returned to the sender within the specifiedtime frame. The sender of the original transaction is responsible for monitoringreceipt of transmission acknowledgments and reconciling with sent documents.

All transaction sets associated with a transmission for which a transmission orfunctional group header error is detected require manual intervention by the sender.

While the error identification and rejection system could be automatically executedunder computer program control by the receiver, manual intervention by the senderis recommended to take corrective action and to retransmit corrected information.The receiver of transaction sets which fail to pass the edit or audit procedures mayreject the entire transaction set, issuing the appropriate information in a FunctionalAcknowledgment Transaction Set. (The receiver, however, has the option of accept-ing any transaction set.)

When a rejection occurs, manual or automatic means external to the data interchangeprocess are used by the sender for correction. The entire transaction set may beretransmitted without any reference to the previous error.

RETRANSMISSION OF TRANSACTIONSI/C EDI participants should be able to retransmit any previous transmission (ISA-IEA) at the request of the receiver of the data if such request is made within sevencalendar days from the original transmission date. They must also be able at anytime to resend any previous transmissions not acknowledged with a 997 TransactionSet.

NETWORK CENTRIC PROCESSINGNew electronic commerce partnerships have been formed which take advantage ofindependent sevices within the network, providing additional value. That is, thesending partner may transmit one or more transactions; these transactions would beprocessed in some manner by a third party process; and then the transactions orreplacement transactions would be sent to the original intended receiving partner.

Buyer SellerCentric Process


MAY 1998 33

The network-centric service will offer processing alternatives for our partnerships,such as transaction summaries, EDI cross mapping facilities, Vendor ManagedInventory (VMI) processing alternatives, payment processing, etc. This will allowmore suppliers to service more distributors. While the model of network centriccomputing has started to reduce both the suppliers and buyers costs, it has increasedthe demands on our EDI structure. The following discussion describes how ASCX12 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 theouter envelope of the EDI transaction called the ISA segment; and the sameinformation is also placed in the GS segment. With Network Centric Processing, itis handled differently. The outer envelope (ISA) contains the physical from/toinformation 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 intendedreceiver are always known, end-to-end.

Network-Centric Addressing

ISA Sender ID Receiver ID Used to specify Point to Point addressing.

GS Sender ID Receiver ID Used to specify End to End addressing.

Point to Point addresses represent the physical address of the sender and receiver inthe transaction.

End to End addresses represent the logical address of the originator of the transactionand the final recipient of the transaction. This allows for other parties to add valueto a transaction as it is processed.

NETWORK-CENTRIC EDI PROCESSINGListed below are two examples of network centric partnerships.

Example 1:This example indicates that one or more bank partnerships can be used to add valueto a transaction. An example would be a bank process that would receive electronicpayments and perform invoice reconciliation.

Buyer

Supplier

Buyer’sBank

Supplier’sBank

Example 1


34 MAY 1998

Buyer to Buyer’s Bank Buyer’s Bank to Supplier’s Bank

Sender ID Receiver ID Sender ID Receiver ID

ISA Buyer ID Buyer’s Bank ID Buyer’s Bank ID Supplier’s Bank ID

GS Buyer ID Supplier ID Buyer ID Supplier ID

Supplier’s Bank to Supplier

Sender ID Receiver ID

ISA Supplier’s Bank ID Supplier ID

GS Buyer ID Supplier ID

Example 2:This example indicates a Vendor Managed Inventory process being provided in thepartnership.

Buyer to VMI VMI to Supplier

Sender ID Receiver ID Sender ID Receiver ID

ISA Buyer ID VMI ID VMI ID Supplier ID

GS Buyer ID Supplier ID Buyer ID Supplier ID

Buyer

Supplier

ThirdParty

VMI

Processes

Example 2


MAY 1998 35


36 MAY 1998

VII - I/C GUIDELINE CONVENTIONS

COMMUNICATION IDENTIFICATIONI/C users must have an interchange sender/receiver ID (ISA06/ISA08). The I/C EDIguidelines recommend the DUNS number be used as the interchange sender/receiverID with an interchange ID qualifier of 01 DUNS (ISA05/ISA07). As messagevolume increases, the sender/receiver ID assumes greater importance. Thesender/receiver ID helps to ensure the security of a transmission and facilitatesprocessing of transmissions.

For information on how to obtain a DUNS number, contact Dun and Bradstreet.

Dun and Bradstreet Information ServicesInformation Quality DepartmentDUNS Number Administration899 Eaton AvenueBethlehem, PA 18025Phone: (215) 882 - 7748

DUPLICATE TRANSACTIONSWhen implementing the I/C EDI Implementation Guidelines, participants mustconsider providing facilities to detect and handle duplicate transactions. Duplicatetransactions can occur for a variety of reasons ranging from computer errors toapplication system failures and re-starts. Duplicate transactions should not berejected via the EDI acceptance/rejection mechanism unless, of course, they areimproperly formatted.

USE OF SIGNED NUMERIC FIELDSAll quantitative data elements are assumed to be positive or zero unless precededby 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 arepositive.

3) Unless otherwise noted, data elements which decrease the monetary amount arenegative and must be preceded by a minus (-) sign.

4) Temperatures may be either positive or negative.

THIRD PARTY CONVENTIONSWhen implementing the I/C EDI Guidelines, the primary sender/receiver relation-ship is always between end parties. The end party receiver is responsible for ensuringthat the functional acknowledgment is generated regardless of any third party


MAY 1998 37

relationships. Relationships between end party and a service provider may take anyform; however, the service provider must appear transparent. In the case of problemresolution, contact with the third party is the responsibility of the end party for whomthe service provider is the agent. However, this third party transparency is notintended to preclude a third party agent from contacting a sender, receiver or anotherthird party directly in order to expedite the problem resolution. (see Section VIcontrol concepts for network - centric information)

REFERENCE NUMBERSIdentifying reference numbers should appear in the Reference Identification Seg-ment (REF) when no specific data element exists or additional clarification isrequired.

USE OF IDENTIFICATION CODESThe following are the primary codes recommended for use in Data Element 66(Identification Code Qualifier):

1 DUNS Number

9 DUNS with 4-character suffix

91 Assigned by seller or sellers agent

92 Assigned by buyer or buyers agent

VERSIONSI/C EDI Implementation Guideline users are required to support two versions of thestandard - the current version and the previous version. The previous version of thestandard must be supported for six months after the implementation of the newversion. During this six month period I/C users should be able to receive bothversions - current and previous, and to be able to send either the current or previousversion. After six months - the previous version is dropped.

To facilitate the implementation of the I/C EDI guidelines, cut sheets, highlightingthe net differences between 004010IC and previous versions through 003050IC, willbe included. While the SMC recognizes the relative importance of the cut sheetscovering prior ASC X12 versions, the use of the 004010IC version is stronglyencouraged.

1998/1999 Timetable

May 1998 Version 004010IC Published

July 1998 Version 004010IC Implemented

October 1998 (if used) Version 003070IC Dropped


38 MAY 1998

DECIMAL SPECIFICATIONS FOR ‘‘R’’ TYPE DATAELEMENTFor those data elements whose type is R, the maximum decimal precision is specifiedin the transaction sets in Section X of this guideline. The format will be Rn, wheren stands for the maximum number of digits to the right of the decimal point; theactual number of digits to the right of the decimal can be from none to n. The decimalis 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 1/910 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 beingtransmitted.

DELIVERY OF DATAIt is recommended that data be transmitted to receiving partners as expeditiously aspossible.

If a company uses a third-party service to transmit data, then that company isresponsible for insuring that their third-party service transmits data as expeditiouslyas possible.


MAY 1998 39


40 MAY 1998

VIII - CONTROL SEGMENTS(Envelope, Group and Transaction Set control Mapping)

The control segments defined in this manual include the headers and trailers for eachtransmission, functional group, transaction set and bounded loop.


MAY 1998 41

Segment: ISA Interchange Control HeaderPurpose: To start and identify an interchange of zero or more functional groups and

interchange-related control segments285 Notes: The ISA segment is fixed length (min/max are equal for each element),

however, data element separators are used between data elements to beconsistent with the basic syntax of segment structure.

286 The following control characters have been identified for use in the I/Cindustry:

287 Segment Terminator

Recommended^ (HEX "5E" in EBCDIC) (HEX "5F" in ASCII)

This segment terminator that is to be used in the transmission is definedby 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 usedthroughout the transmission.

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 bythe 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)

290 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 whengoing from EBCDIC to ASCII and back.

291 The ISA segment supports the I/C EDI Guidelines as well as the normalASC X12 convention for identification of the receiver and the sender.

Data Element SummaryREF.DES.


➤ ISA01 I01 Authorization Information Qualifier M ID 2/2Code to identify the type of information in the Authorization Information

00 No Authorization Information Present (No Meaningful Information in I02)

➤ ISA02 I02 Authorization Information M AN 10/10Information used for additional identification or authorization of the interchange sender orthe data in the interchange; the type of information is set by the Authorization InformationQualifier (I01)

➤ ISA03 I03 Security Information Qualifier M ID 2/2Code to identify the type of information in the Security Information

294 Normally the value is 00.


42 MAY 1998

➤ ISA04 I04 Security Information M AN 10/10This is used for identifying the security information about the interchange sender or thedata 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 M ID 2/2Qualifier to designate the system/method of code structure used to designate the senderor receiver ID element being qualified

296 The Interchange ID Qualifier is used to define the code used, in ISA06, to identifythe sender of the interchange.

298 The common means of identification of transportation carriers is the StandardCarrier Alpha Code (SCAC). When sending to or receiving from a transportationcarrier, the SCAC should be used to identify the carrier.

01 Duns (Dun & Bradstreet)299 Nine digit

02 SCAC (Standard Carrier Alpha Code)

14 Duns Plus Suffix354 Thirteen digit

➤ ISA06 I06 Interchange Sender ID M AN 15/15Identification code published by the sender for other parties to use as the receiver ID toroute 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 M ID 2/2Qualifier to designate the system/method of code structure used to designate the senderor receiver ID element being qualified

305 The Interchange ID Qualifier is used to define the code used, in ISA08, to identifythe receiver of the interchange.

307 The common means of identification of transportation carriers is the StandardCarrier Alpha Code (SCAC). When sending to or receiving from a transportationcarrier, the SCAC should be used to identify the carrier.

01 Duns (Dun & Bradstreet)299 Nine digit

02 SCAC (Standard Carrier Alpha Code)

14 Duns Plus Suffix355 Thirteen digit

➤ ISA08 I07 Interchange Receiver ID M AN 15/15Identification code published by the receiver of the data; When sending, it is used by thesender as their sending ID, thus other parties sending to them will use this as a receivingID to route data to them

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

➤ ISA09 I08 Interchange Date M DT 6/6Date of the interchange

308 The date the group was created in the sender’s system; submit date. Format isYYMMDD.

➤ ISA10 I09 Interchange Time M TM 4/4Time of the interchange

309 The time the group was created in the sender’s system; submit time. Format isHHMM; 24 hour clock.

➤ ISA11 I10 Interchange Control Standards Identifier M ID 1/1Code to identify the agency responsible for the control standard used by the messagethat is enclosed by the interchange header and trailer

U U.S. EDI Community of ASC X12, TDCC, and UCS


MAY 1998 43

➤ ISA12 I11 Interchange Control Version Number M ID 5/5This version number covers the interchange control segments

310 This version number is for the envelope only. It is not the same as the versionnumber in GS08.

00401 Draft Standards for Trial Use Approved for Publication by ASC X12Procedures Review Board through October 1997

311 Version 4, Release 1

➤ ISA13 I12 Interchange Control Number M N0 9/9A control number assigned by the interchange sender

312 The number is sequentially assigned, by the sender, starting with one within eachtrading partner. The trading partner at the interchange level is defined by theInterchange Receiver ID (ISA08). The control number is incremented by one foreach interchange envelope sent to the trading partner. When the control numberreaches 999999999 (maximum size), the next interchange envelope will havecontrol number 000000001.

➤ ISA14 I13 Acknowledgment Requested M ID 1/1Code sent by the sender to request an interchange acknowledgment (TA1)

313 The I/C Industry is not using transmission acknowledgments. The transmissionacknowledgment is not the same as the functional group acknowledgment.

0 No Acknowledgment Requested

➤ ISA15 I14 Usage Indicator M ID 1/1Code to indicate whether data enclosed by this interchange envelope is test, productionor information

314 The test indicator is valuable for start-up system tests. The indicator applies to theentire transmission.

P Production DataT Test Data

➤ ISA16 I15 Component Element Separator M 1/1Type is not applicable; the component element separator is a delimiter and not a dataelement; this field provides the delimiter used to separate component data elementswithin a composite data structure; this value must be different than the data elementseparator and the segment terminator

315 The value identified for I/C use.


44 MAY 1998

Segment: IEA Interchange Control TrailerPurpose: To define the end of an interchange of zero or more functional groups and

interchange-related control segments



➤ IEA01 I16 Number of Included Functional Groups M N0 1/5A count of the number of functional groups included in an interchange

323 The count of GS segments within the transmission.

➤ IEA02 I12 Interchange Control Number M N0 9/9A control number assigned by the interchange sender

324 This must be the same number as is in the ISA segment (ISA13) for thetransmission.


MAY 1998 45

Segment: GS Functional Group HeaderPurpose: To indicate the beginning of a functional group and to provide control

informationSemantic: 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 afunctional group header and a functional group trailer.



➤ GS01 479 Functional Identifier Code M ID 2/2Code identifying a group of application related transaction sets

AG Application Advice (824)AN Return Merchandise Authorization and Notification (180)AS Transportation Appointment Schedule Information (163)BS Shipment and Billing Notice (857)CD Credit/Debit Adjustment (812)CT Application Control Totals (831)FA Functional Acknowledgment (997)GF Response to a Load Tender (990)IB Inventory Inquiry/Advice (846)IM Motor Carrier Freight Details and Invoice (210, 980)IN Invoice Information (810,819)MI Motor Carrier Shipment Status Inquiry (213)

OR Organizational Relationships (816)PC Purchase Order Change Request - Buyer Initiated (860)PD Product Activity Data (852)PO Purchase Order (850)PR Purchase Order Acknowledgement (855)PS Planning Schedule with Release Capability (830)PV Purchase Order Shipment Management Document (250)QG Product Information (878, 879, 888, 889, 893, 896)QM Transportation Carrier Shipment Status Message (214)RA Payment Order/Remittance Advice (820)RC Receiving Advice/Acceptance Certificate (861)RI Routing and Carrier Instruction (853)

RP Commission Sales Report (818)RQ Request for Quotation (840) and Procurement Notices (836)RR Response to Request For Quotation (843)RS Order Status Information (869, 870)SC Price/Sales Catalog (832)SH Ship Notice/Manifest (856)SM Motor Carrier Load Tender (204)TX Text Message (864)


46 MAY 1998

➤ GS02 142 Application Sender’s Code M AN 2/15Code identifying party sending transmission; codes agreed to by trading partners

318 A unique code to identify the sender. This is usually the same as the code used inISA06. It could be used to define sub organizations, e.g., companies of acorporation, departments, etc. The trading partners must agree on the codes.

➤ GS03 124 Application Receiver’s Code M AN 2/15Code identifying party receiving transmission. Codes agreed to by trading partners

319 A unique code to identify the receiver. This is usually the same as the code used inISA08. It could be used to define sub organizations, e.g., companies of acorporation, departments, etc. The trading partners must agree on the codes.

➤ GS04 373 Date M DT 8/8Date expressed as CCYYMMDD

308 The date the group was created in the sender’s system; submit date. Format isCCYYMMDD.

➤ GS05 337 Time M TM 4/8Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, orHHMMSSDD, 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 sender’s system; submit time. Format isHHMM; 24 hour clock.

➤ GS06 28 Group Control Number M N0 1/9Assigned number originated and maintained by the sender

320 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 FunctionalAcknowledgment is received for that group.

➤ GS07 455 Responsible Agency Code M ID 1/2Code used in conjunction with Data Element 480 to identify the issuer of the standard

X Accredited Standards Committee X12

➤ GS08 480 Version / Release / Industry Identifier Code M AN 1/12Code indicating the version, release, subrelease, and industry identifier of the EDIstandard being used, including the GS and GE segments; if code in DE455 in GSsegment is X, then in DE 480 positions 1-3 are the version number; positions 4-6 are therelease and subrelease, level of the version; and positions 7-12 are the industry or tradeassociation 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 ProceduresReview Board through October 1997, Version 4, Release 1, the I/C EDIsubset

350 The issue of non conforming EDI transmissions is an important one. Thesender and receiver of the transmission that indicates the use of I/C EDIGuidelines (GS08 code 004010IC) will expect that all of the segments,elements and codes contained therein conform to the I/C EDI Guidelines.


MAY 1998 47

Segment: GE Functional Group TrailerPurpose: 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 identicalto the same data element in the associated functional group header, GS06.

Comments: A The use of identical data interchange control numbers in the associatedfunctional group header and trailer is designed to maximize functionalgroup integrity. The control number is the same as that used in thecorresponding header.



➤ GE01 97 Number of Transaction Sets Included M N0 1/6Total 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.

➤ GE02 28 Group Control Number M N0 1/9Assigned number originated and maintained by the sender

317 This must be the same number as is in the GS segment (GS06) for the group.


48 MAY 1998

IX - BUSINESS ISSUESThe following business issues are to be considered when implementing the I/C EDIImplementation Guidelines.

HEADER VS. DETAIL Whenever possible, information relating to a majority of items should be commu-nicated at the header level. This information is then omitted at the line item levelunless that particular item differs from the header information. For instance, therequested delivery date for most items should be sent in the header and only thedates of exceptions should be sent at the line item level. Information sent at the lineitem 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 ofidentifying buyer/seller locations such as, ship from facilities, ship-to and remit-tolocations. If a valid DUNS number identifier is provided in the N1 segment, and itsassociated address details have already been communicated in the trading partnerprofile, 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 refer-enced by a DUNS+4 number.

PRICESFor all transactions, when it is appropriate to send prices recommend that net pricesbe sent.

LINE NUMBERS Retention of line numbers (PO101) from the buying party’s purchase order isstrongly encouraged. While optional within this guideline, buyer’s line item num-bers may need to be returned in subsequent documents such as the 855 PurchaseOrder Acknowledgment, 856 Ship Notice/Manifest, and the 810 Invoice.

USE OF TEXT FIELDSThe MSG, MTX and NTE segments promote the inclusion of text data. When usingthese segments it is recommended that they be restricted to free form text and thatany 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 tothose specific agreements between trading partners. Anytime text data is passedwithin a transaction, the receiving partner may have to queue the transaction into an


MAY 1998 49

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

STANDARD PRODUCT IDENTIFICATION AND BARCODE SYMBOLOGYThe Industrial/Commercial sectors currently manufacture, distribute and use prod-ucts and materials that are sold in both retail and non retail environments. Thechallenge is determining which Product Identification structure (e.g. U.P.C.) and BarCode Symbology (e.g. UCC/EAN-128) to use when selling into the retail, non-retailor both sectors. To assist the reader in selecting the appropriate Product Identificationstructure 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 Symbol-ogy must be used as it is the standard for retail point of sale systems in NorthAmerica. 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 manufac-turer and (2) the product number assigned by the manufacturer. The U.P.C. structureis shown in figure 1.1.

Putting it all together: the six character manufacturer prefix, the five characterproduct number and the check character gives you one unique 12 character numberanywhere in the world.

The Uni versal Product Code (U.P.C.) stru cture

1234567891011121314Position

CDDDDDMMMMMMCharacter

MMMMMM is the manufacturer’s prefix assigned by the UCC

DDDDD is the 5 character product number assigned by the manuf acturer

C is the check character*

*A calculated m odulo 10 based on the preceding c haracters

Figure 1.1


50 MAY 1998

Non-Retail Environments

For non-retail environments, the SCC-14 code structure may be used. Like theU.P.C., the SCC-14 is a globally unique number. It contains the three basiccomponents found in the U.P.C., but adds an additional component called thePackaging Indicator. See figure 1.2 below.

Use of SCC-14 Codes That Include Pack identifier

As partnerships enter into the use of SCC-14 codes, considerations need to beoutlined. This enhanced SCC-14 format includes the designation of the specificpackage size in the first position of the code. Depending on the item requested, aconflict could exist in the interpretation of the quantity designated in the SCC-14code and the quantity unit of measure passed in the PO103 element.

Example:

PO102 PO103 PO106 PO107 Comments

QTY QTYU/M

Product IDQualifier

Product ID (SCC-14)

12 EA UK 30122222222228 Quantity ordered not resolved

SCC14 Quantity Description

00122222222227 1 Each

30122222222228 12 Inner Pack

50122222222222 96 Case

The SCC-14 structure

1234567891011121314Position

CDDDDDMMMMMM0PICharacter

where MMMMMM is the manufacturer’s 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, thestructure is managed by the UCC. If other than a zero, it is managed by an EAN or-ganization outside of North America.

where zero is maintained by the UCC*

where PI is the Packaging Indicator

Figure 1.2


MAY 1998 51

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 includethe PO103 element. Therefore, it is clear that the carton size from the SCC-14 packidentifier code is applied against the quantity ordered as specified in the PO102element.

Example:


QTY QTY U/M Product IDQualifier

Product ID (SCC-14)

12 Not Used UK 00122222222227 Indicates 12 eaches

12 Not Used UK 30122222222228 Indicates 12 inner packs of12 each


52 MAY 1998

X - TRANSACTION SETS810 INVOICE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55850 PURCHASE ORDER . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133997 FUNCTIONAL ACKNOWLEDGMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223


MAY 1998 53


54 MAY 1998

810 INVOICEINDUSTRIAL/COMMERCIAL (I/C) GUIDELINE

INTRODUCTIONThis section presents and explains the application of the ASC X12 standards as theypertain to the Industrial/Commercial (I/C) invoice. The purpose of this document isto provide a common, easy-to-use guideline for the EDI invoice (810) transactionset. It is to be used by sellers to request payment for goods and/or services for itemspurchased in the I/C sector by the buyer. Those items would include material formaintenance, repair and operations (MRO) products, raw materials or ingredientsand packaging supplies.

The 810 replaces the traditional paper invoice and provides significant benefit ofefficiencies and cost savings to both sellers and buyers. Complete implementationand integration reduces staff manpower costs (printing, mailing, opening, datare-keying, etc.), reduces the time window, and improves the path to reconciliationfor payment processing in the buyers financial systems. Use of the 810 neitherassumes nor requires that the original purchase order from the buyer be transmittedvia EDI. It should be used to bill for material that was shipped, or for servicesrendered, where payment is requested as would have been traditionally performedthrough paper invoice processing

The 810 also currently serves as a means for the seller to transmit credit memos tothe buyer via EDI. It is expected that this usage will ultimately be suspended andsuperceded by the implementation of the 812 Credit/Debit Adjustment transactionset. This new X12 transaction was designed to more completely address credit memo(and debit memo) functional requirements. In the meantime, the current guidelinepermits the existing practice of using the 810 to pass-along this credit informationto the buyer.

Use of the 810, especially where it follows an 850 purchase order, allows passingalong information that is extremely helpful to the buyer’s host system for paymentreconciliation such as buyer part numbers, original order line numbers, price-quoteinformation and carrier detail. It is recommended that information that mostlyremains constant, from invoice to invoice, such as billing/shipper addresses, pay-ment terms, etc., be established up-front between buyer and seller in their tradingpartner profile. This will reduce redundant, unnecessary data transmission and willhelp streamline and automate the billing process.

This guideline contains three main sections:

1. Business Issues. This section is included to emphasize any business considera-tions or to highlight recommended best practices associated with this transac-tion.

2. Transaction Set Details. This is where each segment relevant to the I/C invoiceis explained in detail. Specific suggestions regarding data to be sent are includedin this section. Recommended codes are included in the element detail and inthe appendices at the end of this guideline.


MAY 1998 55

3. Business Examples. This section includes examples illustrating how the I/Cinvoice is to be used. The first example presents the invoice in its simplest form.Additional examples explain how specific business situations can be handled inthe I/C invoice.


56 MAY 1998

I/C 810 INVOICE BUSINESS ISSUES1. Header Level vs. Detail Level information

Whenever possible, common information relating to a majority of items on theinvoice, should be communicated at the header level. Therefore this informationwould not have to be redundantly transmitted for each line item. Information thatapplies explicitly to a line item, should be placed at the detail level. Information sentat the line item level will always supersede information sent in the header for thatspecific line only.

