Attachment_6_-EDI_Implementation_Plan_29Jun2015.pdf

EDI Implementation Guidelines for Subsistence Prime Vendor (STORES) April 9, 2010

PART A

SECTION 1.0 GENERAL INFORMATION

1.1 CONTACTS

1.2 EDI - FOR DSCP SUBSISTENCE

1.3 TRANSACTION SETS

1.4 SOFTWARE

1.5 NETWORKS

SECTION 2.0 TRADING PARTNER TESTS

2.1 GENERAL TESTING PROCEDURES

2.2 TESTING INDIVIDUAL TRANSACTION SETS

SECTION 3.0 PRODUCTION PROCEDURES

3.1 OUTGOING TRANSMISSION SCHEDULE

3.2 PROBLEM RECOVERY DURING PRODUCTION

Section 1.0 General Information

1.1 Contacts

Contact For Name Phone Number DSCP System (STORES) Jeff Nienstedt (215) 737-3860 EDI 810 (Invoice) Testing Karen Conroy Hegarty (215) 737-7550 EDI 832 (Catalog) Testing Bob Thistle (215) 737-7558 EDI 850 (Purchase Order Testing Charles Benn (215) 737-7318 Prime Vendor Coordination Gina Vasquez (215) 737-2951 STORES Technical Support STORES Help Desk (888) 755-4756 DAASC Technical Support DAASC EDI Help Desk (513) 296-3333

1.2 Electronic Data Interchange (EDI) – For DSCP Subsistence

Subsistence uses EDI to communicate with their Trading Partners (Vendors). The EDI process starts with the 832 (catalog) being received by DSCP from the vendor. In this process, vendors provide initial and updated catalog item and price data via EDI. These updates are sent on a weekly basis for those items that have changed since the previous catalog submission. This data is transmitted to the Defense Personnel Support Center (DSCP) through a mailbox at DAASC and not directly to the customer. Entire catalogs that support a particular site in a region (including any updates) are then made available to the customer through the Subsistence Total Ordering and Receipting Electronic System (STORES) website on Sunday of each week.

After the catalogs are received, the next step in the process is ordering from these catalogs. Orders are generated on a regular basis by the customer keying the order directly into STORES web or by uploading the order to STORES from one of the service systems. This order is then translated into an 850 (purchase order) and sent to DAASC. DAASC processes the file and places it in a vendor’s mailbox

SPE302-15-R-S004

Attachment 6 where the orders are held awaiting pick-up by the vendor. When the network delivery to the vendor is complete, optimal use of the data by the vendor will be achieved when the vendor converts the purchase order data from the standard transmission format into their own internal format. Vendor processing can then occur without having to key the purchase order data. Vendors should keep in mind that there are times when a customer could place more than one order in the same day.

Once the vendor receives the order from a customer the order is processed and 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. Please 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, the customer must verify shipment quantities and make any adjustments to the receipt in STORES. Once these changes have been made, the customer then processes the receipt in STORES and generates an electronic validation of the receipt at DSCP. 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 the 832 Catalog and 850 Purchase Order.

810 – Invoice (Attachment 1) 832 – Catalog (Attachment 2) 850 – Purchase Order (Attachment 3)

1.4 Software

All DSCP customers are currently using STORES Web and therefore are using the same EDI software and network to transmit orders. However, the vendor may select any software that supports the transaction sets currently traded and any sets that may be traded in the future.

1.5 Networks

Networks are used as a clearinghouse for all transmissions. Sending and receiving parties may work independently of each other by letting the network handle problems such as storage, communication incompatibilities, scheduling and retransmission.

DSCP pays the network charges for delivery of the customer’s documents to the network.

The vendor will pay the charges for delivery of the customer’s documents from the network to the vendor’s system. Vendors may access the network by various means.

Section 2.0 Trading Partner Tests

2.1 General Testing Procedures

DSCP points of contact for testing each transaction set are listed at the beginning of this document. Vendors should test all EDI transactions before they are placed in production. Vendors should be prepared to contact POCs for each transaction and provide verbal notification about the success and failure of each transmission.

