NATL INST. OF STAND & TECH RXC,

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NIST

PUBLICATIONS

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100

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881-54

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NIST Special Publication 881-54

Federal Implementation Guideline

for Electronic Data Interchange

ASC X12 003040 Transaction Set 840

Request for Quotation (Revision 1)

Implementation Convention

U.S. DEPARTMENT OF COMMERCE

Technology Administration

National Institute of

Standards and Technology
rhe National Institute of Standards and Technology was established in 1988 by Congress to "assist industry in the development of technology . . . needed to improve product quality, to modernize manufacturing processes,

to ensure product reliability . . . and to facilitate rapid commercialization ... of products based on new scientific discoveries." NIST, originally founded as the National Bureau of Standards in 1901, works to strengthen U.S. industry's

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'At Boulder, CO 80303. ^Some elements at Boulder, CO.
NIST Special Publication 881-54

Federal Implementation Guideline

for Electronic Data Interchange

ASC X12 003040 Transaction Set 840

Request for Quotation (Revision 1)

Implementation Convention

Electronic Commerce Acquisition Program Management Office

Standard Management Committee - Secretariat

National Institute of Standards and Technology

Gaithersburg, MD 20899-0001

Editor: Dr. Jean-Philippe Favreau

January 1998

U.S. DEPARTMENT OF COMMERCE

Wiiliam M. Daley, Secretary

Technology Administration

Gary R. Bachula, Acting Under Secretary for Technology

National Institute of Standards and Technology

Raymond G. Kammer, Director
Reports on Information Technology

The National Institute of Standards and Technology {NIST)'s Information Technology Laboratory (ITL)

develops standards and guidelines, provides technical assistance, and conducts research for computers

and resources. As part of the overall federal effort to establish a single face to industry for conducting

electronic commerce, ITL has been designated as the organization responsible for coordinating the

development of Federal Implementation Conventions (ICs) for Electronic Data Interchange (EDI). ICs are defined by functional-area experts who create and select options from standard EDI Transaction Sets to

yield the implementations to be used for practical EDI. These ICs are made available to federal agencies

and industry by electronic means and this Special Publication Series.

National Institute of Standards and Technology Special Publication 881-54

Natl. Inst. Stand. Technol. Spec. Publ. 881-54, 123 pages (Jan. 1998)

CODEN: NSPUE2

U.S. GOVERNMENT PRINTING OFFICE

WASHINGTON: 1998

For sale by the Superintendent of Documents, U.S. Government Printing Office, Washington, DC 20402
840 Request for Quotation

Functional Group ID= RQ

Introduction:

This Draft Standard for Trial Use contains the format and estabhshes the data contents of the Request for Quotation

Transaction Set (840) for use within the context of an Electronic Data Interchange (EDI) environment. The

transaction set can be used to provide potential buyers with the ability to solicit price, delivery schedule, and other items firom potential sellers of goods and services.

Notes:

1. Use this transaction set to solicit quotationsforfederal government small purchases, or to amend, cancel or

reissue a solicitation.

2. In this convention, the terms solicit and quote are used generically and can encompass such other terms as IFB and bid; RFP andproposal

3. Use, ifavailable, segments in table 1 when the solicitation contains one line item or multiple line items and the

data applies to all line items. Use the corresponding segment in table 2 when the solicitation contains multiple

line items and the data varies among the line items.

Heading:

Pos. Seg. Req.

No. ID Name Pes. Max. Use Must Use 010 ST Transaction Set Header M I Must Use 020 BQT Beginning Segment for Request For Quotation M 1 030 NTE Note/Special Instruction F 100 040 CUR Currency 0 1 050 REF Reference Numbers o 12

060 PER Administrative Communications Contact 0 3 Not Used 070 TAX Tax Reference 0 3 080 FOB F.O.B. Related Instructions o >1 Not Used 090 CTP Pricing Information o 1

1 10 CSH Header Sale Condition o 1

120 SAC Service, Promotion, Allowance, or Charge 0 25

Information Not Used 130 ITD Terms of Sale/Deferred Terms of Sale 0 5 Not Used 140 DIS Discount Detail 0 20

150 DTM Date/Time Reference 0 10

160 LDT Lead Time o 12 Not Used 180 LIN Item Identification o 5

190 FID Product/Item Description o 200

200 MEA Measurements 0 40

210 PWK Paperwork o 25 220 PKG Marking, Packaging, Loading o 200

Not Used 230 TDl Carrier Details (Quantity and Weight) 0 2

240 TD5 Carrier Details (Routing Sequence/Transit 0 12 Time) Not Used 250 TD3 Carrier Details (Equipment) 0 12

Loop

Repeat

Notes and Comments

nl

003040F840 1 15 October 1997
260 TD4 Carrier Details (Special Handling or Hazardous 0 5

Materials or Both) 270 MAN Marks and Numbers O 10

280 RRA Required Response 0 25

\ OOP ID - N9 1000 290 N9 Reference Number 0 1

300 MSG Message Text 0 1000 LOOP ID -Nl 10000 Must Use 310 Nl Name o \ 320 N2 Additional Name Information 0 2

330 N3 Address Information o 2

340 N4 Geographic Location 0 1

350 REF Reference Numbers 0 12 360 PER Administrative Communications Contact 0 3 Not Used 370 FOB F.O.B. Related Instructions 0 1 Not Used 380 TDl Carrier Details (Quantity and Weight) 0 2

390 TD5 Carrier Details (Routing Sequence/Transit 0 12 Time) Not Used 400 TD3 Carrier Details (Equipment) 0 12 Not Used 410 TD4 Carrier Details (Special Handling, or o 5 Hazardous Materials, or Both) Not Used 420 PKG Marking, Packaging, Loading 0 200.

IN 01 usea P P A Required Response r\\J

Detail:

Pos. Seg. Keq. Loop Notes and

No. ID Name Pes. Max.llse Reneat Comments

LOOP ID - POl I 00000 Must Use 010 POl Baseline Item Data M 1 Not Used 020 CUR Currency 0 1 030 P03 Additional Item Detail 0 25 040 CTP Pricing Information o 1 049 MEA Measurements 0 40 LOOP ID - PID 10(X) 050 PID Product/Item Description o 1 Not Used 060 MEA Measurements o 10

070 PWK Paperwork o 25 080 PKG Marking, Packaging, Loading 0 190

pr)4 r w+ iiciii riiyaiL-ai LJKuiiio 1I

100 REF Reference Numbers o \%

1 10 PER Administrative Communications Contact o 3

130 SAC Service, Promotion, Allowance, or Charge o 1%. Information 140 1T8 Conditions of Sale 0 1 Not Used 150 ITD Terms of Sale/Deferred Terms of Sale o 2

Not Used 160 DIS Discount Detail o 20

Not Used 170 TAX Tax Reference Q 3 180 FOB F.O.B. Related Instructions 1 190 SDQ Destination Quantity Q SO. 200 DTM Date/Time Reference e> JO

220 SCH Line Item Schedule 0 1P4 n2

003040F840 1 2 15 October 1997
Not Used 230 FST Forecast Schedule 0 >1

Not Used 240 TDl Carrier Details (Quantity and Weight) 0 1 250 TD5 Carrier Details (Routing Sequence/Transit O 12 Time) Not Used 260 TD3 Carrier Details (Equipment) o 12 270 TD4 Carrier Details (Special Handling or Hazardous 0 5

