EDIImplementationGuide-ATTACH_7.doc

ATTACHMENT #7

United States Postal Service

Finance Business Systems Portfolio - IT

475 L'Enfant Plaza SW Room 1021

Washington, DC 20260-4261

TABLE OF CONTENTS

3SUMMARY OF CHANGES

Overview Data Exchange Instructions on Guide Catalog Layout (pseudo 832) Catalog Hierarchy 810 Invoice 824 Application Advice 850 Purchase Order 855 Purchase Order Acknowledgment 856 Ship Notice/Manifest 857 Shipment and Billing Notice 870 Order Status Report 997 Functional Acknowledgment

SUMMARY OF CHANGES

This document is updated to include the changes expected as part of the transition from the existing eBuy system to eBuy2. Here is a brief summary of the changes to this document from the previous version:

Dataset definition for the CATALOG interface

Added eight new fields to the flat file for the catalog interface Customer master 058 (Fedstrip)

Removed this section since eBuy2 will no longer support Backdoor orders.

855 – Purchase orders for Backdoor orders

Removed this section since eBuy2 will no longer support Backdoor orders.

Overview

This document contains detailed design information for Suppliers who have a desire to exchange EDI X12 documents with The United States Postal Service’s eBuy2 Purchasing System. All EDI transaction sets must be created using version 4010 of the ANSI X12 Standard.

Data Exchange

The diagram below shows the expected flow of EDI transactions between USPS and Suppliers. The pseudo 832 file is expected in a Flat-File pipe ‘|’ delimited format. The 832 will be the first file received by USPS.

*Note: Shipment notification and invoicing may be accomplished in a single transaction (857) or separately (in 810 and 856). USPS will send an 824 if any Inbound transaction is found to be in error. Also 997s are expected to be received and will be sent for every transaction.

Instructions on Guide

The purpose of this guide is to provide detailed requirement information to assist the Supplier with their map development process. This section will provide instructions on understanding the format of this document.

Example Mapping:

Segment:

BIG Beginning Segment for Invoice

Position:

Loop:

Level:

Heading

Usage:

Mandatory

Max Use:

Syntax Notes:

Notes:

EDI SAMPLE DATA:

BIG*20010411*IN834923021*20010411*ORDER-NO

Data Element Summary

Ref.

Data

Des.

Element Name Attributes

DT 8/8

AN 1/22

(USPS AN 1/16)

INVOICE-NO - Invoice Number

DT 8/8

AN 1/22

(USPS AN 1/16)

ORDER-NO- USPS Order Number (REQUIRED BY USPS)

Catalog Layout (pseudo 832)

The catalog interface allows the supplier to send full catalogs or incremental refresh records to eBuy2 for electronic processing and inclusion in the eBuy2 catalog. Note that the layout below is a standard catalog layout and contains many of the elements that would be common across suppliers. However, this structure may be expanded to include additional elements that may be of use to the USPS. For example, color and weight are attributes that are not included as part of this standardized catalog format, but may be very useful for certain commodities. These could be added to the end of the catalog. The USPS will work with the supplier to discuss any changes or expansion of the format below. eBuy2 Purchasing System requires catalog data files to be encrypted and provided via FTP to a USPS FTP server. Currently the standard for eBuy2 encryption is Gnu Privacy Guard. The USPS eBuy2 service provider will work with the supplier to ensure the successful implementation of the encryption requirement. Login access to the USPS server will be provided to each supplier by the eBuy2 Service provider.

Catalog Images

Unless waived by the Contracting Officer (CO), images will be provided for each item number/SKU, separately from the catalog layout. The images should be provided in a web-browser compatible graphic format (i.e., GIF, JPEG, BMP, etc.) that meets the requirements as outlined in the Supplier Interface Guide (There is a limit of 60KB or 300 x 300 pixels.). The supplier must also provide a file that maps the image file to the specific products (SKUs).

DATASET LAYOUT

The standardized catalog layout and mapping information is provided below. The 'flat file' format of the catalog will be a pipe ('|') delimited format. Data should be sent in the order shown in this layout, unless previous arrangements are made with the USPS. Suppliers may elect to send data for the fields listed as ‘N” for required, if that will assist USPS employees with catalog searching and ordering. However, if a field is not used it must have its place held by the pipe (|) symbol.

CURERNT CATALOG DATASET

If the supplier can provide one or more fields added in the NEW catalog dataset, then the supplier is required to use the new catalog dataset. The table below lists the elements and their maximum lengths for the CURRENT catalog dataset:

CURRENT CATALOG DATASET

S – Small

U – Unclassified

N – No

U – Unclassified

Y0 – Yes, Unclassified

Y1 – Yes, African

American

Y2 – Yes, Hispanic American

Y3 – Yes, Native American

Y4 – Yes, Asian American

U – Unclassified

Y0 – Yes, Unclassified

Y1 – Yes, NIB

Y2 – Yes, NISH

U – Unclassified

U – Unclassified

Y0 – Yes, Unclassified

Y1 – Yes, UNICORE

D - Delete

C –Change/

Update

RESTRICTIONS ON LINE QUANTITY AND ISSUE INCREMENTS

eBuy2 can support minimum and maximum restrictions on the line quantity. The system can also support any issue increment constraints that an item might have. If these restrictions are needed, additional fields must be passed at the end of the ‘01’ catalog record above. If required, the detailed requirements for minimum-line-qty, maximum-line-qty, and/or issue-increment will be discussed in full with the supplier during the requirements phase of implementation.