2.2 Testing Individual Transaction Sets

832 Catalog - During the Sample Test Phase catalog files will be sent from the vendor to DSCP to test catalog transmission. These files should include items that sufficiently test all aspects of catalog submissions/changes (price changes, item additions and deletions, and entire catalog transmissions).

850 Purchase Order – Once a catalog has been tested, purchase orders will be sent to vendors to ensure capability of receiving the customer’s orders.

Section 3.0 Production Procedures

3.1 Transmission Schedules

Vendors are expected to send in 832 (catalogs) to DSCP by Thursday of each week at 1 PM Eastern time in order that they may be reviewed prior to update of the weekly catalogs. Not meeting this time can result in additional catalog pricing errors and erroneous payments. As mentioned earlier, outbound 850 purchase orders can be generated anytime during the day. Therefore, vendors should be prepared to retrieve order data throughout the day.

3.2 Problem Recovery During Production

During test mode, transmission problems are generally not recovered. 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 three days or longer, the DSCP customer will contact the vendor concerning the need to transmit hardcopy orders.

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

It is DSCP’s intent to successfully deliver data to the network for each vendor on each scheduled day. If the customer is unable to accomplish this by the agreed upon time, the customer will attempt to complete the delivery by no later than the next scheduled transmission. If the customer is reasonably confident of resolving the problem within that 24 hour period, there is no need to contact the receiving party.

If communications with the network fail due to a problem which is not corrected by the next scheduled transmission, the party experiencing the problem should evaluate the situation as soon as possible and discuss it with the other party. If a hardware or software problem appears to be of a magnitude to extend for more than three scheduled transmissions, an alternative means of communication may need to be chosen. Such situations will have to be evaluated on an individual basis to determine the proper corrective action. If it is necessary to start conventional communications again, both parties should reestablish EDI as soon as possible for all subsequent messages.

The DSCP STORES Help Desk or DSCP Account Manager should be promptly contacted with operational concerns related to purchase order and catalog transactions.

810 INVOICE VERSION 3050 FUNCTION GROUP=IN

This Draft Standard for Trial Use contains the format and establishes the data contents of the Invoice.

Transaction Set (810) for use within the context of an Electronic Data Interchange (EDI) environment.

The transaction set can be used to provide for customary and established business and industry practice relative to the billing for goods and services provided.

Prime Vendor(s) NOTE: Certain data segments will require data transmitted as it appears on the Purchase Order. Reference page 1A.

TABLE 1

POS NO SEG ID DESCRIPTION REQ

010 ST Transaction Set Header M 020 BIG Beginning Segment for Invoice M

Loop I.D. – N1 070 N1 Name O (M for DSCP) 110 REF Reference Number O (M for DSCP) 130 ITD Terms of Sale O 140 DTM Date/Time Reference O (M for DSCP)

TABLE 2 Loop I.D. – IT1 010 IT1 Baseline Item Data (Invoice) O (M for DSCP)

TABLE 3

010 TDS Total Monetary Value Summary M

Loop I.D. - SAC 040 SAC Service, Charge Information O

Loop I.D. – ISS 070 CTT Transaction Totals O (M for DSCP) 080 SE Transaction Set Trailer M

The following information applies to PRIME VENDORS only!!

Baseline Item Data (IT1):

1. Contract Line Item Number (CLIN): The very “FIRST CLIN” as it appears on the Purchase Order, “MUST” be transmitted in the IT101. Data is required in all IT1 segments.

a. If the “FIRST CLIN” was “NOT” delivered, the CLIN must still be transmitted in the IT101; and ZERO fill the quantity and price field(s).

b. This is Optional. If, additional CLIN(s) on the same Purchase Order have not been delivered, data “MAY” be transmitted, but is not required.

