Now, suppliers can also select EDI as a method for receiving Change and Cancel Orders.

Transcription

1 850 Purchase Order Functional Group ID=PO Introduction: This Draft Standard for Trial Use contains the format and establishes the data contents of the Purchase Order Transaction Set (850) 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 placement of purchase orders for goods and services. This transaction set should not be used to convey purchase order changes or purchase order acknowledgment information. Notes: Ariba Supplier Network (SN) receives Purchase Orders from Ariba Buyer in the form of cxml OrderRequest documents. Suppliers are able to select their preferred method of receiving Purchase Orders. As a service to Suppliers preferring to transact via EDI, Ariba SN maps to the ANSI X Purchase Order document. Suppliers can select EDI as their prefered method for receiving Purchase Orders. Now, suppliers can also select EDI as a method for receiving Change and Cancel Orders. The separator characters normally used are: Segment Terminator: ~ (tilde) Element Separator: { (left brace) Sub-Element Separator: } (right brace) Suppliers can contact Ariba SN Technical Support to request standard separators if they prefer. Ariba Supplier Network does not require or accept interchange acknowledgements (TA1), but does require a 997 to be returned for each functional group received (other than type FA). On returning a 997, the following points should be noted: - Sending AK1/AK9 only is not supported at this time. You MUST send an AK2/AK5 group for each transaction set received within the group. - Detailed 997s are not required, but are accepted. You can send AK3/AK4 within an AK2 group if you wish. - ISA14 is set to 0, so do not send a TA1. It is not supported and will cause an error. AK5 acknowledgement codes: - Code "A" constitutes acceptance. The Purchase Order will be marked as Acknowledged and visible to your customer. - Code "E" is an EDI Compliance error. This is accepted with errors noted. Currently it will update the Purchase Order status to Acknowledged, similar to code A. - Code "R" represents rejection. Currently, this is the only AK5 acknowledgement code that will mark the Purchase Order as Failed. AK9 acknowledgement codes: - The above codes apply. Code "P" is possible if not all AK5's are code "A". In reading this Implementation Guide, the following usage codes are used: Copyright (c) Ariba, Inc. 1 Revision 6, June 2003

2 Status Segment Element Mandatory M M Must Use Must Use M (Required) Recommended A A (Advised) Dependant D D Not Recommended NR NR Not Used X X Mandatory means that X12 says it is mandatory, so the guideline is bound by that rule. Must Use means that X12 says it is optional, but Ariba SN requires it. Recommended means that X12 says it is optional, and Ariba SN considers it optional, but recommends that it be used. Dependant means that X12 has its usage dependant on other segments or elements, or by semantic notes, or that Ariba SN describes semantics on which its dependency lies. Not Recommended is the opposite of Recommended. The information might be technically allowed, but is probably ignored. Not Used segments and elements are not even shown in the guideline. In cases there they made need to be shown for consistency, they are marked with an X. Heading: Page Pos. Seg. Base User Loop Notes and No. No. ID Name Status Status Max.Use Repeat Comments ST Transaction Set Header M M BEG Beginning Segment for Purchase Order M M CUR Currency O Must Use REF Reference Identification O > PER Administrative Communications Contact O CSH Sales Requirements O 1 LOOP ID - SAC SAC Shipping Charges O CUR Currency O TXI Tax Information O 1 LOOP ID - N N9 Reference Identification - Payment of O 1 Purchase Order DTM Date/Time Reference O Must Use 1 LOOP ID - N N9 Reference Identification - Comments O MSG Message Text O Must Use 1000 LOOP ID - N N9 Reference Identification - Extrinsics O MSG Message Text O 1000 LOOP ID - N N1 Bill-To Name O N2 Additional Name Information O N3 Address Information O N4 Geographic Location O 1 Copyright (c) Ariba, Inc. 2 Revision 6, June 2003

3 PER Administrative Communications Contact O >1 LOOP ID - N N1 Ship-To Name O N2 Additional Name Information O N3 Address Information O N4 Geographic Location O PER Administrative Communications Contact O >1 LOOP ID - N N1 Detailed Contact Information - Name O N2 Additional Name Information O N3 Address Information O N4 Geographic Location O PER Administrative Communications Contact O >1 Detail: Page Pos. Seg. Base User Loop Notes and No. No. ID Name Status Status Max.Use Repeat Comments LOOP ID - PO PO1 Baseline Item Data M M 1 n CUR Currency of Unit Price O 1 LOOP ID - PID PID Product/Item Description O 1 LOOP ID - PID PID Product/Item Description - Classification O 1 Details REF Reference Identification - Requisition ID O REF Reference Identification - Supplier ID O PER Administrative Communications Contact O 3 LOOP ID - SAC SAC Shipping Charge O CUR Currency O Must Use 1 LOOP ID - SAC SAC Account Distribution O CUR Currency O DTM Requested Delivery Date O TXI Tax Information O 1 LOOP ID - N N9 Reference Identification - URL O MSG Message Text O 1000 LOOP ID - N N9 Reference Identification - Comments O MSG Message Text O 1000 LOOP ID - N N9 Reference Identification - Extrinsics O MSG Message Text O Must Use 1000 LOOP ID - N N1 Ship-To Name O N2 Additional Name Information O 2 Copyright (c) Ariba, Inc. 3 Revision 6, June 2003