The table below contains the elements that should be added to the end of the catalog dataset:

SORTING CRITERIA

The catalog records will be sent from the supplier to the USPS eBuy2 system. Since each record contains a single SKU and its attributes, and the records have no dependency on each other, the ordering of the records in this dataset is not significant. However, if a supplier solicits a recommendation for preferred ordering of records in this dataset, they should be ordered by SKU, since this is the single 'key' value in the dataset.

eBuy2 APPLICATION FILE SAMPLE FOR CURRENT CATALOG LAYOUT

A sample of a ‘pseudo 832’ flat-file formatted document is shown below.

Record Samples:

SUPPLIER1|832|01|SKU1|ITEM DESCRIPTION FOR SKU1|SUPPLIER_NO1|MANUF_NO1|4412161800|11223344|1.99|3.00|EA|L|N|Y1|Y0|U|181250-X-99-001|001|N|BLIND|99|www.supplier1.com|image.gif|ACME MFG|www.acmemfg.com|A|This is the notes field that has a long description of the item in it|A|20000501|20010501

NEW CATALOG DATASET

The table below provides NEW catalog dataset with nine additional fields. The supplier MUST use this catalog dataset if the details can be provided for one or more new fields added by this layout.

NEW CATALOG DATASET

S – Small

U – Unclassified

N – No

U – Unclassified

Y0 – Yes, Unclassified

Y1 – Yes, African

American

Y2 – Yes, Hispanic American

Y3 – Yes, Native American

Y4 – Yes, Asian American

U – Unclassified

Y0 – Yes, Unclassified

Y1 – Yes, NIB

Y2 – Yes, NISH

U – Unclassified

U – Unclassified

Y0 – Yes, Unclassified

Y1 – Yes, UNICORE

D - Delete

C –Change/

Update

N – No

U – Unclassified

N – No

U – Unclassified

N – No

U – Unclassified

N – No

U – Unclassified

N – No

U – Unclassified

YS – Silver

YG – Gold

N – No

U – Unclassified

N – No

U – Unclassified

N – No – Item contains USPS/USEPA priority chemicals

U – Unclassified

N – No

SORTING CRITERIA

The catalog records will be sent from the supplier to the USPS eBuy2 system. Since each record contains a single SKU and its attributes, and the records have no dependency on each other, the ordering of the records in this dataset is not significant. However, if a supplier solicits a recommendation for preferred ordering of records in this dataset, they should be ordered by SKU, since this is the single 'key' value in the dataset.

eBuy2 APPLICATION FILE SAMPLE

A sample of a ‘pseudo 832’ flat-file formatted document is shown below.

Record Samples:

SUPPLIER1|832|01|SKU1|ITEM DESCRIPTION FOR SKU1|SUPPLIER_NO1|MANUF_NO1|4412161800|11223344|1.99|3.00|EA|L|N|Y1|Y0|U|181250-X-99-001|001|N|BLIND|99|www.supplier1.com|image.gif|ACME MFG|www.acmemfg.com|A|This is the notes field that has a long description of the item in it|A|20000501|20010501|N|Y|U|N|Y|YS|U|U|U

QUANTITY DISCOUNT PRICING

If quantity discount pricing schedules apply to catalog items, the structure will include a ‘02’ detail record in the catalog dataset. There will be a ‘02’ detail required for each discount/quantity range.

The table below lists the elements and their maximum lengths for the ‘02’ detail records for quantity discount pricing schedules:

Record Samples for Quantity Discount Pricing Catalog:

999999966|832|01|3289Concrete, Triple Solid 50lb bag|MM6450|||17167|11.04|11.62|BG|S|Y|N|N|N|335660-02-P-9999||Y|||http://www.supplier.net||||A||A|20020805|

999999966|832|02|3289|1|9|12.00|

999999966|832|02|3289|10|24|11.62|

999999966|832|02|3289|25|49|11.13|

999999966|832|02|3289|50|74|10.82|

999999966|832|02|3289|75|99|10.53| Catalog Hierarchy

The hierarchy interface allows the supplier to send hierarchy structure records to eBuy2 for electronic processing and inclusion in the eBuy2 catalog. The USPS will work with the supplier to discuss any changes or expansion of the format below. A hierarchy data file must be provided by the supplier and updated on a regular basis. eBuy2 Purchasing System requires hierarchy data files to be encrypted and provided via FTP to a USPS FTP server. Currently the standard for eBuy2 encryption is Gnu Privacy Guard. The USPS will work with the supplier to ensure the successful implementation of the encryption requirement. Login access to the USPS server will be provided to each supplier by the USPS.