Materials or Both) 280 MAN Marks and Numbers 0 10 290 RRA RIV^U pniLill nrpH RpQnnn^p o 25

295 MSG Message Text 0 1000 LOOP ID - LDT >1

298 LDT Lead Time 0 1 299 QTY Quantity 0 >1

LOOP ID -SLN 1000 Not Used 300 SLN Subline Item Detail 0 1 Not Used 310 PID Product/Item Description 0 1000 LOOP ID - N9 1000 320 N9 Reference Number "o

330 MSG Message Text 0 1000

ZVA/

I'l 1 0 ]

J jU XT') Additional Name Intormation r\\J 9

IN J Address Information r\w

-)

ltd M41N4 Geographic Location 1

1

Not Used 2 OA Ktr Reference Numbers 1 01 z

[Not usea rtK Administrative Communications Contact

)J Not Used 400 FOB F.O.B- Related Instructions 0 1 405 SCH Line Item Schedule 0 200 Not Used 410 TDl Carrier Details (Quantity and Weight) 0 2 420 TD5 Carrier Details (Routing Sequence/Transit 0 12

Not Used 430 TD3 Carrier Details (Equipment) o 12 Not Used 440 TD4 Carrier Details (Special Handling, or o 5 Hazardous Materials, or Both) Not usea 4jU rls.O Marking, Packaging, Loading r\\J zuu Not Used 4dU DKKAD A Required Response f\\J Z J Not Used 465 CTP Pricing Information 0 1 Not Used 470 LDT Lead Time 0 100 Not Used 480 MAN Marks and Numbers o 10 Not Used 490 QTY Quantity 0 5

Summary:

Pos. Seg. Req. Loop Notes and

No. ID Name Pes. Max. Use Repeat Comments

Must Use 010 CTT Transaction Totals M 1 n3 Must Use 020 SE Transaction Set Trailer M 1

Transaction Set Notes

1 . If segment LIN is used, do not use LESfOl

.

003040F840 I 3 15 October 1997
The SCH segment is used to specify various quantities of items ordered that are to be scheduled. When this segment is used the unit of measurement code (SCH02) should always be identical to the unit of

measurement code in the associated POl segment (PO103) and the sum of values of quantity (SCHOl) should

always equal the quantity ordered (POl 02) in the POl segment.

The number of line items (CTTOl) is the accumulation of the number of POl segments. If used, hash total (CTT02) is the sum of the value of quantities ordered (PO102) for each POl segment.

003040F840 1 4 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes:

Comments:

ST Transaction Set Header

010

Heading

Mandatory

1To indicate the start of a transaction set and to assign a control number

1 The transaction set identifier (STOl) used by the translation routines of the interchange partners to select the appropriate transaction set definition (e.g., 810

selects the Invoice Transaction Set).

Must Use

Must Use

Ref. Pes. STOl

ST02

Data

Element

143

329

Data Element Summary

Name Attributes

Transaction Set Identifier Code M ID 3/3

Code uniquely identifying a Transaction Set 840 X12.7 Request for Quotation

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 Use to identify a unique number assigned by the originator ofthe transaction seL This number may be system generated.

003040F840 1 5 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

BQT Beginning Segment for Request For Quotation

020

Heading

Mandatory

1To indicate the beginning of a Request for Quotation Transaction Set and transnrit identifying numbers and dates

1 If BQT05 is present, then BQT04 is required.

ASCX12 has been asked to add data elements to the BQT segment that will carry the

contract type (in terms ofits pricing arrangement, e.g., Firm Fixed Price, Cost Plus

Award Fee, etc.), security classification, and type ofproduct or service code. We

expect those data elements to be availablefor use in ASCX12 Version/Release 3050.

Data Element Summary

Ref. Data

Des. Element Name Attributes

Must Use BQTOl 353 Transaction Set Purpose Code M ID 2/2

Code identifying purpose of transaction set

1. Use code 00 to indicate an original solicitation.

2. Use code 01 to indicate the cancellation ofa previously transmitted

solicitation. Do not use when the solicitation is to be reissued. In that case, use code 1 7.

3. Use code 02 to indicate an amended solicitation, (BQT07 is code 06), that contains only additions to a previously transmitted solicitation.

4. Use code 03 to indicate an amended solicitation, (3QT07 is code 06), that contains only deletions to a previously transmitted solicitation.

5. Use code 04 to indicate an amended solicitation, (BQT07 is code 06), that contains a combination ofadditions and deletions to a previously transmitted

solicitation. This code is also used to indicate data in apreviously

transmitted solicitation has changed, e.g., the closing datefor receipt of

quotes has changed. In effect, the old date is deleted and the new date is added.

6. Use code 07 to indicate the re-transmission ofa previously transmitted

solicitation.

7. Use code 14 to indicate the transmission ofcomplete orpartial data

regarding a potential solicitation such as a pre-invitation notice. This code

will be used when requesting comments on a proposed solicitation from

potential bidders. Do not use when sending a CBD announcement In that

case, use code ZZ.

8. Use code 17 to cancel a previously transmitted solicitation only when the

solicitation is to be reissued. Otherwise use code 01 to cancel a previously

transmitted solicitation.

9. Use code 18 to indicate the reissue ofa previously cancelled solicitation. Do not use when there was no original solicitation or when the original

solicitation was cancelled using code 01.

003040F840 1 6 15 October 1997
Must Use BQT02

Must Use BQT03

Not Used BQT04

Not Used BQT05

BQT06

10. Use code ZZ to indicate a Commerce Rusinesf Dail^ Announcement.

00 Original

01 Cancellation

02 Add

03 Delete

04 Change

07 Duplicate

14 _ Advance Notification 17 Cancel, to be Reissued

18' Reissue

ZZ Mutually Defined

586 Request for Quote Reference Number M AN 1/45

Number assigned by the purchaser to identify his request for quote

Use to identify the unique number assigned to the solicitation, regardless of

the type ofsolicitation. Ifthis is an amendment to a solicitation (e.g., BQTOl

is code 02, 03, or 04 and BQT07 is code 06), the solicitation number and

amendment number will be concatenated.

652 Request Quotation Control Date M DT 6/6 Date to be used for reference purposes in an RFQ and a response to RFQ.

Use to specify either the date ofthe solicitation, (e.g., when BQTOl is one of

codes 00,07 or 18); the date ofthe advanced notification or CBD

announcement (e.g., when BQTOl is code 14 or code ZZ); or the date ofthe

amendment (e.g., when BQTOl is code 02, 03, 04 or 1 7). 374 Date/Time Qualifier X ID 3/3

Code specifying type of date or time, or both date and time

373 Date O DT 6/6 Date (YYMMDD)

92 Purchase Order Type Code O ID 2/2

Code specifying the type of Purchase Order

Use in original and reissued solicitations to indicate the type ofprocurement

instrument represented by this transaction set

1. Use code NE to indicate a purchase order.

2. Use code RL to indicate releases, calls or delivery orders against existing

procurement instruments, e,g., ifsoliciting quotes on a Federal Supply

Schedule item.