4 N3 Address Information O N4 Geographic Location O PER Administrative Communications Contact O 3 LOOP ID - N N1 Name - Detailed Contact Information O N2 Additional Name Information O N3 Address Information O N4 Geographic Location O PER Administrative Communications Contact O 3 Summary: Page Pos. Seg. Base User Loop Notes and No. No. ID Name Status Status Max.Use Repeat Comments LOOP ID - CTT CTT Transaction Totals O 1 n AMT Monetary Amount O Must Use 1 n SE Transaction Set Trailer M M 1 Transaction Set Notes 1. PO102 is required. 2. The number of line items (CTT01) is the accumulation of the number of PO1 segments. If used, hash total (CTT02) is the sum of the value of quantities ordered (PO102) for each PO1 segment. 3. If AMT is used in the summary area, then AMT01 will = TT and AMT02 will indicate total transaction amount as calculated by the sender. Copyright (c) Ariba, Inc. 4 Revision 6, June 2003

5 Segment: ST Transaction Set Header Position: 010 Loop: Level: Heading Usage: Mandatory Max Use: 1 Purpose: To indicate the start of a transaction set and to assign a control number Syntax Notes: Semantic Notes: 1 The transaction set identifier (ST01) is used by the translation routines of the interchange partners to select the appropriate transaction set definition (e.g., 810 selects the Invoice Transaction Set). Comments: Notes: Example: ST*850*0065~ ST Transaction Set Identifier Code M ID 3/3 M Code uniquely identifying a Transaction Set 850 Purchase Order ST Transaction Set Control Number M AN 4/9 M Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set Copyright (c) Ariba, Inc. 5 Revision 6, June 2003

6 Segment: BEG Beginning Segment for Purchase Order Position: 020 Loop: Level: Heading Usage: Mandatory Max Use: 1 Purpose: To indicate the beginning of the Purchase Order Transaction Set and transmit identifying numbers and dates Syntax Notes: Semantic Notes: 1 BEG05 is the date assigned by the purchaser to purchase order. Comments: Notes: Examples: BEG*00*NE*DO364** ~ (new order) BEG*05*KN*ERP64390-V2** ~ (change order) BEG*05*IN*ERP64390-V3** ~ (change order - internal) BEG*03*KN*R159116** ~ (cancel order) <OrderRequest> <OrderRequestHeader> BEG Transaction Set Purpose Code M ID 2/2 M Code identifying purpose of transaction set Ariba sends purchase orders as either "new", "update", or "delete". Orders being updated are replacing a previous order. Some updates are marked as information only (BEG02='IN'). <OrderRequest> <OrderRequestHeader> type (new update delete) "new" 00 Original type="new" 03 Delete type="delete" 05 Replace type="update" This is available only if EDI is selected for routing "Change/Cancel Orders". If the customer sends a "Cancel Order" from Ariba Buyer, then BEG01='03' and BEG03 contains the order number to be deleted. REF*PO (1/050) contains another copy of the purchase order number, supporting up to 30 characters. Code 03 for Delete is chosen to parallel the cxml type attribute value "delete". This is available only if EDI is selected for routing "Change/Cancel Orders". If the customer submits a change order through Ariba Buyer, the effect is to copy all of the data and line items from an existing order and then to create a new order having the amendments. Copyright (c) Ariba, Inc. 6 Revision 6, June 2003

7 The "Change Order" is not a manifest listing of changes, but is rather a complete replacement of an earlier order. Typically the new order number will be the original order number with something like '-V2' appended. BEG01='05' to attest to this fact. The original order number being replaced is found in REF*PW (1/050). Ariba Buyer does not at this time send a revision number. Note that BEG03 contains an order number up to 22 characters in length. Some orders from Ariba Buyer have had longer order numbers. When BEG01='05' or '03', REF*PO (1/050) is populated with a second copy of the order number with up to 30 characters. Although the cxml type attribute value is "update", code 05 for Replace is used to better represent the action being taken. It is necessary to completely replace an order previously received. BEG02 92 Purchase Order Type Code M ID 2/2 M Code specifying the type of Purchase Order Determines the purchase order type from Ariba. An order update has a version number and can be marked as internal by the customer. Internal orders are identified with BEG02='IN'. <OrderRequestHeader> type="new" IN KN NE Information Copy Used with BEG01=05 only to indicate that this order update is for information only. The buyer has made some internal changes to their PO. Such a PO update is sent for version number accountability only. There are no changes affecting fulfillment. OrderRequestHeader isinternalversion (yes) #IMPLIED Purchase Order Procurement instrument within the small purchasing threshold Used with BEG01='03' or '05' only. When BEG01='00', this field continues to use 'NE' for backward compatibility. New Order Used with BEG01='00' only to indicate a new purchase order. BEG Purchase Order Number M AN 1/22 M Identifying number for Purchase Order assigned by the orderer/purchaser Ariba sends the PO Number from the Buyer. <OrderRequestHeader> orderid %string; #REQUIRED BEG Date M DT 8/8 M Date expressed as CCYYMMDD Ariba sends the PO Date from the Buyer <OrderRequestHeader> orderdate %datetime.tz; #REQUIRED Copyright (c) Ariba, Inc. 7 Revision 6, June 2003