2. Use of DUNS Number for Location Identification

The DUNS or DUNS + 4 number should be used as the primary preferred methodof identifying buyer/seller locations. If a valid DUNS or DUNS + 4 number isprovided in the N1 segment and its associated address has already been communi-cated in the trading partner profile, it is not necessary to transmit address informationin N2, N3 and N4 segments.

It is recommended that location addresses which use P.O. Box numbers be refer-enced by a DUNS+4 number.

3. Customer Quote/Contract Numbers

To support special price considerations the EDI partnership may require that specialcustomer quote numbers, specific contract numbers, or numbers associated withparticular promotions be communicated on the invoice transaction. It is suggestedthat the REF segment be used for this requirement.

The REF segment information at the header level applies to the entire invoice. REFsegments 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 communicatebuyers original purchase order number for ease of invoice reconciliation andcross-reference.

5. Terms of Sale

It is recommended that terms of sale in the ITD segment appear on every invoiceunless both selling and buying parties agree to establish the terms of sale within theirtrading partner profile.

6. Freight Payment Terms

It is recommended that freight payment terms in the FOB segment appear on everyinvoice unless both selling and buying parties agree to establish the freight termswithin their trading partner profile.


MAY 1998 57

7. Administrative Communications Contact

In view of the high maintenance associated with free form text requiring humaninterpretation, it is suggested that the PER segment be minimally used. Thisinformation 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 segmentwithin the summary level. It is recommend that the tax computation at the summarylevel of the invoice should include logic to allow processing of special tax situationsat 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 atthe summary level is NOT a summation of all SAC line item details that appear inthe invoice. It represents a charge or allowance applicable to the entire invoice value.

10. Use of Product/Item D escription Segment

The PID segment allows the inclusion of text data that assists the buyer in identifyingproduct/services. If PID is sent on the purchase order and buyer needs the informa-tion returned, then agreement should be established in the trading partner profile andthe 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 CTPsegment accommodates the legacy business practice of transmitting base price andmultiplier factor.

12. Line Numbers

Retention of line numbers (PO101) from the buying party’s purchase order isstrongly encouraged. While optional within this guideline, buyer’s line item num-bers may need to be returned in subsequent documents such as the 855 PurchaseOrder 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. specifiedin the original purchase order line item details be returned on the invoice at the lineitem detail. This facilitates cross referencing and the invoice reconciliation process.


58 MAY 1998

I/C INDUSTRIAL COM MERCIALE DI GUIDE LINE SINVOICE • 810MARCH 16 , 199800 4010

I/C EDI 810 Invoice

Header

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






LOOP ID - N1 200

66 070 N1 Name O 1







Detail

















I/C INDUSTRIAL COMMERCIALEDI GUIDELINES INVOICE •••• 810

MAY 1998 59

Summary


91 010 TDS Total Monetary Value Summary M 1


93 030 CAD Carrier Detail O 1

LOOP ID - SAC 25


LOOP ID - ISS >1

97 060 ISS Invoice Shipment Summary O 1

98 070 CTT Transaction Totals O 1

99 080 SE Transaction Set Trailer M 1

I/C INDUSTRIAL COMMERCIALINVOICE •••• 810 EDI GUIDELINES

60 MAY 1998

Segment: ST Transaction Set HeaderLevel: HeaderLoop: ___

Usage: MandatoryMax Use: 1Purpose: To indicate the start of a transaction set and to assign a control number

Semantic: 1 The transaction set identifier (ST01) used by the translation routines of theinterchange partners to select the appropriate transaction set definition(e.g., 810 selects the Invoice Transaction Set).

201 Example: ST ✽810✽0001^



➤ ST01 143 Transaction Set Identifier Code M ID 3/3Code uniquely identifying a Transaction Set

810 Invoice

➤ ST02 329 Transaction Set Control Number M AN 4/9Identifying control number that must be unique within the transaction set functional groupassigned by the originator for a transaction set

2 The number is sequentially assigned by the sender. The number must be uniquewithin the functional group.


MAY 1998 61

Segment: BIG Beginning Segment for InvoiceLevel: HeaderLoop: ___

Usage: MandatoryMax Use: 1Purpose: To indicate the beginning of an invoice transaction set and transmit identifying

numbers and datesSemantic: 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.

228 Example: BIG ✽19980107✽A123✽19971215✽B456^



➤ BIG01 373 Date M DT 8/8Date expressed as CCYYMMDD

243 This element is used to specify invoice issue date.

➤ BIG02 76 Invoice Number M AN 1/22Identifying number assigned by issuer

225 Sellers unique reference number for this document.

BIG03 373 Date O DT 8/8Date expressed as CCYYMMDD

244 Used to specify buyers original purchase order date.

BIG04 324 Purchase Order Number O AN 1/22Identifying number for Purchase Order assigned by the orderer/purchaser

226 For service invoices, purchase order number may or may not exist for reference.

BIG05 328 Release Number O AN 1/30Number identifying a release against a Purchase Order previously placed by the partiesinvolved in the transaction

BIG07 640 Transaction Type Code O ID 2/2Code specifying the type of transaction

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

CR Credit Memo


62 MAY 1998

Segment: CUR CurrencyLevel: HeaderLoop: ___

Usage: OptionalMax Use: 1Purpose: To specify the currency (dollars, pounds, francs, etc.) used in a transaction

161 Notes: This segment is only used when currency information varies from or isnot included in the trading partner profile.

229 Example: CUR ✽BY✽CAD^



➤ CUR01 98 Entity Identifier Code M ID 2/3Code identifying an organizational entity, a physical location, property or an individual

BY Buying Party (Purchaser)

SE Selling Party

➤ CUR02 100 Currency Code M ID 3/3Code (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 DollarMXP Mexican PesoUSD US Dollar

Refer to ISO 4217 for other currency codes.


MAY 1998 63

Segment: REF Reference IdentificationLevel: HeaderLoop: ___

Usage: OptionalMax Use: 12Purpose: To specify identifying information

Syntax: 1 R0203At least one of REF02 or REF03 is required.

230 Notes: This segment is used to communicate specific reference informationrelative to the purchase order if requested by the buyer. Typical usagewould be work order number or contract number where special pricingexists.

231 Example: REF ✽WO✽15698^



➤ REF01 128 Reference Identification Qualifier M ID 2/3Code qualifying the Reference Identification

80 Charge Number119 This is a number used by financial systems to identify accounts for cost

incurred on a contract. (customer’s internal cost accounting code)

CT Contract Number

DG Drawing Number

DP Department Number

EU End User’s 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 1/30Reference information as defined for a particular Transaction Set or as specified by theReference Identification Qualifier


64 MAY 1998

Segment: PER Administrative Communications ContactLevel: HeaderLoop: ___

Usage: OptionalMax Use: 3Purpose: To identify a person or office to whom administrative communications should be

directedSyntax: 1 P0304

If either PER03 or PER04 is present, then the other is required.2 P0506


If either PER07 or PER08 is present, then the other is required.333 Notes: It is advised that this segment only be used to communicate Invoicing

Information contact details.

232 Example: PER ✽IC✽JANE DOE✽TE✽7324251234✽FX✽7324254321 ✽EM✽[email protected]^



➤ PER01 366 Contact Function Code M ID 2/2Code identifying the major duty or responsibility of the person or group named

IC Information Contact

PER02 93 Name O AN 1/60Free-form name

PER03 365 Communication Number Qualifier C ID 2/2Code identifying the type of communication number

EM Electronic MailFX FacsimileTE Telephone

PER04 364 Communication Number C AN 1/80Complete communications number including country or area code when applicable








MAY 1998 65

Segment: N1 NameLevel: HeaderLoop: N1 Usage: Optional Max Use: 200

Usage: MandatoryMax Use: 1Purpose: To identify a party by type of organization, name, and code

Syntax: 1 R0203At least one of N102 or N103 is required.

2 P0304If either N103 or N104 is present, then the other is required.

Comments: A This segment, used alone, provides the most efficient method of providingorganizational identification. To obtain this efficiency the “ID Code” (N104)must provide a key to the table maintained by the transaction processingparty.

202 Notes: Code ST in N101 is required.

203 Code BT in N101 is only needed when specifying a variance from thenormal business relationship.

234 Code BY in N101 may be used to specify buyer/agent ID.

235 Example: N1 ✽ST✽✽1✽112233445^



➤ N101 98 Entity Identifier Code M ID 2/3Code identifying an organizational entity, a physical location, property or an individual

BS Bill and Ship To

BT Bill-to-Party


EN End User

RE Party to receive commercial invoice remittance334 Remit To

SE Selling Party

SF Ship From

ST Ship To

N102 93 Name C AN 1/60Free-form name

N103 66 Identification Code Qualifier C ID 1/2Code designating the system/method of code structure used for Identification Code (67)

132 DUNS and DUNS+4 numbers should be considered the primary and preferredmethod of identifying a location. ID qualifiers 91 and 92 require prior tradingpartner agreement and should be avoided.

1 D-U-N-S Number, Dun & Bradstreet133 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 Suffix134 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 aunique location (e.g., plant location, loading dock, department, etc).See External Code Source 16 in Appendix B for reference document.


66 MAY 1998

91 Assigned by Seller or Seller’s Agent

92 Assigned by Buyer or Buyer’s Agent

N104 67 Identification Code C AN 2/80Code identifying a party or other code


MAY 1998 67

Segment: N2 Additional Name InformationLevel: HeaderLoop: N1

Usage: OptionalMax Use: 2Purpose: To specify additional names or those longer than 35 characters in length

236 Example: N2 ✽ATTN-ACCOUNTS PAYABLE JOHN SMITH^



➤ N201 93 Name M AN 1/60Free-form name

N202 93 Name O AN 1/60Free-form name


68 MAY 1998

Segment: N3 Address InformationLevel: HeaderLoop: N1

Usage: OptionalMax Use: 2Purpose: To specify the location of the named party

237 Example: N3 ✽44 LINCOLN DRIVE^



➤ N301 166 Address Information M AN 1/55Address information

N302 166 Address Information O AN 1/55Address information


MAY 1998 69

Segment: N4 Geographic LocationLevel: HeaderLoop: N1

Usage: OptionalMax Use: 1Purpose: To specify the geographic place of the named party

Comments: A A combination of either N401 through N404, or N405 and N406 may beadequate to specify a location.

B N402 is required only if city name (N401) is in the U.S. or Canada.238 Example: N4 ✽BIRMINGHAM✽AL✽350871234✽US^



N401 19 City Name O AN 2/30Free-form text for city name

N402 156 State or Province Code O ID 2/2Code (Standard State/Province) as defined by appropriate government agency


N403 116 Postal Code O ID 3/15Code defining international postal zone code excluding punctuation and blanks (zip codefor United States)


N404 26 Country Code O ID 2/3Code identifying the country


137 Code values:CA CanadaMX MexicoUS United States

Refer to ISO 3166 for other two digit alpha country codes.


70 MAY 1998

Segment: ITD Terms of Sale/Deferred Terms of SaleLevel: HeaderLoop: ___

Usage: OptionalMax Use: >1Purpose: To specify terms of sale

Syntax: 1 L03040513If ITD03 is present, then at least one of ITD04, ITD05 or ITD13 is required.

2 L08040513If ITD08 is present, then at least one of ITD04, ITD05 or ITD13 is required.

3 L091011If 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 eitherITD10 or ITD11 is required; if the code in ITD01 is ”05", then ITD06 orITD07 is required.

224 Notes: See I/C EDI business examples for usage examples.

205 In the transitional period for the I/C sector, from paper to full automatedEDI transactions, there may be a perceived need to send text data withthe terms. Clearly the goal is to have the entire I/C sector participating inEDI. Therefore, if text data is needed to be sent for terms, ITD12 willcontain the free form text. If additional text is needed, additional ITDsegments will be used.

206 Many times deferred terms are specified on the purchase order with onlythe knowledge the terms are to be based on a date value which is notknown, e.g., invoice or delivery date. What is known is the percentage ordollar amount of each deferred installment, and the number of days afterthe date the terms are based on, that each installment will be due. In thesecases, ITD01 will contain code 04, indicating deferred or installmentterms, and ITD02 will contain the appropriate terms date basis code (mosttypically code 3 for Invoice Date). ITD07 will contain the number of daysafter the terms basis date that this installment is due. ITD10 will be usedto reflect the total amount for each installment. Therefore, the sum allITD10’s 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 orinstallment date.

204 ITD08 will be used to reflect the total discount amount for eachinstallment. Therefore, the sum of all ITD08’s must equal TDS04.

239 Either ITD04 or ITD05 may be used, but not both.

Either ITD06 or ITD07 may be used, but not both.

240 Example: ITD ✽09✽3✽2✽✽10✽✽30^



ITD01 336 Terms Type Code O ID 2/2Code identifying type of payment terms

02 End of Month (EOM)

04 Deferred or Installment

09 Proximo


MAY 1998 71

ITD02 333 Terms Basis Date Code O ID 1/2Code identifying the beginning of the terms period

3 Invoice Date

ITD03 338 Terms Discount Percent O R 1/6Terms discount percentage, expressed as a percent, available to the purchaser if aninvoice is paid on or before the Terms Discount Due Date

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

ITD04 370 Terms Discount Due Date C DT 8/8Date payment is due if discount is to be earned expressed in format CCYYMMDD

ITD05 351 Terms Discount Days Due C N0 1/3Number of days in the terms discount period by which payment is due if terms discount isearned

ITD06 446 Terms Net Due Date O DT 8/8Date when total invoice amount becomes due expressed in format CCYYMMDD

ITD07 386 Terms Net Days O N0 1/3Number of days until total invoice amount is due (discount not applicable)

ITD08 362 Terms Discount Amount O N2 1/10Total amount of terms discount

ITD09 388 Terms Deferred Due Date O DT 8/8Date deferred payment or percent of invoice payable is due expressed in formatCCYYMMDD

ITD10 389 Deferred Amount Due C N2 1/10Deferred amount due for payment

ITD12 352 Description O AN 1/80A free-form description to clarify the related data elements and their content


72 MAY 1998

Segment: DTM Date/Time ReferenceLevel: HeaderLoop: ___

Usage: OptionalMax Use: 10Purpose: To specify pertinent dates and times

Syntax: 1 R020305At least one of DTM02, DTM03 or DTM05 is required.

241 Notes: This segment is used to specify dates of shipment and/or serviceactivities.

Do not use this segment to communicate the invoice date as it is arequired element in the BIG segment and is conveyed there.

242 Example: DTM ✽011✽19980124^



➤ DTM01 374 Date/Time Qualifier M ID 3/3Code specifying type of date or time, or both date and time

011 Shipped150 Service Period Start151 Service Period End214 Date of Repair/Service

➤ DTM02 373 Date C DT 8/8Date expressed as CCYYMMDD


MAY 1998 73

Segment: FOB F.O.B. Related InstructionsLevel: HeaderLoop: ___

Usage: OptionalMax Use: 1Purpose: To specify transportation instructions relating to shipment

Syntax: 1 C0302If FOB03 is present, then FOB02 is required.

2 C0706If 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.

246 Example: FOB ✽PP✽DE✽DAYTON OH^



➤ FOB01 146 Shipment Method of Payment M ID 2/2Code identifying payment terms for transportation charges

CC CollectPB Customer Pick-up/BackhaulPC Prepaid but Charged to CustomerPP Prepaid (by Seller)TP Third Party Pay

FOB02 309 Location Qualifier C ID 1/2Code identifying type of location

335 This indicates who is responsible for providing and paying for transportation.

DE Destination (Shipping)

OR Origin (Shipping Point)

PL Plant

FOB03 352 Description O AN 1/80A free-form description to clarify the related data elements and their content


336 This indicates where title passage occurs.



PL Plant



74 MAY 1998

Segment: IT1 Baseline Item Data (Invoice)Level: DetailLoop: IT1 Usage: Optional Max Use: 200000

Usage: MandatoryMax Use: 1Purpose: To specify the basic and most frequently used line item data for the invoice and

related transactionsSyntax: 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 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 productsand/or services.

B IT106 through IT125 provide for ten different product/service IDs for eachitem. For example: Case, Color, Drawing No., U.P.C. No., ISBN No., ModelNo., or SKU.

211 Notes: IT106 through IT113 provide for four different product/service IDs for eachitem. If only one product/service ID is provided, IT106 and IT107 are used.IT108 and IT109 would be used for other reference ID’s for the sameproduct. Multiple product/service ID’s can be presented in any sequence.

212 The codes listed for IT106 apply to every occurrence of Data Element 235in the IT1 segment.

245 Example: IT1 ✽1✽55✽EA✽15.95✽✽UP✽054321876547✽BP✽A152^



IT101 350 Assigned Identification O AN 1/20Alphanumeric characters assigned for differentiation within a transaction set

247 It is recommended that the IT101 information correspond to the PO101 element ofthe PO1 segment on the purchase order. This element is typically the purchaseorder line number.

➤ IT102 358 Quantity Invoiced C R 1/10Number of units invoiced (supplier units)

➤ IT103 355 Unit or Basis for Measurement Code C ID 2/2Code specifying the units in which a value is being expressed, or manner in which ameasurement has been taken

207 Unit or basis for unit of measure should be the same unit of measure used in thepurchase order.

248 See appendix A for code list.

➤ IT104 212 Unit Price C R 1/17Price per unit of product, service, commodity, etc.

208 Net prices should be used.

140 The price is sent with a decimal point only when needed, e.g. $15.95 would be sentas “15.95", and $29.00 would be sent as ”29".

209 To indicate free goods, use a single zero (0) in IT104 and code NC in IT105.


MAY 1998 75

IT105 639 Basis of Unit Price Code O ID 2/2Code identifying the type of unit price for an item

210 This data element is used to clarify or alter the basis of unit price. The unit priceexpressed 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 butpriced per hundred.

HF Per 100 FeetHP Price per HundredHT Price Per 100,000NC No ChargePE Price per EachPF Price Per FootPN Price per TenPP Price per PoundTF Per 1000 FeetTP Price per ThousandTT Price Per 10,000

IT106 235 Product/Service ID Qualifier C ID 2/2Code 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 preferredmethods of identifying a part number.

BP Buyer’s 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 Vendor’s (Seller’s) Item Number200 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 234 Product/Service ID C AN 1/48Identifying number for a product or service








76 MAY 1998

Segment: IT3 Additional Item DataLevel: DetailLoop: IT1

Usage: OptionalMax Use: 5Purpose: To specify additional item details relating to variations between ordered and

shipped quantities, or to specify alternate units of measures and quantitiesSyntax: 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.213 Notes: This segment is only used to communicate information on shipping

quantity deviations. For example, cancel backorders, purposeful overshipments, etc.

If quantity variances have been previously communicated and agreed tobetween buyer and seller or the original purchase order modificationshave been communicated, the IT3 segment is not used.

337 When specifying date, use the DTM (Pos. 150) segment in the IT1 loop.

249 Example: IT3 ✽385✽EA✽BP✽15✽PC^



IT301 382 Number of Units Shipped C R 1/10Numeric value of units shipped in manufacturer’s shipping units for a line item ortransaction set

IT302 355 Unit or Basis for Measurement Code C ID 2/2Code specifying the units in which a value is being expressed, or manner in which ameasurement has been taken

12 See Appendix A for code list

IT303 368 Shipment/Order Status Code C ID 2/2Code indicating the status of an order or shipment or the disposition of any differencebetween the quantity ordered and the quantity shipped for a line item or transaction

BP Shipment Partial, Back Order to Ship on (Date)CC Shipment Complete on (Date)CM Shipment Complete with Additional QuantityCP Partial Shipment on (Date), Considered No Backorder

349 For codes referencing date specification use DTM segment in IT1 loop.

IT304 383 Quantity Difference C R 1/9Numeric value of variance between ordered and shipped quantities

IT305 371 Change Reason Code C ID 2/2Code specifying the reason for price or quantity change

LD Length DifferenceMP Minimum OrderPC Pack DifferenceQT Quantity Price Break


MAY 1998 77

Segment: TXI Tax InformationLevel: DetailLoop: IT1

Usage: OptionalMax Use: 10Purpose: To specify tax information

Syntax: 1 R020306At least one of TXI02, TXI03 or TXI06 is required.

2 P0405If 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.

215 Notes: This segment should only be used at the line item level to documentitems on this order that have varying tax rates or are tax exempt.

The tax information provided at the line item level should be used asinformation only. The total tax amount will be conveyed in the TXIsegment at the summary level.

250 Example: TXI ✽ST✽✽.1✽VD✽OH✽✽O^



➤ TXI01 963 Tax Type Code M ID 2/2Code specifying the type of tax

CP County/Parish Sales TaxCS City Sales TaxGS Goods and Services TaxLS State and Local Sales TaxSP State/Provincial TaxST State Sales Tax

TXI02 782 Monetary Amount C R 1/18Monetary amount

TXI03 954 Percent C R 1/10Percentage expressed as a decimal

TXI04 955 Tax Jurisdiction Code Qualifier C ID 2/2Code identifying the source of the data used in tax jurisdiction code

CD Customer defined

VD Vendor defined

TXI05 956 Tax Jurisdiction Code C AN 1/10Code identifying the taxing jurisdiction

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

TXI06 441 Tax Exempt Code C ID 1/1Code identifying exemption status from sales and use tax

0 Exempt (For Export)3 Exempt (For Resale)7 Direct Pay ID8 Exempt (Sale to U.S. Government)9 Exempt (Per State Law)B Material Taxable, Labor ExemptF Exempt (Goods and Services Tax)


78 MAY 1998

G Exempt (Provincial Sales Tax)U Usage Exempt

TXI07 662 Relationship Code O ID 1/1Code indicating the relationship between entities

O Information Only

TXI09 325 Tax Identification Number O AN 1/20Number assigned to a purchaser (buyer, orderer) by a taxing jurisdiction (state, county,etc.); often called a tax exemption number or certificate number


MAY 1998 79

Segment: CTP Pricing InformationLevel: DetailLoop: IT1

Usage: Optional

Max Use: 25

Purpose: To specify pricing informationSyntax: 1 C0607

If CTP06 is present, then CTP07 is required.Semantic: 1 CTP07 is a multiplier factor to arrive at a final discounted price. A multiplier

of .90 would be the factor if a 10% discount is given.338 Notes: It is strongly recommended that Net Pricing be used across the supply

chain. Therefore, the IT104 amount is assumed to be the ‘‘Net’’ Priceunless the CTP segment is used.

339 The CTP segment specifies the discount multiplier that is to be appliedagainst the Unit Price basis in IT104.

340 Be aware that in order for the invoice recipient to validate that the correctprice multiplier was used, they must multiply the Unit Price x themultiplier in CTP07 for each line item.

341 Example: CTP✽✽✽✽✽✽DIS✽.90^



CTP06 648 Price Multiplier Qualifier O ID 3/3Code indicating the type of price multiplier

DIS Discount Multiplier

CTP07 649 Multiplier C R 1/10Value to be used as a multiplier to obtain a new value

I/C INDUSTRIAL COMMERCIALINVOICE •• 810 EDI GUIDELINES

80 MAY 1998

Segment: PID Product/Item DescriptionLevel: DetailLoop: IT1/PID Usage: Optional Max Use: 1000

Usage: MandatoryMax Use: 1Purpose: To describe a product or process in coded or free-form format

Syntax: 1 R0405At least one of PID04 or PID05 is required.

Comments: A If PID01 equals “F”, then PID05 is used. If PID01 equals “S”, then PID04 isused. If PID01 equals “X”, then both PID04 and PID05 are used.

222 Notes: This segment is used when there is no primary product identificationspecified in the IT1 segment or when that primary product identification inthe IT1 segment is not sufficient to fully describe the product.

251 Example: PID ✽F✽✽✽✽3X4" BRASS PIPE^



➤ PID01 349 Item Description Type M ID 1/1Code indicating the format of a description

F Free-form

➤ PID05 352 Description C AN 1/80A free-form description to clarify the related data elements and their content


MAY 1998 81

Segment: REF Reference IdentificationLevel: DetailLoop: IT1

Usage: OptionalMax Use: >1Purpose: To specify identifying information


Semantic: 1 REF04 contains data relating to the value cited in REF02.252 Notes: This segment is used to convey additional reference information over and

above what is provided at the invoice header level. Specific referenceinformation applicable to this line item would appear here.