3. Use code RTto indicate a rental order.

4. Use code ZZ to indicate that a type ofprocurement instrument other than a lease, purchase order or delivery order is contemplated. When used, use

thefollowing NTE segment to explain the type ofcontractual instrument

contemplated A request has been submitted to ASCX12for thefollowing

types ofprocurement instruments: Agreement, Blanket Purchase Agreement,

Contract, Basic Agreement, Basic Ordering Agreement, Grant, Indefinite

Delivery Indefinite Quantity (IDIQ), Labor Hours, Purchase Order,

Indefinite Delivery Definite Quantity (IDDQ), Requirements, Task Order,

and Letter Contract We expect these codes to be available in ASC XI

2

Version/Release 3050. A codefor unpriced order will be askedfor and if approved, will be available in a later version ofthe ASCXI2 standards. LS Lease NE New Order

RL Release or Delivery Order

003040F840 1 7 15 October 1997
An order for goods and services placed against a preexisting contract or blanket order RT Rental

ZZ Mutually Defined

BQT07 960 Request for Quote Type Code O ID 2/2

Code specifying the type of request for quote

1. Use to identify the type ofsolicitation. v^.^^^-

2. A requestfor thefollowing additional codes has been submitted to ASC

XI2; Requestfor Technical Proposal, Request For Priced Proposal, Request

For Information and Broad Announcement We expect those codes to be

available in ASC XI2 Version/Release 3050.

3. Do not use when BQTOl is code ZZ^ indicating a CBD Announcement

ASCX12 has been requested to add a code indicating a CBD

Announcement. We expect that code to be available in ASCXI2

Version/Release 3060. Use ofthe new code will be authorized in a subsequent edition ofthefederal implementation convention,

4. Use ofcode 01 is required when BQTOl is either code 00, 01, 07, 14, or 18.

5. Use ofcode 06 is required when BQTOl is either code 02, 03, 04 or 17. 01 Request For Quote

03 Invitation for Bid

04 Request for Proposal

06 Amendment to Solicitation

003040F840 1 8 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

Ref. Pes. NTEOl

Must Use NTE02

NTE Note/Special Instruction

030

Heading

Floating

100

To transmit infonnation in a free-form format, if necessary, for comment or special

instruction

1 The NTE segment permits free-form mformation/data which, under ANSI XI

2

standard implementations, is not machine processable. The use of the NTE segment

should therefore be avoided, if at all possible, in an automated environment.

1. Use not recommended. Use, only in those cases where no other method of

transmitting the data within the transaction set exists, to provide notes/special

instructions in free-form text that are applicable to the entire solicitation.

2. Must use only when BQT06 is code ZZ to identify the type ofprocurement

instrument being contemplated.

Data

Element

363

Data Element Summary

Name Attributes

Note Reference Code O ID 3/3

Code identifying the functional area or purpose for which the note applies

Use any code. Use to identify the nature ofthe text carried in NTE02.

Refer to 003040 Data Element Dictionary for acceptable code values. Free Form Message M AN 1/60

Free-form text Must use when BQT06 is code ZZ to identify the type ofcontractual

instrument contemplated.

003040F840 1 9 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

CUR Currency

Semantic Notes: Comments:

Notes:

Ref. Pes. Must Use CUROl

Must Use CUR02

Not Used CUR03

Not Used

Not Used

Not Used

Not Used

Not Used

CUR04

CUR05

CUR06

CUR07

CUR08

CUR09

040

Heading

Optional

1To specify the IfCUROS

IfCUR09

IfCURll

IfCUR12

If CUR14

If CUR15 IfCURl?

IfCURlS

IfCURZO

10 IfCUR21

currency (dollars, pounds, francs, etc.) used in a transaction

is present, then CUR07 is required.

is present, then CUR07 is required.

is present, then CURIO is required.

is present, then CURIO is required.

is present, then CUR13 is required.

is present, then CUR13 is required.

is present, then CUR16 is required.

is present, then CUR16 is required.

is present, then CUR19 is required.

is present, then CUR19 is required.

1 See Figures Appendix for examples detailing the use of the CUR segment.

Use to indicate that quotes may be received in a currency other than U.S. dollars. Do

not use when quotes are to be received only in U.S. dollars. When used, one currency

other than U.S. dollars must cited in CUR02. CUR05 may be used to cite a second,

acceptable, currency.

Data

Element

98

100

280

98

100

669

374

373

337

Data Element Summary

Name Attributes

Entity Identifier Code M ID 2/2

Code identifying an organizational entity, a physical location, or an individual Use to indicate that a quoting party may quote in either U.S. dollars or a

currency cited in CUR02, CUR05, or both. C5 Party Submitting Quote

A business entity submitting a quote; this entity may be

the party who ultimately performs if an order is received, or the entity may be submitting the quote on

behalf of another entity who will perform if an order is received

Currency Code M ID 3/3

Code (Standard ISO) for country in whose currency the charges are specified

Use any code except the codefor U.S. dollars. Exchange Rate O R 4/6

Value to be used as a multiplier conversion factor to convert monetary value

from one currency to another

Entity Identifier Code O ID 2/2

Code identifying an organizational entity, a physical location, or an individual

Currency Code O ID 3/3

Code (Standard ISO) for country in whose currency the charges are specified

Use, ifneeded, to cite any code, except the codefor U.S. dollars. Currency Market/Exchange Code O ID 3/3

Code identifying the market upon which the currency exchange rate is based

Date/Time Qualifier X ID 3/3

Code specifying type of date or time, or both date and time

Date O DT 6/6 Date (YYMMDD)

Time O TM 4/8

003040F840 1 15 October 1997
Not Used CLTRIO

Not Used CURll

Not Used CUR12

Not Used CUR13

Not Used CUR14

Not Used CUR15

Not Used CUR16

Not Used CUR17

Not Used CUR18

Not Used CUR19

Not Used CUR20

Not Used CUR21

Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-

59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds

are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)

374 Date/Time Qualifier X ID 3/3

Code specifying type of date or time, or both date and time

373 Date O DT 6/6 Date (YYMMDD)

337 Time O TM 4/8

Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-

59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds

are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)

374 Date/Time Qualifier X ID 3/3

Code specifying type of date or time, or both date and time

373 Date O DT 6/6 Date (YYMMDD)

337 Time O TM 4/8

Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-

59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds

are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)

374 Date/Time Qualifier X ID 3/3

Code specifying type of date or time, or both date and time

373 Date O DT 6/6 Date (YYMMDD)

337 Time O TM 4/8

Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-

59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds

are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)

374 Date/Time Qualifier X ID 3/3

Code specifying type of date or time, or both date and time

373 Date O DT 6/6 Date (YYMMDD)

337 Time O TM 4/8

Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-

59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds

are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)

003040F840 1 11 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

REF Reference Numbers

050

Heading

Optional

12 To specify identifying numbers.

1 At least one of REF02 or REF03 is required.

Data Element Summary

Ref. Data

Pes. Element Name Attributes

Must Use REFOl 128 Reference Number Qualifier M ID 2/2

Code qualifying the Reference Number.

