PURCHASE ORDER ACKNOWLEDGEMENT SPECIFICATIONS
(last revision: 08-07-06)
TABLE OF CONTENTS
TERMINOLOGY 3
DATA FILE RECORD SUMMARY 4
Beginning Communication Records 4
PO ACK Header Records 4
PO ACK Detail Records 5
PO ACK Summary Records 5
Ending Communication Records 5
SAMPLE TRANSACTION FILE 6
DATA RECORD DESCRIPTIONS 7
BUSINESS USAGE 7
ISA Interchange Control Header 8
GS Functional Group Header 9
ST Transaction Set Header 10
BAK Beginning Record For PO ACK 11
CUR Currency 12
REF Reference Identification 13
PER Administrative Communications Contact 14
FOB Shipping Instructions 15
SAC Allowances and Charges 16
ITD Terms of Sale 17
DTM Date / Time Reference 18
TD5 Carrier Details 19
MSG Message Text 20
N1 Name 22
N3 Address Information 23
N4 Geographic Location 24
PO1 Baseline Item Details 25
PID Product Item Description 26
SAC Service Allowance or Charge 27
SDQ Store Distribution Quantity 28
ACK Line Item Acknowledgement 30
MSG Message Text 32
CTT Transaction Totals 33
SE Transaction Set Trailer 34
GE Functional Group Trailer 35
IEA Interchange Control Trailer 36
TERMINOLOGY
The following abbreviations and terminology are used relating to data records and/or attributes of data fields:
· M/O – this designation is used to identify data fields as being Mandatory or Optional. Mandatory data records and data fields must be used – they are required. Optional data records do not need to appear.
· ID – this designation is used to identify an identifier data field. Identifier data fields are alpha-numeric in their data type.
· AN – this designation is used to identify an alpha-numeric data field type.
· TM – this designation is used to identify a time data field.
o 4-digit time fields are formatted as: HHMM
· DT – this designation is used to identify a date data field.
o 6-digit dates are formatted as: YYMMDD
o 8-digit dates are formatted as: YYYYMMDD
· Nd – this designation is used to identify a numeric data field where the “d” indicates the number of implied decimal places allowed.
o N0 = a number with no decimal places, i.e. an integer
o N2 = a number with 2 decimal places – for example, $15.25 would be represented as 15.25; $25.00 would be represented as 25; $9.70 would be represented as 9.7; leading and trailing zeros are not required.
· X/Y – this designation is used to identify the minimum (X) and maximum (Y) size of a data field in terms of the total number of alphanumeric characters.
DATA FILE RECORD SUMMARY
The purchase order data file is structured with the following data records, as shown below. Data record types have been divided by functional use.
When multiple data records are related, they are noted as belonging to a Record Group. For Record Groups, the Record Group name is noted, and the Maximum Use column indicates the maximum number of repeated occurrences for the record group. Data records belonging to the Record Group will follow, with the Maximum Use column indicating the maximum number of times that data record can appear within an occurrence of the record group.
Beginning Communication Records
M/O / Record ID / Record Name / Maximum Use / Record GroupM / ISA / Interchange Control Header / 1
M / GS / Functional Group Header / 1
PO ACK Header Records
M/O / Record ID / Record Name / Maximum Use / Record GroupM / ST / Transaction Set Header / 1
M / BAK / Beginning Segment / 1
O / CUR / Currency / 1
O / REF / Reference Identification / 5
O / PER / Administrative Personnel Contact / 1
O / FOB / FOB Information / 1
GROUP: Allowances & Charges / 25 / SAC
O / SAC / Service, Allowance, Charge, Promotion Information / 1 / SAC
O / ITD / Terms Of Sale / 1 / SAC
O / DTM / Date / Time Reference / 5 / SAC
O / TD5 / Carrier Details / 1 / SAC
GROUP: Name Identification / 5 / N1
O / N1 / Name / 1 / N1
O / N3 / City, State, Zip Code / 1 / N1
O / N4 / Geographic Location / 1 / N1
PO ACK Detail Records
M/O / Record ID / Record Name / Maximum Use / Record Group /GROUP: Baseline Item Data / 100,000 / PO1
M / PO1 / Item Detail / 1 / PO1
O / PID / Product Identification / Description / 1 / PO1
O / SAC / Promotional Allowances / 25 / PO1
O / SDQ / Store Destination Quantities / 500 / PO1
O / ACK / Line Item Acknowledgement / 1 / PO1
PO ACK Summary Records
M/O / Record ID / Record Name / Maximum Use / Record Group /M / CTT / Transaction Totals / 1
M / SE / Transaction Set Trailer / 1
Ending Communication Records
M/O / Record ID / Record Name / Maximum Use / Record Group /M / GE / Functional Group Trailer / 1
M / IEA / Interchange Control Trailer / 1
SAMPLE TRANSACTION FILE
The following is a sample purchase order acknowledgement transaction data file. Note that due to page width limitations, the first record – ISA – wraps to a second line. However, there is no carriage return line feed break within this record.
