Attachment 9 STORES EDI Implementation Guidelines.pdf

STORES EDI Guidelines 4010 Version

Subsistence Total Ordering and Receipt Electronic System

(STORES)

EDI Implementation Guidelines

EDI Implementation Guidelines for Subsistence Prime Vendor (STORES)

Updated May 2022

SECTION 1.0 GENERAL INFORMATION

1.1 DLA TROOP SUPPORT EDI CONTACTS

1.2 EDI TESTING PROCESS

1.3 EDI TRANSACTION SETS

SECTION 2.0 PRODUCTION PROCEDURES

2.1 TRANSMISSION SCHEDULES

2.2 PROBLEM RECOVERY

SECTION 3.0 EDI Guidelines

3.1 832 CATALOG REQUIREMENTS

3.2 850 PURCHASE ORDER REQUIREMENTS

3.3 810 INVOICE REQUIREMENTS

3.4 997 FUNCTIONAL ACKNOWLEDGEMENT REQUIREMENTS………………………………….

3.5 (864) RATIONS TEXT MESSAGE REQUIREMENTS……………………………………………….

Section 1.0 General Information

1.1 DLA Troop Support EDI Test Contacts

1.2 Electronic Data Interchange (EDI) – Testing Process

DLA Troop Support points of contact for testing are listed at the beginning of this document. Vendors should contact these POCs several weeks prior to their contract go-live date to ensure there is sufficient time for testing. Each of the EDI transactions (832, 850, 810) must be tested successfully before the contract can move to production. Vendors should be prepared to work with the DLA Troop Support POCs for each transaction and provide notification about the success and failure of each transmission.

DLA Troop Support - Subsistence currently uses EDI communications to transmit catalogs (832s), purchase orders (850s) and receipts (810s) between STORES (Subsistence Total Order and Receipt System) and Vendor systems.

A typical EDI test process begins with an 832 (catalog) file being sent from a vendor to STORES. In this catalog file, vendors will provide stock item numbers, item descriptions, item prices and other item data included in the guidelines below. These stock items will be available for ordering by customers when the contract goes from testing to production. Once the 832 file is received, DLA Troop Support personnel will review the file to ensure all required fields are included and meet the proper requirements.

If edits are necessary, DLA will contact the vendor to discuss changes that need to be made to the file.

Contact For POC

EDI 832 (Catalog) Testing

Bob Thistle – robert.thistle@dla.mil

(215) 737-7558

Charles Benn – charles.benn@dla.mil

(215) 737-7318

Lou Milano – louis.milano@dla.mil

(215) 737-7315

EDI 850 (Purchase Order) Testing

Bob Thistle – robert.thistle@dla.mil

(215) 737-7558

Lou Milano – louis.milano@dla.mil

(215) 737-7315

Charles Benn – charles.benn@dla.mil

(215) 737-7318

EDI 810 (Invoice) Testing

Karen Conroy-Hegarty – karen.hegarty@dla.mil

(215) 737-7550

DLA Transaction Services

Edi@dla.mil (937) 656-3333 mailto:robert.thistle@dla.mil mailto:charles mailto:.benn@dla.mil mailto:louis.milano@dla.mil mailto:robert.thistle@dla.mil mailto:charles mailto:.benn@dla.mil mailto:karen.hegarty@dla.mil mailto:Edi@dla.mil

Catalog files are transmitted to STORES through an electronic mailbox at DLA Transaction Services.

Some vendors choose to use a Third Party VAN (VAN) to manage their catalogs. VANs are companies that specialize in the creation, maintenance and transmission of EDI files. When a VAN is used, vendors will provide stock item updates to the VAN, and that company will edit the catalog and transmit the file through DLA Transaction Services to STORES.

When vendors "go-live" and begin supplying items to customers, catalog updates are normally sent on a weekly basis for those items that have changed since the previous catalog submission.

Once catalogs have been approved, the next step in the test process is for a DLA Troop Support person to create and send a purchase order (850) using the stock items from the received catalog. Vendors will then notify DLA that the order was successfully received and will create and send back an invoice (810) file.

When DLA confirms that the 810 file was successfully received and processed, EDI Testing is deemed complete.

In production, orders are generated by customers either by manually keying the order directly into STORES or by uploading an order to STORES from one of the service systems. These orders are then translated into an 850 (purchase order) EDI file by STORES and sent through DLA Transaction Services to a vendor’s electronic mailbox. Vendors should keep in mind that there are times when a customer could place more than one order in the same day.

Once a vendor receives an order from a customer, the order is filled and the requested stock items are shipped to the customer's delivery location. These locations are determined by the customer and can be a dining facility, warehouse, depot, hospital, ship, child care center, or other facility. Note: Vendors should only deliver items that are on the order and should not substitute any similar items.

After the vendor has delivered the product, customers will verify shipment quantities and make any necessary adjustments to the receipt in STORES. Customers then send the receipt in STORES which generates an electronic validation of the receipt in the DLA Troop Support Financial System. This receipt is then matched to the vendor 810 (invoice) and all matching lines are paid. Any discrepancies between receipt and invoice must be researched before payment is made.

1.3 Transaction Sets

The EDI transaction sets listed below are described in detail in later sections of this guideline. Vendors must be able to support 832–Catalog, 850-Purchase Order and 810-Invoice file transmissions.

Section 2.0 Production Procedures

2.1 Transmission Schedules

Vendors should provide 832 catalog updates to DLA Troop Support before 12:00 Noon (EST) on Fridays each week so stock item changes may be reviewed prior to the update of all the weekly catalogs. Catalog updates sent after Noon on Friday will be reflected in the following weeks catalog update and may result in additional catalog pricing errors and erroneous payments.

As mentioned earlier, outbound 850 purchase orders can be generated anytime during the day seven days a week. Therefore, vendors should be prepared to retrieve order data throughout the day.