253 Example: REF ✽PR✽ABC-12345-1^






CT Contract Number




LT Lot Number



RE Release Number

SE Serial Number




82 MAY 1998

Segment: DTM Date/Time ReferenceLevel: DetailLoop: IT1



151 Notes: This segment is used to specify a shipment and/or service activity datewhen it differs from the Header Level.

255 Example: DTM ✽011✽19980124^




011 Shipped036 Expiration080 Scheduled for Shipment (After and Including)

343 Used when the IT303 Shipment/Order Status equals BP shipment partialback order to ship on (Date).

094 Manufacture150 Service Period Start151 Service Period End214 Date of Repair/Service



MAY 1998 83

Segment: SAC Service, Promotion, Allowance, or Charge InformationLevel: DetailLoop: IT1/SAC Usage: Optional Max Use: 25

Usage: MandatoryMax Use: 1Purpose: To request or identify a service, promotion, allowance, or charge; to specify the

amount or percentage for the service, promotion, allowance, or chargeSyntax: 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.

129 Notes: Typically this segment is not used at the line item level, but may benecessary to reflect allowance or charges that are exceptions to thestandard Industrial/Commercial business relationships.

260 Example: SAC ✽A✽A720✽✽✽2500^



➤ SAC01 248 Allowance or Charge Indicator M ID 1/1Code which indicates an allowance or charge for the service specified

A Allowance257 Allowance represents a credit.

C Charge258 Charge represents a debit.

SAC02 1300 Service, Promotion, Allowance, or Charge Code C ID 4/4Code identifying the service, promotion, allowance, or charge

124 See appendix A for code list

➤ SAC05 610 Amount O N2 1/15Monetary amount

125 This required element resolves any differences between the buyer’s and supplier’ssystem calculations of amounts, i.e. rounding errors when allowances or chargesare 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 ifthe 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 reflectedin 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 O ID 2/2Code indicating method of handling for an allowance or charge

02 Off Invoice14 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 Account15 The buyer’s account will be credited for the amount of the allowance or

charge. The amount is not reflected in the total invoice amount.


84 MAY 1998

05 Charge to be Paid by Vendor16 The supplier is responsible for the allowance or charge amount. The exact

method of handling has been agreed to by the trading partners. Theamount will not be reflected in the total invoice amount.

06 Charge to be Paid by Customer09 Allowance To Be Issued by Vendor

SAC15 352 Description C AN 1/80A free-form description to clarify the related data elements and their content


MAY 1998 85

Segment: SLN Subline Item DetailLevel: DetailLoop: IT1/SLN Usage: Optional Max Use: 1000

Usage: MandatoryMax Use: 1Purpose: To specify product subline detail item data

Syntax: 1 P0405If either SLN04 or SLN05 is present, then the other is required.

2 C0706If SLN07 is present, then SLN06 is required.

3 C0806If SLN08 is present, then SLN06 is required.

4 P0910If either SLN09 or SLN10 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 tobaseline number 1.

B SLN09 through SLN28 provide for ten different product/service IDs for eachitem. For example: Case, Color, Drawing No., U.P.C. No., ISBN No., ModelNo., or SKU.

218 Notes: The SLN has many uses and provides for communication of additionalinformation of the baseline item identified in the IT1 segment. Thissegment can be used to specify contents of an assortment or kit. Theidentification of the assortment or kit occurs in the IT1 segment andcomponents in the SLN segment. It can also be used to convey serial/lotnumber or other identifying information. Pertinent dates (e.g.manufactured, expiration) can be sent in the DTM segment of the IT1/SLNloop.

219 The following example highlights the recommended use of this segmentfor identifying subline item information. Sequence the SLN’s by assigningthe line number in SLN01 from the IT101 followed by a decimal point anda three digit number which starts at “001". thus the first iteration of theSLN segment under the line number five would be coded ”5.001" and thesecond iteration of the SLN segment under the line number five would becoded “5.002"

220 See I/C EDI business examples for the recommended use of this segmentin identifying serial/lot number or other identifying information.

261 Example: SLN ✽1.001✽I✽25✽EA✽15.95✽✽O✽LT✽980110001^


86 MAY 1998



➤ SLN01 350 Assigned Identification M AN 1/20Alphanumeric characters assigned for differentiation within a transaction set

➤ SLN03 662 Relationship Code M ID 1/1Code indicating the relationship between entities

I Included

SLN04 380 Quantity C R 1/15Numeric value of quantity

SLN05 C001 COMPOSITE UNIT OF MEASURE C COMPOSITE

To identify a composite unit of measure

➤ - 1 355 Unit or Basis for Measurement Code M ID 2/2Code specifying the units in which a value is being expressed, or manner in which ameasurement has been taken

124 See Appendix A for code list.

SLN06 212 Unit Price C R 1/17Price per unit of product, service, commodity, etc.


SLN07 639 Basis of Unit Price Code O ID 2/2Code identifying the type of unit price for an item

221 This data element is used to clarify or alter the basis of unit price. The unit priceexpressed in SLN06 is always in the same terms as the unit of measure in dataelement 355, unless otherwise specified in SLN07. For example, unit of measureequals EA but priced per hundred.


SLN08 662 Relationship Code O ID 1/1Code indicating the relationship between entities

O Information Only

SLN09 235 Product/Service ID Qualifier C ID 2/2Code 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 preferredmethods of identifying a part number.





LT Lot Number

SN Serial Number


MAY 1998 87




VN Vendor’s (Seller’s) Item Number200 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 234 Product/Service ID C AN 1/48Identifying number for a product or service








88 MAY 1998

Segment: DTM Date/Time ReferenceLevel: DetailLoop: IT1/SLN



262 Notes: This segment is used to specify subline item specificexpiration/manufacturer date.

263 Example: DTM ✽036✽19981231^




036 Expiration094 Manufacture



MAY 1998 89

Segment: PID Product/Item DescriptionLevel: DetailLoop: IT1/SLN

Usage: OptionalMax Use: 1000Purpose: To describe a product or process in coded or free-form format



Semantic: 1 PID09 is used to identify the language being used in PID05.Comments: A If PID01 equals “F”, then PID05 is used. If PID01 equals “S”, then PID04 is

used. If PID01 equals “X”, then both PID04 and PID05 are used.264 Notes: This segment is used when there is no primary product identification

specified in the SLN segment or when that primary product identificationin the SLN segment is not sufficient to fully describe the product.

265 Example: PID ✽F✽✽✽✽3X4" BRASS ELBOW ASSEMBLY^




F Free-form



90 MAY 1998

Segment: TDS Total Monetary Value SummaryLevel: SummaryLoop: ___

Usage: MandatoryMax Use: 1Purpose: To specify the total invoice discounts and amounts

Semantic: 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 iscalculated.

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 TDS01.272 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.

271 Example: TDS ✽15000✽12500✽14750✽250^



➤ TDS01 610 Amount M N2 1/15Monetary amount

267 TOTAL INVOICE AMOUNT

TDS01 is the total amount of invoice (including charges and taxes, lessallowances), before terms discount (if discount is applicable).

TDS02 610 Amount O N2 1/15Monetary amount

268 TOTAL AMOUNT SUBJECT TO DISCOUNT

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 lessthan the invoice amount as expressed in TDS01 (taxes and freight are typically notincluded when computing discount amount).


269 DISCOUNTED AMOUNT DUE

TDS03 is the amount of the invoice due if paid by discount due date (total invoiceamount less terms discount amount as stated in TDS04).


270 TERMS DISCOUNT AMOUNT

TDS04 indicates the total amount of terms discount.


MAY 1998 91

Segment: TXI Tax InformationLevel: SummaryLoop: ___

Usage: Optional

Max Use: 10

Purpose: To specify tax informationSyntax: 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 Example: TXI✽ST✽10.56✽.065✽VD✽OH^



➤ TXI01 963 Tax Type Code M ID 2/2Code specifying the type of tax

CP County/Parish Sales TaxCS City Sales TaxGS Goods and Services TaxLS State and Local Sales TaxSP State/Provincial TaxST State Sales Tax

TXI02 782 Monetary Amount C R 1/18Monetary amount

TXI03 954 Percent C R 1/10Percentage expressed as a decimal

TXI04 955 Tax Jurisdiction Code Qualifier C ID 2/2Code identifying the source of the data used in tax jurisdiction code

CD Customer defined

VD Vendor defined

TXI05 956 Tax Jurisdiction Code C AN 1/10Code identifying the taxing jurisdiction

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


92 MAY 1998

Segment: CAD Carrier DetailLevel: SummaryLoop: ___

Usage: OptionalMax Use: 1Purpose: To specify transportation details for the transaction

Syntax: 1 R0504At least one of CAD05 or CAD04 is required.

2 C0708If CAD07 is present, then CAD08 is required.

274 Example: CAD ✽M✽✽✽YFRT✽✽✽CN✽1578^



CAD01 91 Transportation Method/Type Code O ID 1/2Code specifying the method or type of transportation for the shipment

A AirAE Air ExpressBU Bus

D Parcel PostE Expedited Truck

199 Courier

H Customer PickupL Contract CarrierM Motor (Common Carrier)R RailS Ocean

SR Supplier TruckTC Cab (Taxi)

U Private Parcel Service

CAD02 206 Equipment Initial O AN 1/4Prefix or alphabetic part of an equipment unit’s identifying number


CAD03 207 Equipment Number O AN 1/10Sequencing or serial part of an equipment unit’s identifying number (pure numeric formfor equipment number is preferred)

CAD04 140 Standard Carrier Alpha Code C ID 2/4Standard Carrier Alpha Code


344 This is commonly referred to as the SCAC Code.

CAD05 387 Routing C AN 1/35Free-form description of the routing or requested routing for shipment, or the originatingcarrier’s identity

CAD07 128 Reference Identification Qualifier O ID 2/3Code qualifying the Reference Identification

BM Bill of Lading Number

CN Carrier’s Reference Number (PRO/Invoice)


MAY 1998 93

CAD08 127 Reference Identification C AN 1/30Reference information as defined for a particular Transaction Set or as specified by theReference Identification Qualifier

223 Reference number given by carrier to trace shipment, match carrier invoice tovendor invoice or bill of lading number.

CAD09 284 Service Level Code O ID 2/2Code indicating the level of transportation service or the billing service offered by thetransportation carrier

09 Premium SurfaceCX Express ServiceND Next Day AirON OvernightPA Primary Service Area - Next Day by 10:30 A.M.PR Primary Service Area - Next Day by 5:00 P.M.SC Second Day AirSD SaturdaySE Second DaySP Saturday Pickup


94 MAY 1998

Segment: SAC Service, Promotion, Allowance, or Charge InformationLevel: SummaryLoop: SAC Usage: Optional Max Use: 25

Usage: Mandatory

Max Use: 1

Purpose: To request or identify a service, promotion, allowance, or charge; to specify theamount or percentage for the service, promotion, allowance, or charge

Syntax: 1 R0203At 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 isrequired.

2 SAC05 is the total amount for the service, promotion, allowance, or charge.

256 Notes: There is one segment for each Allowance, Charge, Service, or Promotionbeing specified. If this segment appears in the summary area of thetransaction set, the data applies to the entire transaction set. If thissegment appears in the detail area of the transaction set, the data appliesonly to that line item. The data specified in the summary area is exclusiveof the data specified in the detail area; it is not the sum of the data in thedetail area, i.e., allowance or charges.

266 Example: SAC✽C✽D240✽✽✽1250^




A Allowance257 Allowance represents a credit.

C Charge258 Charge represents a debit.



➤ SAC05 610 Amount O N2 1/15Monetary amount

125 This required element resolves any differences between the buyer’s and supplier’ssystem calculations of amounts, i.e. rounding errors when allowances or chargesare 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 ifthe amount was $29 it would be represented as 2900.



amount, e.g. Total Invoice Amount = Merchandise Price + Charges -Allowances.



I/C INDUSTRIAL COMMERCIALEDI GUIDELINES INVOICE •• 810

MAY 1998 95






96 MAY 1998

Segment: ISS Invoice Shipment SummaryLevel: SummaryLoop: ISS Usage: Optional Max Use: >1

Usage: MandatoryMax Use: 1Purpose: To specify summary details of total items shipped in terms of quantity, weight,

and volumeSyntax: 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.276 Notes: Typically this segment is not used.

277 Example: ISS ✽50✽CT✽650✽LB^



ISS01 382 Number of Units Shipped C R 1/10Numeric value of units shipped in manufacturer’s shipping units for a line item ortransaction set

ISS02 355 Unit or Basis for Measurement Code C ID 2/2Code specifying the units in which a value is being expressed, or manner in which ameasurement has been taken


ISS03 81 Weight C R 1/10Numeric value of weight



ISS05 183 Volume C R 1/8Value of volumetric measure



ISS07 380 Quantity O R 1/15Numeric value of quantity

ISS08 81 Weight O R 1/10Numeric value of weight


MAY 1998 97

Segment: CTT Transaction TotalsLevel: SummaryLoop: ___

Usage: OptionalMax Use: 1Purpose: To transmit a hash total for a specific element in the transaction set

Comments: A This segment is intended to provide hash totals to validate transactioncompleteness and correctness.

197 Example: CTT ✽3^



➤ CTT01 354 Number of Line Items M N0 1/6Total number of line items in the transaction set

CTT02 347 Hash Total O R 1/10Sum of values of the specified data element. All values in the data element will besummed without regard to decimal points (explicit or implicit) or signs. Truncation willoccur on the left most digits if the sum is greater than the maximum size of the hash totalof the data element.

160 This element is the sum of the values of the quantities invoiced in IT102 for eachIT1 segment


98 MAY 1998

Segment: SE Transaction Set TrailerLevel: SummaryLoop: ___

Usage: MandatoryMax Use: 1Purpose: 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 Example: SE ✽19✽0001^



➤ SE01 96 Number of Included Segments M N0 1/10Total number of segments included in a transaction set including ST and SE segments

➤ SE02 329 Transaction Set Control Number M AN 4/9Identifying control number that must be unique within the transaction set functional groupassigned by the originator for a transaction set

159 This control number must match the control number in the ST segment.


MAY 1998 99

I/C Invoice Cut Sheet

Purpose: This document is designed to enable the use of the current I/C Guidelines, Version4010, while addressing the ASC X12 syntax constraints of the previous Versions; 3070, 3060 and3050.

BIG:

• BIG01, 03 (Date) - Version 3050, 3060 and 3070 can only send year, month and dayinformation (YYMMDD).

ITD:

• ITD04, 06, 09 (Date) - Version 3050, 3060 and 3070 can only send year, month andday information (YYMMDD).

DTM:

• DTM02 (Date) - Version 3050, 3060 and 3070 can only send year, month and dayinformation (YYMMDD). To communicate century information (CC), use DTM05(Century).

SLN:

• SLN05 (Composite Unit of Measure) - This element in Version 3050 is not acomposite data element and can only send Unit or Basis for Measurementinformation. Versions 3060 and 3070 do enable the composite element (C001).However, as the I/C guidelines only use C001-1, Unit or Basis for Measurementinformation (DE355), no loss of functionality will be realized.

CAD:

• CAD01 (Transportation Method/Type Code) - Code SR (Supplier Truck) is notavailable in Version 3050. The definition of Code TC in Version 3050 (Taxi Cab inVersions 4010, 3070 and 3060) is Toll Conversion Order.

• CAD09 (Service Level Code) - The following codes are not available in Version 3050:CX (Express Service)SP (Saturday Pickup)

CTT:

• This segment is mandatory in Version 3050. It is optional for all versions after that.


100 MAY 1998

ASC X12 810 InvoiceFUNCTIONAL GROUP ID = IN

This Draft Standard for Trial Use contains the format and establishes the data contents of theInvoice 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 establishedbusiness and industry practice relative to the billing for goods and services provided.

Header




N/U 030 NTE Note/Special Instruction O 100





LOOP ID - N1 200

66 070 N1 Name O 1














N/U 200 L7 Tariff Reference O 1

N/U 212 BAL Balance Detail O >1


N/U 214 PAM Period Amount O >1

LOOP ID - LM 10



LOOP ID - N9 1


N/U 250 MSG Message Text M 10

LOOP ID - V1 >1



MAY 1998 101

N/U 270 R4 Port or Terminal O >1

N/U 280 DTM Date/Time Reference O >1

LOOP ID - FA1 >1

N/U 290 FA1 Type of Financial Accounting Data O 1

N/U 300 FA2 Accounting Data M >1

Detail




N/U 012 CRC Conditions Indicator O 1

N/U 015 QTY Quantity O 5

N/U 020 CUR Currency O 1




N/U 055 PAM Period Amount O 10







N/U 100 PO4 Item Physical Details O 1

N/U 110 ITD Terms of Sale/Deferred Terms of Sale O 2




N/U 140 SDQ Destination Quantity O 500


N/U 160 CAD Carrier Detail O >1

N/U 170 L7 Tariff Reference O >1

N/U 175 SR Requested Service Schedule O 1



N/U 190 TXI Tax Information O 10




N/U 210 REF Reference Identification O >1


N/U 230 SAC Service, Promotion, Allowance, or Charge Information O 25

N/U 235 TC2 Commodity O 2


LOOP ID - IT1/N1 200

N/U 240 N1 Name O 1

N/U 250 N2 Additional Name Information O 2

N/U 260 N3 Address Information O 2


102 MAY 1998

N/U 270 N4 Geographic Location O 1




LOOP ID - IT1/LM 10



LOOP ID - IT1/V1 >1


N/U 330 R4 Port or Terminal O >1


LOOP ID - IT1/FA1 >1



Summary


91 010 TDS Total Monetary Value Summary M 1


93 030 CAD Carrier Detail O 1

N/U 035 AMT Monetary Amount O >1

LOOP ID - SAC 25



LOOP ID - ISS >1

97 060 ISS Invoice Shipment Summary O 1




NOTES:2/015 The QTY segment is used to specify a quantity of units which are expected as

payments, e.g., trade-ins or returns.

3/070 Number of line items (CTT01) is the accumulation of the number of IT1 segments.If used, hash total (CTT02) is the sum of the value of quantities invoiced (IT102)for each IT1 segment.


MAY 1998 103


104 MAY 1998

810BUSINESSEXAMPLES


106 MAY 1998

TABLE OF CONTENTS

EXAMPLE 1: BASIC.............................................................................................................. .................. 107

EXAMPLE 2: SPECIAL SITUATIONS ................................................................................................. ... 111

2A. PRICE BASIS IS DIFFERENT THAN ORDERING UNIT OF MEASURE.......................................................... 1162B. REFERENCE NUMBER (JOB/PROJECT NUMBER) – HEADER LEVEL........................................................ 1162C. REFERENCE NUMBER (PRICE QUOTE NUMBER)– LINE ITEM LEVEL ...................................................... 1172D. LOT/SERIAL NUMBER (INCLUDING EXPIRATION DATE) - LINE ITEM LEVEL................................................ 1172E. KITS/COMPONENTS - LINE ITEM LEVEL................................................................................................ 1182F. DEFERMENT/INSTALLMENT – HEADER LEVEL ....................................................................................... 1202G. ALLOWANCE/CHARGE – SUMMARY LEVEL........................................................................................... 1212H. ALLOWANCE/CHARGE – LINE ITEM LEVEL............................................................................................ 1212I. TAX (SALES TAX) -- ENTIRE ORDER.................................................................................................... 1212J. CURRENCY -- ENTIRE INVOICE – HEADER LEVEL.................................................................................. 1222K. REMIT TO: ADDRESS DIFFERENT THAN TRADING PARTNER PROFILE -- HEADER LEVEL......................... 1222L. INVOICING FOR QUANTITY SHIPPED DIFFERENT FROM ORIGINAL QUANTITY ORDERED – LINE ITEM LEVEL .. 1232M. CARRIER DETAIL FOR SPECIAL OVERNIGHT DELIVERY – SUMMARY LEVEL .............................................. 124

EXAMPLE 3: SERVICE INVOICE .................................................................................................... ....... 125

EXAMPLE 4: CREDIT MEMO ........................................................................................................ ......... 129

I/C INDUSTRIAL COMERCIALEDI GUIDELINES

MAY 1998 107

EXAMPLE 1: BASIC

Business ScenarioABC Distributor has ordered and is being invoiced for three line items from XYZ Manufacturerthat were shipped to one of ABC Distributor’s branches. The manufacturer has shipped thematerial and is now invoicing the distributor. Listed below is the purchase order and detailinformation ABC Distributor sent to XYZ Manufacturer and the relevant invoicing data to bepassed back to the distributor.

Purchase Order Date May 7, 1998Purchase Order Number A123456Ship to Location Branch 2Requested Delivery Date May 14, 1998Invoice Date May 8, 1998Invoice Number 753812Ship Date May 8, 1998Ship Via UPSFreight Terms Prepaid by sellerInvoice Total $267.84Discount Amount $5.36

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

• Freight Information: Less than 150 lbs. – UPSMore than 150 lbs. -- Yellow Freight

• Freight Terms:• FOB Point (when title to goods passes) Shipping Point• Freight Paid By: Seller (if order total greater than ($200)

Buyer (if order less than $200)• Payment Terms: 2% 10 Days, Net 30 Days• Currency Information: U.S. Dollars• Tax Information: Tax Exemption Number --

1223344556677889900 Issued by State of California Exempt for resale


108 MAY 1998

(All Normal Bill To, Ship To, and Remit To Locations Should Be Identified In The TradingPartner Profile)

• Billing Name and Address: ABC DistributorP.O. Box 123Apple Grove, CA 98760DUNS+4 Number: 1122334450000

• Ship To Name and Address: ABC Distributor – Branch 21234 Maple St.Apple Grove, CA 98765DUNS Number: 112233445

• Remit To Name and Address: XYZ ManufacturerP.O. Box 85997Minneapolis, MN 55440DUNS+4 Number: 3377744550000

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

LineItem

PartNumber

U.P.C.*

Code Description Qty Unit of

Measure Price Extension

1 PAC-1674 00054321876547 7” DiagonalPliers

6 Each $ 5.74 $ 34.44

2 PBA-2532 00054321647437 8” End NipperPliers

12 Each $ 8.70 $ 104.40

3 PCM-10074 00054321674310 10” PumpPliers

12 Each $10.75 $ 129.00

Invoice Total $ 267.84

* SCC-14 format


MAY 1998 109

Basic I/C 810 Invoice Transaction SetEDI TRANSMISSION DATA EXPLANATION

ST*810*0001^ 810 is the Transaction Set Identifier Code for the InvoiceTransaction Set.

0001 is the Transaction Set Control Number.

BIG*19980508*753812**A123456^ 19980508 is the Invoice Date (May 8, 1998).

753812 is the Invoice Number.

A123456 is the Purchase Order Number.

N1*ST**9*1122334450002^ ST is the Entity Identifier Code which indicates this N1segment identifies the Ship To location.

9 is the Identification Code Qualifier which indicates theIdentification 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 datethat follows is the ship date.

19980508 is the date shipped (May 8, 1998).

FOB*PP^ PP indicates that the Shipment Method of Payment isPrepaid (by Seller).

IT1*1*6*EA*5.74**UK*00054321876547^ 1 is the Original Purchase Order Line Number.

6 is the Quantity Invoiced.

EA is the Unit or Basis for Measurement Code whichindicates Each.

5.74 is the Unit Price ($5.74).

UK is the Product/Service ID Qualifier which indicatesthe Product/Service ID that follows is a U.P.C./EANShipping Container Code (1-2-5-5-1).

00054321876547 is the U.P.C./EAN Shipping ContainerCode.

IT1*2*12*EA*8.7**UK*00054321647437^ 2 is the Original Purchase Order Line Number.





00054321647437 is the U.P.C./EAN Shipping ContainerCode


110 MAY 1998

EDI TRANSMISSION DATA EXPLANATIONIT1*3*12*EA*10.75**UK*00054321674310^

3 is the Original Purchase Order Line Number





00054321674310 is the U.P.C./EAN Shipping ContainerCode.

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).

CAD****UPSN^ UPSN is the SCAC Code for UPS.

SE*11*0001^ 11 is the Number of Included Segments in this transactionset, including the ST and SE segments.


810 Invoice EDI NOTATION:ST*810*0001^BIG*19980508*753812**A123456^N1*ST**9*1122334450002^DTM*011*19980508^FOB*PPÎT1*1*6*EA*5.74**UK*00054321876547ÎT1*2*12*EA*8.7**UK*00054321647437ÎT1*3*12*EA*10.75**UK*00054321674310^TDS*26784**536^CAD****UPSN^SE*11*0001^


MAY 1998 111

EXAMPLE 2: SPECIAL SITUATIONS

Business ScenarioThis example illustrates how to incorporate special situations.