3( request has been submitted to ASCX12for a code to specify Type of

Science and Catalog number. Ifapproved, these codes will be availablefor

use in ASCXI2 Version/ Release 3050.

1. Use code 2E to indicate that the item is being solicited as a part ofa

foreign military sale,

2. Use code 73 to indicate the statement of work (SOW) number or a number

within a statement ofwork where additional information can befound. If

the SOWis a part ofthe solicitation, the PWK segment can be used to indicate how it is being transmitted to the quotingparty ifnot otherwise

included in the solicitation. Ifit is included in the solicitation, use the

following MSGsegment, if applicable.

3. Use codeAU, as applicable, to cite the statutory authorityfor using other

than full and open competition.

4. Use code BB to indicate the statutory authority under which the resultant order is to be negotiated.

5. Use code CHto indicate the Catalog ofFederal Domestic Assistance

where thefunding sourcefor a research effort can befound. Data

maintenance has been submitted to ASCXI2for a codefor the generic term

Catalog. Ifapproved, that code will be availablefor use in ASCXI

2

Version/Release 3050. In the meantime, use this code.

6. Use code CT, if applicable, to indicate a pre-established contract number

pertaining to this solicitation.

7. Use code IJ to indicate the Standard Industrial Classification (SIC) Code

applicable to this solicitation.

8. Use code IL to indicate the requisition number (e.g., the

MILSTRIP/FEDSTRIP document number).

9. Use code IXto indicate a Federal Supply Classification (FSC) special item

number.

10. Use code K4, if applicable, to indicate the surveillance criticality

designator that will be applicable to any purchase action resultingfrom this

003040F840 1 12 15 October 1997
solicitation.

11. Use code P4 to indicate the project number applicable to this solicitation.

12. Use code PHto indicate the MILSTRIP/FEDSTRIPpriority.

13. Use code RQ, as appropriate, to indicate an internal number such as a purchase request or purchase request order number. When citing a purchase request number, concatenate its line item number with the

purchase request number if it is necessary to transmit both numbers.

14. Use code TN to indicate the unique reference number ofa related transaction set (e.g., an 841 transaction set carrying a related technical

specification or drawing). Each transaction has a unique number. In the case ofthe 841 transaction set, that number is carried in SPI02.

15. Use code ZZ to indicate another type ofreference number. When used,

indicate the nature ofthe number in REF03.

16 Military Interdepartmental Purchase Request (MIPR)

Number

A specific form used to transmit obligation authority

(dollars) and requirements between a service or agency

requiring a purchase and a military service or agency

responsible for procuring the requirement

2E Foreign Military Sales Case Number

A reference number designating the foreign military

sale records 73 Statement of Work (SOW)

Description of a product or service to be procured under

a contract; statement of requirements

97 Package Number

A serial number indicating unit shipped

AU Authorization to Meet Competition No. BB Authorization Number

Proves that permission was obtained to provide a service BV Purchase Order Line Item Identifier (Buyer)

C7 Contract Line Item Number

CH Customer catalog number

CT Contract Number

DG Drawing Number

DS Defense Priorities Allocation System (DPAS) Priority

Rating

IJ Standard Industry Classification (SIC) Code

IL Internal Order Number

IX Item Number

K4 Criticality Designator

A number assigned to a contract or order that expresses

the relative importance of that contract or order and

thereby assists the contractor in making performance

decisions and assists in making production surveillance decisions

K6 Purchase Description

13 15 October 1997
REF02 127

REF03 352

K7 Paragraph Number

P4 Project Code

PH Priority Rating

QC Product Specification Document Number

Model designation of replacement component

RQ Purchase Requisition No. RS Returnable Container Serial Number

52 Military Specification Number (MILSPEC)

53 Specification Number

TN Transaction Reference Number

TP Test Specification Number

W2 Weapon System Number

Identifies a weapon system

W6 Federal Supply Schedule Number

Identifies an item with a two-digit group number, twodigit part number, and one-character section letter XE Transportation Priority Number

Number indicating the level of government priority

associated with the transportation of a shipment

ZF Contractor Establishment Code (CEC)

Goverment identifier to designate a contractor; it is nine

characters, eight numeric and a final alpha

ZZ Mutually Defined

Reference Number X AN 1/30

Reference number or identification number as defined for a particular

Transaction Set, or as specified by the Reference Number Qualifier.

Ifa document number has an associated revision number, concatenate the

document and revision numbers and carry the resultant number in this data

element.

Description X AN 1/80

A free-form description to clarify the related data elements and their content Use to identify additional information related to the number cited in REF02.

Use offree-form text is discouraged.

003040F840 1 14 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

PER Administrative Communications Contact

060

Heading

Optional

3To identify a person or office to whom administrative communications should be directed

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.

1. Use the l/PER/060 segment to identify name and communication number

information for parties and offices where their addresses are not provided. When the

address ofa party or office is to be carried in the transaction, use the l/PER/360

segment to identify the communications information.

2. A request has been submitted to ASCX12 to add data element 443, Contract Inquiry

Reference, at PER07. This data element will permit citing the title ofthe party

identified in PER02. Ifapproved, this data element will be available for use in ASC

XI2 Version/Release 3050.

Ref. Data

Pes. Element

Must Use PEROl 366

Data Element Summary

Name Attributes

Contact Function Code M ID 2/2

Code identifying the major duty or responsibility of the person or group named

J. A request has been submitted to ASCX12 askingfor a codefor Advisor.

Ifapproved^ that code will be available for use in ASCXI2 Version/Release

3050.

2. For code AT, the word "contract" is incorrect in the standards. The

correct word should be "contact. " AT

CD

HM

lO

QR

Material Safety Data Sheet Contact

Contract Contact Hazardous Material Contact

Issuing Officer

Ordering Officer

An individual authorized to place orders against

existing contracts Mutually Defined

O AN 1/35

ZZ

PER02 93 Name

Free-form name

Cite the last namefirst, followed by thefirst name. Do not truncate the last name ifthe whole name is longer than 35 characters. Instead, truncate or use the initial ofthefirst name. PER03 365 Communication Number Qualifier X ID 2/2

Code identifying the type of communication number

1. Ifcode IT is used, include the country code.

2. Use code TE to indicate the commercial telephone number ofthe

identifiedparty.

AU Defense Switched Network

Department of Defense telecommunications system and

successor of the Automatic Voice Network

(AUTOVON)

003040F840 1 15 15 October 1997
EM Electronic Mail

FX Facsimile IT International Telephone

TE Telephone

PER04 364 Communication Number X AN 1/80

Complete communications number including country or area code when

applicable

When PER03 is code TE, be sure to include the area code. PER05 365 Communication Number Qualifier X ID 2/2

Code identifying the type of communication number

Use to identify a second communication numberfor theparty cited in PER02. For example, ifPER03/04 identifies the commercial telephone

number, then PER05/06 can be used to identify an electronic mail number.

1. Do not use code EX unless there is one iteration ofPER03/04 using either

codeAU, TEorlT.

2. For code IT, include the country code.

3. Use code TE to indicate the commercial telephone number ofthe party

identified in PER02.