2. Contract lines CLIN(s) must be transmitted in line sequence as shown on each Purchase Order.

3. Separate Transaction Headers (ST segments) are required for each Purchase Order invoiced.

4. Any “new” CLINS/line items, (substitutions & adds) must appear as the last line on the invoice. Adds “MUST” start with CLIN number 9999AA, 9999AB. As Call date’s change, 9999AA may be recycled. SEE EXAMPLES…

a) SP030098D1234 063A = CLIN # 9999AA

063A = CLIN # 9999AB

063A = CLIN # 9999AC

b) SP030098D1234 064T = CLIN # 9999AA

064T = CLIN # 9999AB

064T = CLIN # 9999AC

SEG ID ST Transaction Set Header

POS NO 010

REQ DES Mandatory

MAX USE 1

PURPOSE Indicates the start of transaction set and to assign a control number

DATA ELEMENT SUMMARY

REF ELE ID DESCRIPTION REQ TYPE LENGTH

ST01 143 Transaction Set Identifier Code M/Z ID 3/3 Code uniquely identifying a Transaction set.

810 X12.2 Invoice

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

NOTE:

The transaction set identifier (ST01) used by the translation routine of interchange partners to select the appropriate transaction set definition.

(e.g. 810 selects the invoice transaction set)

EXAMPLE

ST*810*000004110

SEG ID BIG Beginning Segment for Invoice POS No 020 REQ DES Mandatory

MAX USE 1

PURPOSE Indicates the beginning of an invoice transaction set and to

Transmit identifying numbers and dates

BIG01 373 Invoice Date M/Z DT 6/6 (YYMMDD) * Date of the invoice

BIG02 76 Invoice Number M AN 1/8 Identifying number assigned by issuer

BIG04 324 Contract Number M AN 13/13

(PIIN) SP030098D1234

0 = numeric zero

BIG05 328 Release Number/Call M AN 4/4 (e.g. 063A)

BIG07 640 Transaction Type Code M ID 2/2 DI= Debit Invoice

BIG08 353 Transaction Set Purpose Code M ID 2/2 ZZ = Mutually Defined

NOTE:

BIG04 - Do not transmit dashes or slashes BIG08 – Applied to Invoices for “PRIME VENDORS ONLY” ** Non-Prime Vendors do not use BIG08

EXAMPLE

P.V. transmits BIG*980303*DSCP1111**SP030098D1234*063A**DI*ZZ Non P.V. BIG*980303*DSCP1111**SP030098D1234*063A**DI

Loop Repeat 200

SEG ID N1 Loop ID

POS NO 070

REQ DES Optional (Mandatory for DSCP)

MAX USE 1

PURPOSE Identify a party by type of organization, name and code

N101 98 Entity Identifier Code M ID 2/2 ST = Ship To

N102 93 Name X AN 1/35 (e.g. FT Sam Houston TX)

N103 66 Identification Code Qualifier X ID 2/2 10 = Dept of Defense Activity Address Code (DoDAAC)

N104 67 Identification Code/DoDAAC X AN 6/6 (e.g. FT9068)

N1*ST*FT SAM HOUSTON TX*10*FT9068

SEG ID REF Reference Number

POS NO 110

REQ DES Optional (Mandatory for DSCP)

MAX USE 12

PURPOSE Specify identifying numbers (DSCP-Purchase Order Number)

REF01 128 Reference I.D. Qualifier M ID 2/2 RQ = Purchase Requisition Number

REF02 127 Reference I.D. / Purchase X AN 14/14 Order No. (e.g. FT906880631234)

REF*RQ*FT906880631234

SEG ID ITD Terms of Sale

POS NO 130

REQ DES Optional ** See Note Below

MAX USE >1

PURPOSE To specify terms of sale

REF ELE ID DESCRIPTION REG TYPE LENGTH

ITD01 336 Terms Type Code O ID 2/2 16 = Prompt Payment Act

ITD03 338 Terms Discount Percent O R3 1/6 Terms discount percentage, expressed as A percent, available to the purchaser if an Invoice is paid on or before the terms days due (e.g. 2% = 00.020)

ITD04 370 Terms Discount Due Date O DT 6/6

(YYMMDD)