ABC Distributor has ordered four line items from XYZ Manufacturer to be shipped to ABCDistributor. Listed below is the purchase order detail information and the relevant invoice dataABC Distributor will send to XYZ Manufacturer.

Purchase Order Date May 7, 1998Purchase Order Number A123456Invoice Number 753812Invoice Date May 08, 1998Job (Project) Number 987Requested Delivery Date June 25, 1998Currency Information U.S. DollarsRequested Carrier UPS.Air Bill of Lading Number 1578Method of Shipment Overnight DeliveryCharge For Overnight Delivery $100.00Installment Payments Schedule Initial 50% -- 30 days

Remaining 50% -- 60 daysLabor Charge $20.00 for quick connect wiring assembly for

Fluorescent Lamp assembly.Tax (Applied to entire order) 6.75 %



• Freight Terms:• FOB Point (when title to goods passes): Shipping Point• Freight Paid By: Buyer

• Carrier: Yellow Freight• Payment Terms: 2% 10 Days, Net 30 Days• Currency Information: U.S. Dollars• Tax Information: Normally taxable in Ohio


112 MAY 1998

(All Normal Bill To, Ship To and Remit To Locations Should Be Identified In The Trading PartnerProfile)

• Billing Name and Address: ABC DistributorP.O. Box 125Portland, OR 97210DUNS+4 Number: 1122334560000

• Ship To Name and Address: ABC Distributor5822 Flora AvenueDayton, Ohio 45401DUNS+4 Number: 1122334560002

• Manufacturer Ship From Address: XYZ Corp1561 Smith Blvd.Dayton, OH 45402DUNS+4 Number: 1775566780002

• Manufacturer /Remit To Address: XYZ CorpP.O. Box 678Dayton, OH 45402DUNS+4 Number: 1775566780001

EXAMPLE #2INVOICE LINE ITEM DETAIL - SPECIAL SITUATIONS

LineItem

PartNumber

U.P.C. Code Description QtyOrdered

QtyShipped

Unit OfMeasure

Price PriceBasis

Lot/serialNumber

Ext Allow/Charge

RefNumber

1 6A7432 054324473828 4’ FluorescentFixture and

Lamp

100 100 Each $ 30.75 Each $3075.00 Charge$20.00

1.001 6A7432-1 054324473897 4’ Fixture 100 100 Each N/A N/A N/A

1.002 6A7432-2 054324473880 Lamp 100 100 Each N/A N/A N/A

2 6A4343 50054324493471* Disinfectant 5 5 Case $75.27 Case Lot # 98C01Exp Date19981231

$376.35

3 6A4798 054324526418 Floor Tile 100 100 Each $98.00 Per100

$98.00 Quote #578

4 7B5113 50064141996658* 4” Markers 10 15 Case $24.31 Case $364.65

Subtotal 1 $3914.00

(Charge) $20.00

Subtotal 2 $3934.00

Tax $265.55

FreightCharges

$100.00

Invoice Total $4299.55

*SCC-14 format

I/C IN

DU

ST

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DI G

UID

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Y 1998

113


114 MAY 1998

COMPLETE INVOICE FORMAT FOR SPECIAL SITUATION SCENARIOEDI TRANSMISSION DATA SPECIAL SITUATION REFERENCE

ST*810*0002^

BIG*19980508*753812**A123456^

CUR*SE*USD^ 2J. Currency – Entire Invoice – Header Level

REF*JB*987^ 2B. Reference Number (Job Number) – HeaderLevel

N1*ST**9*1122334560002^

N1*RE**9*1775566780001^ 2K. Remit To Address different from Profile –Header Level

ITD*04*3*****30***214978^ 2F. Deferment/Installment – Header Level

ITD*04*3*****60***214978^ 2F. Deferment/Installment – Header Level

DTM*011*19980508^

FOB*PC*DE*DAYTON, OH^

IT1*1*100*EA*30.75**UP*054324473828^ 2E. Kits/Components – Line Item Level

PID*F****4 FT FLUORESCENT FIXTURE ANDLAMP^

2E. Kits/Components – Line Item Level

SAC*C*E190***2000^ 2H. Allowance/Charge – Line Item Level

SLN*1.001**I*100*EA***O*UP*054324473897^ 2E. Kits/Components – Line Item Level

PID*F****4 FT FIXTURE^ 2E. Kits/Components – Line Item Level

SLN*1.002**I*100*EA***O*UP*054324473880^ 2E. Kits/Components – Line Item Level

PID*F****LAMP^ 2E. Kits/Components – Line Item Level

IT1*2*5*CA*75.27**UK*50054324493471^

PID*F****DISINFECTANT^

REF*LT*98C01^ 2D. Lot/Serial Number (Including expiration date)– Line Item Level

DTM*036*19981231^ 2D. Lot/Serial Number (Including expiration date)– Line Item Level

IT1*3*100*EA*98*HP*UP*054324526418^ 2A. Price Basis is Different than Ordering Unit ofMeasure – Line Item Level

PID*F****FLOOR TILE^ 2A. Price Basis is Different than Ordering Unit ofMeasure – Line Item Level


MAY 1998 115

COMPLETE INVOICE FORMAT FOR SPECIAL SITUATION SCENARIOEDI TRANSMISSION DATA SPECIAL SITUATION REFERENCE

REF*PR*578^ 2C. Reference Number (Price Quote Number) –Line Item Level

IT1*4*15*CA*24.31**UK*50064141996658^ 2L. Invoicing for Extra Quantities Shipped fromOriginal Quantity Ordered – Line Item Level

IT3*15*CA*CM*5*MP^ 2L. Invoicing for Extra Quantities Shipped fromOriginal Quantity Ordered – Line Item Level

PID*F****4” Markers 2L. Invoicing for Extra Quantities Shipped fromOriginal Quantity Ordered – Line Item Level

TDS*429955***8598^

TXI*ST*265.55*.0675*VD*OH^ 2I. Tax (Sales Tax) – Entire Order –SummaryLevel

CAD*AE***UPSN**BM*1578*ON^ 2M. Carrier Detail for Special OvernightDelivery – Summary Level

SAC*C*D240***10000^ 2G. Allowance/Charge – Summary Level

SE*32*0002^


116 MAY 1998

2A. Price Basis is Different than Ordering Unit of Measure

Business ScenarioThe buyer specifies that line item #3 is being purchased at a price of $98.00 per hundredand the ordering unit of measure is each.

EDI TRANSMISSION DATA EXPLANATIONIT1*3*100*EA*98*HP*UP*054324526418^

3 is the Original Purchase Order line number.

100 is the Quantity Invoiced in eaches.


98 is the Unit Price ($98.00).

HP is the Price per Hundred.

UP is the Product/Service ID Qualifier which indicatesthe 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 itemshipped.

2B. Reference Number (Job/Project Number) – Header level

Business ScenarioThe buyer specifies that Job (Project) Number 987 be used for reference within the invoice.

EDI TRANSMISSION DATA EXPLANATIONREF*JB*987^ JB is the reference identification qualifier which

indicates that the reference identification qualifierthat 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 theinvoice, the REF segment in the Header level is used (position 050)


MAY 1998 117

2C. Reference Number (Price Quote Number)– Line Item level

Business ScenarioThe buyer specifies that line item #3 qualifies for special pricing via quote #578.

EDI TRANSMISSION DATA EXPLANATIONREF*PR*578^ 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 theinvoice, the REF segment in the detail level is used (position 120)

2D. Lot/Serial Number (Including expiration date) - Line Item level

Business ScenarioThe buyer specifies that a lot number, including expiration date, be specified for line item#3 within the invoice.

EDI TRANSMISSION DATA EXPLANATIONREF*LT*98C01^ LT is the reference identification qualifier which indicates

what follows is a lot number

98C01 is the lot number

DTM*036*19981231^ 036 is the code qualifier to specify expiration date

19981231 is the lot number expiration date

Note: As the lot number and expiration date apply only to line item #2 within theinvoice, the REF (position 120) and DTM (position 150) segments, following theIT1 segment (position 010), in the detail level are used.


118 MAY 1998

2E. Kits/Components - Line Item level

Business ScenarioThe seller identifies the kit/components associated with line item #1 within the invoice. Asthe parts identified are component pieces of the line item no prices are specified.

EDI TRANSMISSION DATA EXPLANATIONIT1*1*100*EA*30.75**UP*054324473828^

1 is the Original Purchase Order Line number.






PID*F****4 FT FLUORESCENTFIXTURE AND LAMP^

F is the Item Description Type for freeform description.

4 FT FLUORESCENT FIXTURE AND LAMP is thefreeform description for the item shipped.

SLN*1.001**I*100*EA***O*UP*054324473897^

1.001 is the reference identifier used to associate the lotnumber information to line item #3.

I indicates that the component is included as part of theline item information.

100 is the quantity of this component.


O indicates that the component information is to be usedfor information purposes only



PID*F****4 FT FIXTURE^ F is the Item Description Type for freeform description.

4 FT FIXTURE is the freeform description for the itemshipped.


MAY 1998 119

EDI TRANSMISSION DATA EXPLANATIONSLN*1.002**I*100*EA***O*UP*054324473880^

1.002 is the reference identifier used to associate the lotnumber information to line item #3.

I indicates that the component is included as part of theline item information.

100 is the quantity of this component.


O Indicates that the component information is to be usedfor information purposes only



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 IT1segment (position 010), in the detail level is used.


120 MAY 1998

2F. Deferment/Installment – Header Level

Business ScenarioThe buyer and the seller have agreed that the invoice can be paid in two installments. Thefirst installment payment requires 50% of the invoice total amount ($2149.78) be settled andis due 30 days after invoice date (May 08, 1998). The second installment payment requiresthe remaining 50% of the invoice total amount ($2149.77.68) be settled and is due 60 daysafter invoice date (May 08, 1998).

EDI TRANSMISSION DATA EXPLANATIONITD*04*3*****30***214978^ 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 termsperiod is the invoice date

30 specifies the number of days from the invoice date whenthe first installment payment is due

214978 ($2,149.78) is the first installment amount due forthe invoice

ITD*04*3*****60***214977^ 04 is the code which specifies that installment payment planis applicable for the invoice settlement.

3 is the code which identifies that the beginning of the termsperiod is the invoice date

60 specifies the number of days from the invoice date whenthe second installment payment is due

214977 ($2,149.77) is the second installment amount duefor the invoice

Note: As the terms of sale apply to the entire order, the ITD segment at theHeader level is used (position 130).

The ITD loop is repeated twice to exemplify the two separate installments


MAY 1998 121

2G. Allowance/Charge – Summary Level

Business ScenarioThe overnight delivery requested by the buyer resulted in a freight charge of $100.00 whichwas 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 freightcharge

10000 ($100.00) is the amount of the freight charge

Note: As the freight charge applied to the entire order, the SAC segment at theSummary level is used (position 040).

2H. Allowance/Charge – Line Item level

Business ScenarioA labor charge of $20.00 for including quick connect wiring is applicable to line item #1.

EDI TRANSMISSION DATA EXPLANATIONSAC*C*E190***2000^ C is the code which specifies a charge

E190 is the code which specifies that the charge is a laborcharge

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 thedetail level is used (position 180).

2I. Tax (Sales Tax) -- Entire Order

Business ScenarioThe seller specifies that the sales tax, at a rate of 6.75% ($265.55), is included in the totalinvoice amount.

EDI TRANSMISSION DATA EXPLANATIONTXI*ST*265.55*.0675*VD*OH^ ST is code that specifies the tax is a state sales tax

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 salestax 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 Taxapplicable to the entire invoice (Position 020)


122 MAY 1998

2J. Currency -- Entire Invoice – Header level

Business ScenarioThe seller and buyer have agreed that the entire invoice will be paid for in US dollars.

EDI TRANSMISSION DATA EXPLANATIONCUR*SE*USD^ 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 ScenarioThis scenario is used by the seller to indicate that the buyer remit the invoice settlement toan address different from the trading partner profile.

EDI TRANSMISSION DATA EXPLANATIONWITH NAME AND ADDRESS

N1*RE**9* 1775566780001^ RE is the Entity Identifier Code which indicates that this isthe manufacturers invoice remittance location.

9 is the identification code number for a DUNS+4 Number

1775566780001 is the manufacturers remittance locationDUNS+4 number


MAY 1998 123

2L. Invoicing for Quantity Shipped different from Original QuantityOrdered – Line Item Level

Business ScenarioWhen the quantity shipped by the seller exceeds the quantity ordered due to minimum packsize limitations as the business reason, the process to invoice for this over shipment isdescribed below. In this instance the Seller has not previously notified the Buyer.

EDI TRANSMISSION DATA EXPLANATIONIT1*4*15*CA*24.31**UK*50064141996658^

4 is the Original Purchase Order Line number.


CA is the Unit or Basis for Measurement Code whichindicates Case.


UK is the Product/Service ID Qualifier which indicates theProduct/Service ID that follows is a U.P.C./EANShipping Container Code (1-2-5-5-1).

50064141996658 is the U.P.C. / EAN Shipping ContainerCode

IT3*15*CA*CM*5*MP^ 15 is the Number of Units Shipped.

CA is the Unit or Basis for Measurement Code whichindicates Case.

CM is the Shipment Order Status Code which indicatesshipment complete with additional quantity.

5 is the Quantity Difference between ordered and shipped.

MP is the Change Reason Code which the reason for overshipment was minimum order.

ID*F****4” MARKERS F is the Item Description Type for freeform description.

4” MARKERS is the freeform description for the itemshipped.


124 MAY 1998

2M. Carrier Detail for Special Overnight Delivery – Summary Level

Business ScenarioWhen special overnight delivery is performed as per buyer instructions, the scenario belowprovides the carrier details.

EDI TRANSMISSION DATA EXPLANATIONCAD*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) forUPS.

BM is the Reference Identification Qualifier whichindicates Bill of Lading Number.

1578 is the Reference Identification value for the Bill ofLading.

ON is the Service Level Code which indicates the level oftransportation service for Overnight delivery.


MAY 1998 125

EXAMPLE 3: SERVICE INVOICE

Business ScenarioABC Distributor performed maintenance on a motor for PPP Industries at one of their productionplants. PPP normally calls in for service and does not issue a purchase order. When service isperformed ABC Distributors completes a work order and leaves a copy with PPP’s MaintenanceSupervisor. The work order contains information identifying the equipment being serviced, partsused and labor charges. ABC’s Service person brings back a copy of the work order for use ingenerating the service invoice.

Invoice Date June 8, 1998Invoice Number 997332Work order number A865Date of service June 5, 1998Invoice Total $260.00


• Freight Terms:• FOB Point (when title to goods passes) Shipping Point• Freight Paid By: Buyer

• Payment Terms: Net 30 Days• Currency Information: U.S. Dollars• Tax Information: This type of service is not taxable.

(All Normal Bill To, Ship To and Remit To Locations Should Be Identified In The Trading PartnerProfile)

• Remit To Name and Address: ABC DistributorP.O. Box 123Apple Grove, CA 98760DUNS+4 Number: 1122334450000

• Service Name and Address: PPP Industries – Plant 21593 Oak St.Apple Grove, CA 98764DUNS+4 Number: 1122334490002


126 MAY 1998

• Bill To Name and Address PPP IndustriesP.O. Box 651245Minneapolis, MN 55440DUNS+4 Number: 1122334490000

EXAMPLE #3SERVICE LINE ITEM DETAIL

LineItem

PartNumber

U.P.C.Code

Description Qty Unit ofMeasure

Price Extension

N/A N/A N/A Maintenanceof Motors

1 Each $260.00 $ 260.00

Invoice Total $ 260.00


MAY 1998 127

I/C 810 Service InvoiceEDI TRANSMISSION DATA EXPLANATION

ST*810*0004^ 810 is the Transaction Set Identifier Code for the Invoice Transaction Set.


BIG*19980608*997332^ 19980608 is the Invoice Date (June 8, 1998)

997332 is the Invoice Number.

REF*WO*A865^ WO is the Reference Identification Qualifier Code for WorkOrder Number.

A865 is the Work Order Number.

N1*BT**9*1122334490000^ BT is the Entity Identifier Code which indicates this N1segment identifies the Bill To location.

9 is the Identification Code Qualifier which indicates theIdentification Code that follows is DUNS+4 numberassigned by Dun and Bradstreet.

1122334490000 is the DUNS+4 number of the location to bebilled.

N1*RE**9*1122334450000^ RE is the Entity Identifier Code which indicates this N1segment identifies the Remit To location.

9 is the Identification Code Qualifier which indicates theIdentification Code that follows is DUNS+4 number

1122334450000 is the DUNS+4 number of the location wherethe payment is to be remitted to.

N1*EN**9*1122334490002^ EN is the Entity Identifier Code which indicates this N1segment identifies the End User Service location.

9 is the Identification Code Qualifier which indicates theIdentification Code that follows is DUNS+4 number.

1122334490002 is the DUNS+4 number of the location wherethe service was performed.

DTM*214*19980605^ 214 is the Date/Time Qualifier which indicates the date thatfollows is the date service was performed.

19980605 is the date of service (June 5, 1998).

IT1**1*EA*260^ 1 is the Quantity Invoiced.

EA is the Unit or Basis for Measurement Code which indicatesEach.



128 MAY 1998

EDI TRANSMISSION DATA EXPLANATIONPID*F****MAINTENANCE OFMOTORS^

F indicates that the format of the description is free form.

Maintenance of Motors is the description.

TDS*26000^ 26000 is the Total Amount of the Invoice . ($260.00).

SE*11*0004^ 11 is the Number of Included Segments in this transaction set,including the ST and SE segments.


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*19980605ÎT1**1*EA*260^PID*F****MAINTENANCE OF MOTORS^TDS*26000^SE*11*0004^


MAY 1998 129

EXAMPLE 4: CREDIT MEMO

Business ScenarioABC Distributor has ordered, received and paid for three line items from XYZ Manufacturerunder purchase order number A123456 as defined in the basic example number one. Thedistributor has returned 5 units of 7” Diagonal Pliers for credit. XYZ Manufacturer approved thereturn with no restocking charge; ABC Distributor was required to pay the return freight so itwould not be reflected in the credit memo.

Credit Memo Date June 1, 1998Credit Memo Number 784211Original Invoice Number 753812Credit Memo Total $28.70



• Freight Terms:• FOB Point (when title to goods passes) Shipping Point• Freight Paid By: Seller (if order total greater than $200)

Buyer (if order less than $200)• Payment Terms: 2% 10 Days, Net 30 Days• Currency Information: U.S. Dollars• Tax Information: Tax Exemption Number –

11223344556677889900Issued by State of CaliforniaExempt for resale

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

• Ship To Name and Address: ABC Distributor – Branch 21234 Maple St.Apple Grove, CA 98765DUNS Number : 112233445

• Remit To Name and Address: XYZ ManufacturerP.O. Box 85997Minneapolis, MN 55440DUNS+4 Number: 3377744550000


130 MAY 1998

EXAMPLE #4CREDIT MEMO LINE ITEM DETAIL

LineItem

PartNumber

U.P.C.*


Measure Price Extension

PAC-1674 00054321876547 7” DiagonalPliers

5 Each $ 5.74 $ 28.70

Credit Memo Total $ 28.70

* SCC-14 format


MAY 1998 131

I/C 810 Credit Memo

EDI TRANSMISSION DATA EXPLANATIONST*810*0003^ 810 is the Transaction Set Identifier Code for the Invoice

Transaction Set.


BIG*19980601*784211**A123456***CR^

19980601 is the Credit Memo Date (June 1, 1998)

784211 is the Credit Memo Number.


CR is the Transaction Type Code for a Credit Memo.


1 is the Identification Code Qualifier which indicates theIdentification Code that follows is DUNS number assignedby Dun and Bradstreet.

112233445 is the DUNS number.

REF*OI*753812^ OI is the Reference Identification Qualifier Code for OriginalInvoice Number.

753812 is the Original Invoice Number.

IT1**5*EA*5.74**UK*00054321876547^

5 is the Quantity Returned.

EA is the Unit or Basis for Measurement Code which indicatesEach.


UK is the Product/Service ID Qualifier which indicates theProduct/Service ID that follows is a U.P.C./EAN ShippingContainer Code (1-2-5-5-1).

00054321876547 is the U.P.C./EAN Shipping Container Code.

TDS*2870^ 2870 is the Total Amount of the Invoice . ($28.70).



810 Credit Memo EDI NOTATION:ST*810*0003^BIG*19980601*784211**A123456***CR^N1*ST**1*112233445^REF*OI*753812ÎT1**5*EA*5.74**UK*00054321876547^TDS*2870^SE*7*0003^


132 MAY 1998

850 PURCHASE ORDERINDUSTRIAL/COMMERCIAL (I/C) GUIDELINE

INTRODUCTIONThis section presents and explains the application of the ASC X12 standards as theypertain to the Industrial/Commercial (I/C) purchase order. The purpose of thisdocument 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 ofmaintenance, repair and operations (MRO) products, raw materials or ingredientsand packaging supplies. It should not be used to convey purchase order changes orpurchase order acknowledgment information.

All the customary information included on a paper purchase order can be includedon an EDI purchase order. It is recommended that purchase order default data beestablished up-front between buyer and seller in a trading partner profile, so onlyminimum order information is transmitted on the EDI purchase order. This elimi-nates the transmission of redundant, unnecessary data and helps to streamline andautomate the purchasing process.

This guideline contains three main sections:

1. Business Issues. This section is included to emphasize any business considera-tions or to highlight recommended best practices associated with this transac-tion.

2. Transaction Set Details. This is where each segment relevant to the I/Cpurchase order is explained in detail. Specific suggestions regarding data to besent are included in this section. Recommended codes are included in theelement detail and in the appendices at the end of this guideline.

3. Business Examples. This section includes examples illustrating how the I/Cpurchase order is to be used. The first example presents the purchase order inits simplest form. Additional examples explain how specific business situationscan be handled in the I/C purchase order.


MAY 1998 133

I/C 850 PURCHASE ORDER BUSINESS ISSUES1. Header Level vs. Detail Level Information

Whenever possible, common information relating to a majority of items on thepurchase order should be communicated at the header level. Therefore this informa-tion would not have to be redundantly transmitted for each line item. Informationthat applies explicitly to a line item should be placed at the detail level. Informationsent at the line item level will always supersede information sent in the header forthat specific line only. For example, the requested delivery date for most itemsshould be sent at the header level and only the dates of exceptions should be sent atthe line item level.

2. Use of DUNS Number for Location Identification

The DUNS or DUNS + 4 number should be used as the primary preferred methodof identifying buyer/seller locations. If a valid DUNS or DUNS + 4 number isprovided in the N1 segment and its associated address has already been communi-cated in the trading partner profile, it is not necessary to transmit address informationin N2, N3 and N4 segments.

It is recommended that location addresses which use P.O. Box numbers be refer-enced by a DUNS + 4 number.

3. Customer Quote/Contract Numbers

To support special price considerations the EDI partnership may require that specialcustomer quote numbers, specific contract numbers, or numbers associated withparticular promotions be communicated on the purchase order transaction. It issuggested that the REF segment be used for this requirement.

The REF segment information at the header level applies to the entire invoice. REFsegments 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 usingthese segments it is recommended that they be restricted to free form text and thatany 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 tothose specific agreements between trading partners. Anytime text data is passedwithin a transaction, the receiving partner may have to queue the transaction into anexception process for review. In this case, the transaction cannot be automaticallyprocessed.


134 MAY 1998

5. Special Carrier/Shipment Requests

To permit the buyer to communicate special shipping conditions such as Same Day,Air Freight, etc., or to allow the specification of a specific carrier, the use of the TD5segment is recommended.

When indicating a specific carrier it is further recommended that the StandardCarrier Alpha Code (SCAC) be used if one has been assigned to the carrier. See theTD5 segment for further discussion.

6. Will Call/Customer Pickup

When specifying a ‘‘Will Call’’ order it is suggested that the TD5 segment be usedto mark an order for customer pickup/will call.

The TD5 segment should contain a TD504 element describing the shipping methodusing 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 beoutlined. The SCC-14 format includes the designation of the specific package sizein the first position of the code. Depending on the item requested, a conflict couldexist in the interpretation of the quantity designated in the SCC-14 code and thequantity unit of measure passed in the PO103 element.

