CDW Computer Centers, Inc

CDW Computer Centers, Inc.

May 3, 2005

ANSI X12 856 In Bound 4010

Guidelines

May 3, 2005

Revision History

Date / Number / Description
1/7/2002 / 1.0 / First Draft
3/22/2004 / 1.1 / Added MEA segment for item weight. Added REF segment for serial numbers and tracking numbers. Added YNQ segment for insurance.
05/03/2005 / 1.2 / Added Revision History and segment and element usage.

The following pages are the guidelines for implementing the ANSI X12 856 document with CDW. The segments listed below are a subset of the 856 document. This represents all the segments that CDW is capable of receiving.

The column labeled "Usage” is used to communicate CDW’s business requirements to properly process the data.

1. For segments identified as "CDW Required" partners must send segments and need to follow the ANSI X12 conventions.

2. For the segments identified as “Used” partners must send data if there is a “CDW Note” that denotes special conditions, or may send the data if available.

Segment and Element Detail:

The column labeled “Usage” is used to communicate CDW’s business requirements to properly process the data.

1. For elements identified as “CDW Required” partners must send elements and need to follow the ANSI X12 conventions for conditional and paired relationships.

2. For elements identified as “Used” partners may send data if available or otherwise required by the ANSI X12 conventions.

The element, segment, and transaction descriptions identified by "CDW Note" or enclosed in [] illustrate CDW's business usage and interpretation.

Segment / Max. / Loop
ID / Name / Req / Use / Repeat / Usage
(Header)
ST / Transaction Set Header / M / 1 / CDW Required
BSN / Beginning Segment for Ship Notice / M / 1 / CDW Required
(Detail)
HL / Hierarchical Level Loop / M / 1
HL / Hierarchical Level (Shipment) / M / 1 / CDW Required
TD1 / Carrier Details (Quantity and Weight) / O / 20 / CDW Required
TD5 / Carrier Details (Routing Sequence/Transit Time) / O / 12 / CDW Required
REF / Reference Identification / O / >1 / CDW Required
DTM / Date/Time Reference / O / 1 / Used
N1 / Name Loop / >1
N1 / Name / O / 1 / CDW Required
N3 / Address Information / O / 1 / CDW Required
N4 / Geographic Location / O / 1 / CDW Required
HL / Hierarchical Level Loop / M / >1
HL / Hierarchical Level (Order) / M / 1 / CDW Required
PRF / Purchase Order Reference / M / 1 / CDW Required
HL / Hierarchical Level Loop / M / >1
HL / Hierarchical Level (Item) / M / 1 / CDW Required
LIN / Item Identification / O / 1 / CDW Required
SN1 / Item Detail (Shipment) / O / 1 / CDW Required
MEA / Measurements / O / 40 / Used
REF / Reference Identification / O / >1 / Used
YNQ / Yes No Question / O / 10 / Used
(Trailer)
CTT / Transaction Totals / M / 1 / CDW Required
SE / Transaction Set Trailer / M / 1 / CDW Required

CDW Note: CDW requires order and item detail. The preferred hierarchical structure is shipment, order and item. There should only be 1 ship to location per shipment. There should only be 1 ship from location per shipment.

Here is an example of an inbound 856 document that contains one shipment with three orders with two items on each order:

ST ~856~000000001

BSN~00~ShipmentID~20000926~235959

HL~1~~S

TD1~CTN~380~~~~G~610.15~LB

TD5~B~2~SCAC~M~Carrier Name ~CC

REF~BM~Bill of lading Number

REF~CN~Carrier Pro Number

DTM~011~20000925

N1~ST~CDW Computer Center, Inc.~92~IDNumber

N3~200 N. Milwaukee Avenue~ATTN: EDI TEST

N4~Vernon Hills~IL~60061

N1~SF~Manufacture Name~92~CDWIDNumber

N3~Manufacture Address

N4~Manufacture~IL~60061

HL~2~1~O

PRF~1234567~20000924

HL~3~2~I

LIN~000001~BP~000001~VP~Vendor Part 1

MEA~~WT~1.05~LB

REF~SE~SERIAL NUMBER0001

REF~2I~TRACKING NUMBER001

YNQ~EF~Y~~~HAS EXTENDED COVERAGE

SN1~~1~EA

HL~4~1~O

PRF~PO Test 2~20000925

HL~5~4~I

LIN~000002~BP~000002~VP~Vendor Part 2

MEA~~WT~2.05~LB

REF~SE~SERIAL NUMBER0002

REF~SE~SERIAL NUMBER0003

REF~SE~SERIAL NUMBER0004

REF~2I~TRACKING NUMBER004

YNQ~EF~Y~~~HAS EXTENDED COVERAGE

SN1~~3~EA

HL~6~4~I

LIN~000004~BP~000003~VP~Vendor Part 3

MEA~~WT~3~LB

REF~SE~SERIAL NUMBER0005

REF~SE~SERIAL NUMBER0006

REF~2I~TRACKING NUMBER004

YNQ~EF~Y~~~HAS EXTENDED COVERAGE

SN1~~2~EA

CTT~8

SE~44~000000001

Note: The segment delimiter is not shown

The following is a guide to the notation that is used to present the specifications:

Req – Required or Usage

C Conditional

M Mandatory

O Optional

X Relational

TYPE – Element Type

AN Alpha Numeric

DT Date, in the form of CCYYMMDD

ID Identifier or Qualifier

Nx Numeric, where ‘x’ is the number of implied decimal positions

R Decimal, with the decimal point included

TM Time, in the form of HHMM

Header

ST – Transaction Set Header

Reference
Element / Number / Description / Qual/Def / Req / Type / Min/Max / Usage
ST01 / 143 / Transaction code for document / 856 - ASN / M / ID / 3/3 / Required
ST02 / 329 / Transaction set control number / Sequential # / M / AN / 4/9 / Required

BSN – Beginning Segment for Ship Notice

Reference
Element / Number / Description / Qual/Def / Req / Type / Min/Max
BSN01 / 353 / Transaction set Purpose Code / 00=Original / M / ID / 2/2 / Required
BSN02 / 396 / Shipment Identification / Shipment ID / M / AN / 2/30 / Required
BSN03 / 373 / Date / Date Created / M / DT / 8/8 / Required
BSN04 / 337 / Time / Time Created / M / TM / 4/8 / Required

Detail

HL – Hierarchical Level (Shipment)

Reference
Element / Number / Description / Qual/Def / Req / Type / Min/Max / Usage
HL01 / 628 / Hierarchical ID Number / ID Number / M / N0 / 1/12 / Required
HL03 / 735 / Hierarchical Level Code / S=Shipment / M / ID / 1/2 / Required

TD1 – Carrier Details (Quantity and Weight)

Reference
Element / Number / Description / Qual/Def / Req / Type / Min/Max / Usage
TD101 / 103 / Packing Code / CTN=Carton
PLT = Pallet / O / AN / 3/5 / Required
TD102 / 80 / Lading Quantity / # of units shipped / M / N0 / 1/7 / Required
TD106 / 187 / Weight Qualifier / G=Gross Weight / O / ID / 1/2 / Required
TD107 / 81 / Weight / Gross Weight / O / R / 1/10 / Required
TD108 / 355 / Unit or Basis for Measurement / LB=Pounds / O / ID / 2/2 / Required

TD5 – Carrier Details (Routing Sequence/Transit Time)

Reference
Element / Number / Description / Qual/Def / Req / Type / Min/Max / Usage
TD501 / 133 / Routing Sequence Code / B=Original Carrier / O / ID / 1/2 / Required
TD502 / 66 / Identification Code Qualifier / 2=SCAC / O / ID / 1/2 / Required
TD503 / 67 / Identification Code / SCAC of Carrier / M / AN / 2/80 / Required
TD504 / 91 / Transportation Method/Type / See X12 List of Codes / O / ID / 1/2 / Required
TD505 / 387 / Routing / Carriers Name / O / AN / 1/35 / Used
TD506 / 368 / Shipment/Order Status Code / CC=Ship Complete
PR = Partial Shipment / O / ID / 2/2 / Used
TD512 / 284 / Service Level Code (1) / See X12 List of Codes / X / ID / 2/2 / Required

Comments:

1. / The Service Level code refers to the shipping method used, i.e. overnight, ground, 2 day. CDW will use this information to attempt to determine the expected delivery date. If an accurate delivery date can be provided this information is still requested.

REF – Reference Identification

Reference
Element / Number / Description / Qual/Def / Req / Type / Min/Max / Usage
REF01 / 128 / Reference Identification Qualifier / CN=FB/ Pro Number
BM=Bill of Lading # / M / ID / 2/3 / Required
REF02 / 127 / Reference Identification / FB/Pro Number or Bill of Lading # / M / AN / 1/30 / Required

DTM – Date/Time Reference

Reference
Element / Number / Description / Qual/Def / Req / Type / Min/Max / Usage
DTM01 / 374 / Date/Time Qualifier / 011=Ship Date / M / ID / 3/3 / Required
DTM02 / 373 / Date / Ship Date / M / DT / 8/8 / Required

Detail (Continued)

N1 – Name (Ship To)

Reference
Element / Number / Description / Qual/Def / Req / Type / Min/Max / Usage
N101 / 98 / Entity Identifier Code / ST=Ship To
SF=Ship From / M / ID / 2/3 / Required
N102 / 93 / Name / Name / M / AN / 1/60 / Required
N103 / 66 / Identification Code Qualifier / Valid qualifier / O / ID / 1/2 / Used
N104 / 67 / Identification Code / ID Code / O / AN / 2/80 / Used

CDW Note: Both ship to and ship from locations are required.