ITD05 351 Terms Discount Days Due X N 3/3 Number of days in the terms discount period By which payment is due if terms discount is earned (e.g. 15 = 015)

NOTE:

Use only “IF” Contract Terms are better than current Contract Terms and Conditions in DSCP Contracts

EXAMPLE

ITD*16**00.020*980310*015

Decimal uses one position in Length. Zero fill ITD03 and ITD05

SEG ID DTM Date/Time Reference

POS NO 140

REQ DES Optional (Mandatory for DSCP)

MAX USE 10

PURPOSE To specify pertinent dates and times

DTM01 374 Date/Time Qualifier M ID 3/3 011 = Shipped DTM02 373 Date X DT 6/6

(YYMMDD)

DTM*011*980301

PRIME VENDORS ONLY!!!

Loop Repeat 200000

SEG ID IT1 Baseline Item Data (Invoice)

POS NO 010

REQ DES Optional (Mandatory for DSCP)**See Note Below

MAX USE 1

PURPOSE Specify the basic and most frequently used line item data (CLIN level) for the invoice and related transactions

DATA ELEMENT SUMMARY

REF ELE ID DESCRIPTION REQ TYPE LENGTH

IT101 350 Assigned Identification O/Z AN 4/6 Contract Line Item Number (CLIN) **(e.g. 0001)

IT102 358 Quantity Invoiced X N 1/9 (e.g. 10 = 000000010)

IT103 355 Unit or Basic Measurement X ID 2/2

IT104 212 Price-extended CLIN $$ Amt X R2 1/10 *decimal uses one position length (e.g. 25.50 = 0000025.50)

IT106 235 Product/Service . Qualifier X ID 2/2 FS = National Stock Number

IT107 234 Product/Service I.D. NSN X AN 13/13 (e.g. 891500E210123)

IT108 235 Product/Service I.D. Qualifier X ID 2/2 ZZ = Mutually Defined

IT109 234 Product/Service I.D. X AN 2/2 PV = Prime Vendor

NOTE: PRIME VENDORS ONLY::: Data required in all segments.

IT1*0001 *10*CA**0000025.50**FS*891500E210123*ZZ*PV

Refer to page 1A “IF” CLIN was NOT shipped- (e.g. zero fill quantity and price field)

NON-PRIME VENDORS ONLY!!!

Loop Repeat 200000

SEG ID IT1 Baseline Item Data (Invoice)

POS NO 010

REQ DES Optional (Mandatory for DSCP) **See Note Below

MAX USE 1

PURPOSE Specify the basic and most frequently used line item data (CLIN level) for the invoice and related transactions

DATA ELEMENT SUMMARY

REF ELE ID DESCRIPTION REQ TYPE LENGTH

IT101 350 Assigned Identification O/Z AN 4/6 Contract Line Item Number (CLIN) (e.g. 0001)

IT102 358 Quantity Invoiced X N 1/9 (e.g. 10 = 000000010)

IT103 355 Unit or Basic Measurement X ID 2/2

IT104 212 Unit Price Amount X R2 1/10 *decimal uses one position length (e.g. 2.50 = 0000002.50)

IT106 235 Product/Service I.D. Qualifier X ID 2/2 FS = National Stock Number

IT107 234 Product/Service I.D. X AN 13/13 (e.g. 891500E210123)

NOTE: NON PRIME VENDORS ONLY:::: Data required in all of the above segments. EXAMPLE

IT1*0001 *10*CA*0000002.50*FS*891500E210123

SEG ID TDS Total Monetary Value Summary

POS NO 010

REQ DES Mandatory

MAX USE 1

PURPOSE Specify the total dollar amount of the invoice

DATA ELEMENT SUMMARY

REF ELE ID DESCRIPTION REQ TYPE LENGTH

TDS01 610 Amount of Total Invoice M N2 1/10 (e.g. 123.45 = 0000012345)