2.2 Problem Recovery During Production

After moving into production mode, delays, omissions, duplicates or any other type of error have to be addressed promptly. In the unlikely event that a delay lasts longer than one day, DLA Troop Support customers may contact the vendor regarding the option to fax or email a copy of orders.

If the Interchange Control Number (ISA13 element) is received more than once, the vendor should not process the duplicate transmission. Although the DLA Troop Support standard software has the constraints to prevent sending out duplicate purchase orders, the vendor may still need to consider checking for purchase order numbers that may have inadvertently sent more than once.

The STORES Help Desk or DLA Troop Support Subsistence Contract Specialist and/or Account Manager should be contacted promptly with operational concerns related to purchase order and catalog transactions.

Section 3.0 EDI Guidelines

This EDI Guideline is to be used for EDI partners of DLA Troop Support interfacing with STORES

For both testing and production, the following information is to be used:

3.1 832 Catalog, Version 4010 (Vendor to DLA Troop Support) The 832 Catalog uses the standard EDI transaction set for the 832 Price/Sales Catalog. Please note:

Elements coded with an "M are mandatory and are required on all catalog submissions. Elements coded with a "C" are conditional and are required if certain conditions are met (see annotation at the bottom for each specific condition). Elements coded with an "O" are optional and are not required fields.

ISA Qualifier ZZ

ISA ID S39017

GS ID S39017

VAN DLA Transaction Services EDI Version 4010

Points of contact for 832 EDI Testing are:

Bob Thistle, robert.thistle@dla.mil, 215-737-7558 Charles Benn, charles.benn@dla.mil, 215-737-7318 Lou Milano, louis.milano@dla.mil, 215-737-7315 mailto:charles.benn@dla.mil mailto:louis.milano@dla.mil

ST Transaction Set Header To indicate the start of a transaction set and to assign a control number.

Element Summary:

Ref ID Element Name Req Type Min/Max ST01 143 Transaction Set Identifier Code M ID 3/3 Code uniquely identifying a transaction set.

Code Definition and Explanation 832 A Transaction Set Identifier Code that classifies the EDI file as an 832 catalog

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

Value Definition and Explanation Transaction

Set Control Number

The Transaction Set Control Number.

EDI Example: ST~832~0001~

BCT Beginning Segment for Price/Sales Catalog

To indicate the beginning of the Price/Sales Catalog Transaction Set and specify catalog purpose and number information

BCT01 63 Catalog Purpose Code M ID 2/2 Description: Code indicating purpose of catalog.

Code Definition and Explanation PC Indicates the beginning of the Price Catalog transaction set

BCT02 684 Catalog Number M AN 13/13 Description: Identifying number for catalog or superseded Catalog.

Value Definition and Explanation Contract

Specifies catalog number

EDI Example: BCT~PC~SPM30008D3147

DTM Date/Time Reference To indicate the beginning of the Price/Sales Catalog Transaction Set and specify catalog purpose and number information

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

Code Definition and Explanation 152 Effective Date of Change - The code identifying the date and time of the catalog change

DTM02 373 Date M DT 4/4 Description: Date expressed as CCYYMMDD

Value Definition and Explanation

YYMMDD

The effective date of the catalog change

DTM03 337 Time M TM 4/8 Description: Time expressed in 24-hour clock time as follows: HHMM, or

HHMMSS, or HHMMSSD, or HHMMSSDD, 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)

HHMM

HHMMSS

HHMMSS

HHMMSSDD

The effective time of the catalog change

EDI Example: DTM~152~ 20130121~ 16181500

LIN Item Identification To specify basic item identification data

LIN01 350 Assigned Identification M N 1/11 Description: Alphanumeric characters assigned for differentiation within a transaction set

Line

Sequential Line numbers for the items on the catalog

LIN02 235 Product/Service ID Qualifier M ID 2/2 Description: Code identifying the type/source of the descriptive number used in

Product/Service ID

SW Stock Number - Code identifying the type of descriptive number used in

LIN03. The code ‘SW’ indicates that LIN03 will hold the DLA Troop Support Stock Number for the item on the catalog.

LIN03 234 Product/Service ID M N 13 Description: Identifying number for a product or service

Value Definition and Explanation Stock

Identifying Code DLA Troop Support uses to identify an item on a catalog.

LIN04 235 Product/Service ID Qualifier M ID 2/2

Product/Service ID

VP Code identifying the type of descriptive number used in LIN05.

The code ‘VP’ indicates that LIN05 will hold the Vendor’s Part Number for the item on the catalog.

LIN05 234 Product/Service ID M N 1/25

Description: Identifying number for a product or service Value Definition and Explanation Part

Identifying Code of the vendor’s product on the catalog

LIN06 235 Product/Service ID Qualifier M ID 2/2

Product/Service ID Code Definition and Explanation ZZ This is a constant ‘ZZ’ which indicates that the value in LIN07 is a mutually agreed upon code between the Vendor and DLA.

LIN07 234 Product/Service ID M AN 1/1 Description: The update indicator for an item on the catalog

Code Definition and Explanation C To change an item on the catalog or add an item to the catalog D To delete/remove an item from the catalog

LIN08 235 Product/Service ID Qualifier M ID 2/2 Description: Code identifying the type/source of the descriptive number used in

Product/Service ID Code Definition and Explanation ZZ This is a constant ‘ZZ’ which indicates that the value in the LIN09 is a mutually agreed upon code between the Vendor and DLA.

