PURCHASE ORDER SPECIFICATIONS
(last revision: 08-07-06)
TABLE OF CONTENTS
TERMINOLOGY 3
DATA FILE RECORD SUMMARY 4
Beginning Communication Records 4
PO Header Records 4
PO Detail Records 5
PO Summary Records 5
Ending Communication Records 5
SAMPLE TRANSACTION FILE 6
DATA RECORD DESCRIPTIONS 7
ISA Interchange Control Header 8
GS Functional Group Header 9
ST Transaction Set Header 10
BEG Beginning Data Record for Purchase Order 11
CUR Currency Data Record 12
REF Reference Identification 13
PER Administrative Communications Contact 14
FOB Shipping Instructions 15
SAC Services, Allowances, Charges, and Promotions 16
ITD Terms Of Sale 17
DTM Date / Time Reference 18
TD5 Carrier Details 19
TX1 Tax Information 20
MSG Message Text 21
N1 Name Information 22
N2 Additional Name Information 23
N3 Address Information 24
N4 Address Geographic Information 25
PO1 Baseline Item Data 26
CTP Pricing Information 28
PID Product Identification 29
SAC Service, Promotion, Allowance, Charge Information 30
SDQ Store Distribution Quantity 31
DTM Date / Time Reference 33
MSG Message Text 34
TX1 Tax Information 35
CTT Transaction Totals 36
SE Transaction Set Trailer 37
GE Functional Group Trailer 38
IEA Interchange Control Trailer 39
TERMINOLOGY
The following abbreviations and terminology are used relating to data records and/or attributes of data fields:
· M/O – this designation is used to identify data fields as being Mandatory or Optional. Mandatory data records and data fields must be used – they are required. Optional data records do not need to appear.
· ID – this designation is used to identify an identifier data field. Identifier data fields are alpha-numeric in their data type.
· AN – this designation is used to identify an alpha-numeric data field type.
· TM – this designation is used to identify a time data field.
· DT – this designation is used to identify a date data field.
· Nd – this designation is used to identify a numeric data field where the “d” indicates the number of implied decimal places allowed.
o N0 = a number with no decimal places, i.e. an integer
o N2 = a number with 2 decimal places – for example, $15.25 would be represented as 15.25; $25.00 would be represented as 25; $9.70 would be represented as 9.7; leading and trailing zeros are not required.
· X/Y – this designation is used to identify the minimum (X) and maximum (Y) size of a data field in terms of the total number of alphanumeric characters.
DATA FILE RECORD SUMMARY
The purchase order data file is structured with the following data records, as shown below. Data record types have been divided by functional use.
When multiple data records are related, they are noted as belonging to a Record Group. For Record Groups, the Record Group name is noted, and the Maximum Use column indicates the maximum number of repeated occurrences for the record group. Data records belonging to the Record Group will follow, with the Maximum Use column indicating the maximum number of times that data record can appear within an occurrence of the record group.
Beginning Communication Records
M/O / Record ID / Record Name / Maximum Use / Record GroupM / ISA / Interchange Control Header / 1
M / GS / Functional Group Header / 1
PO Header Records
M/O / Record ID / Record Name / Maximum Use / Record GroupM / ST / Transaction Set Header / 1
M / BEG / Beginning Segment / 1
O / CUR / Currency / 1
O / REF / Reference Identification / 5
O / PER / Administrative Personnel Contact / 1
O / FOB / FOB Information / 1
O / SAC / Service, Allowance, Charge, Promotion Information / 25
O / ITD / Terms Of Sale / 1
O / DTM / Date / Time Reference / 5
O / TD5 / Carrier Details / 1
O / TX1 / Tax Information / 1
O / MSG / Text Messages / 1000
GROUP: Name Identification / 5 / N1
O / N1 / Name / 1 / N1
O / N2 / Address / 1 / N1
O / N3 / City, State, Zip Code / 1 / N1
O / N4 / Geographic Location / 1 / N1
PO Detail Records
M/O / Record ID / Record Name / Maximum Use / Record Group /GROUP: Baseline Item Data / 100,000 / PO1
M / PO1 / Item Detail / 1 / PO1
O / CTP / Item Pricing / 1 / PO1
O / PID / Product Identification / Description / 1 / PO1
O / SAC / Promotional Allowances / 25 / PO1
O / SDQ / Store Destination Quantities / 500 / PO1
O / DTM / Date/Time Reference / 2 / PO1
O / MSG / Message Text / 1000 / PO1
O / TX1 / Tax Information / 1 / PO1
PO Summary Records
M/O / Record ID / Record Name / Maximum Use / Record Group /M / CTT / Transaction Totals / 1
M / SE / Transaction Set Trailer / 1
Ending Communication Records
M/O / Record ID / Record Name / Maximum Use / Record Group /M / GE / Functional Group Trailer / 1
M / IEA / Interchange Control Trailer / 1
SAMPLE TRANSACTION FILE
The following is a sample purchase order transaction data file. Note that due to page width limitations, the first record – ISA – wraps to a second line. However, there is no carriage return line feed break within this record.