AU Defense Switched Network

Department of Defense telecommunications system and

successor of the Automatic Voice Network

(AUTOVON)

EM Electronic Mail

EX Telephone Extension

FX Facsimile IT International Telephone

TE Telephone

PER06 364 Communication Number X AN 1/80

Complete communications number including country or area code when

applicable

When PER05 is code TE, be sure to include the area code.

003040F840 I 16 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes:

Comments:

Notes:

Must Use

Ref. Pes. FOBOl

FOB02

FOB F.O.B. Related Instructions

080

Heading

Optional

>1

To specify transportation instructions relating to shipment

1 If FOB03 IS present, then FOB02 is required. 2 If FOB04 is present, then FOB05 is required.

3 If FOB07 is present, then FOB06 is required. 4 If FOB08 is present, then FOB09 is required.

1 FOBOl indicates which party will pay the carrier. 2 FOB02 is the code specifying transportation responsibility location. 3 FOB06 is the code specifying the title passage location. 4 FOB08 is the code specifying the point at which the risk of loss transfers. This may

be different than the location specified in FOB02/FOB03 and FOB06/FOB07.

/. Use the l/FOB/080 segment ifthe FOBpoint and the acceptance location apply to

all ofthe line items. When the FOBpoint or acceptance locations vary by line item, use the 2/FOB/180 segment

2. This segment is not necessary when the item being solicited is a service.

Data Element Summary

Attributes

Data

Element

146

Name

Shipment Method of Payment

Code identifying payment terms for transportation charges

1, Use code BP to indicate when the FOBpoint is origin.

M ID 2/2

309

2. Use code PE to indicate when transportation costs are authorized to be

prepaid and added to the invoice.

3. Use code PP to indicate when the FOB point is destination. BP Paid by Buyer

The buyer agrees to the transportation payment term

requiring the buyer to pay transportation charges to a

specified location (origin or destination location)

PE Prepaid and Summary Bill PP Prepaid (by Seller) Location Qualifier X ID 1/2

Code identifying type of location Use to identify the FOB point

1. Use code IT to indicate a Freight Forwarder.

2. Use code ZZ to indicate that the FOBpoint is neither origin nor

destination. When used, cite the actual FOB point in FOB03. Ifthe actual

FOBpoint is an address or geographical location, use in conjunction with one iteration ofthe appropriate Nl loop, using code KXin NlOl.

DE Destination (Shipping)

FV Free Alongside Vessel (Free On Board [F.O.B.] Point)

IT Intermediate FOB Point

A location indicating the point of destination is not the

origin or final destination but rather at some other point

003040F840 1 17 15 October 1997
Origin (Shipping Point)

Mutually Defined

Not Used FOB04

Not Used FOB05

OR

ZZ

FOB03 352 Description O AN 1/80

A free-form description to clarify the related data elements and their content Use to identify the FOB point only when FOB02 is code ZZ. Ifnecessary, use one iteration ofthe Nl loop, using code KXin NlOl, to specify the

address ofthe FOBpoint Use ofthis data element is discouraged.

334 Transportation Terms Qualifier Code O ID 2/2

Code identifying the source of the transportation terms 335 Transportation Terms Code X ID 3/3

Code identifying the trade terms which apply to the shipment transportation

responsibihty

FOB06 309 Location Qualifier X ID 1/2

Code identifying type of location

/. Use to identify the acceptance point.

FOB07

Not Used FOB08

Not Used FOB09

2. Use code ZZ to identify that the acceptance point is neither at origin nor at destination. When used, cite the actual acceptancepoint in FOB07. Ifthe

actual FOBpoint is an address or geographical location, use in conjunction

with one iteration ofthe Nl loop, using code ZZ in NlOl.

DE Destination (Shipping)

OR Origin (Shipping Point)

ZZ Mutually Defined

352 Description O AN 1/80

A free-form description to clarify the related data elements and their content Use to identify the acceptancepoint when FOB06 is code ZZ. Ifnecessary, use one iteration ofthe l/Nl/310 loop, using code ZZ in NlOl, to identify the

address ofthe acceptance point. Use ofthis data element is discouraged,

54 Riskof Loss Qualifier O ID 2/2

Code specifying where responsibility for risk of loss passes 352 Description X AN 1/80

A free-form description to clarify the related data elements and their content

003040F840 1 18 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes:

Comments:

Notes:

CSH Header Sale Condition

110

Heading

Optional

1To specify general conditions or requirements of the sale

1 If CSH02 is present, then CSH03 is required. 2 If either CSH06 or CSH07 is present, then the other is required.

1 CSH04 is the account number to which the purchase amount is to be charged.

2 CSH06 identifies the source of the code value in CSH07.

3 CSH09 is the percent of the Set-Aside.

1. Use the 1/CSH/llO segment to identify conditions ofsale that apply to all ofthe line items in the solicitation. Wlien the conditions ofsale vary by line item, me the

2/IT8/140 segment.

2. Data maintenance has been submitted to ASCXI2 to increase the maximum use of

the CSH segment to 25. Ifapproved, this use will he available in ASC XI

2

Version/Release 3050.

Ref. Pes. CSHOlData

Element

563

Data Element Summary

Name Attributes

Sales Requirement Code O ID 1/2

Code to identify a specific requirement or agreement of sale Data maintenance has been sent to ASC XI2 askingfor thefollowing codes:

Section (8a) Set-Aside, Restricted to Historically Black College or University or Minority Institution, Restricted to Educational Institutions, Restricted to Industrial Preparedness Program Participants, Labor Surplus Area Set- Aside, Restricted to Qualified Bidders List, Restricted to Qualified

Manufacturers List, Restricted to Qualified Products List (QPL) Products,

Restricted to U.S. and Canadian Sources, Other Unlisted Sales Condition,

Unrestricted Procurement, and Restricted to Young Investigator Program,

Additional data maintenance will be requested, askingfor the addition of

qualifier codesfor a Buy Indian Act set-aside andfor a purchase set-aside for an emerging small business. Ifapproved, those codes will be available

for use in a subsequent issue ofthe ASCXI2 standards.

1. Use code P to indicate a contract set-asidefor a small business.

2. Use code SC to indicate that a partial shipment will not be acceptable.

3. Use code SVto indicate that the solicited item(s) are to be shipped in place.

4. Use code Z to indicate a warranty is required. ISK

P

P2

P4

Q

R

Substitute Item Allowed

Small Purchase Set Aside for Small Businesses

A procurement action that has been reserved for (set aside for) businesses classified as "small business"

Large Purchase, Set-Aside for Small Business

Ship As Soon As Possible

Do Not Preship

Small, Disadvantaged Business Set-Aside

Combined Small, Disadvantaged Business and Labor

Surplus Area Set-Aside

003040F840 1 19 15 October 1997
Not Used CSH02

Not Used CSH03

Not Used CSH04

Not Used CSH05

CSH06

CSH07

CSH08

CSH09

S Partial Labor Surplus Area Set Aside

SC Ship Complete

SV Ship Per Release

T Small Business with Small, Disadvantaged Business

Consideration Set-Aside

Z Mutually Defined

564 Do-Not-Exceed Action Code O ID 1/1 Code indicating the action to be taken if the order amount exceeds the value of

Do-Not-Exceed Amount (565)

565 Do-Not-Exceed Amount X N2 2/9

Maximum monetary amount value which the order must not exceed.