8 Segment: CUR Currency Position: 040 Loop: Level: Heading (Must Use) Max Use: 1 Purpose: To specify the currency (dollars, pounds, francs, etc.) used in a transaction Syntax Notes: 1 If CUR08 is present, then CUR07 is required. 2 If CUR09 is present, then CUR07 is required. 3 If CUR10 is present, then at least one of CUR11 or CUR12 is required. 4 If CUR11 is present, then CUR10 is required. 5 If CUR12 is present, then CUR10 is required. 6 If CUR13 is present, then at least one of CUR14 or CUR15 is required. 7 If CUR14 is present, then CUR13 is required. 8 If CUR15 is present, then CUR13 is required. 9 If CUR16 is present, then at least one of CUR17 or CUR18 is required. 10 If CUR17 is present, then CUR16 is required. 11 If CUR18 is present, then CUR16 is required. 12 If CUR19 is present, then at least one of CUR20 or CUR21 is required. 13 If CUR20 is present, then CUR19 is required. 14 If CUR21 is present, then CUR19 is required. Semantic Notes: Comments: 1 See Figures Appendix for examples detailing the use of the CUR segment. Usage Notes: Mandatory Notes: Example: CUR*BY*USD~ Ariba sends the default currency for the order. This currency specifically represents the total amount of the order found in AMT[3/020] <OrderRequest> <OrderRequestHeader> <Total> <Money> currency %isocurrencycode; #REQUIRED CUR01 98 Entity Identifier Code M ID 2/3 M Code identifying an organizational entity, a physical location, property or an individual BY Buying Party (Purchaser) CUR Currency Code M ID 3/3 M Code (Standard ISO) for country in whose currency the charges are specified These currencies serve as examples; they are not the only codes used. The currency code is ISO 4217 compliant and Ariba SN writes here whatever is collected from any Ariba Procurement Platform. X12 also expects ISO 4217 conformance here, the same as %isocurrencycode; See CAD Canadian Dollars GBP British Pound USD US Dollars XEU European Monetary Coop Fund Copyright (c) Ariba, Inc. 8 Revision 6, June 2003

9 Segment: REF Reference Identification Position: 050 Loop: Level: Heading Max Use: >1 Purpose: To specify identifying information Syntax Notes: 1 At least one of REF02 or REF03 is required. 2 If either C04003 or C04004 is present, then the other is required. 3 If either C04005 or C04006 is present, then the other is required. Semantic Notes: 1 REF04 contains data relating to the value cited in REF02. Comments: Usage Notes: Used/Optional REF Reference Identification Qualifier M ID 2/3 M Code qualifying the Reference Identification PO Purchase Order Number Example: REF*PO*DO364~ This is available to support purchase order numbers longer than 22 characters. Some purchase orders coming from Ariba Buyer have longer numbers which are truncated in BEG03. The purchase order number up to 30 characters is shown in this reference. For backward compatibility, this REF is used only where BEG01='03' or '05', and to state the current order number. In a future release, it will always appear. PP PW RQ <OrderRequest> <OrderRequestHeader> ordernumber %string; #IMPLIED Purchase Order Revision Number Example: REF*PP*2~ Reserved for Ariba Buyer to be sending the PO revision number. Ariba Buyer does not currently support this attribute. This is a placeholder for it. Prior purchase order number Used only with BEG01='05' to state the purchase order number being replaced. Purchase Requisition Number Example: REF*RQ*R1492~ The buyer's system requisition id for this entire order. It might be the same as orderid, and it might not be included at all. Must not be included if requisitionid is specified at the line item level. <OrderRequest> <OrderRequestHeader> requisitionid %string; #IMPLIED REF Reference Identification X AN 1/30 O Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier Copyright (c) Ariba, Inc. 9 Revision 6, June 2003

10 Segment: PER Administrative Communications Contact Position: 060 Loop: Level: Heading Max Use: 3 Purpose: To identify a person or office to whom administrative communications should be directed Syntax Notes: 1 If either PER03 or PER04 is present, then the other is required. 2 If either PER05 or PER06 is present, then the other is required. 3 If either PER07 or PER08 is present, then the other is required. Semantic Notes: Comments: Usage Notes: Used/Optional Notes: Example: PER*BL*Tech Support*TE* *EM*tech.support@thebuyer.com~ PER*CR*Customer Service*TE* *FX* *EM*customer.service@thebuyer.com~ Contact information from the Order Header is mapped here briefly. Contacts that involve a PostalAddress or extensive details will appear in an N1 loop. We are limited here to only three PER segments, so this section is reserved for short and quick contact information. <OrderRequest> <OrderRequestHeader> <Contact> < >.. <Phone>.. <Fax> PER Contact Function Code M ID 2/2 M Code identifying the major duty or responsibility of the person or group named AE Corporate Purchasing Agent role="purchasingagent" AM Administrator BD BL CN CR EB role="administrator" Buyer Name or Department Technical Department role="technicalsupport" General Contact role unspecified Customer Relations role="customerservice" Entered By role="enduser" SH Shipper Contact SR Sales Representative or Department role="sales" SU Supplier Contact PER02 93 Name O AN 1/60 M Free-form name Required Name tag. Copyright (c) Ariba, Inc. 10 Revision 6, June 2003

11 <Contact> <Name> PER Communication Number Qualifier X ID 2/2 O Code identifying the type of communication number EM Electronic Mail FX Facsimile TE Telephone UR Uniform Resource Locator (URL) PER Communication Number X AN 1/80 O Complete communications number including country or area code when applicable PER Communication Number Qualifier X ID 2/2 O Code identifying the type of communication number EM Electronic Mail FX Facsimile TE Telephone UR Uniform Resource Locator (URL) PER Communication Number X AN 1/80 O Complete communications number including country or area code when applicable PER Communication Number Qualifier X ID 2/2 O Code identifying the type of communication number EM Electronic Mail FX Facsimile TE Telephone UR Uniform Resource Locator (URL) PER Communication Number X AN 1/80 O Complete communications number including country or area code when applicable Copyright (c) Ariba, Inc. 11 Revision 6, June 2003

12 Segment: CSH Sales Requirements Position: 110 Loop: Level: Heading Max Use: 1 Purpose: To specify general conditions or requirements of the sale Syntax Notes: 1 If CSH02 is present, then CSH03 is required. 2 If either CSH06 or CSH07 is present, then the other is required. 3 If either CSH09 or CSH10 is present, then the other is required. Semantic Notes: 1 CSH03 is the maximum monetary amount value which the order must not exceed. 2 CSH04 is the account number to which the purchase amount is charged. 3 CSH05 is the date specified by the sender to be shown on the invoice. 4 CSH06 identifies the source of the code value in CSH07. Comments: Usage Notes: Used/Optional Notes: Example: CSH*SC~ Present with CSH01="SC" if the Buyer has specified a "Ship Complete" requirement. This implies that the Buyer is prepared to wait if necessary for complete fulfillment of an order. Partial fulfillment will not be accepted. <OrderRequest> <OrderRequestHeader> shipcomplete(yes) #IMPLIED ="yes" CSH Sales Requirement Code O ID 1/2 O Code to identify a specific requirement or agreement of sale SC Ship Complete Copyright (c) Ariba, Inc. 12 Revision 6, June 2003

