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Purchase Order EDI Format

Posted Sat, 27 Mar 2010 - 04:40 by admin

 

Introduction

The OCS applications allow for purchase orders to be sent to the supplier using EDI.

The purchase order EDI format being using is the NEIS EDI format. These files may be sent to suppliers using either the NEIS platform or via your own mechanisms such as email.
 

Purchase Order Format

The following NEIS documents describe the NEIS format:

NEIS Flat File Data Specification

NEIS Purchase Order Data Specification

NEIS Purchase Order Change Data Specification

 

OCS Usage of the NEIS Purchase Order Format

This table shows which of the NEIS Data Elements are utilised by OCS and what they are being populated with:

 

Data Element Length Description
HEADER INFORMATION
Sender Identity/ID 17 The sender Identity from the purchasing department.
Receiver Identity/ID 17 The supplier Identity from supplier maintenance.
Routing Address 14 The suppliers fax number from the supplier. Not used for purchase order changes.
Interchange Control Reference 14 Purchase order type and number
Message Control Reference 14 Purchase order type and number
Document Name Code 3 220 – for standard orders 227 – for consignment orders 230 – for purchase order changes
Purchase Order Number 35 The purchase order type and number concatenated.
Document Reason Code 3 6 – for confirmation orders 9 – for original order 4 – for purchase order changes 1 – for cancelled purchase orders (entire order)
Required delivery date 6 Not used
Purchase Order Date 6 Date purchase order was raised on the purchase order header
Header text 25X70 Up to 20 printable lines from purchase order header remarks. The next five lines (if available) are: “Delivery Instructions “ First line of delivery instructions Second line of delivery instructions “Delivery Location “ First line of delivery location Second line of delivery location Special Instructions “ First line of special instructions These lines will not be added if they are not on the purchase order header.
Contract Number 35 Not used
Job Number 35 Not used
Quote Reference Number 35 Not used
ACN 9 First ACN from AP company.
Purchaser Identity 17 The sender Identity from the purchasing department.
Sender Name 35 Company name from Purchasing company description. Not used for purchase order changes.
Sender Address 2X35 2 lines of address from purchasing company. Not used for purchase order changes.
Sender Suburb/City 35 City from purchasing company. Not used for purchase order changes.
Sender post code 9 Post code from purchasing company. Not used for purchase order changes.
Contact name 35 The buyer authorities description. (OCS authority maintenance)
Contact department 35 The description of the purchasing department.
Contact telephone 25 The phone number of the buyer authority (OCS authority maintenance)
Contact facsimile 25 The fax of the buyer authority (OCS authority maintenance)
Supplier Identity 17 The supplier Identity from supplier maintenance.
Receiver Name 35 The supplier name. Not used for purchase order changes.
Receiver Address 2X35 2 line of address from supplier. Not used for purchase order changes.
Receiver Suburb/City 35 The suppliers city. Not used for purchase order changes.
Receiver postcode 9 The suppliers postcode. Not used for purchase order changes.
Bill to Directory ID 17 The sender Identity from the purchasing department. Not used for purchase order changes.
Bill to Name 35 Company name from Purchasing company description.
Bill to Address 2X35 2 lines of address from purchasing company.
Bill to  Suburb/City 35 City from purchasing company.
Bill to postcode 9 Post code from purchasing company.
Bill to country code 3 The country code from purchasing company.
Deliver to Directory ID 17 The sender Identity from the purchasing department.
Deliver to Name 35 Company name from Purchasing company description.
Deliver to Address 2X35 2 lines of address from purchasing company.
Deliver to  Suburb/City 35 City from purchasing company.
Deliver to postcode 9 Post code from purchasing company.
Deliver to country code 3 The country code from purchasing company.
Duty 8 Not used
Local Currency Code 3 Base Currency EDI code
Target Currency Code 3 Purchase Order Currency EDI code (derived by currency on first line item)
Exchange Rate 13 Purchase order exchange rate (derived by exchange rate on first line item)
Payment Term information   Not used
Mode of Transport 3 Not used
Dispatch Method 17 Not used
Carrier Name 35 Not used
Delivery Terms 3 Not used
Point of delivery 17 1st line of delivery location on purchase order header
LINE INFORMATION
Item Number 6 Line item number
Action Request Code 3 Not used for new orders. 1 – for added lines 2 – for cancelled lines 3 – for changed lines 11 – for unchanged lines
Item identification 35 Not used
Item identification qualifier 3 Not used
Buyer product code 35 Stock number
Item name code 5 Item name code of cataloged item.
NATO commodity class 4 Group/Class code of cataloged item.
Manufacturer part no 35 Part number on purchase order.
Vendor product code 35 Not used
Drawing number 35 Not used
Drawing revision number 10 Not used
Product description 35 First line of purchase order line description.
Quantity ordered 16 Quantity ordered
Unit code 3 Purchase order line EDI unit code (units of purchase)
Date required 6 Date due
Line item amount 16 Line item extended value.
Line item text 25X70 2nd and 3rd line of purchase order line descriptions, 23 lines of printable line item remarks.
Unit price 16 Line item unit price.
Price type code 3 GRP – for normal items. CON – for items on agreement TB – for items where TBA flag is set
Pricing unit 3 Purchase order line EDI unit code (units of purchase)
Contract number 35 Agreement number
Tax Rate 17 Line item tax %
Sales tax code 3 Line item tax code
Certificate 20 Sales tax certificate from purchasing department
Manufacturer Id 17 Manufacturer code
Manufacturer name 35 Manufacturer codes description
Discount percentage 8 Line item discount %
SUMMARY INFORMATION
Sales tax total 16 Total sales tax from all line items
Order total 12 Total order price, on order header. Total of all line items extended values plus freight plus on cost
Additional charges 16 Total freight and on cost from all line items.
Total order discount 16 Total discount from all line items.
Number or line items 6 Total number of line items.