508 Account Number O AN 1/35

Account number assigned

596 Required Invoice Date O DT 6/6 Date specified by the sender to be shown on the invoice. 559 Agency Qualifier Code X ID 2/2

Code identifying the agency assigning the code values Use code AXto comply with the syntax ofthe CSHsegment.

AX ANSI Accredited Standards Committee, X12

560 Special Services Code X ID 2/10

Code identifying the special service Use to identify the inspection point as either at origin or at destination. Data

element 560 does not appear in Table 2 ofthis transaction set Therefore^ if the inspection location varies by line item, code LI in NlOl ofthe 2/N1/340

loop must be usedfor this purpose. IM Inspect at Destmation

10 Inspect at Origin

566 Product/Service Subsfitution Code O ID 1/2

Code indicating product or service substitution conditions

1. Use only one ofcodes A, X, or Y when CSHOl is code IS to identify any

conditions applicable to offering a substitute product.

2. Use code BO only when CSHOl cites a code other than code IS. A No Quantity or Unit of Measure Change Allowed

BO No Substitution Allowed

X Equivalent Item Substitution Y Altemate Item Substitution Allowed

954 Percent O R 1/10

Percentage expressed as a decimal

When CSHOl is one ofcodes K, P, Q, R, S, or T, use to identify the percent

ofthe set-^side in this data element. ^_ _ ^

003040F840 1 20 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

SAC Service, Promotion, Allowance, or Charge Information

Semantic Notes:

Comments:

Notes:

Must Use

Ref. Pes. SACOl

Not Used

SAC02

SAC03

120

Heading

Optional

25

To request or identify a service, promotion, allowance, or charge; to specify the amount

or percentage for the service, promotion, allowance, or charge

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 SACIO is present, then the other is required. 5 If SACl 1 is present, then SACIO is required.

6 If SAC 13 is present, then at least one of SAC02 or SAC04 is required. 7 If SAC14 is present, then SAC 13 is required.

1 If SACOl 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 SACIO alone is used to indicate a specific quantity which could be a dollar amount,

that is applicable to service, promotion, allowance or charge.

SACIO and SACl 1 used together indicate a quantity range, which could be a dollar amount, that is applicable to service, promotion, allowance, or charge. 4 SAC13 is used in conjunction with SAC02 or SAC04 to provide a specific reference number as identified by the code used. 5 SAC 14 is used in conjunction with SAC 13 to identify an option when there is more

than one option of the promotion.

1 SAC04 may be used to uniquely identify the service, promotion, allowance, or

charge. In addition, it may be used in conjunction to ftirther 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 a "Dollar Basis Amount".

It is represented in the SAC segment in SACIO using the qualifier "DO" - Dollars in SAC09.

L Use the l/SAC/120 segment to identify services that apply to all ofthe line items that

will be included in the resultant order. The bidder is to indicate in the quote that there

is either no chargefor the service or identify the applicable charges.

2. Ifservices vary by line item, use the 2/SAC/130 segment.

Data

Element

248

1300

559

Data Element Summary

Name Attributes

Allowance or Charge Indicator M ID 1/1 Code which indicates an allowance or charge for the service specified

Use to comply with the mandatory nature ofthis data element when

transmitting only a service, promotion, allowance, or charge code in SAC02.

When used in that manner, enter the value "0" in SACOS to comply with

semantic note governing the use of that data element.

A Allowance

C Charge

R Allowance Request

Service, Promotion, Allowance, or Charge Code X ID 4/4

Code identifying the service, promotion, allowance, or charge

Use any code. Refer to 003040 Data Element Dictionary for acceptable code values. Agency Qualifier Code X ID 2/2

003040F840 1 21 15 October 1997
Not Used SAC04

SAC05

Not Used SAC06

Not Used SAC07

Not Used SAC08

Not Used SAC09

Not Used SAC10

Not Used SACll

Not Used

Not Used

Not Used

Not Used

SAC12

SAC13

SAC14

SAC15

1301

610

378

332

359

355

339

339

331

127

770

352

Code identifying the agency assigning the code values Agency Service, Promotion, Allowance, or Charge X AN 1/10

Code

Agency maintained code identifying the service, promotion, allowance, or charge

Amount O N2 1/15

Monetary amount

Use to enter an actual dollar amount ofan allowance or a charge, or enter

'0' when SACOl is used to comply with the syntax necessary to use a code

value in SACOl.

Allowance/ Charge Percent Qualifier X ID 1/1 Code indicating on what basis allowance or charge percent is calculated Allowance or Charge Percent X R 1/6

Allowance or charge expressed as a percent.

Allowance or Charge Rate O R 1/9

Allowance or Charge Rate per Unit

Unit or Basis for Measurement Code X ID 2/2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

Allowance or Charge Quantity X R 1/10

Quantity basis when allowance or charge quantity is different from the purchase order or invoice quantity

Allowance or Charge Quantity O R 1/10

Quantity basis when allowance or charge quantity is different from the purchase order or invoice quantity

Allowance or Charge Method of Handling Code O ID 2/2

Code indicating method of handling for an allowance or charge

Reference Number X AN 1/30

Reference number or identification number as defined for a particular

Transaction Set, or as specified by the Reference Number Qualifier.

Option Number O AN 1/20

A unique number identifying available promotion or allowance options when

more than one is offered Description O AN 1/80

A free-form description to clarify the related data elements and their content

003040F840 1 22 15 October 1997
DTM Date/Time Reference

150

Heading

Optional

10 To specify pertinent dates and times

1 At least one of DTM02 DTM03 or DTM06 is required. 2 If either DTM06 or DTM07 is present, then the other is required.

1. Use this l/DTM/150 segment to specify a required delivery date when it is expressed as an actual date. Ifthe delivery schedule is expressed as a set time period after the occurrence ofsome event, use the LDT segment. Ifthe LDT segment is used, do not use this segment

2. Use to specify the date by which the quotation must be received or to specify a date

ofa referenced transaction set.

3. Use the l/DTM/150 segment to specify the required delivery date ifit applies to all the line items. When the date varies by line item, use the 2/DTM/200 segment.

Data Element Summary

Data

Pes. Element Name Attributes

Must Use DTMOl 374 Date/Time Qualifier M ID 3/3

Code specifying type of date or time, or both date and time

A request has been submitted to ASCX12 to add a codefor Meeting. This

code will be used to specify the date ofa pre-proposal conference. We expect

this code will be availablefor use in ASCX12 Version/Release 3050.

1. Use code 077 to specify' the beginning date ofthe week.

2. Use code 106 to indicate delivery is due exactly on the specified date. Use

code 996for due on or before a specified date.

3. Use code 150 to indicate the performance commencement date when

soliciting a service.

4. Use code 151 to indicate theperformance completion date when soliciting a service.

5. When code 174 is used, cite the last day ofthe month.

6. When the l/REF/050 segment contains code TN in REFOl, use code 368

to specify the date ofthe reference transaction set, e.g., an 841, 805, 251

transaction set.

7. Use code 996 to indicate the required delivery date when delivery can be

made on or before the specified date.