LIN09 234 Product/Service ID M AN 2/2 Description: The Economic Indicator for the vendor providing the catalog stock items

Code Definition and Explanation 00 Large business 01 SB (Small business) 02 SDB (Small disadvantaged business) 03 WOSB (Women owned small business 04 VOSB (Veteran owned small business) 05 SDVOSB (Service-disabled veteran owned small business) 06 HZSB (Hub-Zone small business) 07 Native Indian small business 08 Native Hawaiian small business

LIN10 235 Product/Service ID Qualifier C ID 2/2 Description: Code identifying the type/source of the descriptive number used in

Product/Service ID

Code Definition and Explanation US This is a constant ‘US’ value used to indicate Uniform Stock Symbol Code

Number and that the next element will hold the Global Trade Item Number

(GTIN)

LIN11 234 Product/Service ID C AN 1/40 Description: Identifying the GTIN number for a product or service

Value Definition and Explanation Global Trade

Item Number

(GTIN)

This is the Global Trade Item Number (GTIN) for the item on the catalog

LIN12 234 Product/Service ID C ID 2/2

Product/Service ID

Value Definition and Explanation ZZ Mutually Agreed Upon code

LIN13 234 Product/Service ID C N 1/3 Description: Identifying the Required Lead Time Quantity for a product or service

Value Definition and Explanation Lead Time

Days The numeric quantity of the Required Lead Time Quantity in Days

LIN14 234 Product/Service ID C ID 2/2

Product/Service ID

Value Definition and Explanation ZZ This is a constant ‘ZZ’ which indicates that the value in the LIN15 has the two character State code for the Locally Grown items if contract is in the Continental US.

LIN15 234 Product/Service ID C AN 2/2 Description: The two character State Code for where the item was locally grown

Value Definition and Explanation State

Code

This is the two-character State Code for Locally Grown item

LIN16 234 Product/Service ID C ID 2/2

Product/Service ID

Value Definition and Explanation ZZ This is a constant ‘ZZ’ which indicates that the value in the LIN15 has the two characters Country Code for the Locally Grown items if contract is Outside Continental US.

LIN17 234 Product/Service ID C AN 2/3 Description: Identifying the GTIN number for a product or service

Value Definition and Explanation Country

Code This is the Country Code for Locally Grown item. Used by Outside Continental US.

EDI Example CONUS:

LIN~1~SW~893501E600635~VP~GD180018~ZZ~C~ZZ~01~US~1A2B3C4D~ZZ~090~ZZ~PA~~~

EDI Example for OCUNS:

LIN~1~SW~893501E600635~VP~GD180018~ZZ~C~ZZ~01~US~1A2B3C4D~ZZ~090~~~ZZ~AUS~

DTM Date/Time Reference To indicate the beginning of the Price/Sales Catalog Transaction Set and specify catalog

DTM01 374 Date/Time Qualifier - CONUS C ID 3/3 Description: Code specifying type of date or time, or both date and time

Code Definition and Explanation 518 This code of ‘518’ indicates the Voucher Date of a manufacturing product purchased by the prime vendor

DTM02 373 Date - CONUS C4 DT 6/8 Description: Date expressed as CCYYMMDD

Value Definition and Explanation

YYYYMM

DD

This field allows entry of the MPA Purchase Date (required for OCONUS MPA items)

EDI Example: DTM~518~20120824

REF Reference Numbers

To indicate the beginning of the Price/Sales Catalog Transaction Set and specify catalog purpose and number

REF01 128 Reference Identification Qualifier M ID 2/3 Description: Mutually Defined

Code Definition and Explanation ZZ This is a constant ‘ZZ’ which indicates that the value in the REF02 is a mutually agreed upon code between the Vendor and DLA.

REF02 127 Reference Identification M AN 2/2 Description: Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

Code Definition and Explanation SO ‘SO’ is always entered in this element. ‘SO’ stands for ‘Special Order

Item’. If the item is a special order one, additional information is entered in REF03

REF03 352 Description O AN 1/80 Description: A free-form description to clarify the related data elements and their content

Value Definition and Explanation Special

Ordering Instructions

If the item is a Special Order one, the Special Ordering Instructions are entered in this element. If the item is not a Special Order one, then no value is entered.

EDI Example: REF~ZZ~SO~Special Ordering Instructions

REF Reference Numbers To indicate the beginning of the Price/Sales Catalog Transaction Set and specify catalog purpose and number

REF01 128 Reference Identification Qualifier M ID 2/3 Description: Mutually Defined

Code Definition and Explanation ZZ This is a constant ‘ZZ’ which indicates that the value in the REF02 is a mutually agreed upon code between the Vendor and DLA.

REF02 127 Reference Identification M AN 2/2 Description: Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

Code Definition and Explanation FS This is a constant ‘FS which indicates a ‘Foreign Source (Non-US) Item’.

If the item is from a foreign source, additional information is entered in

REF03.

REF03 352 Description O AN 1/1 Description: A free-form description to clarify the related data elements and their content

Code Definition and Explanation Y Yes the item is from a foreign source N No the item is not from a foreign source EDI Example: REF~ZZ~FS~N

REF Reference Numbers To indicate the beginning of the Price/Sales Catalog Transaction Set and specify catalog

REF01 128 Reference Identification Qualifier M ID 2/2 Description: Mutually Defined

Code Definition and Explanation ZZ This is a constant ‘ZZ’ which indicates that the value in the REF02 is a mutually agreed upon code between the Vendor and DLA.

REF02 127 Reference Identification M AN 2/2 Description: Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

Code Definition and Explanation SK This is a constant ‘SK’ which indicates Vendor SKU code. If the item has an SKU code assigned, additional information is entered in

REF03

REF03 352 Description O AN 1/20 Description: A free-form description to clarify the

Related data elements and their content – NOTE: Used for Continental US Contracts

SKU If the item has an SKU assigned, the identifying code is entered. If the item does not have an SKU Code, then no value is entered.

EDI Example: REF~ZZ~SK~01232

REF Reference Numbers To indicate the beginning of the Price/Sales Catalog Transaction Set and specify catalog purpose and number

Description: Mutually Defined

Code Definition and Explanation ZZ This is a constant ‘ZZ’ which indicates that the value in the REF02 is a mutually agreed upon code between the Vendor and DLA.