Example:


Qty Qty U/M Product ID Qualifier Product ID (SCC-14)

12 EA UK 30122222222228 Quantity ordered notresolved

SCC-14 Quantity Description

00122222222227 1 Each30122222222228 12 Inner Pack

50122222222222 96 Case

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 includethe PO103 element. Therefore, it is clear that the carton size from the SCC-14 packidentifier code is applied against the quantity ordered as specified in the PO102element.


Qty Qty U/M Product ID Qualifier Product ID (SCC-14)12 Not Used UK 00122222222227 Indicates 12 eaches

12 Not Used UK 30122222222228 Indicates 12 innerpacks of 12 each


MAY 1998 135

8. Prices

It is recommended that net prices be sent on the purchase order. See the PO1segment.

9. Line Numbers

Retention of line numbers (PO101) from the buying party’s purchase order isstrongly encouraged. While optional within this guideline, buyer’s line item num-bers may need to be returned in subsequent documents such as the 855 PurchaseOrder Acknowledgment, 856 Ship Notice/Manifest, and the 810 Invoice.


136 MAY 1998

I/C INDUSTRIAL COM MERCIALE DI GUIDE LINE SPURCHASE ORDER • 85 0MARCH 17 , 199800 4010

I/C EDI 850 Purchase Order

Header



140 020 BEG Beginning Segment for Purchase Order M 1




144 070 TAX Tax Reference O >1

145 080 FOB F.O.B. Related Instructions O >1

LOOP ID - SAC 25




150 240 TD5 Carrier Details (Routing Sequence/Transit Time) O 12

152 250 TD3 Carrier Details (Equipment) O 12

153 270 MAN Marks and Numbers O 10

LOOP ID - N1 200

154 310 N1 Name O 1



158 340 N4 Geographic Location O >1

Detail


LOOP ID - PO1 100000

159 010 PO1 Baseline Item Data M 1

161 030 PO3 Additional Item Detail O 25

162 049 MEA Measurements O 40

LOOP ID - PO1/PID 1000







LOOP ID - PO1/SCH 200

171 295 SCH Line Item Schedule O 1

LOOP ID - PO1/N1 200

173 350 N1 Name O 1



I/C INDUSTRIAL COMMERCIALEDI GUIDELINES PURCHASE ORDER •••• 850

MAY 1998 137


177 383 QTY Quantity O >1

Summary


LOOP ID - CTT 1



I/C INDUSTRIAL COMMERCIALPURCHASE ORDER •••• 850 EDI GUIDELINES

138 MAY 1998




53 Example: ST ✽850✽0001^




850 Purchase Order




MAY 1998 139

Segment: BEG Beginning Segment for Purchase OrderLevel: HeaderLoop: ___

Usage: MandatoryMax Use: 1Purpose: To indicate the beginning of the Purchase Order Transaction Set and transmit

identifying numbers and datesSemantic: 1 BEG05 is the date assigned by the purchaser to purchase order.

54 Example: BEG ✽00✽SA✽A123456✽✽19980507^



➤ BEG01 353 Transaction Set Purpose Code M ID 2/2Code identifying purpose of transaction set

00 Original

➤ BEG02 92 Purchase Order Type Code M ID 2/2Code specifying the type of Purchase Order

BK Blanket Order (Quantity Firm)DS DropshipEO Emergency OrderRL Release or Delivery Order

4 If this code is used, then BEG04 is required

SA Stand-alone Order

➤ BEG03 324 Purchase Order Number M AN 1/22Identifying number for Purchase Order assigned by the orderer/purchaser

➤ BEG04 328 Release Number O AN 1/30Number identifying a release against a Purchase Order previously placed by the partiesinvolved in the transaction

➤ BEG05 373 Date M DT 8/8Date expressed as CCYYMMDD


140 MAY 1998

Segment: CUR CurrencyLevel: HeaderLoop: ___

Usage: OptionalMax Use: 1Purpose: To specify the currency (dollars, pounds, francs, etc.) used in a transaction

49 Notes: This segment is only used when currency information varies from or isnot included in the trading partner agreement.

284 Example: CUR ✽BY✽CAD^



➤ CUR01 98 Entity Identifier Code M ID 2/3Code identifying an organizational entity, a physical location, property or an individual


SE Selling Party

➤ CUR02 100 Currency Code M ID 3/3Code (Standard ISO) for country in whose currency the charges are specified


10 Code Values:CAD Canadian DollarMXP Mexican PesoUSD US Dollar

Refer to ISO 4217 for other currency codes.


MAY 1998 141

Segment: REF Reference IdentificationLevel: HeaderLoop: ___



56 Example: REF ✽80✽23^






CT Contract Number

DG Drawing Number


EU End User’s Purchase Order Number







142 MAY 1998

Segment: PER Administrative Communications ContactLevel: HeaderLoop: ___

Usage: OptionalMax Use: 3Purpose: To identify a person or office to whom administrative communications should be

directedSyntax: 1 P0304



If either PER07 or PER08 is present, then the other is required.57 Example: PER ✽OC✽JOHN SMITH✽TE✽9374251234✽FX✽9374254321

✽EM✽[email protected]^



➤ PER01 366 Contact Function Code M ID 2/2Code identifying the major duty or responsibility of the person or group named

OC Order Contact

PER02 93 Name O AN 1/60Free-form name











MAY 1998 143

Segment: TAX Tax ReferenceLevel: HeaderLoop: ___

Usage: OptionalMax Use: >1Purpose: To provide data required for proper notification/determination of applicable

taxes applying to the transaction or business described in the transactionSyntax: 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 310provides for the designation of five taxing jurisdictions.

B TAX01 is required if tax exemption is being claimed.58 Example: TAX ✽98423634✽SP✽CA✽✽✽✽✽✽✽✽✽U^



➤ TAX01 325 Tax Identification Number C AN 1/20Number 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 C ID 1/2Code identifying type of location

CC CountrySee External Code Source 5 in Appendix B for reference document.

SP State/ProvinceSee External Code Source 22 in Appendix B for reference document.

TAX03 310 Location Identifier C AN 1/30Code which identifies a specific location

8 Use ISO 3166 for two digit alpha country codes when using code CC in TAX02. Usestandard state or province codes when using code SP in TAX02.

TAX12 441 Tax Exempt Code O ID 1/1Code identifying exemption status from sales and use tax

0 Exempt (For Export)3 Exempt (For Resale)7 Direct Pay ID8 Exempt (Sale to U.S. Government)9 Exempt (Per State Law)B Material Taxable, Labor ExemptF Exempt (Goods and Services Tax)G Exempt (Provincial Sales Tax)U Usage Exempt


144 MAY 1998

Segment: FOB F.O.B. Related InstructionsLevel: HeaderLoop: ___

Usage: OptionalMax Use: >1Purpose: To specify transportation instructions relating to shipment

Syntax: 1 C0302If FOB03 is present, then FOB02 is required.

2 C0706If 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.

50 Notes: This segment is only used when FOB related instructions vary from or arenot included in the trading partner agreement.

59 Example: FOB ✽CC^



➤ FOB01 146 Shipment Method of Payment M ID 2/2Code identifying payment terms for transportation charges

CC CollectPB Customer Pick-up/BackhaulPC Prepaid but Charged to CustomerPP Prepaid (by Seller)TP Third Party Pay


279 This indicates who is responsible for providing and paying for transportation.



PL Plant



280 This indicates where title passage occurs.



PL Plant



MAY 1998 145

Segment: SAC Service, Promotion, Allowance, or Charge InformationLevel: HeaderLoop: SAC Usage: Optional Max Use: 25

Usage: MandatoryMax Use: 1Purpose: To request or identify a service, promotion, allowance, or charge; to specify the

amount or percentage for the service, promotion, allowance, or chargeSyntax: 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.

17 Notes: Typically this segment is not used, but may be necessary to reflectallowances or charges that are exceptions to the standardIndustrial/Commercial business relationships.

60 Example: SAC ✽C✽D980✽✽✽500✽✽✽✽✽✽✽02^




A AllowanceC Charge



SAC05 610 Amount O N2 1/15Monetary amount

13 When SAC01 contains code A or code C, this data element is required. This willresolve any differences between the buyer’s and supplier’s system calculations ofamounts, i.e. rounding errors when allowances or charges are expressed inpercentages or rates.

The amount expressed has an implied 2 digit decimal, e.g., $5.63 would be sent as563 and $5 would be sent as 500.



amount, e.g. Total Invoice Amount = Merchandise Price + Charges -Allowances.








146 MAY 1998

Segment: ITD Terms of Sale/Deferred Terms of SaleLevel: HeaderLoop: ___

Usage: Optional

Max Use: >1

Purpose: To specify terms of saleSyntax: 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 orITD07 is required.

1 Notes: Typically this segment is not used, but may be necessary to reflectvariances in terms of payment.

In the transitional period for the I/C sector, from paper to full automatedEDI transactions, there may be a perceived need to send text data withthe terms. Clearly the goal is to have the entire I/C sector participating inEDI. Therefore, if text data is needed to be sent for terms, ITD12 willcontain the free form text. If additional text is needed, additional ITDsegments will be used.

Many times deferred terms are specified on the purchase order with onlythe knowledge the terms are to be based on a date value which is notknown, e.g., invoice or delivery date. What is known is the percentage ordollar amount of each deferred installment, and the number of days afterthe date the terms are based on, that each installment will be due. In thesecases, ITD01 will contain code 04, indicating deferred or installment termsand ITD02 will contain the appropriate terms basis date code (mosttypically code 3 for Invoice Date). ITD07 will contain the number of daysafter the terms basis date that this installment is due.



61 Example: ITD✽✽3✽1✽✽10✽✽30^



ITD01 336 Terms Type Code O ID 2/2Code identifying type of payment terms

02 End of Month (EOM)

04 Deferred or Installment

09 Proximo

ITD02 333 Terms Basis Date Code O ID 1/2Code identifying the beginning of the terms period

3 Invoice Date

ITD03 338 Terms Discount Percent O R 1/6Terms discount percentage, expressed as a percent, available to the purchaser if aninvoice 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% issent as ’’1".

I/C INDUSTRIAL COMMERCIALEDI GUIDELINES PURCHASE ORDER •• 850

MAY 1998 147

ITD04 370 Terms Discount Due Date C DT 8/8Date payment is due if discount is to be earned expressed in format CCYYMMDD

ITD05 351 Terms Discount Days Due C N0 1/3Number of days in the terms discount period by which payment is due if terms discount isearned

ITD06 446 Terms Net Due Date O DT 8/8Date when total invoice amount becomes due expressed in format CCYYMMDD

ITD07 386 Terms Net Days O N0 1/3Number of days until total invoice amount is due (discount not applicable)

ITD12 352 Description O AN 1/80A free-form description to clarify the related data elements and their content


148 MAY 1998

Segment: DTM Date/Time ReferenceLevel: HeaderLoop: ___



62 Example: DTM ✽074✽19980514^




001 Cancel After002 Delivery Requested071 Requested for Delivery (After and Including)074 Requested for Delivery (Prior to and Including)077 Requested for Delivery (Week of)081 Requested for Shipment (After and Including)084 Requested for Shipment (Prior to and Including)087 Requested for Shipment (Week of)106 Required By


DTM03 337 Time C TM 4/8Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, orHHMMSSDD, 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 location’s local time.


MAY 1998 149

Segment: TD5 Carrier Details (Routing Sequence/Transit Time)Level: HeaderLoop: ___

Usage: OptionalMax Use: 12Purpose: To specify the carrier and sequence of routing and provide transit time

informationSyntax: 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, useTD502 to identify the party responsible for defining the routing sequence,and use TD503 to identify the actual routing sequence, specified by theparty identified in TD502.

6 Notes: Typically this segment is only used to specify variances from agreedupon shipment methods.

TD502 and TD503 are only used when a specific carrier is requested.

63 Example: TD5 ✽✽2✽AAAA ✽✽✽✽✽✽✽✽✽PA^



TD502 66 Identification Code Qualifier C ID 1/2Code designating the system/method of code structure used for Identification Code (67)

2 Standard Carrier Alpha Code (SCAC)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 toidentify the carrier.See External Code Source 17 in Appendix B for reference document.



TD503 67 Identification Code C AN 2/80Code identifying a party or other code

TD504 91 Transportation Method/Type Code C ID 1/2Code specifying the method or type of transportation for the shipment

A AirAE Air Express

H Customer PickupM Motor (Common Carrier)

SR Supplier TruckU Private Parcel Service

TD512 284 Service Level Code C ID 2/2Code indicating the level of transportation service or the billing service offered by thetransportation carrier

09 Premium SurfaceCX Express ServiceND Next Day AirON OvernightPA Primary Service Area - Next Day by 10:30 A.M.


150 MAY 1998

PR Primary Service Area - Next Day by 5:00 P.M.SC Second Day AirSD SaturdaySE Second DaySP Saturday Pickup


MAY 1998 151

Segment: TD3 Carrier Details (Equipment)Level: HeaderLoop: ___

Usage: OptionalMax Use: 12Purpose: To specify transportation details relating to the equipment used by the carrier

19 Notes: This segment is used when the buyer requires special equipment, e.g.forklift, crane, liftgate.

64 Example: TD3 ✽LU^



TD301 40 Equipment Description Code C ID 2/2Code identifying type of equipment used for shipment

LU Load/unload Device on Equipment


152 MAY 1998

Segment: MAN Marks and NumbersLevel: HeaderLoop: ___

Usage: OptionalMax Use: 10Purpose: To indicate identifying marks and numbers for shipping containers

51 Notes: This segment is used to identify marks and numbers required at the orderlevel.

65 Example: MAN ✽R✽CRIB2^



➤ MAN01 88 Marks and Numbers Qualifier M ID 1/2Code specifying the application or source of Marks and Numbers (87)

R Originator Assigned

➤ MAN02 87 Marks and Numbers M AN 1/48Marks and numbers used to identify a shipment or parts of a shipment


MAY 1998 153

Segment: N1 NameLevel: HeaderLoop: N1 Usage: Optional Max Use: 200





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 andN4 segments.

When the ship to is not a drop shipment and the DUNS number isprovided in N104 then N2, N3 and N4 are not needed.

Codes BY and BT in N101 are only needed when specifying a variancefrom the normal business relationship.

66 Example: N1 ✽ST✽✽1✽112233445^




BS Bill and Ship To

BT Bill-to-Party


EN End User

SE Selling Party

SF Ship From

ST Ship To



20 DUNS# and DUNS+4 should be considered the primary and preferred method ofidentifying a location. ID qualifiers 91 and 92 require prior trading partneragreement and should be avoided.




154 MAY 1998







MAY 1998 155

Segment: N2 Additional Name InformationLevel: HeaderLoop: N1


67 Example: N2 ✽ATTN DEPT C^






156 MAY 1998

Segment: N3 Address InformationLevel: HeaderLoop: N1


68 Example: N3 ✽1234 MAPLE ST^






MAY 1998 157

Segment: N4 Geographic LocationLevel: HeaderLoop: N1

Usage: OptionalMax Use: >1Purpose: To specify the geographic place of the named party


B N402 is required only if city name (N401) is in the U.S. or Canada.69 Example: N4 ✽APPLE GROVE✽CA✽98765^













158 MAY 1998

Segment: PO1 Baseline Item DataLevel: DetailLoop: PO1 Usage: Mandatory Max Use: 100000

Usage: MandatoryMax Use: 1Purpose: To specify basic and most frequently used line item data

Syntax: 1 C0302If PO103 is present, then PO102 is required.

2 C0504If PO105 is present, then PO104 is required.

3 P0607If either PO106 or PO107 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.

33 Notes: PO106 through PO113 provide for four different product/service IDs foreach item. If only one product/service ID is provided, PO106 and PO107are used. PO108 and PO109 would be used for other reference ID’s for thesame product. Multiple product/service ID’s can be presented in anysequence.

34 The codes listed for PO106 apply to every occurrence of Data Element235 in the PO1 segment.

70 Example: PO1 ✽1✽6✽✽5.74✽✽UK✽00054321876547^PO1✽1✽6✽EA✽5.74✽✽UP✽054321876547^



PO101 350 Assigned Identification O AN 1/20Alphanumeric characters assigned for differentiation within a transaction set

27 This element is typically the order line number.

➤ PO102 330 Quantity Ordered C R 1/15Quantity ordered

PO103 355 Unit or Basis for Measurement Code O ID 2/2Code specifying the units in which a value is being expressed, or manner in which ameasurement has been taken


PO104 212 Unit Price C R 1/17Price per unit of product, service, commodity, etc.


29 To indicate free goods, use a single zero (0) in PO104 and code NC in PO105.


MAY 1998 159

PO105 639 Basis of Unit Price Code O ID 2/2Code identifying the type of unit price for an item

30 This data element is used to clarify or alter the basis of unit price. The unit priceexpressed 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 butpriced per hundred.


PO106 235 Product/Service ID Qualifier C ID 2/2Code 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 preferredmethods of identifying a part number.








VN Vendor’s (Seller’s) Item Number144 Vendor refers to supplier of goods regardless of source, e.g.,

manufacturer, distributor or other source.

PO107 234 Product/Service ID C AN 1/48Identifying number for a product or service








160 MAY 1998

Segment: PO3 Additional Item DetailLevel: DetailLoop: PO1

Usage: OptionalMax Use: 25Purpose: To specify additional item-related data involving variations in normal

price/quantity structureComments: 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 PO306.52 Notes: This segment is only used to convey a price break that differs from the

normal price/quantity structure.

71 Example: PO3 ✽QT✽✽✽✽✽50✽EA^



➤ PO301 371 Change Reason Code M ID 2/2Code specifying the reason for price or quantity change

QT Quantity Price Break

➤ PO306 380 Quantity M R 1/15Numeric value of quantity

➤ PO307 355 Unit or Basis for Measurement Code M ID 2/2Code specifying the units in which a value is being expressed, or manner in which ameasurement has been taken



MAY 1998 161

Segment: MEA MeasurementsLevel: DetailLoop: PO1

Usage: Optional

Max Use: 40

Purpose: To specify physical measurements or counts, including dimensions,tolerances, variances, and weights

Syntax: 1 R03050608At least one of MEA03, MEA05, MEA06 or MEA08 is required.

Semantic: 1 MEA04 defines the unit of measure for MEA03, MEA05, and MEA06.

281 Notes: This segment is used to provide additional product information when partnumber is available.

72 Example: MEA✽PD✽WT✽10✽LB^



MEA01 737 Measurement Reference ID Code O ID 2/2Code identifying the broad category to which a measurement applies

PD Physical Dimensions

MEA02 738 Measurement Qualifier O ID 1/3Code identifying a specific product or process characteristic to which a measurementapplies

DI Diameter

DP Depth

HO Holes

HT Height

ID Inside Diameter

LN Length

OD Outside Diameter

WD Width

WT Weight

MEA03 739 Measurement Value C R 1/20The value of the measurement

MEA04 C001 COMPOSITE UNIT OF MEASURE C COMPOSITE



CM CentimeterFT Foot

GR Gram

IN Inch

KG KilogramLB Pound

MM Millimeter

I/C INDUSTRIAL COMMERCIALPURCHASE ORDER •• 850 EDI GUIDELINES

162 MAY 1998

MR MeterYD Yard


MAY 1998 163

Segment: PID Product/Item DescriptionLevel: DetailLoop: PO1/PID Usage: Optional Max Use: 1000

Usage: MandatoryMax Use: 1Purpose: To describe a product or process in coded or free-form format


Comments: A If PID01 equals “F”, then PID05 is used. If PID01 equals “S”, then PID04 isused. If PID01 equals “X”, then both PID04 and PID05 are used.

35 Notes: This segment is used when there is no primary product identificationspecified in the PO1 segment or when that primary product identificationin the PO1 segment is not sufficient to fully describe the product.

73 Example: PID ✽F✽✽✽✽RUBBER GRIP^




F Free-form



164 MAY 1998

Segment: MEA MeasurementsLevel: DetailLoop: PO1/PID

Usage: Optional

Max Use: 10

Purpose: To specify physical measurements or counts, including dimensions,tolerances, variances, and weights

Syntax: 1 R03050608At least one of MEA03, MEA05, MEA06 or MEA08 is required.

Semantic: 1 MEA04 defines the unit of measure for MEA03, MEA05, and MEA06.

282 Notes: This segment is used to provide additional product information when partnumber is not available.

74 Example: MEA✽PD✽LN✽10✽IN^



MEA01 737 Measurement Reference ID Code O ID 2/2Code identifying the broad category to which a measurement applies

PD Physical Dimensions

MEA02 738 Measurement Qualifier O ID 1/3Code identifying a specific product or process characteristic to which a measurementapplies

DI Diameter

DP Depth

HO Holes

HT Height

ID Inside Diameter

LN Length

OD Outside Diameter

WD Width

WT Weight

MEA03 739 Measurement Value C R 1/20The value of the measurement

MEA04 C001 COMPOSITE UNIT OF MEASURE C COMPOSITE



CM Centimeter

FT Foot

GR Gram

IN Inch

KG Kilogram

LB Pound


MAY 1998 165

MM Millimeter

MR Meter

YD Yard

I/C INDUSTRIAL COMMERCIALPURCHASE ORDER •• 850 EDI GUIDELINES

166 MAY 1998

Segment: REF Reference IdentificationLevel: DetailLoop: PO1



Semantic: 1 REF04 contains data relating to the value cited in REF02.36 Notes: This segment is used to convey line item information the sender wants

returned on subsequent documents, e.g., P.O. Acknowledgment, ShipNotice, Invoice. This segment can also be used to convey line iteminformation to the seller regarding special pricing quote number, contractnumber etc.

75 Example: REF ✽80✽23^

283 REF✽BO✽EXPEDITE BIN✽✽BO:SECOND EXPEDITE BIN^




80 Charge Number

BO Bin Location Number

CT Contract Number








REF04 C040 REFERENCE IDENTIFIER O COMPOSITE

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

➤ - 1 128 Reference Identification Qualifier M ID 2/3Code qualifying the Reference Identification

BO Bin Location Number37 This element is used for secondary bin location, when primary bin location

is specified in REF02.

➤ - 2 127 Reference Identification M AN 1/30Reference information as defined for a particular Transaction Set or as specified by theReference Identification Qualifier


MAY 1998 167

Segment: TAX Tax ReferenceLevel: DetailLoop: PO1

Usage: OptionalMax Use: >1Purpose: To provide data required for proper notification/determination of applicable

taxes applying to the transaction or business described in the transactionSyntax: 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 310provides for the designation of five taxing jurisdictions.

B TAX01 is required if tax exemption is being claimed.38 Notes: This segment is used only when line item tax information is different from

tax information conveyed in TAX segment in header level.

76 Example: TAX ✽98423634✽SP✽CA✽U^



➤ TAX01 325 Tax Identification Number C AN 1/20Number 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 C ID 1/2Code identifying type of location

CC CountrySee External Code Source 5 in Appendix B for reference document.

SP State/ProvinceSee External Code Source 22 in Appendix B for reference document.

TAX03 310 Location Identifier C AN 1/30Code which identifies a specific location

8 Use ISO 3166 for two digit alpha country codes when using code CC in TAX02. Usestandard state or province codes when using code SP in TAX02.

TAX12 441 Tax Exempt Code O ID 1/1Code identifying exemption status from sales and use tax

0 Exempt (For Export)3 Exempt (For Resale)7 Direct Pay ID8 Exempt (Sale to U.S. Government)9 Exempt (Per State Law)B Material Taxable, Labor ExemptF Exempt (Goods and Services Tax)G Exempt (Provincial Sales Tax)U Usage Exempt


168 MAY 1998

Segment: DTM Date/Time ReferenceLevel: DetailLoop: PO1

Usage: Optional

Max Use: 10

Purpose: To specify pertinent dates and timesSyntax: 1 R020305

At least one of DTM02, DTM03 or DTM05 is required.39 Notes: This segment is used only when line item ship/delivery requirements

differ from ship/delivery requirements identified in the DTM segment atthe header level.

78 Example: DTM✽074✽19980507^




001 Cancel After002 Delivery Requested071 Requested for Delivery (After and Including)074 Requested for Delivery (Prior to and Including)077 Requested for Delivery (Week of)081 Requested for Shipment (After and Including)084 Requested for Shipment (Prior to and Including)087 Requested for Shipment (Week of)106 Required By


DTM03 337 Time C TM 4/8Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, orHHMMSSDD, 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 location’s local time.