13 Segment: SAC Shipping Charges Position: 120 Loop: SAC Optional Level: Heading Max Use: 1 Purpose: To request or identify a service, promotion, allowance, or charge; to specify the amount or percentage for the service, promotion, allowance, or charge Syntax Notes: 1 At least one of SAC02 or SAC03 is required. 2 If either SAC03 or SAC04 is present, then the other is required. 3 If either SAC06 or SAC07 is present, then the other is required. 4 If either SAC09 or SAC10 is present, then the other is required. 5 If SAC11 is present, then SAC10 is required. 6 If SAC13 is present, then at least one of SAC02 or SAC04 is required. 7 If SAC14 is present, then SAC13 is required. 8 If SAC16 is present, then SAC15 is required. Semantic Notes: 1 If SAC01 is "A" or "C", then at least one of SAC05, SAC07, or SAC08 is required. 2 SAC05 is the total amount for the service, promotion, allowance, or charge. If SAC05 is present with SAC07 or SAC08, then SAC05 takes precedence. 3 SAC08 is the allowance or charge rate per unit. 4 SAC10 and SAC11 is the quantity basis when the allowance or charge quantity is different from the purchase order or invoice quantity. SAC10 and SAC11 used together indicate a quantity range, which could be a dollar amount, that is applicable to service, promotion, allowance, or charge. 5 SAC13 is used in conjunction with SAC02 or SAC04 to provide a specific reference number as identified by the code used. 6 SAC14 is used in conjunction with SAC13 to identify an option when there is more than one option of the promotion. 7 SAC16 is used to identify the language being used in SAC15. Comments: 1 SAC04 may be used to uniquely identify the service, promotion, allowance, or charge. In addition, it may be used in conjunction to further the code in SAC02. 2 In some business applications, it is necessary to advise the trading partner of the actual dollar amount that a particular allowance, charge, or promotion was based on to reduce ambiguity. This amount is commonly referred to as "Dollar Basis Amount". It is represented in the SAC segment in SAC10 using the qualifier "DO" - Dollars in SAC09. Usage Notes: Notes: Used/Optional Example: SAC*C*G830***4680******** **Fed-Ex 2 day*en~ In the header section, this represents a shipping cost in the order to the supplier. There can be one of these for the entire order, or one per line item. This context represents one for the order. <OrderRequest> <OrderRequestHeader> <Shipping> SAC Allowance or Charge Indicator M ID 1/1 M Code which indicates an allowance or charge for the service specified C Charge SAC Service, Promotion, Allowance, or Charge Code X ID 4/4 O Code identifying the service, promotion, allowance, or charge G830 Shipping and Handling SAC Amount O N2 1/15 M Monetary amount <Shipping> <Money> Copyright (c) Ariba, Inc. 13 Revision 6, June 2003

14 #PCDATA SAC Reference Identification X AN 1/30 O Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier SAC Description X AN 1/80 M A free-form description to clarify the related data elements and their content Ariba SN can only accept one Description here. cxml allows for a ShortName to be included with the Description. If the Description text is longer than 80 characters, and a ShortName is available, then Ariba SN will map the ShortName here. <Shipping> <Description> #PCDATA.. <ShortName> SAC Language Code O ID 2/3 M Code designating the language used in text, from a standard code list maintained by the International Standards Organization (ISO 639) <Shipping> <Description> xml:lang %isolangcode; #REQUIRED Copyright (c) Ariba, Inc. 14 Revision 6, June 2003

15 Segment: CUR Currency Position: 125 Loop: SAC Optional Level: Heading Max Use: 1 Purpose: To specify the currency (dollars, pounds, francs, etc.) used in a transaction Syntax Notes: 1 If CUR08 is present, then CUR07 is required. 2 If CUR09 is present, then CUR07 is required. 3 If CUR10 is present, then at least one of CUR11 or CUR12 is required. 4 If CUR11 is present, then CUR10 is required. 5 If CUR12 is present, then CUR10 is required. 6 If CUR13 is present, then at least one of CUR14 or CUR15 is required. 7 If CUR14 is present, then CUR13 is required. 8 If CUR15 is present, then CUR13 is required. 9 If CUR16 is present, then at least one of CUR17 or CUR18 is required. 10 If CUR17 is present, then CUR16 is required. 11 If CUR18 is present, then CUR16 is required. 12 If CUR19 is present, then at least one of CUR20 or CUR21 is required. 13 If CUR20 is present, then CUR19 is required. 14 If CUR21 is present, then CUR19 is required. Semantic Notes: Comments: 1 See Figures Appendix for examples detailing the use of the CUR segment. Usage Notes: Used/Optional Notes: Example: CUR*BY*USD~ CUR01 98 Entity Identifier Code M ID 2/3 M Code identifying an organizational entity, a physical location, property or an individual BY Buying Party (Purchaser) CUR Currency Code M ID 3/3 M Code (Standard ISO) for country in whose currency the charges are specified See Note on Currency Codes with CUR[1/040]. Currency codes shown here are examples. Any ISO4217 code can be sent. CAD Canadian Dollars GBP British Pound USD US Dollars XEU European Monetary Coop Fund Copyright (c) Ariba, Inc. 15 Revision 6, June 2003

