855 - X12 Purchase order acknowledgment
This topic describes the Electronic Data Interchange (EDI) standards that Business Transaction Intelligence implements for document type 855, or purchase order acknowledgment, which is used by sellers to confirm they have received a purchase order.
Segment: BAK - Beginning segment for purchase order acknowledgment
Loop
Level: Heading
Usage: Mandatory
Semantic notes:
- This segment is the primary location for the purchase order number if it is within the 22-character limit.
- BAK04 is the purchase order date.
- BAK09 is the purchase order acknowledgment date.
| Reference | Element name | Requirement | Usage |
|---|---|---|---|
| BAK01 | Transaction Set Purpose Code | Mandatory | Must use |
| BAK02 | Acknowledgment Type | Mandatory | Must use |
| BAK03 | Purchase Order Number | Mandatory | Must use |
| BAK04 | Date | Mandatory | Must use |
| BAK05 | Release Number | Optional | Not used |
| BAK06 | Request Reference Number | Optional | Not used |
| BAK07 | Contract Number | Optional | Not used |
| BAK08 | Reference Identification | Optional | Not used |
| BAK09 | Date | Optional | Used |
Segment: CUR - Currency
Loop
Level: Heading
Usage: Optional - Used
Comment: this segment specifies the currency used in a transaction.
| Reference | Element name | Requirement | Usage |
|---|---|---|---|
| CUR01 | Entity Identifier Code | Mandatory | Must use |
| CUR02 | Currency Code | Mandatory | Must use |
Segment: REF - Reference identification
Loop
Level: Heading
Usage: Optional - Used
Syntax note:
- If REF01 is set, REF02 is required.
Semantic note:
- REF01 can be set to PO to specify the purchase order number if the number exceeds 22 characters.
| Reference | Element name | Requirement | Usage |
|---|---|---|---|
| REF01 | Reference Identification Qualifier | Optional | Used |
| REF02 | Reference Identification | Optional | Used |
Segment: DTM - Date/time reference
Loop
Level: Heading
Usage: Optional - Used
Syntax note:
- DTM02 is required if DTM01 is specified.
Semantic notes:
- The first date that has one of the listed qualifiers in the DTM01 field is captured as the
estimated ship date. The estimated ship date is used to determine if a shipment is going to be late.
These are the codes that are used to qualify estimated ship dates:
- 038 - Ship no later than
- 039 - Ship week of
- 066 - First scheduled ship
- 068 - Current scheduled ship
- 079 - Promised for shipment
- 083 - Scheduled for shipment (prior to and including)
- 085 - Promised for shipment (prior to and including)
- 086 - Scheduled for shipment (week of)
- 088 - Promised for shipment (week of)
- 110 - Originally scheduled ship
- 175 - Cancel if not shipped by
- The first date that has one of the listed qualifiers in the DTM01 field is captured as the
delivery date. The delivery date is used to determine when a shipment missed its delivery window.
These are the codes that are used to qualify delivery dates:
- 017 - Estimated delivery
- 067 - Current scheduled delivery
- 069 - Promised for delivery
- 072 - Requested for delivery (after and including)
- 075 - Promised for delivery (prior to and including)
| Reference | Element name | Requirement | Usage |
|---|---|---|---|
| DTM01 | Date / Time Qualifier | Mandatory | Must use |
| DTM02 | Date | Optional | Used |
Segment: N1 - Name
Loop: N1
Level: Header
Usage: Optional
Syntax note:
- This segment is only used if the N101 qualifier field is equal to Ship to (ST) or Bill to Party (BT).
Semantic notes:
- If N101 is equal to ST, N102 is the name of the recipient.
- If N101 is equal to BT, N102 is the name of the billing party.
| Reference | Element name | Requirement | Usage |
|---|---|---|---|
| N101 | Entity Identifier Code | Mandatory | Must use |
| N102 | Name | Optional | Used |
Segment: N3 - Address information
Loop: N1
Level: Header
Usage: Optional
Syntax note:
- This segment is only used if the N101 qualifier field is equal to ST or BT.
Semantic notes:
- If N101 is equal to ST, N301 is the street address of the recipient.
- If N101 is equal to BT, N301 is the street address of the billing party.
| Reference | Element name | Requirement | Usage |
|---|---|---|---|
| N301 | Name | Mandatory | Must use |
Segment: N4 - Geographic location
Loop: N1
Level: Header
Usage: Optional
Syntax note:
- This segment is only used if the N101 qualifier field is equal to ST or BT.
Semantic notes:
- If N101 is equal to ST, N401 is the geographic location of the recipient.
- If N101 is equal to BT, N401 is the geographic location of the billing party.
| Reference | Element name | Requirement | Usage |
|---|---|---|---|
| N401 | City Name | Optional | Used |
| N402 | State or Providence Code | Optional | Used |
| N403 | Postal Code | Optional | Used |
| N404 | Country Code | Optional | Used |
| N405 | Location Qualifier | Optional | Used |
| N406 | Location Identifier | Optional | Used |
Segment: PO1 - Baseline item data
Loop: PO1
Level: Detail
Usage: Optional - Used
Syntax notes:
- If PO106 is specified, PO107 is required.