REF02 127 Reference Identification M AN 2/2 Description: Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

Code Definition and Explanation DU DLA Troop Support Unique Item.

REF03 352 Description M AN 1/1 Description: A free-form description to clarify the related data elements and their content

Value Definition and Explanation Y Yes the item is DLA Troop Support Unique N No the item is not DLA Troop Support Unique

EDI Example: REF~ZZ~DU~N

CTB Restrictions/Conditions To specify restrictions/conditions (such as shipping, ordering)

CTB01 668 Restrictions/Conditions Qualifier M ID 2/2 Description: Code identifying the type of restriction/condition

Code Definition and Explanation OR This element specifies the conditions/restrictions (such as shipping.

ordering)

CTB02 352 Description O AN 1/80 Description: Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

Value Definition and Explanation Null Not Used

CTB03 673 Quantity Qualifier O ID 2/2 Description: Code specifying the type of quantity

Code Definition and Explanation 57 This is a constant ‘57’ which indicates that the value in the CTB04 is the minimum number of unit of measures for ordering this item.

CTB04 380 Quantity O R 1/8 Description: Numeric value of Min Order Quantity

Value Definition and Explanation Min

Order Quantity

This element identifies the minimum number of unit of measures of the item that needs to be ordered; otherwise the vendor will not fill the order.

PID Product/Item Description To specify restrictions/conditions (such as shipping, ordering)

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

F This element identifies the ‘PID’ line as ‘F’ Free-form line where the vendor can enter item information.

PID02 750 Product/Process Characteristic Code M ID 3/3 Description: Code identifying the general class of a product or process characteristic

Code Definition and Explanation GEN This code of ‘GEN’ (General Description) indicates that PID05 will provide a general description of the line item.

PID03 559 Quantity Qualifier M ID 2/2 Description: Code specifying the type of quantity

CODE Definition and Explanation ZZ This is a constant ‘ZZ’ which indicates that the value in PID07 is the

Producer Price Index Categories

PID04 751 Product Description Code M AN 22 Description: Mutually Defined Field Codes

CODE Definition and Explanation ZZ This is constant ‘ZZ’ used to indicate that the value in PID08 is used

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

Value Definition and Explanation Extended

Item Description

The vendor will enter a general description of the line item in this element

PID06 752 Surface/Layer/Position Code X ID 2/2 Description: Code indicating the product surface, layer or position that is being described

Null Not Used

PID07 822 Source Sub-qualifier - C5 AN 1/15 Description: A reference that indicates the table or text maintained by the Source Qualifier

Value Definition and Explanation Producer

Price Index Categories

Producer Price Index as defined by the bureau of labor statistics

PID08 1073 Yes/No Condition or Response Code M ID 1/1 Description: Code indicating a Yes or No condition or response Value Definition and Explanation Y The vendor accepts that their provided item does not deviate in any way from the DLA Standardized Item Description N The vendor does not provide this guarantee

EDI Example: PID~F~GEN~ZZ~ZZ~HONEY, WHITE, US GRADE A, 5 LB CO, 6/CS~~Y

MEA Measurements To specify physical measurements or counts, including dimensions, tolerances, variances, and weights

MEA01 737 Measurement Reference ID Code C1 ID 2/2 Description: Measurement Reference ID Code

Code Definition and Explanation WA Waste Amount. The code identifying the Tare Weight Value. For this element

“WA” for Waste. (Meaning the following MEA02, MEA03 and MEA04 elements will describe a measure of waste associated with the line item)

MEA02 738 Catalog Number C1 ID 1/1 Description: Code identifying a specific product or process characteristic to which a measurement applies

Code Definition and Explanation T The code identifying a specific product or process characteristic to which a measurement applies. In this case the value is “T” for Tare Weight.

Tare Weight is the total weight of all packaging for an item.

MEA03 739 Measurement Value C1 R 1/15 Description: The value of the measurement

Value Definition and Explanation Tare Weight

Value The code identifying the Tare Weight Value (9,2 Decimal)

MEA04 355 Unit or Basis for Measurement Code C1 ID 2/2 Description: Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

Value Definition and Explanation Tare Weight

Unit of Measure

The Tare Weight Unit of Measure

EDI Example: MEA~WA~T~1.12~LB

MEA Measurements To specify physical measurements or counts, including

Description: Measurement Reference ID Code

Code Definition and Explanation WA Waste Amount. The code identifying the Tare Weight Value. For this element

MEA02 738 Catalog Number C1 ID 3/3 a measurement applies

Code Definition and Explanation ZAL The code identifying the broad category to which a measurement applies. If the packaging is Aluminum a value of “ZAL” is entered.

(Total weight of aluminum packaging for item)

Value Definition and Explanation Aluminum

Weight Value The Aluminum Weight Value manner in which a measurement has been taken

Value Definition and Explanation Aluminum

Weight Unit of

The Aluminum Weight Unit of Measure

EDI Example: MEA~WA~ZAL~1.00~LB

MEA Measurements To specify physical measurements or counts, including

Description: Measurement Reference ID Code Code Definition and Explanation

WA Waste Amount. The code identifying the Tare Weight Value. For this element a measurement applies

Code Definition and Explanation ZSN The code identifying the broad category to which a measurement applies. If the packaging is Tin, a value of “ZSN” is entered. (Total weight of tin packaging for item)

Value Definition and Explanation Tin Weight

The Tin Weight Value manner in which a measurement has been taken

Value Definition and Explanation Tin Weight

Unit of

The Tin Weight Unit of Measure

EDI Example: MEA~WA~ZSN~1.00~LB

MEA Measurements To specify physical measurements or counts, including

Description: Measurement Reference ID Code Code Definition and Explanation

WA Waste Amount. The code identifying the Tare Weight Value. For this element a measurement applies