DATASET LAYOUT

The standardized hierarchy layout and mapping information is provided below. The 'flat file' format of the hierarchy will be a pipe ('|') delimited format. Data should be sent in the order shown in this layout, unless previous arrangements are made with the USPS. Level 1 is always required. However, all five levels do not have to be used. In addition, a level cannot be skipped, e.g. you cannot have 01 060412. If you do not require all five levels, e.g. only three levels are needed, the remaining levels must be set to pipe (||) as placeholders. The concatenation of all levels must form a unique key. There cannot be duplicate values at the lowest level.

The table below contains the elements of the hierarchy dataset:

Reqmt Valid Value, Format, & Validation Rules

(Viewable on Screen)

(Viewable on Screen)

(Viewable on Screen)

(Viewable on Screen)

(Viewable on Screen)

Sample Hierarchy 01 Computer Software

(Level 1)

01 Database Tools

(Level 2)

01 Microsoft

(Level 3)

02 Oracle

02 Graphics Packages

(Level 2)

01 CorelDraw

02 Adobe Illustrator eBuy2 Hierarchy Data File Sample

01|Computer Software|Computer Software|01|Database Tools|Database Tools|01|Microsoft|Microsoft||||||

810 Invoice

Functional Group ID=IN

Introduction:

The United States Postal Service uses the Invoice (810) to allow their suppliers to send electronic requests for payment of goods or services provided. This data is processed by eBuy2 to update the order status, certify the invoices, and forward requests for payments to USPS Accounts Payable on behalf of the supplier.

This specification is designed to provide detailed information on all of the elements that USPS expects to receive on an Invoice.

(Please note ‘>>’ or ‘M’ indicates REQUIRED BY USPS )

Heading:

Pos.

Seg.

Req.

Loop Notes and

No.

ID

Name Des.

Max.Use Repeat Comments

Detail:

Req.

Name Des.

Max.Use Repeat Comments

LOOP ID - IT1

200000

Summary:

Req.

Name Des.

Max.Use Repeat Comments

LOOP ID - SAC

ISA Interchange Control Header

Notes:

EDI SAMPLE DATA:

ISA*00* *00* *01*SUPPLIER ID *ZZ*USPSWEBT

*010411*1239*U*00401*000000104*0*T*>

Name Attributes

ID 2/2

No Authorization Information Present (No Meaningful Information in I02)

AN 10/10

Pad with spaces

ID 2/2

No Security Information Present (No Meaningful Information in I04)

AN 10/10

Pad with spaces

ID 2/2

Supplier's Qualifier

Refer to 004010 Data Element Dictionary for acceptable code values.

AN 15/15

(USPS MAX 10)

Unique ID for Supplier

ID 2/2

ZZ

Mutually Defined

AN 15/15

USPSWEB USPS will send this value in Production

USPSWEBT USPS will send this value in Test

DT 6/6

FORMAT: YYMMDD

TM 4/4

FORMAT: HHMM

ID 1/1

Refer to 004010 Data Element Dictionary for acceptable code values.

ID 5/5

00401

Draft Standards for Trial Use Approved for Publication by ASC X12 Procedures Review Board through October 1997

N0 9/9

ID 1/1

No Acknowledgment Requested

ID 1/1

P

Production Data

T

Test Data

AN 1/1

USPS will use HEX 3E ( > ).

GS Functional Group Header

Notes:

EDI SAMPLE DATA:

GS*IN*SUPPLIERID*USPSWEBT*20010411*1239*104*X*004010

Name Attributes

ID 2/2

IN

Invoice Information (810,819)

AN 2/15

Unique ID for Supplier

AN 2/15

USPSWEB USPS will send this value in Production

DT 8/8

FORMAT: YYYYMMDD

TM 4/8

FORMAT: HHMM

N0 1/9

ID 1/2

X

Accredited Standards Committee X12

AN 1/12

004010

Draft Standards Approved for Publication by ASC X12 Procedures Review Board through October 1997

ST Transaction Set Header

Notes:

EDI SAMPLE DATA:

ST*810*0104

Name Attributes

ID 3/3

Invoice

AN 4/9

BIG Beginning Segment for Invoice

Notes:

EDI SAMPLE DATA:

BIG*20010411*IN834923021*20010411*6-NO

Name Attributes

DT 8/8

AN 1/16

INVOICE-NO - Invoice Number

(Cannot be re-used. Must be unique.)

DT 8/8

AN 1/12

ORDER-NO- USPS Order Number (REQUIRED BY USPS)

( This value must match that used on the Requisition/PO Ack. Order)

REF Reference Identification

At least one of REF02 or REF03 is required.

Notes:

EDI SAMPLE DATA:

REF*SI*SHIPMENT-ID

REF*1V*SUPPLIER-ORDER-NO

Name Attributes

ID 2/3

1V

Related Vendor Order Number

A vendor's order number that is in addition to a primary order number

Must be Used

SI

Shipper's Identifying Number for Shipment (SID)

A unique number (to the shipper) assigned by the shipper to identify the shipment

Must be Used

AN 1/16

SHIPMENT-ID(REF01 = 'SI') - Supplier's shipment ID/Number (as passed on Ship Notice prior to this Invoice) (REQUIRED BY USPS) SUPPLIER-ORDER-NO(REF01 = '1V') - Supplier-generated order number for tracking purposes (REQUIRED BY USPS)

(This value must match that used on the Requisition/PO Ack. Order.)

