Attachment 8 - Wheeled Mobility Repair Purchase Order Record Layout.pdf
PDF 159 KB Posted
- Solicitation number
- 36C79123R0001
About this file
This document contains a record layout template for purchase order files related to wheeled mobility repair services. The template outlines various data fields required for header, vendor, purchase order, line item, and detail records. Records must be delimited by carets and include fields for transaction dates, sender/receiver codes, total number and dollar amount of purchase orders, business line codes, vendor names and identifiers, purchase order numbers, dates, patient and service authorization identifiers, order and line item descriptions, quantities, unit and total prices, and contract numbers. Purchase order records must include at least one line item and can be repeated for additional lines. Line items require sequential numbers and fields for name, manufacturer, price and contract data. Detail records can be included to provide additional purchase order information.
The related federal contract opportunity is a four-year base contract for wheeled mobility repair services with four option years. The solicitation is issued by the Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 19. The template and contract indicate requirements for standardized electronic purchase order records to procure wheeled mobility repair services from approved vendors for veterans.
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Text version
Wheelchair Repair Purchase Order Record Layout
Record Data Data Format Required Notes
Record Identifier Code Value = "HDR" Y
Transaction Date/Time alphanumeric, max length: 15 Y mmddyyyy:hhmmss
(must include hour/minutes)
Sender
Code, name, or identifier alphanumeric, max length: 20 Y
"VADLC" - return in "Receiver" field of Invoice file
Receiver DLC Vendor code, max length: 20 Y
Return this code in the "Sender" field of the Invoice file
Total No. Purchase Orders numeric, max length: 8 max value: 99999999 Y
Count of PO orders in this file
Total $$ Authorized numeric, max length: 10 (decimal up to 2) max amount: 9999999.99
Y
Sum of P.O. total dollar amount
Business Line Code (Prgm) Code used for program line, max length: 8 Y
Use "WR" for Wheelchair Repair
Record Identifier Code Value = "HVN" Y
Vendor Name alphanumeric, max length: 30 Y Long Vendor name in DLC file
Vendor Identifier alphanumeric, max length: 20 (TIN) Y
Vendor Identifier 2 alphanumeric, max length: 20 N
Note: all data fields in each record are delimited by the "^"; for example: piece1^piece2^piece3
Header Record--must be present whether one or many purchase orders; only one header per file
Vendor Record must contain one vendor record/file;
Ex: HDR^02042021:093000^VADLC^12345^1^1500.00^WR
1 identifier required
Ex: HVN^ACME WHEELCHAIR REPAIR^349659838^029388293
Record Identifier Code Value = "POS" Y
PO number alphanumeric, max length: 20 Y format: Sxnnnn-nnnn eg: S17003-3949 ("x"-signifies last digit of fiscal year, 2021 = "1")
Date PO created mmddyyyy, max length: 8 Y
Patient ID Number alphanumeric, max length: 17 Y
Original Service
Authorization Request number alphanumeric, max length: 12 Y
PO Record Designation alphanumeric, max length: 1 Y
"O" for Original PO Record; "A" for
Amended PO Record
PO Total Amount (Original) numeric, max length: 10 (decimal up to 2) Y total original authorized amount for this PO
PO Total Amount (Amended) numeric, max length: 10 (decimal up to 2) N total amended authorized amount for this PO (if applicable)
Additional Info alphanumeric, max length: 180 Y
Ex: POS^S17003-3949^02042021^1222882222V005555^A12345^O^845.00
PO Summary
Record;
must contain one record/file
Record Identifier Code Value = "POI" Y
Line Item Number numeric, max length: 4 (integer only) largest no. lines possible: 1000
Y
Must be sequential
Total of lines on order must equal number of last line
Line Item Name alphanumeric, max length: 30 Y
Service or material line item description
Line Item Identifier #1 alphanumeric, max length: 50 N part no. if applicable
Line Item Manufacturer alphanumeric, max length: 30 N equivalent to MAKE, if applicable
Line Item Quantity numeric, max length: 8 Y
Line Item Unit Price numeric, max length: 10 (decimal up to 2) Y
Line Item Total Price numeric, max length: 10 (decimal up to 2) Y
Contract Number for item alphanumeric, max length: 30 Y
Record Identifier Code Value = "POD" Y
Reserved for future use
Reserved for future use
Ex: POI^1^WHEELCHAIR BATTERY^^HOTWHEELS LLC^1^845.00^845.00^36C791-21-AP-0025
Ex: POD^^
P.O. Record--line item multiple;
P.O. must contain at least one line; may be repeated for additional lines
P.O. Details--
PO detail multiple;
can repeat for each detail to be submitted for the
P.O. line
File details come from the government source that posted it. Updated .