ISA|00| |00| |ZZ|8147427700 |ZZ|2016664221 |050328|0839|U|00401|000001202|0|P|>~
GS|PO|8147427700|2016664221|20050328|083954|1203|X|004010~
ST|850|1204~
BEG|00|SA|PO Number||20050328~
REF|11|8675309~
PER|BD|Karen Anderson|TE|814-736-8901|EM|~
SAC|A|C000||||3|5|||||02~
SAC|C|D240|||25.1|||||||06~
DTM|001|20050501~
DTM|010|20050416~
N1|ST|Ship to name|92|ship to number~
N3|address line 1~
N4|city|pa|15938~
PO1||100|EA|23.1||UP|95665512339~
PID|F|08|||widget~
PID|F|74|||Large~
PID|F|75|||Black~
PO1||15|EA|16.25||UP|94546545611~
CTP||RTL|25~
PID|F|08|||Widget~
PID|F|74|||small~
PID|F|75|||black~
CTT|2~
SE|22|1204~
GE|1|1203~
IEA|1|000001202~
DATA RECORD DESCRIPTIONS
The following sections provide detail descriptions of each data record.
Some data fields have required default values; other data field values are limited to the list of choices. This information will be noted along with the data field name in the Data Field Name column.
Descriptive information is provided after some default data field values for clarity only, and is not to be included with the field value in the data record.
ISA Interchange Control Header
This is a mandatory data record.
M/O / Data Field Identifier / Data Field Name & Value Notes / Format / Min/MaxLength /
M / ISA01 / Authorization Information Qualifier
· 00 (double-zero) / ID / 2/2
M / ISA02 / Authorization Information
· Must be 10 spaces / AN / 10/10
M / ISA03 / Security Information Qualifier
· 00 (double-zero) / ID / 2/2
M / ISA04 / Security Information
· Must be 10 spaces / AN / 10/10
M / ISA05 / Interchange ID Qualifier
· ZZ / ID / 2/2
M / ISA06 / Interchange Sender ID
· Your MDX communication ID / AN / 15/15
M / ISA07 / Interchange ID Qualifier
· ZZ / ID / 2/2
M / ISA08 / Interchange Receiver ID
· The MDX communication ID of your trading partner / AN / 15/15
M / ISA09 / Date
· Formatted: YYMMDD / DT / 6/6
M / ISA10 / Time
· Formatted HHMM / TM / 4/4
M / ISA11 / Interchange Standards Identifier
· U / ID / 1/1
M / ISA12 / Interchange Standards Version Number
· 00401 / ID / 5/5
M / ISA13 / Interchange Control Number
· A unique, sequential, non-repeating number beginning at 000000000 and continuing to 999999999 before turning over again to 000000000. / N0 / 9/9
M / ISA14 / Acknowledgement Request Indicator
· 0 (zero) / ID / 1/1
M / ISA15 / Test / Production Flag
· T (Use the T code while testing with your trading partner)
· P (Once testing has been successfully completed and you are ready to go live, this flag should be set to P) / ID / 1/1
M / ISA16 / Unused Field
· (greater than sign) / ID / 1/1
GS Functional Group Header
This is a mandatory data record.
M/O / Data Field Identifier / Data Field Name & Value Notes / Format / Min/MaxLength /
M / GS01 / Transaction Identification Code
· PO / ID / 2/2
M / GS02 / Sender’s Communication ID
· Your MDX communication ID / AN / 2/15
M / GS03 / Receiver’s Communication ID
· Your trading partner’s MDX communication ID / AN / 2/15
M / GS04 / Transaction Date
· Formatted YYMMDD / DT / 6/6
M / GS05 / Transaction Time
· Formatted HHMM / TM / 4/4
M / GS06 / Group Control Number
· A unique serialized number – may be a sequential continuation of ISA13 / N0 / 1/9
M / GS07 / Agency Code
· X / ID / 1/1
M / GS08 / Version / Release Identification
· 004010 / ID / 1/12
ST Transaction Set Header
This is a mandatory data record.