MAY 1998 169

Segment: MAN Marks and NumbersLevel: DetailLoop: PO1

Usage: OptionalMax Use: 10Purpose: To indicate identifying marks and numbers for shipping containers

Semantic: 1 MAN01/MAN02 and MAN04/MAN05 may be used to identify two differentmarks and numbers assigned to the same physical container.

2 When both MAN02 and MAN03 are used, MAN02 is the starting number ofa sequential range and MAN03 is the ending number of that range.

Comments: A When MAN01 contains code “UC” (U.P.C. Shipping Container Code) andMAN05/MAN06 contain a range of ID numbers, MAN03 is not used. Thereason for this is that the U.P.C. Shipping Container code is the same onevery carton that is represented in the range in MAN05/MAN06.

B When both MAN02/MAN03 and MAN05/MAN06 are used to send rangesof ID numbers, the integrity of the two ID numbers must be maintained.

41 Notes: This segment is used to identify marks and numbers required at the lineitem level.

79 Example: MAN ✽R✽CRIB2^



➤ MAN01 88 Marks and Numbers Qualifier M ID 1/2Code specifying the application or source of Marks and Numbers (87)

R Originator Assigned

➤ MAN02 87 Marks and Numbers M AN 1/48Marks and numbers used to identify a shipment or parts of a shipment


170 MAY 1998

Segment: SCH Line Item ScheduleLevel: DetailLoop: PO1/SCH Usage: Optional Max Use: 200

Usage: MandatoryMax Use: 1Purpose: To specify the data for scheduling a specific line-item

Syntax: 1 L080910If SCH08 is present, then at least one of SCH09 or SCH10 is required.

2 C0908If 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.

42 Notes: This segment is used to specify scheduled release dates of quantitiesordered. There will be multiple SCH segments for each PO1 segment. Thissegment is used in place of the DTM segment due to multiple releasedates/quantities.

43 When using this segment, the unit of measure identified in SCH02 mustbe the same as the unit of measure used in PO103.

The sum of all SCH quantities (SCH01) must equal PO102.

80 Example: SCH ✽30✽EA✽✽✽071✽19980803✽074✽19980807^



➤ SCH01 380 Quantity M R 1/15Numeric value of quantity

➤ SCH02 355 Unit or Basis for Measurement Code M ID 2/2Code specifying the units in which a value is being expressed, or manner in which ameasurement has been taken


➤ SCH05 374 Date/Time Qualifier M ID 3/3Code specifying type of date or time, or both date and time

002 Delivery Requested071 Requested for Delivery (After and Including)074 Requested for Delivery (Prior to and Including)077 Requested for Delivery (Week of)081 Requested for Shipment (After and Including)084 Requested for Shipment (Prior to and Including)087 Requested for Shipment (Week of)106 Required By

➤ SCH06 373 Date M DT 8/8Date expressed as CCYYMMDD

SCH08 374 Date/Time Qualifier C ID 3/3Code specifying type of date or time, or both date and time

45 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 C DT 8/8Date expressed as CCYYMMDD


MAY 1998 171

SCH12 350 Assigned Identification O AN 1/20Alphanumeric characters assigned for differentiation within a transaction set

44 This is the sequence number of the scheduled release.


172 MAY 1998

Segment: N1 NameLevel: DetailLoop: PO1/N1 Usage: Optional Max Use: 200





46 Notes: Use Code EN in N101 to indicate that the end user is identified in N102 orN103 and N104.

81 Example: N1 ✽EN✽✽1✽112233445^




EN End User

ST Ship To



20 DUNS# and DUNS+4 should be considered the primary and preferred method ofidentifying a location. ID qualifiers 91 and 92 require prior trading partneragreement and should be avoided.









MAY 1998 173

Segment: N2 Additional Name InformationLevel: DetailLoop: PO1/N1


81 Example: N2 ✽DEPT A-40^






174 MAY 1998

Segment: N3 Address InformationLevel: DetailLoop: PO1/N1


83 Example: N3 ✽1234 MAPLE ST^






MAY 1998 175

Segment: N4 Geographic LocationLevel: DetailLoop: PO1/N1

Usage: OptionalMax Use: 1Purpose: To specify the geographic place of the named party


B N402 is required only if city name (N401) is in the U.S. or Canada.84 Example: N4 ✽SILVER✽CA✽94532^













176 MAY 1998

Segment: QTY QuantityLevel: DetailLoop: PO1/N1

Usage: OptionalMax Use: >1Purpose: To specify quantity information

Syntax: 1 R0204At least one of QTY02 or QTY04 is required.

353 Example: QTY ✽01✽2^



➤ QTY01 673 Quantity Qualifier M ID 2/2Code specifying the type of quantity

01 Discrete Quantity

QTY02 380 Quantity C R 1/15Numeric value of quantity

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


MAY 1998 177

Segment: CTT Transaction TotalsLevel: SummaryLoop: CTT Usage: Optional Max Use: 1

Usage: MandatoryMax Use: 1Purpose: To transmit a hash total for a specific element in the transaction set

Comments: A This segment is intended to provide hash totals to validate transactioncompleteness and correctness.

85 Example: CTT ✽3^



➤ CTT01 354 Number of Line Items M N0 1/6Total number of line items in the transaction set

CTT02 347 Hash Total O R 1/10Sum of values of the specified data element. All values in the data element will besummed without regard to decimal points (explicit or implicit) or signs. Truncation willoccur on the left most digits if the sum is greater than the maximum size of the hash totalof the data element.

48 This element is the sum of the values of the quantities ordered in PO102 for eachPO1 segment.


178 MAY 1998

Segment: SE Transaction Set TrailerLevel: SummaryLoop: ___



86 Example: SE ✽19✽0001^





47 This control number must match the control number in the ST segment.


MAY 1998 179

I/C Purchase Order Cut Sheet

Purpose: This document is designed to enable the use of the current I/C Guidelines, Version4010, while addressing the ASC X12 syntax constraints of the previous Versions; 3070, 3060 and3050.

BEG:

• BEG05 (Date) - Version 3050 and 3060 can only send year, month and dayinformation (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 dayinformation (YYMMDD). To communicate century information (CC), use DTM05(Century).

TD5:

• TD512 (Service Level Code) - Code SP (Saturday Pickup) is not available in Version3050.

ITD:

• ITD04, 06, 09 - (Date) - Version 3050, 3060 and 3070 can only send year, monthand day information (YYMMDD).

REF:

• REF04 (Reference Identifier) - This composite element (C040), used in the I/Cguidelines to identify a secondary reference and identification number, is notavailable in Version 3050.

SCH:

• SCH06 and SCH09 (Date) - Version 3050, 3060 and 3070 can only send year,month and day information (YYMMDD).

QTY:

• This segment is not enabled in the PO1/N1 loop of Versions 3050, 3060 and 3070.

CTT:

• This segment is mandatory in Version 3050. It is optional for all versions after that.


180 MAY 1998

ASC X12 850 Purchase OrderFUNCTIONAL GROUP ID = PO

This Draft Standard for Trial Use contains the format and establishes the data contents of thePurchase Order Transaction Set (850) for use within the context of an Electronic DataInterchange (EDI) environment. The transaction set can be used to provide for customary andestablished business and industry practice relative to the placement of purchase orders forgoods and services. This transaction set should not be used to convey purchase order changesor purchase order acknowledgment information.

Header



140 020 BEG Beginning Segment for Purchase Order M 1





145 080 FOB F.O.B. Related Instructions O >1

N/U 090 CTP Pricing Information O >1


N/U 110 CSH Sales Requirements O 5

N/U 115 TC2 Commodity O >1

LOOP ID - SAC 25




N/U 140 DIS Discount Detail O 20



N/U 160 LDT Lead Time O 12

N/U 180 LIN Item Identification O 5

N/U 185 SI Service Characteristic Identification O >1





N/U 230 TD1 Carrier Details (Quantity and Weight) O 2

150 240 TD5 Carrier Details (Routing Sequence/Transit Time) O 12

152 250 TD3 Carrier Details (Equipment) O 12

N/U 260 TD4 Carrier Details (Special Handling, or Hazardous Materials,or Both)

O 5


N/U 276 PCT Percent Amounts O >1

N/U 280 CTB Restrictions/Conditions O 5

N/U 285 TXI Tax Information O >1

LOOP ID - AMT >1

N/U 287 AMT Monetary Amount O 1



MAY 1998 181

N/U 290 DTM Date/Time Reference O 1


LOOP ID - AMT/FA1 >1



LOOP ID - N9 1000



N/U 300 MSG Message Text O 1000

LOOP ID - N1 200

154 310 N1 Name O 1



158 340 N4 Geographic Location O >1

N/U 345 NX2 Location ID Component O >1


N/U 360 PER Administrative Communications Contact O >1


N/U 370 FOB F.O.B. Related Instructions O 1


N/U 390 TD5 Carrier Details (Routing Sequence/Transit Time) O 12

N/U 400 TD3 Carrier Details (Equipment) O 12


O 5


LOOP ID - LM >1


N/U 440 LQ Industry Code M >1

LOOP ID - SPI >1

N/U 450 SPI Specification Identifier O 1




LOOP ID - SPI/N1 20

N/U 490 N1 Name O 1





N/U 540 G61 Contact O 1


LOOP ID - SPI/CB1 >1

N/U 560 CB1 Contract and Cost Accounting Standards Data O 1





LOOP ID - ADV >1

N/U 610 ADV Advertising Demographic Information O 1


182 MAY 1998


N/U 630 MTX Text O >1

Detail


LOOP ID - PO1 100000

159 010 PO1 Baseline Item Data M 1

N/U 015 LIN Item Identification O >1



N/U 025 CN1 Contract Information O 1

161 030 PO3 Additional Item Detail O 25

LOOP ID - PO1/CTP >1

N/U 040 CTP Pricing Information O 1




LOOP ID - PO1/PID 1000




N/U 090 PO4 Item Physical Details O >1



LOOP ID - PO1/SAC 25




N/U 140 IT8 Conditions of Sale O 1

N/U 142 CSH Sales Requirements O >1

N/U 150 ITD Terms of Sale/Deferred Terms of Sale O 2

N/U 160 DIS Discount Detail O 20



N/U 180 FOB F.O.B. Related Instructions O >1

N/U 190 SDQ Destination Quantity O 500

N/U 200 IT3 Additional Item Data O 5







O 5



N/U 289 MSG Message Text O >1

N/U 290 SPI Specification Identifier O >1

N/U 291 TXI Tax Information O >1


MAY 1998 183

N/U 292 CTB Restrictions/Conditions O >1

LOOP ID - PO1/QTY >1



LOOP ID - PO1/SCH 200

171 295 SCH Line Item Schedule O 1





O 5


LOOP ID - PO1/PKG 200


N/U 310 MEA Measurements O >1

N/U 320 LS Loop Header O 1

LOOP ID - PO1/LDT >1


N/U 322 QTY Quantity O >1



LOOP ID - PO1/LDT/LM >1



N/U 327 LE Loop Trailer O 1







173 350 N1 Name O 1




177 383 QTY Quantity O >1






N/U 410 FOB F.O.B. Related Instructions O 1

N/U 415 SCH Line Item Schedule O 200





O 5


184 MAY 1998


LOOP ID - PO1/N1/LDT >1


N/U 464 MAN Marks and Numbers O 10




LOOP ID - PO1/SLN 1000

N/U 470 SLN Subline Item Detail O 1




N/U 500 PO3 Additional Item Detail O 104


N/U 513 ADV Advertising Demographic Information O >1




N/U 518 PO4 Item Physical Details O 1

N/U 519 TAX Tax Reference O 3

LOOP ID - PO1/SLN/N9 >1




LOOP ID - PO1/SLN/SAC 25




LOOP ID - PO1/SLN/QTY >1



LOOP ID - PO1/SLN/N1 10

N/U 535 N1 Name O 1








LOOP ID - PO1/AMT >1




LOOP ID - PO1/LM >1




MAY 1998 185

Summary


LOOP ID - CTT 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 tobe 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 PO1segment (PO103) and the sum of values of quantity (SCH01) should always equalthe quantity ordered (PO102) in the PO1 segment.

3/010 The number of line items (CTT01) is the accumulation of the number of PO1segments. 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 indicatetotal transaction amount as calculated by the sender.


186 MAY 1998

850BUSINESSEXAMPLES


188 MAY 1998

TABLE OF CONTENTSEXAMPLE 1: BASIC ............................................................................................................................................ 189

EXAMPLE 2: SPECIAL SITUATIONS.............................................................................................................. 193

2A. PRICE BASIS IS DIFFERENT THAN ORDERING UNIT OF MEASURE.................................................................... 1962B. CONTRACT PRICING - ENTIRE ORDER............................................................................................................. 1962C. CONTRACT PRICING - LINE ITEM..................................................................................................................... 1962D. QUOTE PRICING -- ENTIRE ORDER.................................................................................................................. 1972E. QUOTE PRICING – LINE ITEM........................................................................................................................... 1972F. PROMOTIONAL PRICING - ENTIRE ORDER........................................................................................................ 1972G. PROMOTIONAL PRICING - LINE ITEM............................................................................................................... 1972H. SPECIFYING END CUSTOMER – ENTIRE ORDER............................................................................................... 1982I. SPECIFYING END CUSTOMER – LINE ITEM........................................................................................................ 1992J. TRIAL/SAMPLE PRICING................................................................................................................................... 2002K. FREIGHT TERMS EXCEPTIONS -- ENTIRE ORDER............................................................................................. 2002L. TERMS OF SALE -- ENTIRE ORDER................................................................................................................... 2002M. CURRENCY -- ENTIRE ORDER......................................................................................................................... 2012N. LOAD/UNLOAD DEVICE REQUEST -- ENTIRE ORDER...................................................................................... 2012O. ALTERNATE CARRIER SPECIFICATION -- ENTIRE ORDER................................................................................. 2012P. INDICATE APPROPRIATE BILL -TO LOCATION.................................................................................................... 2012Q. LINE ITEM DELIVERY DATES........................................................................................................................... 2022R. 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................................................................................... 2053B. TAX (SALES TAX) -- ENTIRE ORDER............................................................................................................... 2053C. TAX (SALES TAX) -- LINE ITEM ...................................................................................................................... 2063D. SPECIAL MARKING -- ENTIRE ORDER............................................................................................................. 2063E. SPECIAL MARKING – LINE ITEM...................................................................................................................... 2063F. SPECIAL REFERENCE - ENTIRE ORDER............................................................................................................. 2073G. SPECIAL REFERENCE - LINE ITEM ................................................................................................................... 2073H. SHIP TO NAME & A DDRESS WHEN DUNS UNKNOWN .................................................................................... 2073I. 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


MAY 1998 189

EXAMPLE 1: BASIC

Business ScenarioABC Distributor is ordering three line items from XYZ Manufacturer to be shipped to one of ABCDistributor’s branches. Listed below is the purchase order and detail information ABC Distributorwill send to XYZ Manufacturer.

Purchase Order Date May 7, 1998Purchase Order Number A123456Ship to Location Branch 2Requested Delivery Date May 14, 1998


• Freight Information: Less than 150 lbs. -- UPSMore than 150 lbs. -- Yellow Freight

• Freight Terms:• FOB Point (where title to goods passes) Shipping Point• Freight Paid By: Seller (if order total greater than $200)

Buyer (if order less than $200)

• Payment Terms: 2% 10 Days, Net 30 Days

• Currency Information: U.S. Dollars

• Tax Information: Tax Exemption Number --11223344556677889900Issued by State of CaliforniaExempt 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

• Ship To Name and Address: ABC Distributor 1234 Maple St. Apple Grove, CA 98765

DUNS Number: 112233445


190 MAY 1998

EXAMPLE #1P.O. LINE ITEM DETAIL

LineItem

PartNumber

U.P.C.*


MeasurePrice

1 PAC-1674 00054321876547 7” DiagonalPliers

6 Each $ 5.74

2 PBA-2532 00054321647437 8” End NipperPliers

12 Each $ 8.70

3 PCM-10074 00054321674310 10” PumpPliers

12 Each $10.75

* SCC-14 format


MAY 1998 191

Basic I/C 850 Purchase Order Transaction Set

EDI TRANSMISSION DATA EXPLANATIONST*850*0001^ 850 is the Transaction Set Identifier Code for the Purchase

Order Transaction Set.


BEG*00*SA*A123456**19980507^ 00 is the Transaction Set Purpose Code which indicates this isan Original purchase order.

SA is the Purchase Order Type Code which indicates this is aStand-alone Order.


19980507 is the Purchase Order Date (May 7, 1998)

DTM*074*19980514^ 074 is the Date/Time Qualifier which indicates the date thatfollows is the date the delivery is requested for (Prior toand Including).

19980514 is the date the delivery is requested for (Prior to andIncluding) (May 14, 1998).


1 is the Identification Code Qualifier which indicates theIdentification Code that follows is DUNS number assignedby Dun and Bradstreet.


PO1*1*6**5.74**UK*00054321876547^ 1 is the Purchase Order Line Number.

6 is the Quantity Ordered.



00054321876547 is the U.P.C./EAN Shipping Container Code.


192 MAY 1998

EDI TRANSMISSION DATA EXPLANATIONPO1*2*12**8.7**UK*00054321647437^ 2 is the Purchase Order Line Number




00054321647437 is the U.P.C. /EAN Shipping ContainerCode.

PO1*3*12**10.75**UK*00054321674310^

3 is the Purchase Order Line Number




00054321674310 is the U.P.C. /EAN Shipping Container Code



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^


MAY 1998 193

EXAMPLE 2: SPECIAL SITUATIONS

Business ScenarioThis 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 ABCDistributor’s branches. Listed below is the purchase order and detail information ABC Distributorwill send to XYZ Manufacturer.

Purchase Order Date May 7, 1998Purchase Order Number A123456Ship to /Bill To Location Branch 2Requested Delivery Date June 25, 1998Currency Information Canadian DollarsPayment Terms Net 60 DaysRequested Carrier Airfreight Inc.Method of Shipment Overnight DeliveryShipment Method of Payment CollectLoad/Unload Device Forklift Required



• Freight Terms:• FOB Point (where title to goods passes): Shipping Point• Freight Paid By: Buyer

• Carrier: Yellow Freight



• Tax Information: Tax Exemption Number --11223344556677889900Issued by State of CaliforniaExempt for resale


194 MAY 1998


• Billing Names and Addresses: ABC Distributor – Branch 1P.O. Box 125Portland, OR 97210DUNS+4 Number: 1122334560000

ABC Distributor – Branch 2P.O. Box 123Apple Grove, CA 98760DUNS+4 Number: 1122334450000

• Ship To Names and Addresses: ABC Distributor – Branch 12345 Elm StreetPortland, OR 97210


ABC Distributor – Branch 21234 Maple St.Apple Grove, CA 98765DUNS Number: 112233445

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

LineItem

Part Number U.P.C.Code

Description Qty Unit OfMeasure

Price PriceBasis

Trial /SamplePrices

Ext OverrideDelivery Date

1 6A7432 054324473828 ½” LiquidTite StraightConnector

100 Each $ .75 Each $75.00

2 6A4343 054324493475 ½” LiquidTite 90Degree

Connector

50 Each $75.00 Per100

$37.50

3 6A4798 054324526418 ¾” LiquidTite StraightConnector

100 Each $120.00 Per100

98.00(1000

pc price)

$98.00 06/07/98

4 7B5113 50064141996658* 4” Markers 10 Case $24.00 Case $240.00

*SCC-14 formatPlease note contract, quote, and promotion/deal numbers used in the examples are not included in this table.

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196 MAY 1998

2A. Price Basis is Different than Ordering Unit of MeasureBusiness ScenarioThe buyer specifies that line item #2 is being purchased at a price of $75.00 per hundredand the ordering unit of measure is each.

EDI TRANSMISSION DATA EXPLANATIONPO1*2*50*EA*75*HP*UP*054324493475^

2 is the Purchase Order line item number.





UP is the Product/Service ID Qualifier which indicates theProduct/Service ID that follows is a U.P.C. ConsumerPackage 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 OrderBusiness ScenarioBuyer specifies that entire order qualifies for pricing under contract #360.

EDI TRANSMISSION DATA EXPLANATIONREF*CT*360^ CT is the reference identification qualifier which indicates

that the reference identification qualifier that follows is acontract number.

360 is the contract number.

Note: Header Level - As the contract number applies to all items on the purchaseorder, the REF segment in the header level is used (position 050).

2C. Contract Pricing - Line ItemBusiness ScenarioThe buyer specifies that line item #2 qualifies for special pricing under contract number345.

EDI TRANSMISSION DATA EXPLANATIONREF*CT*345^ CT is the reference identification qualifier which indicates

that the reference identification qualifier that follows is acontract number

345 is the contract numberNote: Detail Level – follows the line item to which it references (position 100).


MAY 1998 197

2D. Quote Pricing -- Entire OrderBusiness ScenarioThe buyer specifies that the entire order qualifies for special pricing via quote #432.


that the reference identification qualifier that follows isa price quote number

432 is the price quote numberNote: Header Level -- As the quote applies to all items of the purchase order, theREF segment in the header level is used (position 050)

2E. Quote Pricing – Line ItemBusiness ScenarioThe buyer specifies that line item #1 qualifies for special pricing via quote #876.


that the reference identification qualifier that follows isa price quote number

876 is the price quote numberNote: Detail Level – follows the line item to which it references (position 100).

2F. Promotional Pricing - Entire OrderBusiness ScenarioThe buyer specifies that the entire order qualifies for special pricing via promotion/dealnumber SPR98.

EDI TRANSMISSION DATA EXPLANATION

REF*PD*SPR98^ PD indicates that the following is the promotion/dealnumber.

SPR98 is the promotion/deal number.Note: Header Level -- As the promotion/deal applies to all promotional items onthe purchase order, the REF segment in the header level is used (position 050)

2G. Promotional Pricing - Line ItemBusiness ScenarioThe buyer specifies that line item #3 qualifies for special pricing via promotion/deal numberWIN98.

EDI TRANSMISSION DATA EXPLANATIONREF*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).


198 MAY 1998

2H. Specifying End Customer – Entire OrderBusiness ScenarioThis is used for the buyer to indicate end customer point of sale (mark for) information. Itis also used for the buyer to specify that the entire order qualifies for special end customerpricing into distributor stock. Three alternative ways of sending this information areillustrated below.


N1*EN*DEF MACHINE SHOP^ EN is the Entity Identifier Code which indicates that this isthe end user.

DEF MACHINE SHOP is the end customer name.Include N3 and N4, if required by Trading Partner

N3*123 ELVIN STREET^ 123 ELVIN STREET is the Address Information.

N4*ANYTOWN*MN*554321234^

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 isthe 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 isthe end user.

91 indicates that the following is a Seller AssignedNumber.

DEF55432 is the Seller Assigned End Customer Number.Note: Header Level -- As all items of the purchase order pertain to the same endcustomer, the N1, N3 and N4 segments in the header level are used (positions310, 330 and 340)


MAY 1998 199

2I. Specifying End Customer – Line ItemBusiness ScenarioThe buyer indicates a specific point of sale (mark for) end customer on line number 3. Itcan also be used for the buyer to specify that line number 3 qualifies for special endcustomer pricing into distributor stock. Three alternative ways of sending this informationare illustrated below.


N1*EN*DEF MACHINESHOP^

EN is the Entity Identifier Code which indicates that this isthe end user.

DEF MACHINE SHOP is the end customer name.Include N3 and N4, if required by Trading Partner

N3*123 ELVIN STREET^ 123 ELVIN STREET is the Address Information.

N4*ANYTOWN*MN*554321234^

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 isthe 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 isthe 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 andN4 segments in the detail level are used (positions 350, 370 and 380)


200 MAY 1998

2J. Trial/Sample PricingBusiness ScenarioBuyer specifies line item #3 is being priced at $98.00 per hundred, which is the quantitypricing level for 1000 units.

EDI TRANSMISSION DATA EXPLANATIONPO1*3*100*EA*98*HP*UP*054324526418^

3 is the Purchase Order Line Item Number.







PO3*QT*****1000*EA^ QT is the Change Reason Code indicating that the followingis the Quantity Price Break.

1000 is the quantity.

EA is the Unit or Basis for Measurement code whichindicates each.

2K. Freight Terms Exceptions -- Entire OrderBusiness ScenarioThe Trading Partner Profile specifies that the seller prepays the freight and adds freightcharges to the invoice. In this case, the buyer is requesting the shipment be sent freightcollect.