8. Use code 997 to specify the date and time by which the quotation must be

received. 037 Ship Not Before

063 Do Not Deliver After 064 Do Not Deliver Before

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

Ref.

003040F840 1 23 15 October 1997
065

066

077

106

150

151

174

276

279

368

373

374

996

997

1st Schedule Delivery

1 St Schedule Ship

Requested for Delivery (Week of) Required By

Service Period Start Service Period End

Month Ending

Contract Start The start date for a contract Contract Completion

The finish date for a contract Submittal Date an item was submitted to a customer Order Start Order End

Point after which data can no longer be used (or

becomes invalid for use)

Required Delivery

A date on which or before, ordered goods or services must be delivered

Quote to be Recieved By

A date on which or before a quote must be received at a

location specified in an RPQ

DTM02 373 Date X DT 6/6

Date(YYMMDD)

DTM03 337 Time X TM 4/8

Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-

59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds

are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)

Specify time only in the HHMMformat

DTM04 623 Time Code O ID 2/2

Code identifying the time. In accordance with International Standards

Organization standard 8601, time can be specified by a + or - and an indication

in hours in relation to Universal Time Coordinate (UTC) time; since + is a

restricted character, + and - are substituted by P and M in the codes that follow

XJse only when DTM03 is used to express a time. CD Central Daylight Time

CS Central Standard Time

CT Central Time

ED Eastern Daylight Time

ES Eastern Standard Time

ET Eastern Time

GM Greenwich Mean Time

LT Local Time

MD Mountain Daylight Time

MS Mountain Standard Time

MT Mountain Time

PD Pacific Daylight Time

PS Pacific Standard Time

PT Pacific Time

003040F840 1 24 15 October 1997
DTM05 624 Century O NO 2/2

The first two characters in the designation of the year (CCYY)

DTM06 1250 Date Time Period Format Qualifier X ID 2/3

Code indicating the date format, time format, or date and time format

Use only when the date or time cannot be expressed in YYMMDD or HHMM

format In that case, use any code and specify the date and/or time in DTM07.

Refer to 003040 Data Element Dictionary for acceptable code values. DTM07 1251 Date Time Period X AN 1/35

Expression of a date, a time, or range of dates, times or dates and times

When delivery is specified as a range oftimefor a given date, e.g., use code

RTMin DTM06 to qualify a range oftimesfor a delivery on March 30, 1994

between 1:00 PMand 4:00 PMlocal time. Use DTMOl/02 to convey the

March 30, 1994 date.

003040F840 1 25 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

LDT Lead Time

160

Heading

Optional

12 To specify lead time for availability of products and services

1 LDT04 is the effective date of lead time information.

1 LDT02 is the quantity of unit of time periods.

Use the l/LDT/160 segment to identify time periods expressed as a specified time

periodfrom a stated event that apply to all the line items. When the time periods vary by line item, use the 2/LDT/298 loop.

Must Use

Ref. Pes. LDTOlData

Element

345

Data Element Summary

Name Attributes

Lead Time Code M ID 2/2

Code indicating the time range A request has been submitted to ASCX12 to add a codefor From Date of

Award to Date ofDelivery. We expect this code will be availablefor use in ASCX12 Version/Release 3050.

Must Use LDT02 380

Must Use LDT03 344

1. Use code AI to indicate that the consignee or other contact must be

notified within the time period cited to schedule a shipment.

2. Use code AT to indicate the time periodfor which a submitted quote must

remain valid with the quote opening date as the basis.

3. Use code AU to indicate the time period a quote must remain valid with

the quote "received by" date as the basis. AA From date of PO receipt to sample ready

AD From date of sample approval to first product shipment

AE From date of PO receipt to shipment

AF From date of PO receipt to delivery

AH From Date of Receipt of First Article to First Article Approval

AI From Date of a Specified Event to Delivery

AT From Bid Opening to Expiration of Bid

AU From Required-By Date to Expiration Date AZ From Date of Receipt of Item to Date of Approval of

Item Quantity M R 1/15

Numeric value of quantity

Unit of Time Period or Interval M ID 2/2

Code indicating the time period or interval Use code KK to indicate aflexible time period, e.g.,X number ofdays or less. CY Calendar Year

DA Calendar Days

KK Maximum Calendar Days

MO Month

QY Quarter of a Year

SA Semiannual

WK Weeks

003040F840 1 26 15 October 1997
LDT04 373 Date O DT 6/6 Date (YYMMDD)

003040F840 1 27 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes:

Comments:

PID Product/Item Description

190

Heading

Optional

200

To describe a product or process in coded or free-form format

123

4

123

If PID04 is present, then PID03 is required.

At least one of PID04 or PID05 is required.

If PID07 is present, then PID03 is required.

If PID08 is present, then PID03 is required.

Use PID03 to indicate the organization that publishes the code list being referred to. PID04 should be used for industry-specific product description codes. PID08 describes the physical characteristics of the product identified in PID04. A

""Y" indicates that the specified attribute applies to this item. A "N" indicates it does

not apply. Any other value is indeterminate.

If PIDOl = "F", then PID05 is used. If PIDOl = 'S", thenPID04 is used. If PIDOl =

"X", then both PID04 and PID05 are used. 2 Use PID06 when necessary to refer to the product surface or layer being described in the segment.

3 PID07 specifies the individual code list of the agency specified in PID03.

Notes: i. Use to provide a briefdescription ofthe supplies or services being solicited,

2. Use not recommended, Wlienever possible, items should be described by ' ? iterations of235/234 pairs in the POl segment or by a reference number. I data whenever possible.

3. Use the l/PID/190 segment to identify an overall description ofthe solicitation that

applies to all line items. When the descriptions vary by line item, transmit a general

description in this segment and use tite 2/PID/050 segment to transmit the varying

descriptions.

Data Element Summary

Ref. Data

Des. Element

Must Use PIDOl 349

Not Used PID02 750

Not Used PID03 559

Not Used PID04 751

Must Use PID05 352

Not Used PID06 752

Not Used PID07 822

Not Used PID08 1073

Attributes

M ID 1/1 Name

Item Description Type

Code indicating the format of a description

F Free-form

Product/Process Characteristic Code O ID 2/3

Code identifying the general class of a product or process characteristic Agency Qualifier Code X ID 2/2

Code identifying the agency assigning the code values Product Description Code X AN 1/12

A code from an industry code list which provides specific data about a product

characteristic Description X AN 1/80

A free-form description to clarify the related data elements and their content Surface/Layer/Position Code O ID 2/2

Code indicating the product surface, layer or position that is being described

Source Subqualifier O AN 1/15

A reference that indicates the table or text maintained by the Source Qualifier

Yes/No Condition or Response Code O ID 1/1 Code indicating a Yes or No condition or response

003040F840 1 28 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

MEA Measurements

200

Heading

Optional

40

To specify physical measurements or counts, including dimensions, tolerances, variances,

and weights (See Figures Appendix for example of use of COO 1) 12

3

4

5

6

1

1

At least one of MEA03 MEA05 MEA06 or MEA08 is required.

If MEA03 is present, then MEA04 is required.

If MEA05 is present, then MEA04 is required.