ISA|00| |00| |ZZ|2016664221 |ZZ|8147427700 |050328|0901|U|00401|000001343|0|P|>~
GS|PR|2016664221|8147427700|20050328|090136|1344|X|004010~
ST|855|1345~
BAK|00|AC|PO Number|20050328~
REF|11|8675309~
DTM|001|20050501~
DTM|010|20050416~
PO1||100|EA|23.1||UP|95646549~
PID|F|08|||Widget~
PID|F|74|||Large~
PID|F|75|||Black~
ACK|IC|100|EA|068|20050425~
CTT|1~
SE|12|1345~
GE|1|1344~
IEA|1|000001343~
DATA RECORD DESCRIPTIONS
The following sections provide detail descriptions of each data record.
Some data fields have required default values; other data field values are limited to the list of choices. This information will be noted along with the data field name in the Data Field Name column.
Descriptive information is provided after some default data field values for clarity only, and is not to be included with the field value in the data record.
BUSINESS USAGE
The use of the Purchase Order Acknowledgement (PO ACK) is optional. Some companies like to have all PO’s acknowledged as a verification of receipt, confirmation of review by the selling party, and a commitment by the selling party to the items and quantities ordered.
The buying party must decide whether a PO can be acknowledged in whole, meaning no detail (baseline item data) is required, or if the selling party can acknowledge the PO on a detail (baseline item data) line basis. The “all or nothing” acceptance or rejection of a PO may cause undue burden to cancel and recreate acceptable PO’s by the buying party. However, the buying party must determine whether PO ACK’s at the detail (baseline item) level can be updated back to the buying party’s host application without causing errors or false/incorrect MRP calculations and commitments, and the level of system integration involved.
ISA Interchange Control Header
This is a mandatory data record.
M/O / Data Field Identifier / Data Field Name & Value Notes / Format / Min/MaxLength /
M / ISA01 / Authorization Information Qualifier
· 00 (double-zero) / ID / 2/2
M / ISA02 / Authorization Information
· Must be 10 spaces / AN / 10/10
M / ISA03 / Security Information Qualifier
· 00 (double-zero) / ID / 2/2
M / ISA04 / Security Information
· Must be 10 spaces / AN / 10/10
M / ISA05 / Interchange ID Qualifier
· ZZ / ID / 2/2
M / ISA06 / Interchange Sender ID
· Your MDX communication ID / AN / 15/15
M / ISA07 / Interchange ID Qualifier
· ZZ / ID / 2/2
M / ISA08 / Interchange Receiver ID
· The MDX communication ID of your trading partner / AN / 15/15
M / ISA09 / Date
· Formatted: YYMMDD / DT / 6/6
M / ISA10 / Time
· Formatted HHMM / TM / 4/4
M / ISA11 / Interchange Standards Identifier
· U / ID / 1/1
M / ISA12 / Interchange Standards Version Number
· 00401 / ID / 5/5
M / ISA13 / Interchange Control Number
· A unique, sequential, non-repeating number beginning at 000000000 and continuing to 999999999 before turning over again to 000000000. / N0 / 9/9
M / ISA14 / Acknowledgement Request Indicator
· 0 (zero) / ID / 1/1
M / ISA15 / Test / Production Flag
· T (Use the T code while testing with your trading partner)
· P (Once testing has been successfully completed and you are ready to go live, this flag should be set to P) / ID / 1/1
M / ISA16 / Unused Field
· (greater than sign) / ID / 1/1
GS Functional Group Header
This is a mandatory data record.