Code Definition and Explanation ZFL The code identifying the broad category to which a measurement applies. If the packaging is paper or cardboard, a value of “ZFL” is entered. (Total weight of paper and cardboard packaging for item)

Value Definition and Explanation Paper Weight

The Paper Weight Value manner in which a measurement has been taken

Value Definition and Explanation Paper Weight

Unit of

The Paper Weight Unit of Measure

EDI Example: MEA~WA~ZFL~1.00~LB

MEA Measurements To specify physical measurements or counts, including

Description: Measurement Reference ID Code

Code Definition and Explanation WA Waste Amount. The code identifying the Tare Weight Value. For this element a measurement applies

Code Definition and Explanation VIN The code identifying the broad category to which a measurement applies. If the packaging is Plastic, a value of “VIN” is entered. (Total weight of plastic packaging for item)

Value Definition and Explanation Plastic Weight

The Plastic Weight Value manner in which a measurement has been taken

Value Definition and Explanation Plastic Weight

Unit of

Plastic Weight Unit of Measure

EDI Example: MEA~WA~VIN~1.00~LB

MEA Measurements To specify physical measurements or counts, including

Description: Measurement Reference ID Code

Code Definition and Explanation WA Waste Amount. The code identifying the Tare Weight Value. For this element a measurement applies

Code Definition and Explanation ZZZ The code identifying the broad category to which a measurement applies. If the packaging is Glass, a value of “ZZZ” is entered. (Total weight of glass packaging for item)

MEA03 739 Measurement Value C1 R 1/25

Value Definition and Explanation Glass Weight

The Glass Weight Value manner in which a measurement has been taken

Value Definition and Explanation Glass Weight

Unit of

The Glass Weight Unit of Measure

EDI Example: MEA~WA~ZZZ~1.00~LB

PO4 Item Physical Detail To specify physical measurements or counts, including

Ref ID Element Name Req Type Min/ Max

PO401 356 Pack M No 1/4 Description: The number of inner containers, or number of each if there are no inner containers, per outer container

Value Definition and Explanation Units per purchase pack

The number of inner pack units per outer pack unit Element Example: [24] Catalog Item Example: 24 -12 OZ CN

PO402 357 Size M R 1/8 Description: Size of supplier units in pack

Value Definition and Explanation Package

Size The size of supplier units in a pack Example: [12]

PO403 355 Unit or Basis for Measurement Code M AN 2/2 manner in which a measurement has been taken.

Value Definition and Explanation Package

Unit of Measure

The Package-unit-of-measure Example: [OZ] – Ounce

PO404 103 Packaging Code M AN 3/5 Description: Code identifying the type of packaging

Value Definition and Explanation Packaging

Code The code identifying the type of packaging. (Note: must be “AVG” if item is catch weight) Example: [CAN] – Can

PO405 187 Weight Qualifier N/A ID 1/2 Description: Code defining the type of weight

PO406 384 Gross Weight per Pack M R 1/9 Description: Numeric value of gross weight per pack

Value Definition and Explanation Gross

Weight/ Pack

The numeric value of gross weight per pack

PO407 355 Unit or Basis for Measurement Code M ID 2/2 manner in which a measurement has been taken

Value Definition and Explanation Gross

Weight Unit

The Gross Weight Unit

PO408 385 Gross Volume per Pack M R 1/9 Description: Numeric value of gross volume per pack

Value Definition and Explanation Gross

Volume The numeric value of gross volume per pack

PO409 355 Unit or Basis for Measurement Code M ID 2/2 manner in which a measurement has been taken

Value Definition and Explanation Gross

Volume Unit

The Gross Volume Unit in which a value is being expressed

EDI Example: PO4~9~1.00~BX~BOX~~1.00~LB~1.00~CM

IDT Terms of Sale/Deferred Terms of Sale

To specify terms of sale

IDT01 336 Terms Type Code M ID 2/2 Description: Code identifying type of payment terms

Code Definition and Explanation 16 The code identifying the type of payment terms. The value of 16 designates that the item is part of the Prompt Payment Act

IDT02 333 Terms Basis Date Code O ID 1/2 Description: Code identifying the beginning of the terms period

Value Definition and Explanation NULL Not Used

IDT03 338 Terms Discount Percent O R 1/6 Description: Terms discount percentage, expressed as a percent, available to the purchaser if an invoice is paid on or before the Terms Discount Due Date

Value Definition and Explanation NULL Not Used

IDT04 370 Terms Discount Due Date O DT 8/8 Description: Date payment is due if discount is to be earned expressed in format

CCYYMMDD

Value Definition and Explanation NULL Not Used

IDT05 351 Term Discount Days Due O NO 1/3 Description: Number of days in the terms discount period by which payment is due if terms discount is earned

Value Definition and Explanation Null Not Used

IDT06 446 Terms Net Due Date O DT 8/8 Description: Date when total invoice amount becomes due expressed in format

CCYYMMDD

IDT07 386 Terms Net Days O NO 1/3 Description: Number of days until total invoice amount is due (discount not applicable)

Value Definition and Explanation Null Not Used

IDT08 362 Terms Discount Amount O N 1/2 Description: Total amount of terms discount

Value Definition and Explanation Null Not Used

IDT09 388 Terms Deferred Due Date O DT 8/8 Description: Date deferred payment or percent of invoice payable is due expressed in format CCYYMMDD

Value Definition and Explanation Null Not Used

IDT10 389 Deferred Amount Due O R 1/9 Description: Numeric value of gross volume per pack

Value Definition and Explanation Null Not Used

IDT11 342 Percent of Invoice Payable O R 1/5 Description: Amount of invoice payable expressed in percent

Value Definition and Explanation Null Not Used

IDT12 352 Description - C AN 1/40 Description: A free-form description to clarify the related data elements and their content

Value Definition and Explanation Brand

Name A description field that allows for entry of an items Brand Name

EDI Example: ITD~16~~~~~~~~~~~REGENT~PA

LDT Lead Time To specify terms of sale

LDT01 345 Lead Time Code O ID 2/2 Description: Code indicating the time range

Code Definition and Explanation AU This code identifies the LDT line as dealing with Lead Time/Shelf Life for a stock item. It is a mutually defined Lead Time Code, where AU = Shelf Life

LDT02 380 Quantity O N 1/3 Description: Numeric value of quantity

Value Definition and Explanation Shelf

Life A numeric value designating the Shelf Life (the number of months or days) of the product.