EDI TRANSMISSION DATA EXPLANATIONFOB*CC^ CC indicates that the Shipment Method of Payment is Collect.

2L. Terms of Sale -- Entire OrderBusiness ScenarioThe buyer has negotiated terms of sale for this order that differ from those identified in theTrading Partner Profile. This segment is used to specify those terms of sale.

EDI TRANSMISSION DATA EXPLANATIONITD**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


MAY 1998 201

2M. Currency -- Entire OrderBusiness ScenarioThe buyer is specifying that the entire order will be paid for in Canadian dollars.

EDI TRANSMISSION DATA EXPLANATIONCUR*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 OrderBusiness ScenarioThe 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 EXPLANATIONTD3*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 OrderBusiness ScenarioThe buyer specifies that the carrier for this order be different from the one specified in theTrading Partner Profile. The carrier to be used is Airfreight Inc. and service level to beovernight.

EDI TRANSMISSION DATA EXPLANATIONTD5**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 LocationBusiness ScenarioThe buyer has multiple Bill-To locations in the Trading Partner Profile to choose from. Thebuyer is specifying Bill-To Branch 2.

EDI TRANSMISSION DATA EXPLANATIONN1*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 )


202 MAY 1998

2Q. Line Item Delivery DatesBusiness ScenarioThe buyer needs to convey that all of the items on the purchase order are to be delivered by6/25/98 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 thatfollows is the requested delivery date (Prior to andIncluding).

19980625 is the requested delivery date (Prior to andIncluding) (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 thatfollows is the date the delivery is requested for (Prior toand 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-14Business ScenarioABC Distributor resells line item #4 in the lowest consumable unit (by each) and identifiesthe 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 numberwith a 5 packaging indicator (50064141996658). The case quantity for this product is 10each. ABC Distributor wants to order 100 each. To avoid confusion, ABC Distributor hasconverted the quantity and unit of measure on the purchase order to that of XYZManufacturer. Within the supply chain, multiple terms are used to identify a container of 10each (i.e. box, case, pack, etc.). When the SCC-14 is used to identify the product, it alsospecifies the quantity per packaging level. Therefore, the unit of measure in the P0103becomes redundant and should not be used.

EDI TRANSMISSION DATA EXPLANATIONPO1*4*10**24**UK*50064141996658^

4 is the Purchase Order Line Item Number.



UK is the Product/Service ID Qualifier which indicates theProduct/Service ID that follows is a U.P.C./EANShipping Container Code (1-2-5-5-1).

50064141996658 is the U.P.C. / EAN Shipping ContainerCode.


MAY 1998 203

EXAMPLE 3: SPECIAL SITUATIONS - END CUSTOMER TODISTRIBUTOR

Business ScenarioMop Industries is ordering four line items from ABC Distributor. Listed below is the purchaseorder information Mop Industries will send to ABC Distributor.

Purchase Order Date May 25, 1998Purchase Order Number B1992AShip To Location Mop Industries

c/o Jewel Company900 Warehouse BoulevardGold, CA 98002-1255

Delivery Window 6/1/98 - 6/7/98Tax Exempt number 98423634Mark Cartons CR1B2Internal Charge # 20



• Freight Terms:

• FOB Point (where title Shipping Pointto goods passes)

• Freight Paid By: Seller (if order total greater than $200)Buyer (if order less than $200)



• Tax Information: Normally taxable in California


• Billing Name and Address: Mop Industries P.O. Box 100 Silver, CA 98760-0100

DUNS+4 Number: 8752963010000

• Ship To Name and Address: Mop Industries 998 Deslauriers Drive

Silver, CA 98760-3355DUNS Number: 875296301

EXAMPLE #3P.O. LINE ITEM DETAIL - SPECIAL SITUATIONS END CUSTOMER TO DISTRIBUTOR

LineItem

PartNumber

U.P.C. *Code

Description Qty Unit OfMeasure

Price PriceBasis

Ext TX TaxIdentification

Number

OverrideMark

Cartons

OverrideChargeNumber

1 Y7B4C 00013579764211 9 X 11” GarnetPaper

500 Each $ .6740 Each $337.00 Y CRIB 1 23

2 Y7C5R 00013579342877 ¾” 90 DegreeConnector

25 Each $3.25 Each $81.25 N 98423634

3 Y7M1Q 00013579366781 5 X NH 60XSandfast Disc

100 Each $ .75 Each $75.00 Y

4 Z1505 Vendor Item # 1505 8 X 40 Belting 5 Each $3.95 Each $19.75 Y

* SCC-14 format

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MAY 1998 205

3A. Delivery Window Requirements - Entire OrderBusiness ScenarioThe buyer needs to convey that all of the items on the purchase order are to be deliveredbetween 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 EXPLANATIONDTM*071*19980601^ 071 is the Date/Time Qualifier which indicates the date that

follows is the date the delivery is requested for (Afterand Including).

19980601 is the date the delivery is requested for (After andIncluding) (June 1, 1998).

DTM*074*19980607^ 074 is the Date/Time Qualifier which indicates the Date thatfollows is the date the delivery is requested for (Prior toand Including).

19980607 is the date the delivery is requested for (Prior toand Including) (June 7, 1998).

Note: Header Level Position 150

3B. Tax (Sales Tax) -- Entire OrderBusiness ScenarioThe buyer specifies that this order is tax exempt as the goods are a component of a productbeing manufactured for resale. If the goods had been consumed in the manufacturingprocess, then it would have been taxable. The buyer’s tax exempt number assigned by theState of California is 98423634.

EDI TRANSMISSION DATA EXPLANATIONTAX*98423634*SP*CA*********U^

98423634 is the Tax Identification Number assigned to thepurchaser

SP is the location qualifier that identifies the location thatfollows 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 isexempt.

Note: Header Level Position 070


206 MAY 1998

3C. Tax (Sales Tax) -- Line ItemBusiness ScenarioThe buyer specifies that line item #2 is tax exempt as this line item is a component of aproduct being manufactured for resale. If this line item had been consumed in themanufacturing process, then it would have been taxable. The buyer’s tax exempt numberassigned by the State of California is 98423634.

EDI TRANSMISSION DATA EXPLANATIONTAX*98423634*SP*CA*********U^

98423634 is the Tax Identification Number assigned to thepurchaser

SP is the location qualifier that identifies the location thatfollows 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 isexempt.

Note: Detail Level – follows the line item to which it references (position 170)

3D. Special Marking -- Entire Order

Business ScenarioBuyer specifies that all cartons should be marked with the end user’s department number.

EDI TRANSMISSION DATA EXPLANATIONMAN*R*CRIB 2^ R is the marks and numbers qualifier which indicates that

the marks and numbers that follows is assigned by theoriginator of the purchase order.

CRIB 2 is the end user’s department number.Note: Header Level – (position 270)

3E. Special Marking – Line Item

Business ScenarioBuyer specifies that all cartons for line item #1 should be marked with the end user’sdepartment number.

EDI TRANSMISSION DATA EXPLANATIONMAN*R*CRIB 1^ R is the marks and numbers qualifier which indicates that

the marks and numbers that follows is assigned by theoriginator of the purchase order.

CRIB 1 is the end user’s department number.Note: Detail Level – follows the line item to which it references (position 280)


MAY 1998 207

3F. Special Reference - Entire OrderBusiness ScenarioThe buyer specifies the internal charge number for this order. The internal charge numberused is 20.

EDI TRANSMISSION DATA EXPLANATIONREF*80*20^ 80 is the reference identification qualifier which indicates

that the reference identification qualifier that follows isa charge number.

20 is the internal charge numberNote: Header Level - (position 50)

3G. Special Reference - Line ItemBusiness ScenarioThe buyer specifies the internal charge number for specific items. The internal chargenumber for line item #1 is 23.

EDI TRANSMISSION DATA EXPLANATIONREF*80*23^ 80 is the reference identification qualifier which indicates

that the reference identification qualifier that follows isa charge number.

23 is the internal charge numberNote: Detail Level - follows the line item to which it references (position 100)

3H. Ship to Name & Address When DUNS UnknownBusiness ScenarioComplete ship to name/address is required when DUNS number is unavailable or unknown.

EDI TRANSMISSION DATA EXPLANATIONN1*ST*MOP INDUSTRIES^ ST is the Entity Identifier Code which indicates this N1

segment identifies the Ship To location.

MOP INDUSTRIES is the ship to name.

N2*C/O JEWEL COMPANY^ C/O JEWEL COMPANY is the second name.

N3*900 WAREHOUSEBOULEVARD^

900 WAREHOUSE BOULEVARD is the AddressInformation.

N4*GOLD*CA*980021255^ 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)


208 MAY 1998

3I. Ordering When U.P.C. Number UnknownBusiness ScenarioBuyer needs to order line item #4 but does not know what the U.P.C. number is. Buyersupplies the vendor’s item number and product description instead.

EDI TRANSMISSION DATA EXPLANATIONPO1*4*5*EA*3.95**VN*1505^ 4 is the Purchase Order Line Number.




VN is the Product/Service ID Qualifier which indicates theProduct/Service ID that follows is a Vendor’s (Seller’s)Item Number.

1505 is the Vendor’s (Seller’s) Item Number.

PID*F****8X40 BELTING^ F indicates that the format of the description is free form.

8X40 Belting is the description.


MAY 1998 209

EXAMPLE 4: DROP SHIP

Business ScenarioJohn Company orders two safety cabinets from ABC Distributor to be shipped to JohnCompany’s Warren, Michigan plant. John Company requires that their purchase order numberappear on shipping labels and packing slips. ABC Distributor is ordering the cabinet to be dropshipped from XYZ Manufacturing to John Company. Listed below is the information on ABCDistributor’s purchase order to XYZ Manufacturing.

Purchase Order Date May 7, 1998ABC Distributor Purchase Order Number D66225Ship to Location John Company

789 John DriveWarren, MI 48089

John Company Purchase Order Number J12377Requested Delivery Within two weeks

Line Item Qty Unit OfMeasure

PartNumber

Description U.P.C. Code * UnitPrice

ExtendedPrice

1 2 Each SC2030 Safety cabinetwith 4 shelves

614141778348 $425.50 $851.00

* 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 –





210 MAY 1998




BEG*00*DS*D66225**19980507^ 00 is the Transaction Set Purpose Code which indicatesthis is an Original purchase order.

DS is the Purchase Order Type Code which indicates thisis a Drop Ship.

D66225 is the Purchase Order Number.

19980507 is the Purchase Order Date (May 7, 1998).

REF*EU*J12377^ EU is the Reference Number Qualifier which indicates theReference Number that follows is an End User’sPurchase Order Number.

J12377 is the End User’s Purchase Order Number.

DTM*074*19980521^ 074 is the Date/Time Qualifier which indicates the Datethat follows is the date requested for delivery (Prior toand Including).

19980521 is the date requested for delivery (Prior to andIncluding) (May 21, 1998).

N1*ST*JOHN COMPANY^ ST is the Entity Identifier Code which indicates this N1segment identifies the Ship To location.

JOHN COMPANY is the name of the ship to location.

N3*789 JOHN DRIVE^ 789 JOHN DRIVE is the address.

N4*WARREN*MI*48089^ WARREN is the city name.

MI is the state code for Michigan.

48089 is the postal ZIP code.

PO1*1*2*EA*425.5**UP*614141778348^ 1 is the Purchase Order Line Number.




UP is the Product/Service ID Qualifier which indicates theProduct/Service ID that follows is a U.P.C. ConsumerPackage Code (1-5-5-1)


CTT*1^ 1 is the Number of Line Items (PO1 segments) present inthis transaction set.


MAY 1998 211

EDI TRANSMISSION DATA EXPLANATIONSE*10*0010^ 10 is the Number of Included Segments in this transaction

set, including the ST and SE segments.


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^


212 MAY 1998

EXAMPLE 5: EMERGENCY ORDER

Business ScenarioABC Distributor needs to place an emergency order with XYZ Manufacturing. They want toreceive the products tomorrow. Listed below is the purchase order information.

Purchase Order Date May 7, 1998Purchase Order Number E17635Ship to Location Branch 1Requested Delivery May 8, 1998Ship Via UPS Next Day Air by 10:30 AMFreight Terms Prepaid and charged to customer

Line Item Qty Unit OfMeasure

PartNumber

Description U.P.C. Code * UnitPrice

ExtendedPrice

1 5 Each X73257 InternalSpring

614141757329 $2.09 $10.45

2 3 Each A65739 Diaphragm 614141896547 $5.67 $17.01

3 7 Each B79265 Brass Coil 614141327225 $15.32 $107.24


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



MAY 1998 213



• Ship To Names and Addresses: ABC Distributor – Branch 12345 Elm StreetPortland, OR 97210


ABC Distributor – Branch 21234 Maple St.Apple Grove, CA 98765DUNS Number: 112233445


214 MAY 1998




BEG*00*EO*E17635**19980507^ 00 is the Transaction Set Purpose Code which indicatesthis is an Original purchase order.

EO is the Purchase Order Type Code which indicates thisis an emergency order.

E17635 is the Purchase Order Number.


FOB*PC^ PC identifies the payment terms for the shipment chargesas being prepaid but charged to the customer.

DTM*074*19980508^ 074 is the Date/Time Qualifier which indicates the Datethat follows is the date requested for delivery (Prior toand Including).

19980508 is the date requested for delivery (Prior to andIncluding) (May 8, 1998).

TD5**2*UPSN*********PA^ 2 is the Identification Code Qualifier that identifies the codethat 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 10:30AM.


1 is the Identification Code Qualifier which indicates thatthe following code is a DUNS number.









MAY 1998 215

EDI TRANSMISSION DATA EXPLANATIONPO1*2*3*EA*5.67**UP*614141896547^ 2 is the Purchase Order Line Number.













SE*11*0011^ 11 is the Number of Included Segments in this transactionset, including the ST and SE segments.


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^


216 MAY 1998

EXAMPLE 6: Blanket O rder with S cheduled Releases

Business ScenarioJohn Company has chosen ABC Distributor to supply four items to their Warren, Michiganplant. They are placing one order for a three month period with specified delivery dates andquantities. Listed below is the purchase order information.

Purchase Order Date May 15, 1998Purchase Order Number JB967Ship to location Warren PlantJohn Company order contact James Damon

Voice: (313) 555-1620Fax: (313) 555-9821

LineItem

Qty Unit OfMeasure

PartNumber

Description Quantity AndRelease Date

U.P.C. Code * UnitPrice

ExtendedPrice

1 65 Each B3502 Valves 20 - Jun-01-199825 - Jun-29-199820 - Aug-03-1998

614141739660 $25.95 $1686.75

2 100 Each Y76392 Screens 30 - Jun-01-199840 - Jun-29-199830 - Aug-03-1998

614141189687 $5.95 $595.00

3 6 Box A7683 Fasteners 3 - Jun-01-19983 - Aug-03-1998

614141820078 $14.70 $88.20

4 350 Each F9980 Safety Goggles 100 - Jun-01-1998150 - Jun-29-1998100 - Aug-03-1998

053621417955 $1.69 $591.50


Data recommended to be communicated In a Trading Partner Profile (TPP).• Freight Terms:

• FOB Point (where title to goods passes) Shipping Point• Payment Terms: 2% 10 Days, Net 30 Days• Currency Information: U.S. Dollars• Tax Information: Normally taxable in Michigan


MAY 1998 217


• Billing Name and Address: John CompanyP.O. Box 555Detroit, MI 48201DUNS+4 Number: 0065392810000

• Ship To Name and Address: John Company 789 John Drive Warren, MI 48089

DUNS+4 Number: 0065392810005


218 MAY 1998

EDI TRANSMISSION DATA EXPLANATIONST*850*0018^ 850 is the Transaction Set Identifier Code for the

Purchase Order Transaction Set.


BEG*00*BK*JD967**19980515^ 00 is the Transaction Set Purpose Code which indicatesthis is an Original purchase order.

BK is the Purchase Order Type Code which indicates thisis a Blanket Order (Quantity Firm).

JD967 is the Purchase Order Number.


PER*OC*JAMES DAMON*TE*

3135551620*FX*3135559821ÔC is the Order Contact.

JAMES DAMON is the Name of the Order Contact.

TE is the Communications Number Qualifier whichindicates that the number that follows is a telephonenumber.

3135551620 is the Telephone Number (313) 555-1620.

FX is the Communications Number Qualifier whichindicates that the number that follows is a Faxnumber.

3135559821 is the Fax Number (313) 555-9821.


9 is the identification code qualifier which indicates thatthe following code is a DUNS+4 number.

0065392810005 is the DUNS+4 number.







Note: The sum of all SCH quantities (SCH01) mustequal PO102.


MAY 1998 219

EDI TRANSMISSION DATA EXPLANATIONSCH*20*EA***002*19980601^ 20 is the Quantity Ordered.


002 is the Date/Time Qualifier which indicates the Datethat 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.







19980803 is the date requested for delivery (August 3,1998).













220 MAY 1998

EDI TRANSMISSION DATA EXPLANATIONSCH*40*EA***002*19980629^ 40 is the Quantity Ordered.








PO1*3*6*BX*14.7**UP*614141820078^ 3 is the Purchase Order Line Number.


BX is the Unit or Basis for Measurement Code whichindicates Box.


UP is the Product/Service ID Qualifier which indicatesthe Product/Service ID that follows is a U.P.C.Consumer Package Code (1-5-5-1)



SCH*3*BX***002*19980601^ 3 is the Quantity Ordered.




SCH*3*BX***002*19980803^ 3 is the Quantity Ordered.



19980803 is the date requested for delivery (Prior to andIncluding) (August 3, 1998).


MAY 1998 221

EDI TRANSMISSION DATA EXPLANATIONPO1*4*350*EA*1.69**UP*053621417955^ 4 is the Purchase Order Line Number.


EA is the Unit or Basis for Measurement Code whichindicates each.


















SE*21*0018^ 21 is the Number of Included Segments in thistransaction set, including the ST and SE segments.



222 MAY 1998

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^

997 Functional Acknowledgment

INTRODUCTIONFunctional Acknowledgments (FA) are required for each functional group transmit-ted. The FA must be sent by the receiver of the functional group, to the sender, bythe close of the next business day after receipt, to acknowledge the receipt and thesyntactical condition of the functional group. The minimum level of detail for theFA is the group, i.e., it is not required to acknowledge at the transaction set, nor isit required to acknowledge specific segments and data elements in error. Acknow-ledgment at a level lower than the group is by agreement between the tradingpartners.

The Functional Acknowledgment transaction provides a positive response thatinforms the sender if the contents of the transmission was syntactically correct. Thesyntactical correctness is based on the X12 syntax document in the ASC X12.6standard. It is not an acknowledgment of any application data such as terms,discounts, etc. The Functional Acknowledgment transaction can provide increasinglevels of detail.

The acknowledgment, in the simplest form, provides response at the functionalgroup level using the AK1 and AK9 segments. Individual transactions can beacknowledged by using the AK2 and AK5 segments, and, individual segments inerror can be indicated by using the AK3 and AK4 segments. In practice acceptanceand rejection is controlled at the functional group level. Acknowledgment at detaillevels below the group require added complexity at the sending and receiving pointsin addition to the added cost of transmitting the additional data. The level of detailused in the Functional Acknowledgment is controlled by the trading partners. TodaysEDI translation data management software typically generates the Functional Ac-knowledgment automatically. Therefore, less attention is given to this transactionset.


MAY 1998 223


224 MAY 1998

I/C INDUSTRIAL COM MERCIALE DI GUIDE LINE SF UNCTIONAL ACKNOWL EDGM ENT • 99 7MARCH 17 , 199800 4010

I/C EDI 997 Functional Acknowledgment



227 020 AK1 Functional Group Response Header M 1

LOOP ID - AK2 999999

228 030 AK2 Transaction Set Response Header O 1

LOOP ID - AK2/AK3 999999

229 040 AK3 Data Segment Note O 1

230 050 AK4 Data Element Note O 99

231 060 AK5 Transaction Set Response Trailer M 1

232 070 AK9 Functional Group Response Trailer M 1


I/C INDUSTRIAL COMMERCIALEDI GUIDELINES FUNCTIONAL ACKNOWLEDGMENT •••• 997

MAY 1998 225







997 Functional Acknowledgment



I/C INDUSTRIAL COMMERCIALFUNCTIONAL ACKNOWLEDGMENT •••• 997 EDI GUIDELINES

226 MAY 1998

Segment: AK1 Functional Group Response HeaderLevel: HeaderLoop: ___

Usage: MandatoryMax Use: 1Purpose: To start acknowledgment of a functional group

Semantic: 1 AK101 is the functional ID found in the GS segment (GS01) in thefunctional group being acknowledged.

2 AK102 is the functional group control number found in the GS segment inthe functional group being acknowledged.



➤ AK101 479 Functional Identifier Code M ID 2/2Code identifying a group of application related transaction sets

327 This is the functional group ID of the group that is being acknowledged, e.g., if apurchase order group is being acknowledged the value would be PO; it is the valuesent in GS01 for the original transmission.

➤ AK102 28 Group Control Number M N0 1/9Assigned number originated and maintained by the sender

328 This is the control number assigned to the group being acknowledged, e.g., this isthe control number assigned by the sender of the original transmission. It is thevalue sent in GS06 for the original transmission.


MAY 1998 227

Segment: AK2 Transaction Set Response HeaderLevel: HeaderLoop: AK2 Usage: Optional Max Use: 999999

Usage: MandatoryMax Use: 1Purpose: To start acknowledgment of a single transaction set

Semantic: 1 AK201 is the transaction set ID found in the ST segment (ST01) in thetransaction set being acknowledged.

2 AK202 is the transaction set control number found in the ST segment in thetransaction set being acknowledged.



➤ AK201 143 Transaction Set Identifier Code M ID 3/3Code uniquely identifying a Transaction Set

329 This is the transaction set ID of the transaction being acknowledged, e.g., if apurchase order is being acknowledged, the value would be 850; it is the value sentin ST01 for the original transmission.

➤ AK202 329 Transaction Set Control Number M AN 4/9Identifying control number that must be unique within the transaction set functional groupassigned 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 originaltransmission. It is the value sent in ST02 for the original transmission.


228 MAY 1998

Segment: AK3 Data Segment NoteLevel: HeaderLoop: AK2/AK3 Usage: Optional Max Use: 999999

Usage: MandatoryMax Use: 1Purpose: To report errors in a data segment and identify the location of the data segment



➤ AK301 721 Segment ID Code M ID 2/3Code defining the segment ID of the data segment in error


➤ AK302 719 Segment Position in Transaction Set M N0 1/6The 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 O AN 1/6The loop ID number given on the transaction set diagram is the value for this dataelement in segments LS and LE

AK304 720 Segment Syntax Error Code O ID 1/3Code indicating error found based on the syntax editing of a segment

1 Unrecognized segment ID2 Unexpected segment3 Mandatory segment missing


MAY 1998 229

Segment: AK4 Data Element NoteLevel: HeaderLoop: AK2/AK3

Usage: OptionalMax Use: 99Purpose: To report errors in a data element or composite data structure and identify the

location of the data elementSemantic: 1 In no case shall a value be used for AK404 that would generate a syntax

error, e.g., an invalid character.



➤ AK401 C030 POSITION IN SEGMENT M COMPOSITE

Code indicating the relative position of a simple data element, or the relative position of acomposite data structure combined with the relative position of the component dataelement within the composite data structure, in error; the count starts with 1 for thesimple data element or composite data structure immediately following the segment ID

➤ - 1 722 Element Position in Segment M N0 1/2This is used to indicate the relative position of a simple data element, or the relativeposition of a composite data structure with the relative position of the component withinthe composite data structure, in error; in the data segment the count starts with 1 for thesimple data element or composite data structure immediately following the segment ID

AK402 725 Data Element Reference Number O N0 1/4Reference number used to locate the data element in the Data Element Dictionary


➤ AK403 723 Data Element Syntax Error Code M ID 1/3Code indicating the error found after syntax edits of a data element

1 Mandatory data element missing2 Conditional required data element missing.3 Too many data elements.4 Data element too short.5 Data element too long.6 Invalid character in data element.7 Invalid code value.