N3 – Address Information

Reference
Element / Number / Description / Qual/Def / Req / Type / Min/Max / Usage
N301 / 166 / Address Information / Address Line 1 / M / AN / 1/55 / Used
N302 / 166 / Address Information / Address Line 2 / O / AN / 1/55 / Used

N4 – Geographic Location

Reference
Element / Number / Description / Qual/Def / Req / Type / Min/Max / Usage
N401 / 19 / City Name / City / M / AN / 2/30 / Required
N402 / 156 / State or Province Code / State / M / ID / 2/2 / Required
N403 / 116 / Postal Code / Postal Code / M / ID / 3/15 / Required

Detail (Continued)

HL – Hierarchical Level (Order)

PRF – Purchase Order Reference

Reference
Element / Number / Description / Qual/Def / Req / Type / Min/Max / Usage
PRF01 / 324 / Purchase Order Number / CDW PO Number / M / AN / 1/22 / Required
PRF04 / 373 / Date / CDW PO Date / M / DT / 8/8 / Required

Detail (Continued)

HL – Hierarchical Level (Item)

LIN – Item Identification

Reference
Element / Number / Description / Qual/Def / Req / Type / MinMax / Usage
LIN01 / 350 / Assigned Identification
/ Line number
CDW Note: Line number must match the original PO line number. / O / AN / 1/20 / Required
LIN02 / 235 / Product/Service ID Qualifier / BP - Buyer’s part number
CB – Buyer’s catalog number / M / ID / 2/2 / Required
LIN03 / 234 / Product/Service ID / CDW’s part number / M / AN / 1/48 / Required
LIN04 / 235 / Product/Service ID Qualifier / VP - Vendor’s part number
VN - Vendors’ item number / X / ID / 2/2 / Used
LIN05 / 234 / Product/Service ID / Vendor’s part number / X / AN / 1/48 / Used
LIN06 / 235 / Product/Service ID Qualifier / MG – Manufacturer’s part number / X / ID / 2/2 / Required
LIN07 / 234 / Product/Service ID / Manufacturer’s part number / X / AN / 1/48 / Required

CDW Note: Vendor’s part number is recommended but not required. CDW part number and manufacturer part number are required.

SN1 – Item Detail (Shipment)

Reference
Element / Number / Description / Qual/Def / Req / Type / Min/Max / Usage
SN102 / 382 / Number of Units Shipped / Number of Pieces / M / R / 1/10 / Required
SN103 / 355 / Unit or Basis for Measurement / EA=Each / M / ID / 2/2 / Required

MEA – Measurements

Reference
Element / Number / Description / Qual/Def / Req / Type / Min/Max / Usage
MEA02 / 738 / Measurement Qualifier / WT-Weight / O / ID / 1/3 / Used
MEA03 / 739 / Measurement Value / Weight / X / R / 1/20 / Used
MEA04 / 355 / Unit of Measure / LB-Pounds / O / ID / 2/2 / Used

REF – Reference

Reference
Element / Number / Description / Qual/Def / Req / Type / Min/Max / Usage
REF01 / 128 / Reference Identification Qualifier / SE=Serial Number
08=Tracking # / M / ID / 2/3 / Required
REF02 / 127 / Reference Identification / Reference Value / M / AN / 1/30 / Required

CDW Note: Serial numbers are required on either the 856 or the 810. Tracking number per package is required.

YNQ – Yes No Question

Reference
Element / Number / Description / Qual/Def / Req / Type / Min/Max / Usage
YNQ01 / 1321 / Condition Indicator / EF-Has Insurance / X / ID / 2/2 / Used
YNQ02 / 1073 / Y/N Response Code / Y-Has Insurance
N-No Insurance / M / ID / 1/1 / Used
YNQ05 / 933 / Free Form Text Message / Text Message / O / AN / 1/264 / Used

Trailer

CTT - Transaction Totals

Reference
Element / Number / Description / Qual/Def / Req / Type / Min/Max / Usage
CTT01 / 354 / Number of Line Items / Number of HL segments used / M / N0 / 1/6 / Required

SE - Transaction Set Trailer

Reference
Element / Number / Description / Qual/Def / Req / Type / Min/Max / Usage
SE01 / 96 / Segments in Transaction / ST and SE included / M / N0 / 1/6 / Required
SE02 / 329 / Transaction Set Control / Same as ST02 / M / AN / 4/9 / Required

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