16 Segment: TXI Tax Information Position: 285 Loop: Level: Heading Max Use: 1 Purpose: To specify tax information Syntax Notes: 1 At least one of TXI02 TXI03 or TXI06 is required. 2 If either TXI04 or TXI05 is present, then the other is required. 3 If TXI08 is present, then TXI03 is required. Semantic Notes: 1 TXI02 is the monetary amount of the tax. 2 TXI03 is the tax percent expressed as a decimal. 3 TXI07 is a code indicating the relationship of the price or amount to the associated segment. Comments: Usage Notes: Used/Optional Notes: Example: TXI*TX*27.18~ cxml supplies tax information with an amount and a description. Ariba sends the tax amount here. Taxes can be present at both the header and line item levels. Taxes at the line item level are used to show a per line item breakdown. <OrderRequest> <OrderRequestHeader> <Tax> TXI Tax Type Code M ID 2/2 M Code specifying the type of tax TX All Taxes Total of all applicable taxes TXI Monetary Amount X R 1/18 M Monetary amount Copyright (c) Ariba, Inc. 16 Revision 6, June 2003

17 Segment: N9 Reference Identification - Payment of Purchase Order Position: 295 Loop: N9 Optional Level: Heading Max Use: 1 Purpose: To transmit identifying information as specified by the Reference Identification Qualifier Syntax Notes: 1 At least one of N902 or N903 is required. 2 If N906 is present, then N905 is required. 3 If either C04003 or C04004 is present, then the other is required. 4 If either C04005 or C04006 is present, then the other is required. Semantic Notes: 1 N906 reflects the time zone which the time reflects. 2 N907 contains data relating to the value cited in N902. Comments: Usage Notes: Used/Optional Notes: Example: N9*PSM* *Visa - Purchases~ Procurement card information is here. The expiry date goes in the DTM segment with special formatting. <OrderRequest> <OrderRequestHeader> <Payment> N Reference Identification Qualifier M ID 2/3 M Code qualifying the Reference Identification PSM Credit Card N Reference Identification X AN 1/30 M Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier <PCard> number %number; #REQUIRED N Free-form Description X AN 1/45 O Free-form descriptive text <PCard> name %string; #IMPLIED Copyright (c) Ariba, Inc. 17 Revision 6, June 2003

18 Segment: DTM Date/Time Reference Position: 297 Loop: N9 Optional Level: Heading (Must Use) Max Use: 1 Purpose: To specify pertinent dates and times Syntax Notes: 1 At least one of DTM02 DTM03 or DTM05 is required. 2 If DTM04 is present, then DTM03 is required. 3 If either DTM05 or DTM06 is present, then the other is required. Semantic Notes: Comments: Usage Notes: Mandatory Notes: Example: DTM*036****UN*0432~ (This card expires in April 2032) Procurement card expiry date is here. The expiration date is often used as a check on the credit card number. They are traditionally stored as YYMM, but not necessarily. cxml 1.1 does not specify the syntax of the expiry date, so it will usually be "Unstructured" (DTM05="UN"). Supplies should be able to submit DTM06 "as is" for verification purposes. DTM Date/Time Qualifier M ID 3/3 M Code specifying type of date or time, or both date and time 036 Expiration Date coverage expires DTM Date Time Period Format Qualifier X ID 2/3 M Code indicating the date format, time format, or date and time format Normally this will be "UN". If cxml specifies that the expiry date is specifically YYMM, then DTM05 will be "YM". UN Unstructured YM Year and Month Expressed in Format YYMM DTM Date Time Period X AN 1/35 M Expression of a date, a time, or range of dates, times or dates and times Expiry date as YYMM <PCard> expiration %date; #REQUIRED Copyright (c) Ariba, Inc. 18 Revision 6, June 2003

19 Segment: N9 Reference Identification - Comments Position: 295 Loop: N9 Optional Level: Heading Max Use: 1 Purpose: To transmit identifying information as specified by the Reference Identification Qualifier Syntax Notes: 1 At least one of N902 or N903 is required. 2 If N906 is present, then N905 is required. 3 If either C04003 or C04004 is present, then the other is required. 4 If either C04005 or C04006 is present, then the other is required. Semantic Notes: 1 N906 reflects the time zone which the time reflects. 2 N907 contains data relating to the value cited in N902. Comments: Usage Notes: Used/Optional Notes: Example: N9*L1*Comment*en~ cxml provides one block of comments at the header level, which is mapped here. cxml also has the ability to include an attachment here, but attachments are not mapped to X12 <OrderRequest> <OrderRequestHeader> <Comments> N Reference Identification Qualifier M ID 2/3 M Code qualifying the Reference Identification L1 Letters or Notes N Reference Identification X AN 1/30 M Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier Always set to "Comment". Ariba writes a constant here because X12 requires that either N902 or N903 is used, and the description is optional in cxml. By writing a constant, Ariba avoids any compliance issues with X12. N Free-form Description X AN 1/45 O Free-form descriptive text This is the language code attribute sent by cxml to describe the language used for the comment. The code is ISO 639 compliant. Note that this code is optional and can be supplied in lower case. Comments xml:lang %xmllangcode; #IMPLIED Copyright (c) Ariba, Inc. 19 Revision 6, June 2003