- If PO108 is specified, PO109 is required.
- If PO110 is specified, PO111 is required.
- If PO112 is specified, PO113 is required.
- If PO114 is specified, PO115 is required.
- If PO116 is specified, PO117 is required.
- If PO118 is specified, PO119 is required.
- If PO120 is specified, PO121 is required.
- If PO122 is specified, PO123 is required.
- If PO124 is specified, PO125 is required.
Semantic notes:
- PO101 is the line number from the purchase order.
- PO102 is used to calculate the total amount.
- PO103 defaults to Each (EA) if it is not defined.
- PO104 is used along with PO102 and PO105 to calculate the total amount.
- PO105 defaults to Price for each (PE) if it is not defined.
- The first UPC qualifier that is found in this list is used. The following product/service ID
qualifiers are UPC-related :
- U2 - UPC/EAN shipping container code (1-2-5-5-1)
- UA - UPC/EAN case code (2-5-5)
- UD - UPC/EAN consumer package code (2-5-5)
- UI - UPC consumer package code (1-5-5)
- UK - GTIN (14 digits) - UPC/EAN shipping container code (1-2-5-5-1)
- UP - UPC consumer package code (1-5-5-1)
- UN - UPC/EAN Case Code Number (1-1-5-5)
- Seller/supplier qualifiers are preferred over buyer qualifiers. The first seller/supplier
qualifier that is found (MG-VP) in the list is used. If a seller/supplier qualifier is not found,
the first found buyer qualifier is used. The following product number or ID-related product/service
ID qualifiers are seller or buyer-related:
- MG - the part number of the manufacturer
- PI - the item code of the purchaser
- SK - stock keeping unit
- VC - the catalog number of the vendor (seller)
- VN - the item number of the vendor (seller)
- VP - the part number of the vendor (seller)
- BP - the part number of the buyer
- CB - the catalog number of the buyer
- IN - the item number of the buyer
| Reference | Element name | Requirement | Usage |
|---|---|---|---|
| PO101 | Assigned Identification | Optional | Must use |
| PO102 | Quantity Ordered | Optional | Used |
| PO103 | Unit of Measure | Optional | Used |
| PO104 | Unit Price | Optional | Used |
| PO105 | Unit Price Code | Optional | Used |
| PO106 | Product/Service ID Qualifier | Optional | Used |
| PO107 | Product/Service ID | Optional | Used |
| PO108 | Product/Service ID Qualifier | Optional | Used |
| PO109 | Product/Service ID | Optional | Used |
| PO110 | Product/Service ID Qualifier | Optional | Used |
| PO111 | Product/Service ID | Optional | Used |
| PO112 | Product/Service ID Qualifier | Optional | Used |
| PO113 | Product/Service ID | Optional | Used |
| PO114 | Product/Service ID Qualifier | Optional | Used |
| PO115 | Product/Service ID | Optional | Used |
| PO116 | Product/Service ID Qualifier | Optional | Used |
| PO117 | Product/Service ID | Optional | Used |
| PO118 | Product/Service ID Qualifier | Optional | Used |
| PO119 | Product/Service ID | Optional | Used |
| PO120 | Product/Service ID Qualifier | Optional | Used |
| PO121 | Product/Service ID | Optional | Used |
| PO122 | Product/Service ID Qualifier | Optional | Used |
| PO123 | Product/Service ID | Optional | Used |
| PO124 | Product/Service ID Qualifier | Optional | Used |
| PO125 | Product/Service ID | Optional | Used |
Segment: ACK - Line item acknowledgment
Loop: PO1/ACK
Level: Detail
Usage: Optional - Used
Syntax note:
- If ACK01 is IQ, ACK02 is required.
Semantic notes:
- If ACK01 is set to one of the following qualifiers and ACK02 is present, then the quantity
acknowledged is pulled from ACK02.
- IC - Item Accepted - Changes made
- IQ - Item Accepted - Quantity changed
- If ACK01 is set to IC or IQ but ACK02 is missing, then the quantity acknowledged is pulled from PO102.
- If ACK01 is not set to IC or IQ, then the quantity acknowledged is pulled from PO102.
| Reference | Element name | Requirement | Usage |
|---|---|---|---|
| ACK01 | Line Item Status Code | Mandatory | Must use |
| ACK02 | Quantity | Optional | Used |
| ACK03 | Unit or Basis for measurement | Optional | Not used |
| ACK04 | Date/time qualifier | Optional | Not used |
| ACK05 | Date | Optional | Not used |
| ACK06 | Request Reference number | Optional | Not used |
Segment: SLN - Subline item detail
Loop: PO1/SLN
Level: Detail
Usage: Optional - Used
Syntax notes:
- If SLN09 is specified, SLN10 is required.
- If SLN11 is specified, SLN12 is required.
- If SLN13 is specified, SLN14 is required.
- If SLN15 is specified, SLN16 is required.