LDT03 344 Unit of Time Period or Interval O ID 2/2 Description: Code indicating the time period or interval

Code Definition and Explanation Either

“MO” –

Month or

“DY”-

Day

The unit of shelf life time – either months or days

EDI Example: LDT~AU~546~DY

SAC Service, Promotion, Allowance, or Charge Information

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

SAC01 248 Allowance or Charge Indicator C2 ID 1/1 Description: Code which indicates an allowance or charge for the service specified

Code Definition and Explanation A This element is an allowance indicator

SAC02 1300 Service, Promotion, Allowance, or Charge Code C2 ID 4/4 Description: Code identifying the service, promotion, allowance, or charge

Code Definition and Explanation C260 This allowance code of “C260” indicates a ‘Discount – Incentive (NAPA)

SAC03 559 Agency Qualifier Code O ID 2/2 Description: Code identifying the agency assigning the code values

Code Definition and Explanation Null Not Used

SAC04 1301 Agency Service, Promotion, Allowance, or Charge

Code

O AN 1/10

Description: Agency maintained code identifying the service, promotion, allowance, or charge

SAC05 610 Amount C2 N2 1/15 Description: Monetary amount

Value Definition and Explanation Napa

Allowance The monetary amount of the NAPA Allowance (Decimal Implied 10, 2)

EDI Example: SAC~A~C260~~~100

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

SAC01 248 Allowance or Charge Indicator C2 ID 1/1 Description: Code which indicates an allowance or charge for the service specified

Code Definition and Explanation A This element is an allowance indicator

SAC02 1300 Service, Promotion, Allowance, or Charge Code C2 ID 4/4 Description: Code identifying the service, promotion, allowance, or charge

Code Definition and Explanation C300 This allowance code of “C300” indicates a ‘Discount – Special (Food Show)

SAC03 559 Agency Qualifier Code - ID 2/2 Description: Code identifying the agency assigning the code values

Code Definition and Explanation Null Not Used

SAC04 1301 Agency Service, Promotion, Allowance, or Charge

Code

- AN 1/10

SAC05 610 Amount C2 N2 1/15 Description: Monetary amount

Value Definition and Explanation Food Show

Allowance The monetary amount of the Food Show Allowance (Decimal Implied 10, 2)

EDI Example: SAC~A~C300~~100

SAC01 248 Allowance or Charge Indicator C2 ID 1/1 Description: Code which indicates an allowance or charge for the service specified

Code Definition and Explanation A This element is an allowance indicator

SAC02 1300 Service, Promotion, Allowance, or Charge Code C2 ID 4/4 Description: Code identifying the service, promotion, allowance, or charge

Code Definition and Explanation C310 This allowance code of “C310” indicates a ‘Discount – Promotional’

SAC03 559 Agency Qualifier Code - ID 2/2 Description: Code identifying the agency assigning the code values

Code Definition and Explanation Null Not Used

SAC04 1301 Agency Service, Promotion, Allowance, or Charge

Code

- AN 1/10

SAC05 610 Amount C2 N2 1/15 Description: Monetary amount

Value Definition and Explanation Promotional

Allowance The monetary amount of the Discount – Promotional Allowance (Decimal Implied 10, 2)

EDI Example: SAC~A~C310~~100

SAC01 248 Allowance or Charge Indicator C2 ID 1/1 Description: Code which indicates an allowance or charge for the service specified

Code Definition and Explanation C This element is an allowance indicator

SAC02 1300 Service, Promotion, Allowance, or Charge Code M\C2 ID 4/4 Description: Code identifying the service, promotion, allowance, or charge

Code Definition and Explanation C330 This charge code of “C330” indicates a ‘Distribution Price’, for Fixed Unit

Price, “C330” indicates a Distribution Price (storage and /or handling fee).

This field is mandatory for Fixed Unit Price contracts

SAC03 559 Agency Qualifier Code M ID 2/2 Description: Code identifying the agency assigning the code values

Code Definition and Explanation ZZ The mutually agreed upon Agency Qualifier Code (between the Vendor and

DLA)

SAC04 1301 Agency Service, Promotion, Allowance, or Charge

Code

M AN 1/10

Distribution

Fee Category Code

The Agency maintained Distribution Fee Category Code identifying the charge. For Lowest Price Technically Acceptable (LPTA)/Produce Price Index (PPI) type contracts, where the item represents a Food Service Operating Supplies (FSOS) item, the value submitted should be “NA”

SAC05 610 Amount - CONUS C2 N2 1/15 Description: Monetary amount

Value Definition and Explanation Distribution fee for Unit of Measure

The monetary amount of the Distribution fee. If no distribution fee is applicable, the value submitted should be 000 (Decimal Implied 10, 2)

EDI Example: SAC~C~C330~ZZ~14~1149

CTP Pricing Information To specify pricing information

CTP01 687 Class of Trade Code N/A ID 2/2 Description: Code indicating class of trade

Code Definition and Explanation Null Not Used

CTP02 236 Price Identifier Code M ID 3/3 Description: Code identifying pricing specification

Code Definition and Explanation STA The standard price identifier code

CTP03 212 Unit Price M R 1/17 Description: Price per unit of product, service, commodity, etc.