20 Segment: MSG Message Text Position: 300 Loop: N9 Optional Level: Heading (Must Use) Max Use: 1000 Purpose: To provide a free-form format that allows the transmission of text information Syntax Notes: 1 If MSG03 is present, then MSG02 is required. Semantic Notes: 1 MSG03 is the number of lines to advance before printing. Comments: 1 MSG02 is not related to the specific characteristics of a printer, but identifies top of page, advance a line, etc. 2 If MSG02 is "AA - Advance the specified number of lines before print" then MSG03 is required. Usage Notes: Mandatory Notes: Example: MSG*Be sure printer ink cartridges are properly sealed to avoid spillage.~ The actual comment text. The X12 mapping will try to preserve the line breaks from the cxml as best it can. Each line break will automatically incur a new MSG segment, with the exception of a blank line. If one line goes over the capacity of MSG01 then the line is word-broken and a new MSG segment is created to continue the line. If the number of lines exceed the occurrence limit of MSG, then the remainder of the comment text will be truncated. Any imbedded Attachments will be dropped. However, Ariba might include a text representation that it is present. For example: MSG*See the attached word document. [Attachment "specs.doc"]~ <Comments> #PCDATA <Attachment> MSG Free-Form Message Text M AN 1/264 M Free-form message text MSG Printer Carriage Control Code X ID 2/2 O A field to be used for the control of the line feed of the receiving printer If a line was broken by the limitation of MSG01, and a new segment is created for continuation, then MSG02="LC", otherwise it is not used. LC Line Continuation Copyright (c) Ariba, Inc. 20 Revision 6, June 2003

21 Segment: N9 Reference Identification - Extrinsics Position: 295 Loop: N9 Optional Level: Heading Max Use: 1 Purpose: To transmit identifying information as specified by the Reference Identification Qualifier Syntax Notes: 1 At least one of N902 or N903 is required. 2 If N906 is present, then N905 is required. 3 If either C04003 or C04004 is present, then the other is required. 4 If either C04005 or C04006 is present, then the other is required. Semantic Notes: 1 N906 reflects the time zone which the time reflects. 2 N907 contains data relating to the value cited in N902. Comments: Usage Notes: Used/Optional Notes: Example: N9*ZZ**Packing Instructions~ Extrinsic information is well-formed XML provided by the buyer to define extra information outside the scope of cxml's specifications. The content here is user-defined, and in X12 should be regarded as comment information. There are three rules to consider when looking at extrinsic information: 1. It is defined by the specific implementation of the Buyer and the Buyer's ERP system to any Ariba B2B Procurement Platform. Two different Buyers might send the same information in two distinct ways at this level. You cannot depend on the precise format. 2. Neither Ariba nor cxml control the exact content and formatting of Extrinsics. The implementation is user-defined, and popular implementations thereof often migrate their way into future versions of cxml. Treat this as comment information. 3. While every effort is made to preserve the integrity of Extrinsic information in the X12 implementation, it simply cannot be guaranteed. Non-printable characters cannot be transported and any occurrences of our X12 control characters (i.e.. SegTerm, ElemSep, CompSep) MUST BE TRANSLATED. Supplier side EDI Implementers should make their respective departments aware of this. <OrderRequest> <OrderRequestHeader> <Extrinsic> N Reference Identification Qualifier M ID 2/3 M Code qualifying the Reference Identification ZZ Mutually Defined N Free-form Description X AN 1/45 O Free-form descriptive text Required name attribute to identify the Extrinsic. <Extrinsic> name %string; #REQUIRED Copyright (c) Ariba, Inc. 21 Revision 6, June 2003

22 Segment: MSG Message Text Position: 300 Loop: N9 Optional Level: Heading Max Use: 1000 Purpose: To provide a free-form format that allows the transmission of text information Syntax Notes: 1 If MSG03 is present, then MSG02 is required. Semantic Notes: 1 MSG03 is the number of lines to advance before printing. Comments: 1 MSG02 is not related to the specific characteristics of a printer, but identifies top of page, advance a line, etc. 2 If MSG02 is "AA - Advance the specified number of lines before print" then MSG03 is required. Usage Notes: Used/Optional Notes: Example: MSG*<Packing><UnitsPerCarton>512</UnitsPerCarton></Packing>~ MSG carries the actual Extrinsic data as accurately as possible. Where new lines are started in cxml, new MSG segments are created (except for blank lines) in order to preserve its integrity. If a line exceeds the capacity of MSG01, then a new MSG segment is created and the Extrinsic text continues. <Extrinsic> ANY MSG Free-Form Message Text M AN 1/264 M Free-form message text Actual Extrinsic text. MSG Printer Carriage Control Code X ID 2/2 O A field to be used for the control of the line feed of the receiving printer If a line from cxml is broken by MSG01's limitation, a new MSG segment is created with MSG02="LC" LC Line Continuation Copyright (c) Ariba, Inc. 22 Revision 6, June 2003

23 Segment: N1 Bill-To Name Position: 310 Loop: N1 Optional Level: Heading Max Use: 1 Purpose: To identify a party by type of organization, name, and code Syntax Notes: 1 At least one of N102 or N103 is required. 2 If either N103 or N104 is present, then the other is required. Semantic Notes: Comments: 1 This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the "ID Code" (N104) must provide a key to the table maintained by the transaction processing party. Usage Notes: 2 N105 and N106 further define the type of entity in N101. Used/Optional Notes: Example: N1*BT*Corporate Office*92*001~ Header Level Bill-To Address Information This is mandatory and sent only at the header level. <OrderRequest> <OrderRequestHeader> <BillTo> N Entity Identifier Code M ID 2/3 M Code identifying an organizational entity, a physical location, property or an individual BT Bill-to-Party N Name X AN 1/60 M Free-form name Name associated by Buyer to this BillTo Address <BillTo> <Address> <Name> N Identification Code Qualifier X ID 1/2 O Code designating the system/method of code structure used for Identification Code (67) 92 Assigned by Buyer or Buyer's Agent N Identification Code X AN 2/80 O Code identifying a party or other code Address ID sent by the Buyer to identify this Bill-To, if it is present. <BillTo> <Address> addressid %string; #IMPLIED Copyright (c) Ariba, Inc. 23 Revision 6, June 2003