- If SLN17 is specified, SLN18 is required.
- If SLN19 is specified, SLN20 is required.
- If SLN21 is specified, SLN22 is required.
- If SLN23 is specified, SLN24 is required.
- If SLN25 is specified, SLN26 is required.
- If SLN27 is specified, SLN28 is required.
Semantic notes:
- The first UPC qualifier that is found in this list is used. The following product/service ID
qualifiers are UPC-related :
- U2 - UPC/EAN shipping container code (1-2-5-5-1)
- UA - UPC/EAN case code (2-5-5)
- UD - UPC/EAN consumer package code (2-5-5)
- UI - UPC consumer package code (1-5-5)
- UK - GTIN (14 digits) - UPC/EAN shipping container code (1-2-5-5-1)
- UP - UPC consumer package code (1-5-5-1)
- UN - UPC/EAN Case Code Number (1-1-5-5)
- Seller/supplier qualifiers are preferred over buyer qualifiers. The first seller/supplier
qualifier that is found (MG-VP) in the list is used. If a seller/supplier qualifier is not found,
the first found buyer qualifier is used. The following product number or ID-related product/service
ID qualifiers are seller or buyer-related:
- MG - the part number of the manufacturer
- PI - the item code of the purchaser
- SK - stock keeping unit
- VC - the catalog number of the vendor (seller)
- VN - the item number of the vendor (seller)
- VP - the part number of the vendor (seller)
- BP - the part number of the buyer
- CB - the catalog number of the buyer
- IN - the item number of the buyer
| Reference | Element name | Requirement | Usage |
|---|---|---|---|
| SLN01 | Assigned Identification | Mandatory | Must use |
| SLN02 | Assigned Identification | Optional | Used |
| SLN03 | Relationship Code | Mandatory | Must use |
| SLN04 | Quantity | Optional | Used |
| SLN05 | Unit of Measure | Optional | Used |
| SLN06 | Unit Price | Optional | Used |
| SLN07 | Basis Of Unit Price | Optional | Not used |
| SLN08 | Relationship Code | Optional | Not used |
| SLN09 | Product/Service ID Qualifier | Optional | Used |
| SLN10 | Product/Service ID | Optional | Used |
| SLN11 | Product/Service ID Qualifier | Optional | Used |
| SLN12 | Product/Service ID | Optional | Used |
| SLN13 | Product/Service ID Qualifier | Optional | Used |
| SLN14 | Product/Service ID | Optional | Used |
| SLN15 | Product/Service ID Qualifier | Optional | Used |
| SLN16 | Product/Service ID | Optional | Used |
| SLN17 | Product/Service ID Qualifier | Optional | Used |
| SLN18 | Product/Service ID | Optional | Used |
| SLN19 | Product/Service ID Qualifier | Optional | Used |
| SLN20 | Product/Service ID | Optional | Used |
| SLN21 | Product/Service ID Qualifier | Optional | Used |
| SLN22 | Product/Service ID | Optional | Used |
| SLN23 | Product/Service ID Qualifier | Optional | Used |
| SLN24 | Product/Service ID | Optional | Used |
| SLN25 | Product/Service ID Qualifier | Optional | Used |
| SLN26 | Product/Service ID | Optional | Used |
| SLN27 | Product/Service ID Qualifier | Optional | Used |
| SLN28 | Product/Service ID | Optional | Used |
Segment: PID - Product / item description
Loop: PO1/SLN
Level: Detail
Usage: Optional - Used
Semantic note:
- PID01 is set to Free Form (F).
- PID05 is the description that is associated with the SLN line item.
- The first PID instance is used.
| Reference | Element name | Requirement | Usage |
|---|---|---|---|
| PID01 | Item Description Type | Mandatory | Must use |
| PID02 | Product/Process Characteristic Code | Optional | Not used |
| PID03 | Agency Qualifier Code | Optional | Not used |
| PID04 | Product Description Code | Optional | Not used |
| PID05 | Description | Optional | Must use |
Segment: CTT - Transaction totals
Loop
Level: Summary
Usage: Optional - Used
Semantic notes:
- CTT01 is equal to the number of PO1 segments in the transaction.
- CTT02 is equal to the total quantity of PO102 fields. If CTT02 is missing, it is calculated from the line items.
| Reference | Element name | Requirement | Usage |
|---|---|---|---|
| CTT01 | Number of Line Items | Mandatory | Must use |
| CTT02 | Total Quantity on Purchase Order | Optional | Used |
Segment: AMT - Monetary amount
Loop
Level: Summary
Usage: Optional - Used
Semantic notes:
- AMT01 is the Total transaction amount (TT).
- AMT02 is equal to the total amount of the purchase order.
Comment: If the AMT is missing or the AMT01 field is not set to TT, the total monetary amount is calculated from the line items.
| Reference | Element name | Requirement | Usage |
|---|---|---|---|
| AMT01 | Amount Qualifier Code | Mandatory | Must use |
| AMT02 | Monetary Amount | Mandatory | Must use |