M/O / Data Field Identifier / Data Field Name & Value Notes / Format / Min/MaxLength /
M / GS01 / Transaction Identification Code
· PR / ID / 2/2
M / GS02 / Sender’s Communication ID
· Your MDX communication ID / AN / 2/15
M / GS03 / Receiver’s Communication ID
· Your trading partner’s MDX communication ID / AN / 2/15
M / GS04 / Transaction Date
· Formatted YYMMDD / DT / 6/6
M / GS05 / Transaction Time
· Formatted HHMM / TM / 4/4
M / GS06 / Group Control Number
· A unique serialized number – may be a sequential continuation of ISA13 / N0 / 1/9
M / GS07 / Agency Code
· X / ID / 1/1
M / GS08 / Version / Release Identification
· 004010 / ID / 1/12
ST Transaction Set Header
This is a mandatory data record.
M/O / Data Field Identifier / Data Field Name & Value Notes / Format / Min/MaxLength /
M / ST01 / Transaction Set Header Identification Code
· 855 / ID / 3/3
M / ST02 / Transaction Set Control Number
· A unique serialized number – may be a sequential continuation of GS06 / N0 / 4/9
BAK Beginning Record For PO ACK
This is a mandatory data record.
M/O / Data Field Identifier / Data Field Name & Value Notes / Format / Min/MaxLength /
M / BAK01 / Transaction Set Purpose Code
· 00 (Original) / ID / 2/2
M / BAK02 / Acknowledgement Type
· AC (Acknowledge with Detail and Change)
· AK (Acknowledge with No Detail and No Change)
· RJ (Rejected with No Detail) / ID / 2/2
M / BAK03 / Purchase Order Number / AN / 1/22
M / BAK04 / Purchase Order Date / DT / 8/8
O / BAK05 / (reserved for future use) / -- / --
O / BAK06 / (reserved for future use) / -- / --
O / BAK07 / (reserved for future use) / -- / --
O / BAK08 / Acknowledgement Number
· Assigned by company who received the purchase order and is sending back this acknowledgement / AN / 1/30
CUR Currency
This is an optional data record.
M/O / Data Field Identifier / Data Field Name & Value Notes / Format / Min/MaxLength /
M / CUR01 / Entity Identification Code
· BY (Buying Party)
· SE (Selling Party) / ID / 2/3
M / CUR01 / Currency Code
· USD (US Dollars) / ID / 3/3
REF Reference Identification
This is an optional data record.
M/O / Data Field Identifier / Data Field Name & Value Notes / Format / Min/MaxLength /
M / REF01 / Reference Identification Qualifier
· CT (Contract Number)
· IA (Internal Vendor Number)
· DP (Department)
· PR (Price Quote Number)
· 11 (Account Number) / ID / 2/3
M / REF02 / Reference Identification / AN / 1/30
PER Administrative Communications Contact
This is an optional data record.
M/O / Data Field Identifier / Data Field Name & Value Notes / Format / Min/MaxLength /
M / PER01 / Contact Function
· BD (Buyer Name or Department) / ID / 2/2
O / PER02 / Name / AN / 1/60
M / PER03 / Communications Number Qualifier
· TE (Telephone Number)
· FX (Fax Number)
· EM (E-mail Address) / ID / 2/2
M / PER04 / Communications Number / AN / 1/80
O / PER05 / Communications Number Qualifier
· TE (Telephone Number)
· FX (Fax Number)
· EM (E-mail Address) / ID / 2/2
O / PER06 / Communications Number / AN / 1/80
O / PER07 / Communications Number Qualifier
· TE (Telephone Number)
· FX (Fax Number)
· EM (E-mail Address) / ID / 2/2
O / PER08 / Communications Number / AN / 1/80
NOTES: (a) Each communications qualifier can only be used once.
FOB Shipping Instructions
This is an optional data record.
M/O / Data Field Identifier / Data Field Name & Value Notes / Format / Min/MaxLength /
M / FOB01 / Shipment Method Of Payment
· CC (Collect)
· CF (Collect, Freight credited back to customer)
· PC (Prepaid and charged to customer)
· PP (Prepaid by seller)
· MX (Mixed) / ID / 2/2
M / FOB02 / Location Qualifier
· DE (Shipping Destination)
· OR (Original Shipping Point)
· PE (Port Of Entry)
· TP (Third Party) / ID / 2/2
O / FOB03 / Location Description / AN / 1/80
O / FOB04 / (reserved for future use) / -- / --
O / FOB05 / (reserved for future use) / -- / --
O / FOB06 / Location Qualifier
· CA (Country Of Origin) / ID / 2/2
O / FOB07 / Country Description / AN / 1/80
SAC Allowances and Charges