24 Segment: N2 Additional Name Information Position: 320 Loop: N1 Optional Level: Heading Max Use: 2 Purpose: To specify additional names or those longer than 35 characters in length Syntax Notes: Semantic Notes: Comments: Usage Notes: Used/Optional Notes: Example: N2*Roxanne Barber*Accounts Payable~ N2*The Buyer, Inc.~ In a PostalAddress, cxml considers DeliverTo to be optional, but can send many. Ariba implements up to the first four here: two Name elements across two N2 segments. The first two iterations of DeliverTo will occupy the first N2 segment and the third and fourth iterations, if present, will occupy the second N2. Any further DeliverTo iterations will be ignored. <BillTo> <Address> <PostalAddress> <DeliverTo> N Name M AN 1/60 M Free-form name N Name O AN 1/60 O Free-form name Copyright (c) Ariba, Inc. 24 Revision 6, June 2003

25 Segment: N3 Address Information Position: 330 Loop: N1 Optional Level: Heading Max Use: 2 Purpose: To specify the location of the named party Syntax Notes: Semantic Notes: Comments: Usage Notes: Used/Optional Notes: Example: N3*1 Buyer Parkway~ Street address information. cxml requires one <Street> tag but can send many. Like the N2 above, Ariba SN implements up to the first four: two elements across two segments. <BillTo> <Address> <PostalAddress> <Street> N Address Information M AN 1/55 M Address information N Address Information O AN 1/55 O Address information Copyright (c) Ariba, Inc. 25 Revision 6, June 2003

26 Segment: N4 Geographic Location Position: 340 Loop: N1 Optional Level: Heading Max Use: 1 Purpose: To specify the geographic place of the named party Syntax Notes: 1 If N406 is present, then N405 is required. Semantic Notes: Comments: 1 A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location. Usage Notes: 2 N402 is required only if city name (N401) is in the U.S. or Canada. Used/Optional Notes: Example: N4*Chicago*IL*35101*US~ Geographic information from the PostalAddress cxml guarantees a City and Country. The State or Province code and the Postal Code are optional. <BillTo> <Address> <PostalAddress> <City>.. <State>.. <PostalCode>.. <Country> N City Name O AN 2/30 M Free-form text for city name N State or Province Code O ID 2/2 O Code (Standard State/Province) as defined by appropriate government agency N Postal Code O ID 3/15 O Code defining international postal zone code excluding punctuation and blanks (zip code for United States) A US Zip Code can be five or nine digits. There will not be a separator present if the full nine digit code is sent. A Canadian Postal Code is always formatted "A9A9A9". There will not be a separator in the middle. N Country Code O ID 2/3 M Code identifying the country Country code is ISO-3166 compliant. You can see a list here along with their respective currency codes: <Country> isocountrycode %isocountrycode; #REQUIRED Copyright (c) Ariba, Inc. 26 Revision 6, June 2003

27 Segment: PER Administrative Communications Contact Position: 360 Loop: N1 Optional Level: Heading Max Use: >1 Purpose: To identify a person or office to whom administrative communications should be directed Syntax Notes: 1 If either PER03 or PER04 is present, then the other is required. 2 If either PER05 or PER06 is present, then the other is required. 3 If either PER07 or PER08 is present, then the other is required. Semantic Notes: Comments: Usage Notes: Used/Optional Notes: Example: PER*AP*AP Purchases (Roxanne)*TE* *FX* *EM*Roxanne.Barber@thebuyer.com~ Contact information of Telephone, Fax, , and URL. cxml requires none, and only one of each is allowed. Each contact tag carries a name to identify itself. Where possible, Ariba SN groups those with the same name together. If all four pieces are supplied, or if they carry distinct names, then multiple PER segments are required. The telephone number supplied with either Phone or Fax is broken down by components by cxml. The number will be formatted appropriately here. Note that a URL will be limited to the maximum length of the Communication Number element. <ShipTo> <Address> <Phone>.. <Fax>.. < >.. <URL> PER Contact Function Code M ID 2/2 M Code identifying the major duty or responsibility of the person or group named AP Accounts Payable Department PER02 93 Name O AN 1/60 O Free-form name PER Communication Number Qualifier X ID 2/2 O Code identifying the type of communication number EM Electronic Mail FX Facsimile TE Telephone UR Uniform Resource Locator (URL) PER Communication Number X AN 1/80 O Complete communications number including country or area code when applicable PER Communication Number Qualifier X ID 2/2 O Code identifying the type of communication number EM Electronic Mail FX Facsimile TE Telephone UR Uniform Resource Locator (URL) Copyright (c) Ariba, Inc. 27 Revision 6, June 2003

28 PER Communication Number X AN 1/80 O Complete communications number including country or area code when applicable PER Communication Number Qualifier X ID 2/2 O Code identifying the type of communication number EM Electronic Mail FX Facsimile TE Telephone UR Uniform Resource Locator (URL) PER Communication Number X AN 1/80 O Complete communications number including country or area code when applicable Copyright (c) Ariba, Inc. 28 Revision 6, June 2003