M/O / Data Field Identifier / Data Field Name & Value Notes / Format / Min/MaxLength /
M / ST01 / Transaction Set Header Identification Code
· 850 / ID / 3/3
M / ST02 / Transaction Set Control Number
· A unique serialized number – may be a sequential continuation of GS06 / N0 / 4/9
BEG Beginning Data Record for Purchase Order
This is a mandatory data record.
M/O / Data Field Identifier / Data Field Name & Value Notes / Format / Min/MaxLength /
M / BEG01 / Transaction Purpose
· 00 (double zero) / ID / 2/2
M / BEG02 / Purchase Order Type
· SA (Stand Alone)
· BK (Blanket Order)
· RL (Release Order)
· RO (Rush Order)
· US (Emergency/Urgent Order)
· DS (Drop Ship / Direct To Consumer)
· NS (New Store Initial Stocking Order)
· OS (Special Order) / ID / 2/2
M / BEG03 / Purchase Order Number / AN / 1/22
O / BEG04 / Release Number
· Typically used to initiate a release against a previously sent blanket purchase order, and would be used with purchase order type RL after having previously sent a BK (Blanket Order) to a supplier. BEG03 would contain the blanket PO number. / AN / 1/30
M / BEG05 / PO Date
· Formatted CCYYMMDD / DT / 8/8
CUR Currency Data Record
This is an optional data record.
M/O / Data Field Identifier / Data Field Name & Value Notes / Format / Min/MaxLength /
M / CUR01 / Entity Currency Reference
· BY (Buyer’s Currency)
· SE (Seller’s Currency) / ID / 2/2
M / CUR01 / Currency Code
· USD (US Dollar) / ID / 3/3
REF Reference Identification
This is an optional data record.
M/O / Data Field Identifier / Data Field Name & Value Notes / Format / Min/MaxLength /
M / REF01 / Reference Qualifier
· DP (Department)
· IA (Internal Vendor Number)
· CT (Contract Number)
· PR (Price Quote Number)
· 11 (Account Number) / ID / 2/2
M / REF02 / Reference Identification Value / AN / 1/30
PER Administrative Communications Contact
This is an optional data record.
M/O / Data Field Identifier / Data Field Name & Value Notes / Format / Min/MaxLength /
M / PER01 / Contact Function Code
· BY (Buyer) / ID / 2/2
O / PER02 / Name / AN / 1/60
O / PER03 / Communication Qualifier
· TE (Telephone Number)
· FX (Fax Number)
· EM (Email Address) / ID / 2/2
O / PER04 / Communication Value
· The telephone number, fax number, or e-mail address, dependent upon the data value of PER03. / AN / 1/80
O / PER05 / Communication Qualifier
· TE (Telephone Number)
· FX (Fax Number)
· EM (Email Address) / ID / 2/2
O / PER06 / Communication Value
· The telephone number, fax number, or e-mail address, dependent upon the data value of PER05. / AN / 1/80
O / PER07 / Communication Qualifier
· TE (Telephone Number)
· FX (Fax Number)
· EM (Email Address) / ID / 2/2
O / PER08 / Communication Value
· The telephone number, fax number, or e-mail address, dependent upon the data value of PER07. / AN / 1/80
NOTE: Each communication qualifier can only be used once.
FOB Shipping Instructions
This is an optional data record.
M/O / Data Field Identifier / Data Field Name & Value Notes / Format / Min/MaxLength /
M / FOB01 / Shipment Method Of Payment
· CC (Collect)
· CF (Collect, freight credited back to customer)
· PC (Prepaid, charged to customer)
· PP (Prepaid by seller)
· MX (Mixed) / ID / 2/2
M / FOB02 / Location Qualifier
· DE (Shipping Destination)
· OR (Origin)
· PE (Port Of Entry)
· TP (Third Party) / ID / 2/2
M / FOB03 / Description of FOB03 / AN / 1/80
O / FOB04 / (null data field – reserved for future use) / -- / --
O / FOB05 / (null data field – reserved for future use) / -- / --
O / FOB06 / Country Location Qualifier
· CA (Country Of Origin) / ID / 2/2
O / FOB07 / Description of FOB06
SAC Services, Allowances, Charges, and Promotions