TDS*0000012345

Loop Repeat 25

SEG ID SAC Service, Promotion, Allowance, or Charge Information

POS NO 040

REQ DES Optional

MAX USE 1

PURPOSE To request or identify a service, promotion, allowance, or charge

SAC01 248 Allowance or Charge Indicator M/Z ID 1/1 C = Charge

SAC05 610 Total Amount of Service O/Z N2 1/10 (e.g. 30.50 = 0000003050)

EXAMPLE

SAC*C****0000003050

SEG ID CTT Transaction Totals

POS NO 070

REQ DES Optional (Mandatory for DSCP)

MAX USE 1

PURPOSE To transmit a hash total for a specific element in The transaction set

CTT01 354 Number of CLIN Line M No 1/6 Items Invoiced

CTT*125

SEG ID SE Transaction Set Trailer

POS NO 080

REQ DES Mandatory

MAX USE 1

PURPOSE Indicates the end of the transaction set and provide the count of the Transmitted segments (including the beginning (ST) and ending

(SE) segments)

REF ELE ID DESCRIPTION REQ TYPE LENGTH

SE01 96 Number of Included Segments M N 1/10

SE02 329 Transaction Set Control Number M AN 4/9

SE*30*000004110

832 Catalog (Vendor to DPSC) –modification 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.

Segment Element Value Size M/C/O ST Transaction Set Header

ST01 “832” M

ST02 n/a M

BCT Beginning Segment for Price/sales Catalog

BCT01 “PC” - price catalog M

BCT02 contract-number 13 AN M

DTM Date/Time Reference

DTM01 “152” - effective date of change

M

DTM02 update-date date M DTM03 update-time (HHMMSS) time

M

LIN Item Identification

LIN01 line-number 4 UI M

LIN02 “SW” - stock number M LIN03 stock-number 13 AN M LIN04 “VP” - vendor part M LIN05 part-number 25 AN M LIN06 “ZZ” - mutually defined to indicate the type of change

M

LIN07 update-indicator "C" = Change "D" = Delete

1 AN M

LIN08 “ZZ” - mutually defined to indicate economic indicator

M

Segment Element Value Size M/C/O LIN09 economic indicator

0 = Large Bus.

1 = SB (Small business) 2 = SDB (Small disadvantaged business) 3 = WOSB (Women owned small business) 4 = VOSB (Veteran owned small business) 5 = SDVOSB (Service-disabled veteran owned small business) 6 = HZSB (Hub-Zone small business) 7 = Native Indian small business 8 = Native Hawaiian small business

2 AN M

REF Reference Identification

REF01 "ZZ" – Mutually defined 2 ID O

REF02 "SO" 2 AN O

REF03 Special Ordering

Instructions

80 AN O

REF01 "ZZ" – Mutually defined 2 ID M

REF02 "FS" 2 AN M

REF03 Foreign Source Indicator

"Y"=Yes, "N"=No

1 AN M

REF01 "ZZ" – Mutually defined 2 ID O

REF02 "SK" 2 AN O

REF03 Vendor SKU 20 AN O

REF01 "ZZ" – Mutually defined 2 ID M

REF02 "DU" 2 AN M

REF03 DSCP Unique "Y"=Yes, "N"=No

1 AN M

PID Product/Item Description

PID01 “F” - free form M

PID02 “GEN” - general M PID03 n/a PID04 n/a PID05 DSCP item-description 80 AN M PID06 n/a PID07 n/a PID08 DSCP Standard

Acceptance

1 ID M

Segment Element Value Size M/C/O "Y" = Yes, "N" = No

MEA Measurements MEA01 "WA" = Waste C* MEA02 "T" = Tare Weight

(Total weight of all packaging for item)

1 ID C*

MEA03 Tare Weight Value 9,2 decimal C* MEA04 Tare Weight Unit of

Measure

2 ID C*

MEA01 "WA" = Waste 2 ID C* MEA02 "ZAL" = Aluminum

(Total weight of aluminum packaging for item)

3 ID C*

MEA03 Aluminum Weight Value 9,2 decimal

C* JN9001

MEA04 Aluminum Weight Unit of Measure

2 ID C* JN9001

MEA01 "WA" = Waste 2 ID C* JN9001 MEA02 "ZSN" = Tin (Total weight of tin) packaging for item)