29 Segment: N1 Ship-To Name Position: 310 Loop: N1 Optional Level: Heading Max Use: 1 Purpose: To identify a party by type of organization, name, and code Syntax Notes: 1 At least one of N102 or N103 is required. 2 If either N103 or N104 is present, then the other is required. Semantic Notes: Comments: 1 This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the "ID Code" (N104) must provide a key to the table maintained by the transaction processing party. Usage Notes: 2 N105 and N106 further define the type of entity in N101. Used/Optional Notes: Example: N1*ST*San Jose Office*92*152~ Header Level Ship-To Address Information This is optional at the header level. Ariba will send ShipTo Information either at the header OR at the line item level, but not both. If it is absent here then it is required at the line item level. <OrderRequest> <OrderRequestHeader> <ShipTo> N Entity Identifier Code M ID 2/3 M Code identifying an organizational entity, a physical location, property or an individual ST Ship To N Name X AN 1/60 M Free-form name Name associated by Buyer to this ShipTo Address <ShipTo> <Address> <Name> N Identification Code Qualifier X ID 1/2 O Code designating the system/method of code structure used for Identification Code (67) 92 Assigned by Buyer or Buyer's Agent N Identification Code X AN 2/80 O Code identifying a party or other code Address ID sent by the Buyer to identify this ShipTo, if it is present. <ShipTo> <Address> addressid %string; #IMPLIED Copyright (c) Ariba, Inc. 29 Revision 6, June 2003

30 Segment: N2 Additional Name Information Position: 320 Loop: N1 Optional Level: Heading Max Use: 2 Purpose: To specify additional names or those longer than 35 characters in length Syntax Notes: Semantic Notes: Comments: Usage Notes: Used/Optional Notes: Example: N2*Maria Valenzuela*B1-2462~ N2*The Buyer, Inc.~ In a PostalAddress, cxml considers DeliverTo to be optional, but can send many. Ariba implements up to the first four here: two Name elements across two N2 segments. The first two iterations of DeliverTo will occupy the first N2 segment and the third and fourth iterations, if present, will occupy the second N2. Any further DeliverTo iterations will be ignored. <ShipTo> <Address> <PostalAddress> <DeliverTo> N Name M AN 1/60 M Free-form name N Name O AN 1/60 O Free-form name Copyright (c) Ariba, Inc. 30 Revision 6, June 2003

31 Segment: N3 Address Information Position: 330 Loop: N1 Optional Level: Heading Max Use: 2 Purpose: To specify the location of the named party Syntax Notes: Semantic Notes: Comments: Usage Notes: Used/Optional Notes: Example: N3*1500 Buyer Way~ Street address information. cxml requires one <Street> tag but can send many. Like the N2 above, Ariba SN implements up to the first four: two elements across two segments. <ShipTo> <Address> <PostalAddress> <Street> N Address Information M AN 1/55 M Address information N Address Information O AN 1/55 O Address information Copyright (c) Ariba, Inc. 31 Revision 6, June 2003

32 Segment: N4 Geographic Location Position: 340 Loop: N1 Optional Level: Heading Max Use: 1 Purpose: To specify the geographic place of the named party Syntax Notes: 1 If N406 is present, then N405 is required. Semantic Notes: Comments: 1 A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location. Usage Notes: 2 N402 is required only if city name (N401) is in the U.S. or Canada. Used/Optional Notes: Example: N4*San Jose*CA* *US~ Geographic information from the PostalAddress cxml guarantees a City and Country. The State or Province code and the Postal Code are optional. <ShipTo> <Address> <PostalAddress> <City>.. <State>.. <PostalCode>.. <Country> N City Name O AN 2/30 M Free-form text for city name N State or Province Code O ID 2/2 O Code (Standard State/Province) as defined by appropriate government agency N Postal Code O ID 3/15 O Code defining international postal zone code excluding punctuation and blanks (zip code for United States) A US Zip Code can be five or nine digits. There will not be a separator present if the full nine digit code is sent. Canadian postal codes are six characters with no space. N Country Code O ID 2/3 M Code identifying the country Country code is ISO-3166 compliant. You can see a list here along with their respective currency codes: <Country> isocountrycode %isocountrycode; #REQUIRED Copyright (c) Ariba, Inc. 32 Revision 6, June 2003

33 Segment: PER Administrative Communications Contact Position: 360 Loop: N1 Optional Level: Heading Max Use: >1 Purpose: To identify a person or office to whom administrative communications should be directed Syntax Notes: 1 If either PER03 or PER04 is present, then the other is required. 2 If either PER05 or PER06 is present, then the other is required. 3 If either PER07 or PER08 is present, then the other is required. Semantic Notes: Comments: Usage Notes: Used/Optional Notes: Example: PER*RE*Maria - Primary*TE* *FX* *EM*Maria.Valenzuela@thebuyer.com~ Contact information of Telephone, Fax, , and URL. cxml requires none, and only one of each is allowed. Each contact tag carries a name to identify itself. Where possible, Ariba SN groups those with the same name together. If all four pieces are supplied, or if they carry distinct names, then multiple PER segments are required. The telephone number supplied with either Phone or Fax is broken down by components by cxml. The number will be formatted appropriately here. Note that a URL will be limited to the maximum length of the Communication Number element. <ShipTo> <Address> <Phone>.. <Fax>.. < >.. <URL> PER Contact Function Code M ID 2/2 M Code identifying the major duty or responsibility of the person or group named RE Receiving Contact PER02 93 Name O AN 1/60 O Free-form name PER Communication Number Qualifier X ID 2/2 O Code identifying the type of communication number EM Electronic Mail FX Facsimile TE Telephone UR Uniform Resource Locator (URL) PER Communication Number X AN 1/80 O Complete communications number including country or area code when applicable PER Communication Number Qualifier X ID 2/2 O Code identifying the type of communication number EM Electronic Mail FX Facsimile TE Telephone UR Uniform Resource Locator (URL) PER Communication Number X AN 1/80 O Complete communications number including country or area code when applicable Copyright (c) Ariba, Inc. 33 Revision 6, June 2003

34 PER Communication Number Qualifier X ID 2/2 O Code identifying the type of communication number EM Electronic Mail FX Facsimile TE Telephone UR Uniform Resource Locator (URL) PER Communication Number X AN 1/80 O Complete communications number including country or area code when applicable Copyright (c) Ariba, Inc. 34 Revision 6, June 2003