IT1 Baseline Item Data (Invoice) - ORDER LINE LEVEL

IT1 Mandatory

Detail

If any of IT102 IT103 or IT104 is present, then all are required.

If either IT106 or IT107 is present, then the other is required.

Notes:

EDI SAMPLE DATA:

IT1*8883*1900*EA*100.00**SW*ITEM-NO*PL*ORDER-LINE

Name Attributes

AN 1/4

INVOICE-LINE - Invoice Line Number

(REQUIRED BY USPS)

R 1/10

INVOICE-QTY - Quantity of item invoiced

(REQUIRED BY USPS)

X

ID 2/2

Refer to 004010 Data Element Dictionary for acceptable code values.

R 1/17

ID 2/2

SW

Stock Number

Must be Used

AN 1/30

ITEM-NO - Item number/identifier for item invoiced

ID 2/2

PL

Purchaser's Order Line Number

AN 1/4

ORDER-LINE - Item number/identifier for item invoiced

IT1 Mandatory

>1

At least one of REF02 or REF03 is required.

Notes:

EDI SAMPLE DATA:

REF*CT*CONTRACT-NO

Name Attributes

ID 2/3

C7

Contract Line Item Number

CT

Contract Number

Must be Used

(USPS AN 1/16)

(USPS AN 1/6)

CONTRACT-NO(REF01 = 'CT') - Contract Number

(REQUIRED BY USPS – USPS MAX LENGTH 16)

CONTRACT-LINE(REF01 = 'C7') - Contract Line Number

(USPS MAX LENGTH 6)

(If a specific negotiated line item, this is required)

TDS Total Monetary Value Summary

Summary

Notes:

EDI SAMPLE DATA:

TDS*50000

Name Attributes

N2 1/14

INVOICE-AMT - Total dollar value of invoice line (IT102 * IT104)

(This will be validated to ensure unit price does not exceed catalog price. WILL BE NEGATIVE TO DENOTE A CREDIT.)

TXI Tax Information

Optional

At least one of TXI02 TXI03 or TXI06 is required.

Notes:

EDI SAMPLE DATA:

TXI*ZZ*100.00

Name Attributes

ID 2/2

ZZ

Mutually Defined

R 1/11

TAX - Any tax charges for the shipment/invoice

(Only used in special circumstances where allowed/required by contract)

SAC Service, Promotion, Allowance, or Charge Information

SAC Optional

At least one of SAC02 or SAC03 is required.

Notes:

EDI SAMPLE DATA:

SAC*C*D240***10000

Name Attributes

ID 1/1

Refer to 004010 Data Element Dictionary for acceptable code values.

ID 4/4

D240

Freight

N2 1/11

FREIGHT - Any freight charges for the shipment/invoice

(Only used in special circumstances where allowed/required by contract)

SE Transaction Set Trailer

Notes:

EDI SAMPLE DATA:

SE*10*0104

Name Attributes

N0 1/10

AN 4/9

GE Functional Group Trailer

Name Attributes

N0 1/6

N0 1/9

IEA Interchange Control Trailer

Name Attributes

N0 1/5

N0 9/9

EDI 810 SAMPLE :

*010411*1239*U*00401*000000104*0*T*>

GS*IN*SUPPLIERID*USPSWEBT*20010411*1239*104*X*004010

ST*810*0104

BIG*20010411*IN834923021*20010411*ORDER-NO

REF*SI*SHIPMENT-ID

REF*1V*SUPPLIER-ORDER-NO

IT1*8883*1900*EA*100.00**SW*ITEM-NO*PL*ORDER-LINE

REF*CT*CONTRACT-NO

TDS*50000

TXI*ZZ*100.00

SAC*C*D240***10000

SE*10*0104

GE*1*104

IEA*1*000000104

824 Application Advice

Functional Group ID=AG

Introduction:

The United States Postal Service uses the Application Advice Transaction Set (824) to report errors. All Inbound data received by the USPS eBuy2 system is validated for content, format, required fields, and business rule violations. Any errors are automatically detected and the data is rejected. The errors are returned to the sender in the form of the 824 transaction. Validation is performed on a line-by-line basis, so only specific lines of a transaction are rejected. This allows all valid data to be processed while rejecting only those specific records that are unacceptable.

This specification is designed to provide detailed information on all of the elements that USPS will send in response to an invalid transaction. (Please note ‘>>’ or ‘M’ indicates REQUIRED BY USPS)

Req.

Name Des.

Max.Use Repeat Comments

LOOP ID - N1

>1

Req.

Name Des.