AK404 724 Copy of Bad Data Element O AN 1/99This is a copy of the data element in error


230 MAY 1998

Segment: AK5 Transaction Set Response TrailerLevel: HeaderLoop: AK2

Usage: MandatoryMax Use: 1Purpose: To acknowledge acceptance or rejection and report errors in a transaction set

325 Notes: The codes listed for AK502 apply to every occurrence of Data Element718 in the AK5 segment.



➤ AK501 717 Transaction Set Acknowledgment Code M ID 1/1Code indicating accept or reject condition based on the syntax editing of the transactionset

A AcceptedE Accepted But Errors Were NotedR Rejected

AK502 718 Transaction Set Syntax Error Code O ID 1/3Code indicating error found based on the syntax editing of a transaction set

1 Transaction Set Not Supported2 Transaction Set Trailer Missing3 Transaction Set Control Number in Header and Trailer Do Not Match4 Number of Included Segments Does Not Match Actual Count5 One or More Segments in Error






MAY 1998 231

Segment: AK9 Functional Group Response TrailerLevel: HeaderLoop: ___

Usage: MandatoryMax Use: 1Purpose: 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 groupis accepted.

331 Notes: The codes listed for AK905 apply to every occurrence of Data Element716 in the AK9 segment.



➤ AK901 715 Functional Group Acknowledge Code M ID 1/1Code indicating accept or reject condition based on the syntax editing of the functionalgroup

A AcceptedE Accepted, But Errors Were Noted.P Partially Accepted, At Least One Transaction Set Was RejectedR Rejected

➤ AK902 97 Number of Transaction Sets Included M N0 1/6Total number of transaction sets included in the functional group or interchange(transmission) group terminated by the trailer containing this data element

➤ AK903 123 Number of Received Transaction Sets M N0 1/6Number of Transaction Sets received

➤ AK904 2 Number of Accepted Transaction Sets M N0 1/6Number of accepted Transaction Sets in a Functional Group

AK905 716 Functional Group Syntax Error Code O ID 1/3Code indicating error found based on the syntax editing of the functional group headerand/or trailer

1 Functional Group Not Supported2 Functional Group Version Not Supported3 Functional Group Trailer Missing4 Group Control Number in the Functional Group Header and Trailer Do

Not Agree5 Number of Included Transaction Sets Does Not Match Actual Count






232 MAY 1998

Segment: SE Transaction Set TrailerLevel: HeaderLoop: ___







332 This must be the same number as is in the ST segment (ST02) for the transactionset.


MAY 1998 233

ASC X12 997 Functional AcknowledgmentFUNCTIONAL GROUP ID = FA

This Draft Standard for Trial Use contains the format and establishes the data contents of theFunctional Acknowledgment Transaction Set (997) for use within the context of an ElectronicData Interchange (EDI) environment. The transaction set can be used to define the controlstructures for a set of acknowledgments to indicate the results of the syntactical analysis of theelectronically encoded documents. The encoded documents are the transaction sets, which aregrouped in functional groups, used in defining transactions for business data interchange. Thisstandard does not cover the semantic meaning of the information encoded in the transactionsets.



227 020 AK1 Functional Group Response Header M 1

LOOP ID - AK2 999999

228 030 AK2 Transaction Set Response Header O 1

LOOP ID - AK2/AK3 999999

229 040 AK3 Data Segment Note O 1

230 050 AK4 Data Element Note O 99

231 060 AK5 Transaction Set Response Trailer M 1

232 070 AK9 Functional Group Response Trailer M 1


NOTES:1/010 These acknowledgments shall not be acknowledged, thereby preventing an

endless cycle of acknowledgments of acknowledgments. Nor shall a FunctionalAcknowledgment be sent to report errors in a previous FunctionalAcknowledgment.

1/010 The Functional Group Header Segment (GS) is used to start the envelope for theFunctional Acknowledgment Transaction Sets. In preparing the functional group ofacknowledgments, the application sender’s code and the application receiver’scode, taken from the functional group being acknowledged, are exchanged;therefore, one acknowledgment functional group responds to only those functionalgroups from one application receiver’s code to one application sender’s code.

1/010 There is only one Functional Acknowledgment Transaction Set per acknowledgedfunctional group.

1/020 AK1 is used to respond to the functional group header and to start theacknowledgement for a functional group. There shall be one AK1 segment for thefunctional group that is being acknowledged.

1/030 AK2 is used to start the acknowledgement of a transaction set within the receivedfunctional group. The AK2 segments shall appear in the same order as thetransaction sets in the functional group that has been received and is beingacknowledged.


234 MAY 1998

NOTES:

1/040 The data segments of this standard are used to report the results of the syntacticalanalysis of the functional groups of transaction sets; they report the extent to whichthe 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).


MAY 1998 235


236 MAY 1998

XI - DATA GLOSSARYAIAAerospace Industry Association

AIAGAutomotive Industry Action Group

ANSIAmerican National Standards Institute

ANSI StandardA document published by ANSI that has been approved through the consensusprocess of public announcement and review. Each of these standards must havebeen developed by an ANSI committee and must be revisited by that committeewithin seven years for update. See Draft Standard For Trial Use. ApplicationInterface

APIAmerican Petroleum Institute Application Interface (Application Program Interface)

ASC X12Accredited Standards Committee, X12 comprised of industry members for thepurpose of creating EDI standards for submission to ANSI for subsequent approvaland dissemination; or for submission to CEFACT for approval and submission ofUN/EDIFACT standards.

ATAAmerican Trucking Associations, Inc.

ATAAir Transport Association of America

AuthenticationA mechanism which allows the receiver of an electronic transmission to verify thesender and integrity of the content of the transmission through the use of anelectronic ‘‘key’’ or algorithm which is shared by the trading partners. This issometimes referred to as an electronic signature.

CECCommission of the European Communities

CIDXChemical Industry Data Exchange

Communication ProtocolRules or specifications allowing computers to communicate with each other.

Compliance CheckingA process that is used to ensure that a transmission complies with ANSI ASC X12syntax rules.

Composite Data ElementOne or more component data elements delimited by sub-element separators.


MAY 1998 237

Conditional (C)A data element requirement designator which indicates that the presence of aspecified data element is dependent on the value or presence of other data elementsin the segment. The condition must be stated and must be computer processable.

Control SegmentA control segment has the same structure as a data segment but is used fortransferring control information for grouping data segments. Control Segments areInterchange Control Segments (ISA/IEA/TA1) defined in X12.5., FunctionalGroup Control Segments (GS/GE) defined in X12.6, Transaction Set ControlSegments (ST/SE) and Loop Control Segments (LS/LE).

CustomerIndividual or firm who is purchasing I/C goods or services.

Cut SheetA 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 ElementThe basic unit of information in the EDI standards, containing a set of values thatrepresent a singular fact. They may be codes, or numeric values or alpha numerictext descriptions.

Data Element LengthThis is the range, minimum to maximum, of the number of character positionsavailable to represent the value of a data element. A data element may be of variablelength with range from minimum to maximum, or it may be of fixed length inwhich the minimum is equal to the maximum. (X12.3)

Data Element Reference NumberReference number assigned to each data element as a unique identifier. DataElement Requirement Designator A code defining the need for a data element valueto appear in the segment if the segment is transmitted. The codes are mandatory(M), optional (O),or conditional (C).

Data Element SeparatorA unique character preceding each data element that is used to delimit data elementswithin a segment.

Data Element A data element may be one of seven types: numeric, decimal, identifier, string, date,time or binary.

DelimitersThe delimiters consist of two levels of separators and a terminator. The delimitersare an integral part of the transferred data stream. Delimiters are specified in theinterchange header and may not be used in a data element value elsewhere in theinterchange. From highest to lowest level, the separators and terminator are segmentterminator, data element separator, and sub-element separator.

DISAData Interchange Standards Association. A non profit organization funded by X12who serves as the Secretariat for X12.


238 MAY 1998

Direct TransmissionThe exchange of data from the computer of the sending party directly to thecomputer of the receiving party.

DODAAC Draft Standard for Trial Use Represents a document approved for publication bythe full X12 committee following membership consensus and subsequentresolution of negative votes. The Draft EDI Standard for Trial Use documentrepresents an ASC X12 approved standard for use prior to approval by ANSI. SeeANSI Standard.

DUNS Number A unique nine digit Data Universal Number System assigned by Dun andBradstreet.

DUNS + 4 NumberA unique nine digit Data Universal Number System assigned by Dun andBradstreet with the additional four numbers assigned by the owner of the DUNSnumber to indicate a specific company location.

EANAn association that in cooperation with the UCC administers the UCC/EANsystem. The UCC/EAN system consists of product and serialized identificationcodes, application identifiers, and associated symbologies.

EBCDICExtended binary-coded-decimal interchange code used for encoding documentstransmitted between trading partners.

ECEuropean Community

ECElectronic Commerce. It is defined as the exchange of business informationelectronically

ECCCElectronic Commerce Council of Canada

EDICAEDI Coalition of Associations

UN/EDIFACTUnited Nations Electronic Data Interchange for Administration, Commerce, andTransport.

EDI TranslationThe conversion of application data to and from the X12 standard format.

EDI TranslatorComputer software used to perform the conversion of application data to and fromthe X12 standard.

EIDXElectronics Industry Data Exchange


MAY 1998 239

Electronic Data Interchange (EDI)The computer application to computer application exchange of businessinformation in a standard format.

Electronic EnvelopeElectronic information which groups a set of transmitted documents being sentfrom one sender to one receiver.

Element DelimiterSingle character delimiter follows the segment identifier and each data element in asegment except the last.

Electronic MailboxA term used to refer to the place where an EDI transmission is stored for pickup ordelivery within a third party service provider’s system. Trading partners can alsomaintain mailboxes within their own domain.

EnvelopeElectronic information that binds together a set of transmitted documents being sentfrom one sender to one receiver.

Event Driven EDIThe capability to immediately access EDI documents so as to facilitate same-dayinformation exchange and processing.

ExtranetAn “Externally Accessible” Intranet where the server is outside the organization,(e.g. with a service provider etc.).

Functional AcknowledgmentA transaction set (997) transmitted by the receiver of an EDI transmission to thesender, indicating receipt and syntactical acceptability of data transmitted accordingto the ASC X12 standards. The functional acknowledgment allows the receivingparty to report back to the sending party problems encountered by the syntaxanalyzer as the data is interpreted. It is not intended to serve as an acknowledgmentof data content. See also X12.6.

Functional GroupA group of one or more transaction sets bounded by a functional group headersegment (GS) and a functional group trailer segment (GE).

HIBCCHealth Industry Business Communications Council

HexadecimalBase 16 notation commonly used to represent binary values.

Industry ConventionsDefines how the ASC X12 standards are used by a specific industry.

Industry GuidelineDefines the EDI environment for using conventions within an industry. It providesassistance on how to implement the X12 standard.

IntegrationThe ability to insert and extract valid data elements to/from disparate operatingplatforms, software applications and/or databases.


240 MAY 1998

Interchange Control StructureThe interchange header (ISA) and trailer (IEA) segments envelope one or morefunctional groups or interchange related control segments and perform thefollowing functions: 1) defines the data element separators and the data segmentterminators, 2) Identifies the sender and receiver, 3) provides control information forthe interchange, and 4) allows for authorization and security information (X12.5).

InternetA global information system that provides, uses or makes accessible, either publiclyor privately, high level services layered on communications and relatedinfrastructure.

IntranetA open network running Internet enabled applications on an organizations LANand WAN infrastructure behind its firewalls. Intranets allow common access tocrucial information across all boundaries with a low cost of ownership.

ISOInternational Standards Organization

LoopA group of semantically related segments; these segments may be either boundedor unbounded (X12.6).

Mandatory (M)A data element/segment requirement designator which indicates the presence of aspecified data element/segment is required.

MappingThe process of translating the X12 transaction format to/from the users legacysystem data format.

Max UseSpecifies the maximum number of times a segment can be used at a given locationin a transaction set.

Message(EDIFACT)Entire data stream including the outer envelope.

Message Standard or SyntaxRules for the identification and arrangement of data into specific elements,segments and transaction sets for electronic transmission.

NACHANational Automated Clearing House Association

NAEDNational Associations of Electrical Distributors

NEMANational Electrical Manufacturers Association

Network - Centric InterfaceThe ability to integrate previously separate information handling activities betweentrading parties and third party service providers.


MAY 1998 241

Optional (O)A data element/segment requirement designator which indicates the presence of aspecified data element/segment is at the option of the sending party, which can bebased on the mutual agreement of the interchange parties.

PIDXPetroleum Industry Data Exchange

PilotA test before final acceptance, using a subset of data with engineered cases anddocumented results.

Proprietary FormatA data format specific to a company, industry, or other limited group. Proprietaryformats do not comply with the ASC X12 series of standards.

QualifierA data element which identifies or defines a related element, set of elements, or asegment. The qualifier contains a code taken from a list of approved codes.

Quick ResponseThe ability of a supplier to deliver both the product and the information about theproduct to a desired location within a time frame as designated by the buyer.

RapporteurAn individual expert appointed by the United Nations for specific objectives.

Repeating SegmentA segment that may be used more than once at a given location in a transaction set.See Max Use.

SCC-14The 14-digit number, often represented in a bar code, used to identify standardintermediate containers, standard shipping containers, and standard pallets.Formerly known as the U.P.C. Shipping Container Code.

SecuritySystem screening which denies access to unauthorized users and protects data fromunauthorized uses.

SegmentA segment is a set of logically related data elements in a defined sequence. Asegment consists of a segment identifier, one or more data elements each precededby 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 oftransaction sets. The directory lists each segment by name, purpose, identifi er, thecontained data elements in the specified order, and the requirement designator foreach data element.

Segment IdentifierA unique identifier for a segment composed of a combination of two or threeuppercase letters and digits. The segment identifier occupies the first characterpositions of the segment. The segment identifi er is not a data element.


242 MAY 1998

Segment TerminatorA unique character appearing at the end of a segment to indicate then termination ofthe segment.

SSCC-18The 18-digit number, often represented in a bar code, used to identify a shipment ortransaction. 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 SeparatorA unique character used to delimit the component data elements within a compositedata element.

SyntaxThe grammar or rules which define the structure of the EDI standards (e.g., the useof loops, qualifiers, etc.). Syntax rules are published in ANSI X12.6.

TCIFTelecommunications Industry Forum

Trading PartnerThe sending and/or receiving party involved in the exchange of electronic datainterchange transmissions.

Transaction SetA transaction set unambiguously defines, in the standard syntax, information ofbusiness 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 IdAn three digit numeric identifier that uniquely identifies the transaction set.

Translation SoftwareSoftware that automates and manages the flow of X12 based transactions acrossmultiple platforms and environments.

UCCThe Uniform Code Council, Inc., which in cooperation with EAN administers theUCC/EAN system. The UCC/EAN system consists of product and serializedidentification codes, application identifiers, and associated symbologies.

UCC/EANUniform Code Council, Inc.

UCSUniform Communication Standard

U.P.C. NumberThe Universal Product Code (U.P.C.) is a system for uniquely identifying thethousands of different suppliers and millions of different items that are warehoused,sold, delivered, and billed throughout retail and commercial channels ofdistribution. It provides an accurate, efficient and economical means of controllingthe flow of goods through the use of an all-numeric product identification system.

UISGUtilities Industry Standards Group


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VANValue Added Network. Third party service organizations.

SupplierAny individual, firm or corporation from whom purchases are made.

Version/ReleaseIdentifies the publication of the standard being used for the generation or theinterpretation of data in the X12 standard format. May be found in the FunctionalGroup Header Segment (GS) and in the Interchange Control Header Segment(ISA). See Control Segment.

VICS EDI CommitteeVoluntary Interindustry Commerce Standard for Electronic Data Interchange

WINSWarehouse Information Network Standard

X12The ANSI committee responsible for the development and maintenance ofstandards for Electronic Data Interchange (EDI).

X12.5Interchange Control Structure. This standard provides the interchange envelope of aheader and trailer for the electronic interchange through a data transmission. It alsoprovides the structure to acknowledge the receipt and processing of this envelope.Separate segments and data elements not in X12.22 or X12.3.

X12.6Application Control Structure. This standard describes the control segments used toenvelop loops of data segments, to envelop transaction sets, and to envelop groupsof related transaction sets.


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APPENDIX A

DATA ELEMENT CODE LIST

355 Unit or Basis for Measurement Code

TYPE=ID MIN=2 MAX=2

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

CODE DEFINITION AND EXPLANATION

BA BaleBD BundleBG BagBK BookBX BoxCA CaseCF Cubic FeetCG CardCI Cubic InchesCM CentimeterCT CartonCW Hundred Pounds (CWT)DR DrumDZ DozenEA EachFT FootGA GallonGR GramGS GrossHK Hundred KilogramsHU HundredIN InchKG KilogramKT KitLB PoundLO LotLT LiterME MilligramMG Metric Gross TonML MilliliterMM MillimeterMN Metric Net TonMP Metric TonMR MeterPA Pail


MAY 1998 A.1


PC PiecePH Pack (PAK)PK PackagePL Pallet/Unit LoadPR PairPT PintQT QuartRE ReelRL RollSF Square FootSI Square InchSH SheetSM Square MeterSO SpoolSY Square YardTE ToteTH ThousandTV Thousand Kilograms

1300 Service, Promotion, Allowance or Charge Code

TYPE=ID MIN=4 MAX=4

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


A010 Absolute Minimum ChargeA320 Air Transportation ChargeA720 Broken Package ChargeB310 Commission AmountB630 Container/Trailer AllowanceB660 Contract AllowanceB750 Core ChargeC040 DeliveryC110 DepositC330 Distribution FeeC490 Drum DepositC580 Emergency ServiceC850 Expedited Service ChargeD015 Dunnage

Loose materials used around a cargo to preventdamage, or padding in a shipping container toprotect contents against breakage.

D040 Finance ChargeD170 Free GoodsD240 FreightD310 Gas PressureD500 Handling


A.2 MAY 1998


D540 Hazardous Materials Handling Fee-DomesticD750 Inbound Freight ChargesD900 InstallationD980 InsuranceE170 LabelingE190 Labor ChargesE380 Lift Gate (Truck) or Forklift Service at Pickup/DeliveryE560 Marking or Tagging ChargeE640 Mileage Fee (For Repair and Return)F155 PackagingF180 PalletF190 PalletizingF240 Per Item ChargeF250 Per Order ChargeF560 Premium TransportationF750 Processing ChargeF810 Promotional DiscountF870 Pulling EyesF910 Quantity DiscountF970 RebateG100 RecoveryG210 ReelG380 Repair at Customer Expense ChargeG400 RepairG470 Restocking ChargeG510 Returnable ContainerG620 Saturday Pick-Up or Delivery ChargeG740 Service ChargeG760 Set-UpG821 ShippingG830 Shipping and HandlingH510 Sunday or Holiday Pick-Up or DeliveryH530 Supervisor ChargeI110 Tooling I530 Volume Discount


MAY 1998 A.3


A.4 MAY 1998

APPENDIX B

EXTERNAL CODE SOURCES

5 Countries, Currencies and FundsSIMPLE 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 Institute11 West 42nd Street, 13th FloorNew York, NY 10036

ABSTRACT

This international standard provides a two-letter alphabetic code for representingthe names of countries, dependencies, and other areas of special geopolitical in-terest for purposes of international exchange and general directions for the main-tenance of the code. The standard is intended for use in any application requiringexpression of entitles in coded form. Most currencies are those of the geopoliticalentities that are listed in ISO 3166, Codes for the Representation of Names ofCountries. The code may be a three-character alphabetic or three-digit numeric.The two leftmost characters of the alphabetic code identify the currency authorityto which the code is assigned (using the two character alphabetic code from ISO3166, if applicable). The rightmost character is a mnemonic derived from thename of the major currency unit or fund. For currencies not associated with a sin-gle geographic entity, a specially-allocated two-character alphabetic code, in therange XA to XZ identifies the currency authority. The rightmost character is de-rived from the name of the geographic area concerned, and is mnemonic to theextent possible. The numeric codes are identical to those assigned to the geo-graphic entities listed in ISO 3166. The range 950-998 is reserved for identifica-tion of funds and currencies not associated with a single entity listed in ISO 3166.

16 D-U-N-S NumberSIMPLE 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 throughEDI, on-line, several types of mainframe and personal computer media, througha 900 Number Service (900-990-3867), and in print.

Dun & Bradstreet Information ServicesInformation Quality DepartmentD-U-N-S Number Administration

I/C COMMERCIAL INDUSTRIALEDI GUIDELINES

MAY 1998 B.1

899 Eaton AvenueBethlehem, PA 18025-0001

ABSTRACT

The D-U-N-S Number is a non-indicative nine-digit number assigned and main-tained by Dun & Bradstreet to identify unique business establishments. D-U-N-SNumbers are assigned to businesses worldwide. The ninth digit of the D-U-N-SNumber is a Modulus Ten Check Digit which catches 100% of single digit errorsand 98% of single transposition errors. D-U-N-S Numbers provide positive identifi-cation of business locations possessing unique, separate, and distinct opera-tions. Through the D-U-N-S Number, Dun & Bradstreet maintains linkage be-tween units of an organization to easily identify corporate family relationships,such as those between headquarters, branches, subsidiaries, and divisions. TheD-U-N-S Number is the non-indicative computer "address" of a business forwhich detailed marketing and credit information is maintained by Dun & Brad-street.

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 (SCAC-STAC), NMF 101 Series

AVAILABLE FROM

National Motor Freight Association, Inc.2200 Mill RoadAlexandria, VA 22314-4654

ABSTRACT

The standard carrier alpha code (SCAC) lists and codes transportation compa-nies. The SCAC program contemplates that each company will be assigned aunique two to four letter (alpha) code for use as an abbreviation or to identify aparticular company for transportation data processing purposes. The combinationof letters used by any one carrier does not conflict with those assigned to othercarriers, even though such other carriers may belong to a different mode. TheSCAC directory contains two sections. Section 1 is an alphabetical arrangementof 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 ServiceNational Information Data CenterP.O. Box 2977Washington, DC 20013


B.2 MAY 1998

ABSTRACT

Provides names, abbreviations, and codes for the 50 states, the District of Colum-bia, and the outlying areas of the U.S. The entities listed are considered to be thefirst order divisions of the U.S. Microfiche available from NTIS (same as addressabove). The Canadian Post Office lists the following as "official" codes for Cana-dian Provinces: AB - Alberta BC - British Columbia MB - Manitoba NB - NewBrunswick NF - Newfoundland NS - Nova Scotia NT - North West Territories ON -Ontario PE - Prince Edward Island PQ - Quebec SK - Saskatchewan YT - Yukon

41 Universal Product CodeSIMPLE 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 JDayton, OH 45458

ABSTRACT

U.P.C. is a system of coding products whereby each item/multipack/case isuniquely identified. Codes are formatted as an optional digit which identifies thepacking variations, one or two high order digit(s) identifying the system (grocery,drug, general merchandise, coupons), 5 digits which identify the manufacturer, 5digits which identity the item and an optional 1 character check digit.

51 ZIP CodeSIMPLE 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 ServiceWashington, DC 20260

New OrdersSuperintendent of DocumentsP.O. Box 371954Pittsburgh, PA 15250-7954

ABSTRACT

The ZIP Code is a geographic identifier of areas within the United States and itsterritories 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 tenlarge groups of states. The leftmost digit identifies one of these groups. The nexttwo digits identify a smaller geographic area within the large group. The two right-


MAY 1998 B.3

most digits identify a local delivery area. In the nine-digit ZIP Code, the four digitsthat follow the hyphen further subdivide the delivery area. The two leftmost digitsidentify a sector which may consist of several large buildings, blocks or groups ofstreets. The rightmost digits divide the sector into segments such as a street, ablock, a floor of a building, or a cluster of mailboxes. The USPS Domestics MailManual includes information on the use of the new 11-digit zip code.

77 X12 DirectoriesSIMPLE DATA ELEMENT/CODE REFERENCES

721, 725

SOURCE

X12.3 Data Element DictionaryX12.22 Segment Directory

AVAILABLE FROM

Data Interchange Standards Association, Inc. (DISA)Suite 2001800 Diagonal RoadAlexandria, VA 22314-2852

ABSTRACT

The data element dictionary contains the format and descriptions of data ele-ments used to construct X12 segments. It also contains code lists associatedwith these data elements. The segment directory contains the format and defini-tions of the data segments used to construct X12 transaction sets.


B.4 MAY 1998

Icom

Documents

duns number

def machine

v1 vessel

n3v1234 maple

transportation

consumer package

trading partner

entire orderbusiness