3 ID C* JN9001

MEA03 Tin Weight Value 9,2 decimal

C* JN9001

MEA04 Tin Weight Unit of

MEA02 "ZFL" = Paper (Total weight of paper and cardboard packaging for item)

3 ID C* JN9001

MEA03 Paper Weight Value 9,2 decimal

C* JN9001

MEA04 Paper Weight Unit of

MEA02 "VIN" = Plastic (Total weight of plastic packaging for item)

3 ID C* JN9001

MEA03 Plastic Weight Value 9,2 decimal

C* JN9001

MEA04 Plastic Weight Unit of

MEA02 "ZZZ" = Glass (Total weight of glass packaging for item)

3 ID C* JN9001

MEA03 Glass Weight Value 9,2 decimal

C* JN9001

MEA04 Glass Weight Unit of

P04 Item Physical Detail

PO401 units-per-purchase-pack 4 UI M Original

PO402 package-size 8 explicit decimal 2 “12345.78

M Original

PO403 package-unit-of-measure 2 AN M Original PO404 packaging-code (Note:

must = "AVG" if item is catch weight)

5 AN

M Original

PO406 Gross Weight 9,2 decimal

M JN7002

PO407 Gross Weight Unit 2 ID M JN7002 PO408 Gross Volume 9,2 M JN7002

PO409 Gross Volume Unit 2 ID M JN7002

ITD Terms of Sale ITD01 “16” - Prompt Payment

Act M Original

ITD02 n/a ITD03 n/a ITD04 n/a ITD05 n/a ITD06 n/a ITD07 n/a ITD08 n/a ITD09 n/a ITD10 n/a ITD11 n/a ITD12 Brand Name 40 AN M Original

LDT Lead Time LDT01 Lead time code – "AU"

= Shelf life (Mutually defined)

2 ID O JN7002

LDT02 Shelf life (# of months or days)

3 Integer O JN7002

LDT03 Shelf life Unit - "MO" = Month "DY" = Day

2 ID O JN7002

SAC Service, Promotion, Allowance, or Charge Information

SAC01 "A" = Allowance 1 ID C** JN7002

SAC02

"C260" – Discount – Incentive (NAPA)

4 ID C** JN7002

SAC05 NAPA Allowance ($) 10,2

C** JN7002

"C300" – Discount – Special (Food Show)

4 ID C** JN7002

SAC05 Food Show Allowance

10,2

"C310" – Discount – (Promotional)

4 ID C** JN7002

SAC05 Promotional Allowance

10,2

SAC01 "C" = Charge 1 ID M JN7002

"C330" – Distribution fee

4 ID M JN7002

SAC03 "ZZ" = Mutually defined 2 ID M JN7002 SAC04 Distribution fee category code

4 AN M JN7002

SAC05 Distribution fee for Unit of Measure

10,2

M JN7002

CTP Pricing Information

CTP01 n/a

CTP02 “STA” - standard price M Original CTP03 vendor-price (per unit of measure) 10 explicit decimal 2

CTP04

Catch weight multiple Number of units (in LB units) that must be ordered to purchase 1 case of product

6 Integer (entered for catch weight items only) otherwise blank

C**

JN7002

CTP05 unit-of-measure (Note:

must be "LB" if item is catch weight)

2 AN M Original

CTP06 “SEL” Price Multiplier Qualifier

3 M Original

CTP07 ratio-numerator 4 UI M Original CTP08 ratio-denominator 4 UI M Original

CTP Pricing Information

CTP01 n/a

CTP02 "PRO" = Producer's Price

M JN9001

CTP03 CONUS = Product price;

OCONUS = Delivered Price (per unit of measure)

10 explicit decimal 2

M JN9001

CTT Transaction Totals

CTT01 total number of line items

4 UI M Original

SE Transaction Set Trailer

SE01 number of included segments

M Original

SE02 transaction set control number

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

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

850 Purchase Order

Outbound X12 850 Transaction, Version 3040

Description:

This map is for a detailed purchase order 850 sent to an EDI capable vendor from DSCP. It is generated for each order placed by a customer in STORES.