Max.Use

LOOP ID - OTI

>1

n1

n2

LOOP ID - TED

>1

Notes:

EDI SAMPLE DATA:

ISA*00* *00* *ZZ*USPSWEBT *01*SUPPLIER ID *010406*0946*U*00401*000000096*0*T*>

Name Attributes

ID 2/2

No Authorization Information Present (No Meaningful Information in I02)

AN 10/10

Pad with spaces

ID 2/2

No Security Information Present (No Meaningful Information in I04)

AN 10/10

Pad with spaces

ID 2/2

ZZ

Mutually Defined

AN 15/15

USPSWEB USPS will send this value in Production

ID 2/2

Qualifier associated with Supplier's ID

Refer to 004010 Data Element Dictionary for acceptable code values.

AN 15/15

Unique ID For Supplier

DT 6/6

FORMAT: YYMMDD

TM 4/4

FORMAT:HHMM

ID 1/1

Refer to 004010 Data Element Dictionary for acceptable code values.

ID 5/5

00401

Draft Standards for Trial Use Approved for Publication by ASC X12 Procedures Review Board through October 1997

N0 9/9

ID 1/1

No Acknowledgment Requested

ID 1/1

P

Production Data

T

Test Data

AN 1/1

USPS will use a HEX 3E (>).

Notes:

EDI SAMPLE DATA:

GS*AG*USPSWEBT*SUPPLIERID*20010406*1615*96*X*004010

Name Attributes

ID 2/2

AG

Application Advice (824)

AN 2/15

USPSWEB

USPS will send this value in a Production Environment

USPSWEBT

USPS will send this value in a Test Environment

AN 2/15

Unique ID for Supplier

DT 8/8

FORMAT: YYYYMMDD

TM 4/8

FORMAT: HHMM

N0 1/9

ID 1/2

X

Accredited Standards Committee X12

AN 1/12

004010

Draft Standards Approved for Publication by ASC X12 Procedures Review Board through October 1997

Notes:

EDI SAMPLE DATA:

ST*824*0096

Name Attributes

ID 3/3

Application Advice

AN 4/9

BGN Beginning Segment

If BGN05 is present, then BGN04 is required.

Notes:

EDI SAMPLE DATA:

BGN*44*3920394930203*20010406*0718

Name Attributes

ID 2/2

Rejection

AN 1/30

ERROR-KEY1 - First part of key to tie error back to the source transaction

For 855,870: Purchase Order Number

For 810,856, and 857: Shipment ID

For 832: SKU

DT 8/8

TM 4/8

Format : HHMM

N1 Name - Supplier Identifier

N1 Mandatory

At least one of N102 or N103 is required.

Notes:

EDI SAMPLE DATA:

N1*VN*SUPPLIER

Name Attributes

ID 2/3

VN

Vendor

AN 1/10

TRADING-PARTNER-ID - Unique Supplier Identifier

REF Reference Identification - Invalid Transaction Identification

At least one of REF02 or REF03 is required.

Notes:

EDI SAMPLE DATA:

REF*PO*3920394930203*855

Name Attributes

ID 2/3

REF01 = 'PO' = Purchase Order Number (Transactions 855 and 870)

REF01 = 'SI' = Shipment ID (Transactions 810, 856, and 857)

REF01 = 'IX' = SKU (Transaction 832)

IX

Item Number

PO

Purchase Order Number

SI

Shipper's Identifying Number for Shipment (SID)

A unique number (to the shipper) assigned by the shipper to identify the shipment

AN 1/30

ERROR-KEY1 - First part of key to tie error back to the source transaction (REQUIRED BY USPS)

AN 3/3

SOURCE-TRANSACTION-SET - The dataset that was the source for this error being sent (REQUIRED BY USPS)

Invoice

Price/Sales Catalog

Purchase Order Acknowledgment

Ship Notice

Ship/Billing Notice

Order Status

OTI Original Transaction Identification - Additional Invalid Transaction Data

OTI Mandatory

USPS will always send OTI10.

Notes:

EDI SAMPLE DATA:

OTI*BR*IX*500*908473457000******855

Name Attributes

ID 1/2

BR

Batch Reject

ID 2/3

OTI02 = 'IX' - SKU - For Transactions 855 and 870

OTI02 = 'IK' = Invoice Number – For 810, 856, and 857 transactions

OTI02 = 'ZZ' - For all other Transactions

IK

Invoice Number

IX

Item Number

ZZ

Mutually Defined

AN 1/30

OTHER-DATA1 - Field for holding additional data about the source transaction

AN 2/15

TRADING-PARTNER-ID - Supplier Identifier

N0 1/9

OTHER-DATA2 - Field for holding additional data about the source transaction

For 810, 856, and 857: Invoice Line

For 832,855: NULL

ID 3/3

SOURCE-TRANSACTION-SET - The Transaction Set that was the source for this error being sent

Invoice

Price/Sales Catalog

Purchase Order Acknowledgment

Ship Notice/Manifest

Shipment and Billing Notice

Order Status Report

OTI Mandatory

At least one of REF02 or REF03 is required.