Value Definition and Explanation Vendor

Price The vendor price per unit of product. This price includes the distribution fee per unit of measure. This price includes the distribution fee per unit of measure and includes a reduction for all applicable allowances

CTP04 380 Quantity M R 1/15 Description: Numeric value of quantity

Value Definition and Explanation Catch

Weight Multiple Number of Units

The Catch Weight multiple number of units (in pounds (lbs.)) that must be ordered to purchase one case of product. If item is not a Catch Weight multiple, enter 0.

CTP05 C001 Composite Unit of Measure M ID 2/2 Description: To identify a composite unit of measure

Value Definition and Explanation Unit-of-

Measure The standard Unit-of-Measure. (Note: must be "LB" if item is catch weight) This is the unit that defines how the vendor sells the product, and represents the unit that the vendor price is based upon

CTP06 648 Price Multiplier Qualifier M ID 3/3 Description: Code indicating the type of price multiplier

Code Definition and Explanation SEL The code identifying the Purchase Ratio Factor as ‘SEL’ – a selling multiplier

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

Value Definition and Explanation Ratio-

Numerator The PRF is the ratio between the Unit of Issue (how DLA sells the item to the customer), and the Unit of Measure (how the vendor sells the product to the customer). It defines how many units of issue there are in one vendor unit of measure

CTP08 782 Monetary Amount M R 1/18 Description: Monetary amount

Value Definition and Explanation Ratio-

Denominat or

The PRF is the ratio between the Unit of Issue (how DLA sells the item to the customer), and the Unit of Measure (how the vendor sells the product to the customer). It defines how many units of issue there are in one vendor unit of measure.

EDI Example: CTP~~STA~243.66~~CS~SEL~1~1

CTP Pricing Information

CTP01 687 Class of Trade Code - ID 2/2 Description: Code indicating class of trade

CTP02 236 Delivered Price Identifier Code M ID 3/3 Description: Code identifying pricing specification

Code Definition and Explanation PRO The price identifier code. Specifically the Producers Product Price (Price excluding distribution fee per unit of measure)

CTP03 212 Unit Price M R 1/17 Description: Price per unit of product, service, commodity, etc.

Value Definition and Explanation Product

Price The mfg unit price. This price excludes the distribution fee but includes a reduction for all applicable allowances

EDI Example: CTP~~PRO~100.00

CTP Pricing Information - OCONUS

CTP01 687 Class of Trade Code - ID 2/2 Description: Code indicating class of trade

Code Definition and Explanation Null Not Used

CTP02 236 Price Identifier Code C6 ID 3/3 Description: Code identifying pricing specification

Code Definition and Explanation PPD The Additional Freight Charge Code for the item being shipped/delivered.

This code indicates that CTP03 is additional freight charge.

CTP03 212 Unit Price C6 R 1/17 Description: Price per unit of product, service, commodity, etc.

Value Definition and Explanation Additional

Freight Charges

Additional Freight Charge fee for item being shipped /delivered

EDI Example: CTP~~PPD~100.00

CTT Transaction Totals To transmit a hash total for a specific element in the transaction set

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

Total number of line items The total number of line items in the 832 file

EDI Example:

CTT*22

SE Transaction Set Trailer To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments)

SE01 96 Number of Included Segments M NO 1/10 Description: Total number of segments included in a transaction set including ST and SE segments

Value Definition and Explanation Number of included elements

The total number of elements included in a transaction set (including ST and SE elements)

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

Value Definition and Explanation Transacti on Set Control Number

The identifying control number that must be unique within the transaction set functional group for a transaction set. *Note: This is the final element in the 832 transaction set.

EDI Example: SE~54~100535

4010 832 Catalog Example

ST~832~0001~

BCT~PC~SPM30008D3147

DTM~152~12130312~123455

LIN~SW~893501E600635~VP~GD180018~ZZ~C~ZZ~01~US~1A2B3C4D~ZZ~090

REF~ZZ~SO~ Special Ordering Instructions REF~ZZ~FS~N

REF~ZZ~SK~01232

REF~ZZ~DU~N

CTB~OR~~57~10

PID~F~GEN~ZZ~~HONEY, WHITE, US GRADE A, 5 LB CO, 6/CS~~Y MEA~WA~T~1.12~LB MEA~WA~ZAL~1.00~LB MEA~WA~ZFL~1.00~LB MEA~WA~VIN~1.00~LB MEA~W~ZZZ~1.00~LB PO4~9~1.00~BX~BOX~~1.00~LB~1.00~CM

ITD~16~~~~~~~~~~~REGENT

LDT~AU~546~DY

DTM~518~20120824

SAC~A~C260~~100

SAC~A~C300~~100

SAC~A~C310~~100

SAC~C~C330~ZZ~14~11.49

CTP~~STA~243.66~~CS~SEL~1~1

CTP~~PRO~100.00

CTP~~PPD~100.00

SE~54~100535

C1 = Conditional: Element is required if catalog is used for Navy standard core menu.

C2 = Conditional: Item is required if allowance applies for this item C3 = Conditional: Element is required if item is a Catch-weight item.

C4 = Conditional: Element is mandatory for OCONUS contracts, while optional for others.

C5 = Conditional: Element is mandatory for CONUS Fixed Unit Price type contracts, while optional for others.

C6 = Conditional: Element is mandatory for CONUS Alaska contracts, while optional for others.

3.2 850 Purchase Order, Version 4010 (Customer to Vendor) All STORES customer sites will use the 850 Purchase Order transaction set when ordering food. Multiple orders may be sent by customers to vendors at any time of the day.

ISA Id CHUCK1 (This ID Used for Testing ONLY) GS Id CHUCK1 (This ID Used for Testing ONLY)

Version 4010

Points of contact for 850 EDI Testing are:

Bill Saccone, charles.benn@dla.mil, 215-737-7318 Robert Thistle, robert.thistle@dla.mil 215-737-7558

ST Transaction Set Header To indicate the start of a transaction set and to assign a control number.