ISA – Interchange Control Header Referenc e # Elemen t # X12 Name How Used M/O Type Length

01 I01 Authorization Information Qualifier

“00” M ID 2/2

02 I02 Authorization Information

Blank M AN 10/10

03 I03 Security Information Qualifier

“00” M ID 2/2

04 I04 Security Information

Blank M AN 10/10

05 I05 Interchange ID Qualifier

“ZZ” = Mutually defined

M ID 2/2

06 I06 Interchange Sender

ID

LAP DoDAAC M AN 15/15

07 I05 Interchange ID Qualifier

Vendor’s ID qualifier M ID 2/2

08 I07 Interchange Receiver ID

Vendor ID M AN 15/15

09 I08 Interchange Date Date of transmission M DT 6/6 10 I09 Interchange Time Time of transmission M TM 4/4 11 I10 Interchange Control

Standards Identifier

“U” = U.S. EDI

Community

M ID 1/1

12 I11 Interchange Control Version Number

“00200” = assigned value

M ID 5/5

13 I12 Interchange Control Number

Control Number (matches IEA below)

M N0 9/9

14 I13 Acknowledgement Requested

“0” = No acknowledgement requested

M ID 1/1

15 I14 Usage Indicator “P” = Production data

M ID 1/1

16 I15 Component Element Separator

“>” M AN 1/1

GS – Functional Group Header e # Elemen t # X12 Name How Used M/O Type Length

01 479 Functional Identifier Code

“PO” = Purchase Order

M ID 2/2

02 142 Application Sender’s Code

LAP DoDAAC M AN 2/15

03 124 Application Receiver’s Code

Vendor ID M AN 2/15

04 373 Date Date of transmission M DT 6/6 05 337 Time Time of transmission M TM 4/8 06 28 Group Control

Number Control Number (matches GE below)

M N0 1/9

07 455 Responsible Agency Code

“X” = X12 M ID 1/2

08 480 Version/Release/ Industry/Identifier

EDI X12 Version (003040)

M AN 1/12

Code

ST – Transaction Set Header e # Elemen t # X12 Name How Used M/O Type Length

01 143 Transaction Set Identifier Code

“850” M ID 3/3

02 329 Transaction Set Control Number

Control Number (matches SE below)

M AN 4/9

BEG – Beginning Segment for Purchase Order e # Elemen t # X12 Name How Used M/O Type Length

01 353 Transaction Set Purpose Code

“00” = Original M ID 2/2

02 92 Purchase Order Type Code

“NE” = New Order M ID 2/2

03 324 Purchase Order Number

Purchase Order Number

M AN 1/22

04 328 Release Number

Call Number O AN 1/30

05 373 Date Purchase Order Date

M DT 6/6

06 367 Contract Number

Contract number O AN 1/30

DTM – Date/Time Reference e # Elemen t # X12 Name How Used M/O Type Length

01 374 Date/Time Qualifier “002” = Delivery Requested

M ID 3/3

02 373 Date Required Delivery Date

M DT 6/6

N1 – Name e # Elemen t # X12 Name How Used M/O Type Length

01 98 Entity Identifier Code

“ST” = Ship To M ID 2/2

02 93 Name NA M AN 1/35 03 66 Identification Code

Qualifier

“10” = DODAAC M ID 2/2

04 67 Identification Code Ship to DODAAC M AN 2/17

N2 – Additional Name Information Referenc e # Elemen t # X12 Name How Used M/O Type Length

01 93 Name Facility M AN 1/35 02 93 Name Building O AN 1/35

N3 – Address Information e # Elemen t # X12 Name How Used M/O Type Length

01 166 Address Address Line 1 M AN 1/35

02 166 Address

Address Line 2 M AN 1/35

N4 – Geographic Location e # Elemen t # X12 Name How Used M/O Type Length

01 19 City Name City O AN 2/30 02 156 State or Province

Code State O ID 2/2

03 116 Postal Code Zip O ID 3/11

PO1 – Baseline Item Data Referenc e # Elemen t # X12 Name How Used M/O Type Length