Notes:

No REF Segment for 856 Transaction

EDI SAMPLE DATA:

REF*BV*4440394930203

Name Attributes

ID 2/3

REF01 = 'BV' - Purchase Order Line - For 855 and 870 transactions

REF01 = ‘PO’ – Purchase Order Number - For 810 and 857 transactions

All other transactions will have a qualifier of 'ZZ'

BV

Purchase Order Line Item Identifier (Buyer)

PO

Purchase Order Number

ZZ

Mutually Defined

AN 1/30

ERROR-KEY2 - Second part of key to tie error back to the source transaction

TED Technical Error Description - Error Code

TED Mandatory

Notes:

EDI SAMPLE DATA:

TED*ZZZ*1006

Name Attributes

ID 1/3

ZZZ

Mutually Defined

AN 1/4

ERROR-NUMBER - Error number associated with the error found (REQUIRED BY USPS)

NTE Note/Special Instruction - Error Message

TED Mandatory

Notes:

EDI SAMPLE DATA:

NTE*NCD*INVALID SHIPMENT DATE

NTE*ACT*CORRECT PRICE AND RESEND

Name Attributes

ID 3/3

ACT

Action

NCD

Nonconformance Specification

AN 1/50

ERROR-MESSAGE – Textual message of error encountered

For NTE01 = 'NCD'

(REQUIRED BY USPS)

TRADING-PARTNER-ACTION – Suggested action that Trading Partner should take to resolve this error

For NTE01 = 'ACT'

Name Attributes

N0 1/10

AN 4/9

Name Attributes

N0 1/6

N0 1/9

Name Attributes

N0 1/5

N0 9/9

SAMPLE 824 TRANSACTIONS:

ISA*00* *00* *ZZ*USPSWEBT *01*SUPPLIER ID *010406*0946*U*00401*000000096*0*T*>

GS*AG*USPSWEBT*SUPPLIERID*20010406*1615*96*X*004010

ST*824*0096

BGN*44*ERROR-KEY1*20010406*0718

N1*VN*SUPPLIER

REF*PO*ERROR-KEY1*855

OTI*BR*IX*OTHER-DATA1*SUPPLIERID****OTHER-DATA2**855

REF*BV*ERROR-KEY2

TED*ZZZ*1006

NTE*NCD*INVALID SHIPMENT DATE

NTE*ACT*CORRECT PRICE AND RESEND

SE*10*0096

GE*1*96

IEA*1*000000096

ISA*00* *00* *ZZ*USPSWEBT *01*SUPPLIER ID

*010406*0946*U*00401*000000097*0*T*>

GS*AG*USPSWEBT*SUPPLIERID*20010406*1615*97*X*004010

ST*824*0097

BGN*44*ERROR-KEY1*20010406*0718

N1*VN*SUPPLIER

REF*SI*ERROR-KEY1*810

OTI*BR*IK*OTHER-DATA1*SUPPLIERID****OTHER-DATA2**810

REF*PO*ERROR-KEY2

TED*ZZZ*1006

NTE*NCD*INVALID UNIT OF MEASURE

NTE*ACT*CORRECT UOM AND RESEND

SE*10*0097

GE*1*97

IEA*1*000000097

ISA*00* *00* *ZZ*USPSWEBT *01*SUPPLIER ID

*010406*0946*U*00401*000000098*0*T*>

GS*AG*USPSWEBT*SUPPLIERID*20010406*1615*98*X*004010

ST*824*0098

BGN*44*ERROR-KEY1*20010406*0718

N1*VN*SUPPLIER

REF*SI*ERROR-KEY1*857

OTI*BR*IK*OTHER-DATA1*SUPPLIERID****OTHER-DATA2**857

REF*PO*ERROR-KEY2

TED*ZZZ*1006

NTE*NCD*INVALID UNIT OF MEASURE

NTE*ACT*CORRECT UOM AND RESEND

SE*10*0098

GE*1*98

IEA*1*000000098

ISA*00* *00* *ZZ*USPSWEBT *01*SUPPLIER ID

*010406*0946*U*00401*000000099*0*T*>

GS*AG*USPSWEBT*SUPPLIERID*20010406*1615*99*X*004010

ST*824*0099

BGN*44*ERROR-KEY1*20010406*0718

N1*VN*SUPPLIER

REF*SI*ERROR-KEY1*856

OTI*BR*IK*OTHER-DATA1*SUPPLIERID****OTHER-DATA2**856

TED*ZZZ*1006

NTE*NCD*INVALID UNIT OF MEASURE

NTE*ACT*CORRECT UOM AND RESEND

SE*10*0099

GE*1*99

IEA*1*000000099

ISA*00* *00* *ZZ*USPSWEBT *01*SUPPLIER ID

*010406*0946*U*00401*000000100*0*T*>

GS*AG*USPSWEBT*SUPPLIERID*20010406*1615*100*X*004010

ST*824*0100

BGN*44*ERROR-KEY1*20010406*0718

N1*VN*SUPPLIER

REF*PO*ERROR-KEY1*870

OTI*BR*IX*OTHER-DATA1*SUPPLIERID****OTHER-DATA2**870

REF*BV*ERROR-KEY2

TED*ZZZ*1006

NTE*NCD*INVALID UNIT OF MEASURE

NTE*ACT*CORRECT UOM AND RESEND

SE*10*0100

GE*1*100

IEA*1*000000100

850 Purchase Order

Functional Group ID=PO

Introduction:

The United States Postal Service uses the Purchase Order Transaction Set (850) to communicate orders to their Suppliers. When USPS personnel orders through the USPS eBuy2 Purchasing system, an 850 transaction will be generated by USPS and sent to the supplier for order fulfillment.