ST01 143 Assigned Identification M ID 3/3 Description: Code uniquely identifying a transaction set.

Code Definition and Explanation 850 A Transaction Set Identifier Code that classifies the EDI file as an 850 catalog

ST02 329 Transaction Set Control Number M AN 4/9 Description: Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set Value Definition and Explanation Transaction

Set Control

The Transaction Set Control Number.

ST~850~0001

BEG Beginning Segment for Purchase Order

To indicate the beginning of the Purchase Order Transaction Set and transmit identifying numbers and dates

BEG01 353 Transaction Set Purpose Code M ID 2/2 Description: Code indicating purpose of catalog.

Code Definition and Explanation 00 This is the Transaction Set Purpose Code and the ‘00’ value indicates that this Purchase Order is the Original.

BEG02 92 Purchase Order Type Code M ID 2/2 Description: Purchase Order Type Code Code Definition and Explanation NE This is the Purchase Order Type Code and the value of ‘NE’ indicates that this is a new Order.

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

Value Definition and Explanation Purchase

Order Number

This is the Purchase Order Type Code and the value of ‘NE’ indicates that this is a new Order.

BEG04 328 Release Number M AN 13/13 Description: Id used to identify the item being purchased.

Value Definition and Explanation PIID Procurement Instrument Identification. The PIID will be the means for tracking the entire cycle of a procurement, from the initial order stage through to final payment.

BEG05 373 Date M DT 8/8

Value Definition and Explanation Contract

Order Date This is the Date the order was created.

BEG06 367 Contract Number M AN 1/30 Description: Contract number Value Definition and Explanation Contract

Number This is the contract number field and it holds the contract number for the contract that the customer will order from when placing orders.

BEG~00~NE~CHUCK120455695~025N~20120214~SPM30011DXXXX

DTM Date/Time Reference To indicate the beginning of the Price/Sales Catalog Transaction Set and specify catalog

Description: Code specifying type of date or time, or both date and time Code Definition and Explanation 002 Delivery Requested

DTM02 373 Date M DT 8/8 Description: Date expressed as CCYYMMDD Value Definition and Explanation Required

Delivery Date

This is the required delivery date for the items on the purchase order.

DTM~002~20120221

N1 Name To identify a party by type of organization, name, and code

N101 98 Entity Identifier Code M ID 2/3 Description: Code identifying an organizational entity, a physical location, property or an individual Code Definition and Explanation ST The constant value “ST” is required in this segment.

N102 93 Name M AN 1/60 Description: Free-form name Value Definition and Explanation Null Not Used

N103 66 Identification Code Qualifier M ID 1/2 Description: Code designating the system/method of code structure used for Identification

Code Code Definition and Explanation 10 Department of Defense Activity Address Code (DODAAC)

N104 67 Identification Code Qualifier M AN 6/6 Description: Code identifying a party or other code Value Definition and Explanation Ship To

Dodaac This is the DoDAAC of the Ship To Address of the location to where the items will be shipped.

N1~ST~~10~CHUCK1

N2 Additional Name Information

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

Value Definition and Explanation Ship To

Facility Name or Number

This is the facility name or number of the location to where the items will be shipped.

N202 93 Name O AN 1/60 Description: Free-form name Value Definition and Explanation Ship To

Building Name Or Number

This is the building name or number of the location to where the items will be

N2~SAM CAFÉ~BLDG# 335

N3 Address Information

N301 166 Address Information M AN 1/55 Description: Address information

Value Definition and Explanation Ship To

Address-1 This is the first line address of the ship to location to where the items will be

N302 166 Address Information O AN 1/55 Description: Address information

Value Definition and Explanation Ship To

Address-2 This is the second line address of the ship to location to where the items will be shipped.

N3~SAM CAFÉ~A1C REEDY

N4 Geographic Location To specify the geographic place of the named party

N401 19 City Name M AN 2/30 Description: Free-form text for city name

Value Definition and Explanation Ship To

City This is the City of the ship to location for the items that will be shipped.

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

Value Definition and Explanation Ship To

State This is the State of the ship to location for the items that will be shipped.

N403 116 Postal Code M ID 3/15 Description: Code defining international postal zone code excluding punctuation and blanks (zip code for United States) Value Definition and Explanation Ship To

Zip This is the Zip Code of the ship to location for the items that will be shipped.

N4~Philadelphia~PA~19111

PO1 Baseline Item Data To specify basic and most frequently used line item data

PO101 350 Assigned Identification O AN 2/30 Description: Alphanumeric characters assigned for differentiation within a transaction set Value Definition and Explanation Line Item

Number This is the line item number for the item on the order. This is a sequential number for each new order.

PO102 330 Quantity Ordered X R 1/15 Description: Quantity ordered Value Definition and Explanation Quantity This is the quantity ordered for the item.

PO103 355 Unit or Basis for Measurement Code O ID 2/2 Description: Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken Value Definition and Explanation Unit of

The standard Unit of Measure

PO104 212 Unit Price X R 1/17 Description: Price per unit of product, service, commodity, etc.

Value Definition and Explanation Vendor

Selling Price

This is the vendor’s selling price for the item

PO105 639 Basis of Unit Price Code - ID 2/2 Description: Code identifying the type of unit price for an item Code Definition and Explanation Null Not Used

PO106 235 Product/Service ID Qualifier X ID 2/2 Description: Code identifying the type/source of the descriptive number used in

Product/Service ID Code Definition and Explanation VP This is a constant value of “VP”. This value indicates that the next segment will hold the vendor’s part number.

PO107 234 Product/Service ID X AN 1/48 Description: Identifying number for a product or service

Value Definition and Explanation Vendor

Part

This is the vendor’s part number for the item being ordered.

PO108 235 Product/Service ID Qualifier X ID 2/2

Description: Code identifying the type/source of the descriptive number used in Product/Service ID

Code Definition and Explanation SW This is a constant value of…