01 350 Assigned Identification

Line number O AN 1/11

02 330 Quantity Ordered Quantity Ordered M R 1/9 03 355 Unit or Basis for

Measurement Code Unit of shipment M ID 2/2

04 212 Unit Price Vendor Price X R 1/17 05 639 Basis of Unit Price

Code Not used O ID 2/2

06 235 Product/Service ID Qualifier

“VP” = Vendor’s (Seller’s) Part Number

M ID 2/2

07 234 Product/Service ID Part number X AN 1/40 08 235 Product/Service ID

Qualifier “SW” = Stock Number

M ID 2/2

09 234 Product/Service ID Part number X AN 1/40 10 235 Product/Service ID

Qualifier “ZZ” = Mutually Defined

M ID 2/2

11 234 Product/Service ID fic X AN 1/40

PID – Product/Item Description Referenc e # Elemen t # X12 Name How Used M/O Type Lengt h 01 349 Item Description

Type “F” = free-form M ID 1/1

02 750 Product/Process Characteristic Code

Not used O ID 2/3

03 559 Agency Qualifier Code

Not used X ID 2/2

04 751 Product Description Code

Not used X AN 1/12

05 352 Description Item description X AN 1/80

N9 – Reference Number (Segment only written if the order meets UGR-A definition listed in the MSG which follows.)

Referenc e # Elemen t # X12 Name How Used M/O Type Length

01 128 Reference Number Qualifier

WF = Locally Assigned Control Number

M ID 2/2

02 127 Reference Number

Not used X AN 1/30

03 369 Free Form Description

UGR-A Exception Data

X AN 1/45

MSG – Message Text e # Elemen t # X12 Name How Used M/O Type Length

01 933 Free Form Message Text

Exception data (Sent only on UGR- A orders

M AN 1/264

CTT – Transaction Totals e # Elemen t # X12 Name How Used M/O Type Length

01 354 Number of Line Items

Total items per PO M N0 1/6

02 347 Hash Total Total dollar value per PO

O R 1/10

SE- Transaction Set Trailer e # Elemen t # X12 Name How Used M/O Type Length

01 96 Number of Included Segments

Number of Segments

M N0 1/10

02 329 Transaction Set Control Number

Control Number (matches ST above)

M AN 4/9

GE – Functional Group Trailer e # Elemen t # X12 Name How Used M/O Type Length

01 97 Number of Transaction Sets Included

Number of Transaction Sets

M N0 1/6

02 28 Group Control Number

Control Number (matches GS above)

M N0 1/9

IEA – Interchange Control Trailer e # Elemen t # X12 Name How Used M/O Type Length

01 I16 Number of Included Functional Groups

Number of Groups M N0 1/5

02 I12 Interchange Control Number

Control Number (matches ISA above)

M N0 9/9

Explanation of the Example:

The following example illustrates how an 850 would be formatted when sent to a vendor.

Please note: Vendors should be prepared to accept multiple orders from the same customer on any given day.

ISA~00~ ~00~ ~ZZ~M0026A ~ZZ~Vendor ID ~010907~1036~U~00200~000456789~0~P~> GS~PO~M0026A~Vendor ID~010907~1036~123456789~X~003040

ST~850~0001

BEG~00~NE~purchase_order_number~call_number~purchase_order_date~contract_number DTM~002~required_delivery_date N1~ST~~10~ship_to_dodaac N2~facility~building N3~address_line_1~address_line_2 N4~city~state~zip PO1~line_number~quantity_ordered~unit_of_shipment~vendor_price~~VP~part_number~SW~stock_nu mber~ZZ~fic PID~F~~~~item_description N9~WF~~UGR-A Exception Data MSG~exception_text CTT~total_items_per_po~total_dollars_per_po

SE~13~0001

GE~1~123456789

IEA~1~000456789