This specification is designed to provide detailed information on all the elements that USPS will send on a Purchase Order. (Please note ‘>>’ or ‘M’ indicates REQUIRED BY USPS)

Req.

Name Des.

Max.Use Repeat Comments

LOOP ID - N9

Req.

Name Des.

Max.Use

LOOP ID - PO1

100000

n1

LOOP ID - N9

LOOP ID - N1

Req.

Name Des.

Max.Use Repeat Comments

Transaction Set Notes 1.

PO102 is required.

Notes:

EDI SAMPLE DATA:

ISA*00* *00* *ZZ*USPSWEBT *01*SUPPLIER ID *010410*1049*U*00401*000000098*0*T*>

Name Attributes

ID 2/2

No Authorization Information Present (No Meaningful Information in I02)

AN 10/10

Pad with spaces

ID 2/2

No Security Information Present (No Meaningful Information in I04)

AN 10/10

Pad with spaces

ID 2/2

ZZ

Mutually Defined

AN 15/15

USPSWEB USPS will send this value in Production

ID 2/2

Qualifier associated with Supplier's ID

Refer to 004010 Data Element Dictionary for acceptable code values.

AN 15/15

Unique ID for Supplier

DT 6/6

FORMAT: YYMMDD

TM 4/4

FORMAT: HHMM

ID 1/1

Refer to 004010 Data Element Dictionary for acceptable code values.

ID 5/5

00401

Draft Standards for Trial Use Approved for Publication by ASC X12 Procedures Review Board through October 1997

N0 9/9

ID 1/1

No Acknowledgment Requested

ID 1/1

P

Production Data

T

Test Data

AN 1/1

USPS will use a HEX 3E ( > ).

Notes:

EDI SAMPLE DATA:

GS*PO*USPSWEBT*SUPPLIERID*20010410*1049*98*X*004010

Name Attributes

ID 2/2

PO

Purchase Order (850)

AN 2/15

USPSWEB USPS will send this value in a Production

USPSWEBT USPS will send this value in a Test Environment

AN 2/15

Unique ID for Supplier

DT 8/8

FORMAT: YYYYMMDD

TM 4/8

FORMAT: HHMM

N0 1/9

ID 1/2

X

Accredited Standards Committee X12

AN 1/12

004010

Draft Standards Approved for Publication by ASC X12 Procedures Review Board through October 1997

Notes:

EDI SAMPLE DATA : ST*850*0098

Name Attributes

ID 3/3

Purchase Order

AN 4/9

BEG Beginning Segment for Purchase 6

Notes:

EDI SAMPLE DATA : BEG*00*SA*99AKDF9DAL393**20010410*AN3920943

Name Attributes

ID 2/2

Original

ID 2/2

SA

Stand-alone Order

AN 1/16

ORDER-NO - USPS Order Number ( This value MUST be passed back on status and invoice records to ensure accurate matching.)

DT 8/8

ORDER-DATE - Date order was placed.

FORMAT: YYYYMMDD

AN 1/22

REQ-NAME - The first 22 characters of the name of the requisition assigned to this PO by the requisitioner. The name is NOT guaranteed to be unique. May be used in the event that a supplier has to contact a requisitioner with questions about the order.

At least one of REF02 or REF03 is required.

Notes:

EDI SAMPLE DATA:

REF*FI*3920394930203

Name Attributes

ID 2/3

FI

File Identifier

AN 1/30

PER Administrative Communications Contact

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

If either PER05 or PER06 is present, then the other is required.

If either PER07 or PER08 is present, then the other is required.

Notes:

EDI SAMPLE DATA:

PER*OC*ARTHUR JONES*TE*6145551212*FX*6145551212*EM*jdoe@email.usps.gov

Name Attributes

ID 2/2

OC

Order Contact

AN 1/40

REQUISITIONER-NAME - Name of person placing order

(May be the same or different than the CUST-NAME)

ID 2/2

TE

Telephone

AN 1/20

REQUISITIONER-PHONE - Requisitioner phone number (May include extension number within field)

(Phone numbers must be without separators, with a space between number and extension)

ID 2/2

FX

Facsimile

AN 1/20

REQUISITIONER-FAX - Requisitioner Fax Number

(FAX numbers must be without separators)

ID 2/2

EM

Electronic Mail

AN 1/80

REQUISITIONER-EMAIL - Requisitioner Email Address

N9 Reference Identification

N9 Optional

At least one of N902 or N903 is required.

Notes:

EDI SAMPLE DATA:

N9*LI**Order Notes (Currently Not Supported)

Name Attributes

ID 2/3

LI

Line Item Identifier (Seller's)

AN 1/45

LITERAL

'Order Notes'

MSG Message Text

Notes:

EDI SAMPLE DATA:

MSG*FREE FORM MESSAGE TEXT (Currently Not Supported)

Name Attributes

AN 1/264

ORDER-NOTES – Any specific order details

PO1 Baseline Item Data

PO1 Mandatory

If PO103 is present, then PO102 is required.

If PO105 is present, then PO104 is required.

If either PO106 or PO107 is present, then the other is required.

If either PO108 or PO109 is present, then the other is required.

Notes:

EDI SAMPLE DATA:

PO1*AAA849*100*EA*100.00**SW*ASSEMBLY*AC*AGGREGATIOM CODE

Name Attributes

AN 1/4

ORDER-LINE - Line number of order (This value MUST be passed back on status and invoice records to ensure accurate matching)

R 1/10

QTY - Quantity of item ordered

ID 2/2

UOM - Unit of measure of item ordered (from supplier's catalog) UN/CEFACT standard codes

EA

Each

R 1/17

UNIT-PRICE - Unit price for the ITEM-NO that was ordered. This is the price USPS expects to pay for the item based on the current catalog.

ID 2/2

SW

Stock Number

AN 1/30

ITEM-NO - Item number/identifier ordered, as found on catalog (REQUIRED BY USPS)

ID 2/2

AC

Aggregation Code (Used to Consolidate Part Families)

AN 1/10

AGGREGATION-CODE - Aggregation code used to consolidate part families, or to tie multiple order lines together.

At least one of REF02 or REF03 is required.

Notes:

EDI SAMPLE DATA:

REF*CT*162897-00-C-0545

REF*C7*12345678900987654321768958473

REF*PH*5

Name Attributes

ID 2/3

C7

Contract Line Item Number

CT

Contract Number

Must be Used

PH

Priority Rating

AN 1/30

(USPS AN 1/16)

(USPS AN 1/1)

CONTRACT-NO(CT) - Contract number under which purchase is made (REQUIRED BY USPS – USPS AN 1/16) CONTRACT-LINE(C7) - Line number of contract (Only if negotiated line item)

PRIORITY(PH) - Order Priority (Only valid if contract specifies that different priorities can be passed for orders. Mostly used for internal USPS warehouse fulfillment.) (USPS AN 1/1)

ITD Terms of Sale/Deferred Terms of Sale

Notes:

EDI SAMPLE DATA:

ITD*ZZ***********PAYMENT NO

Name Attributes

ID 2/2

PAYMENT-METHOD - Method of payment

ZZ

Mutually Defined

AN 1/16

PAYMENT-NO - The finance number associated with PAYMENT-METHOD.

DTM Date/Time Reference

At least one of DTM02 DTM03 or DTM05 is required.

Notes:

EDI SAMPLE DATA: DTM*002*20010410

Name Attributes

ID 3/3

Delivery Requested

DT 8/8

NEED-DATE - Date item required by this date.

TD5 Carrier Details (Routing Sequence/Transit Time)

At least one of TD502 TD504 TD505 TD506 or TD512 is required.

Notes:

EDI SAMPLE DATA: TD5****ZZ*TRANS TYPE

Name Attributes

ID 1/2

Code specifying the method or type of transportation for the shipment

ZZ

Mutually defined

AN 1/1

TRANS-TYPE - Transportation method (Only valid if contract with supplier states that purchase order may specify specific delivery methods/types)

F – First Class Mail

P – Priority Mail

E – Express Mail

O - Other

At least one of N902 or N903 is required.

Notes:

EDI SAMPLE DATA: (Used if Supplementary POPUP Information Is Required)

N9*L1**SUPPREF

Name Attributes

ID 2/3

L1

Letters or Notes

AN 1/30

SUPPREF

Name Identifier for data being passed to supplier

Notes:

EDI SAMPLE DATA: (Used if Supplementary POPUP Information Is Required)

MSG*SUPPINFO

Name Attributes

AN 1/255

SUPPINFO – Supplemental Required data to be passed to the supplier

At least one of N902 or N903 is required.

Notes:

EDI SAMPLE DATA:

N9*L1**Line Notes (Currently Not Supported)

Name Attributes

ID 2/3

L1

Letters or Notes

AN 1/45

LITERAL

'Line Notes'

Notes:

EDI SAMPLE DATA:

MSG*FREE FORM MESSAGE TEXT (Currently Not Supported)

Name Attributes

AN 1/264

LINE-NOTES – Any specific line details

N1 Name

At least one of N102 or N103 is required.

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

Notes:

EDI EXAMPLE DATA:

N1*ST*MAGGIE MCGILLICUTTY*ZZ*9012345918341**N

Name Attributes

ID 2/3

ST

Ship To

AN 1/40

CUST-NAME - This is the ATTN: name for the ship-to address. If no attention name this will default to the requisitioner name.

ID 1/2

ZZ

Mutually Defined

AN 2/6

CUST-ID - Unique customer ID (USPS Fedstrip)

ID 2/3

(USPS MAX 1)

ALTERNATE-ADDR-IND - Indicates whether this is an alternate address (not the standard ship-to address for the Fedstrip) or not. This field is not currently being used.

*Non X12…