If MEA06 is present, then MEA04 is required.

If MEA07 is present, then at least one of MEA03 MEA05 or MEA06 is required.

Only one of MEA08 or MEA03 may be present.

MEA04 defines the unit of measure for MEA03, MEAOS, and MEA06.

When citing dimensional tolerances, any measurement requiring a sign (+ or -), or any measurement where a positive (+) value cannot be assumed, use MEA05 as the negative (-) value and MEA06 as the positive (+) value.

1. Use the l/MEA/200 segment to identify measurements that apply to all the line

items. When the measurements vary by line item, use the 2/MEA/049 segment.

2. This segment can be used to identify any measurement applicable to the solicitation including the maximum size standardfor the SIC code applicable to the solicitation,

variations in quantity, and the length ofa warranty requiredfrom the bidder. Data

maintenance has been submitted to ASCX12 to allowfor identifying the percents or rank order ofthe evaluation factors. Ifthe submitted data maintenance is approved by

ASCX12, the codesfor evaluation factors will be available in the ASCX12

Version/Release 3050,

Ref. Pes. MEAOl

Data

Element

737

Data Element Summary

Name Attributes

Measurement Reference ID Code O ID 2/2

Code identifying the broad category to which a measurement applies

1. Use code CS when REFOl is code IJ, to indicate the size standard ofthe

cited SIC code.

2. Use code CT to indicate variation in quantity when expressed as a discrete

quantity. Use MEA 05/06 to indicate the quantity over and under.

3. Use code DE to indicate a warranty period.

4. Use code PMto indicate that measurement values are applicable to the

minimum and maximum quantity or dollar value permittedper order against an indefinite instrument Use MEA 05/06 to indicate the minimum and

maximum.

CS Core Size

CT Counts

DE Defects

PM Permitted

The condition or activity approved by the appropriate

regulatory agency

MEA02 738 Measurement Qualifier O ID 1/3

Code identifying a specific product or process characteristic to which a measurement applies

Listed codes are preferred.

003040F840 1 29 15 October 1997
Data maintenance has been submitted to ASCX'

following evaluation factors: cost, cost realism, i price, prior experience, past performance, quallt

approved^ codes will be availablefor use in ASC

1. Use code MXwhen MEAOl is code CS, to inG

standard applicable to the SIC code identified in

2. Use code PO to indicate the percent variation line items. Use MEAOS/06 to indicate the perces

3. Use code TTto indicate the length ofa warranty period, S^ length oftime in MEA03 and the timeperiod in MEA04'1.

MX Maximum

PO Percent of Order (-,+)

Expression of allowable variance of order expressed

either as absolute (for example 92% to 1 10%) or

relative percent (for example - 8% to + 10%)

TT Time

MEA03 739 Measurement Value X R 1/10

The value of the measurement

MEA04 COOl Composite Unit of Measure X

To identify a composite unit of measure (See Figures Appendix for examples

of use)

A conversion table may be required to convert agency codes to the codes used

by ASC XI2. Must Use COOlOl 355 Unit or Basis for Measurement Code M ID 2/2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken Listed codes are preferred.

1. When MEAOl is code CS and MEA02 is code MX, MEA04-01 can be

either code IE or code R5,

Not Used C00102 1018

Not Used COO103 649

Not Used C00104 355

2. A conversion table may be required to convert by ASCXI2.

3. Use code IE to indicate the size standard in terms ofthe number of

employees, for the SIC code cited in the l/REF/050 segment.

4. Use code R5 to indicate the size standard in terms ofdollars, for the SIC

code cited in the l/REF/050 segment,

5. Use code UN when evaluation factors are availablefor use in ASCX12 to indicate the value cited in MEA03 is the rank order ofthe evaluation factor

cited in MEA02, (e.g., the number 2 would indicate the evaluation factor is the second in order of importance). IE Person R5 * Thousands of Dollars UN Unit

Exponent O R 1/15

Power to which a unit is raised Multiplier O R 1/10

Value to be used as a multiplier to obtain a new value

Unit or Basis for Measurement Code O ID 2/2

003040F840 1 30 15 October 1997
Not Used C00105 1018

Not Used C00106 649

Not Used C00107 355

Not Used C00108 1018

Not Used C00109 649

Not Used COOllO 355

Not Used COOlll 1018

Not Used C00112 649

Not Used C00113 355

Not Used C00114 1018

Not Used C00115 649

MEA05 740

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

Exponent O R 1/15

Power to which a unit is raised Multiplier O R 1/10

Value to be used as a multiplier to obtain a new value

Unit or Basis for Measurement Code O ID 2/2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

Exponent O R 1/15

Power to which a unit is raised Multiplier O R 1/10

Value to be used as a multiplier to obtain a new value

Unit or Basis for Measurement Code O ID 2/2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken Exponent O R 1/15

Power to which a unit is raised Multiplier O R 1/10

Value to be used as a multiplier to obtain a new value

Unit or Basis for Measurement Code O ID 2/2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

Exponent O R 1/15

Power to which a unit is raised Multiplier O R 1/10

Value to be used as a multiplier to obtain a new value

Range Minimum X R 1/10

The value specifying the minimum of the measurement range

1. When MEAOl is code CT or MEA02 is code PO, use to identify the

variation under.

2. When MEAOl is code PM, use to identify the minimum quantity or dollar valuefor an order that can be placed against a requirements or indefinite quantity instrument ^ . . MEA06 741 Range Maximum . - - -

. .. ^ ^ ^^^^ The value specifying the maximum of the measurement range

1. When MEAOl is code CT or MEA02 is code PO, use to identify the

variation over.

Not Used MEA07 935

Not Used MEA08 936

Not Used MEA09 752

Not Used MEAIO 1373

2. When MEAOl is code PM, use to identify the maximum quantity or dollar valuefor an order that can be placed against a requirements or indefinite quantity instrument.

Measurement Significance Code O ID 2/2

Code used to benchmark, qualify or further define a measurement value

Measurement Attribute Code X ID 2/2

Code used to express an attribute response when a numeric measurement value cannot be determined

Surface/Layer/Position Code O ID 2/2

Code indicating the product surface, layer or position that is being described

Measurement Method or Device O ID 2/4

The method or device used to record the measurement

003040F840 1 31 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

PWK Paperwork

210

Heading

Optional

25

To identify the type and transmission of paperwork or supporting information

1 If either PWK05 or PWK06 is present, then the other is required.

1 PWK05 and PWK06 may be used to identify the addressee by a code number.

2 PWK07 may be used to indicate special information to be shown on the specified

report. 3 PWK08 may be used to indicate action pertaining to a report.

i. Use, as applicable, to indicate how technical documentation, drawings or

specifications are beingprovided by the buying party or required to be provided by the

quoting party.

2. Use also, if applicable, to specify either paperwork required to complete a response

to the RFQ, orpaperwork required by a resultant order, and how that paperwork is to be provided.

3. Use the 1/PWK/2I0 segment when the information applies to all the line items. When the information varies by line item, use the 2/PWK/070 segment.

Data Element Summary

Ref. Data

Des. Element Name Attributes

Must Use PWKOl 755 Report Type Code M ID 2/2

Code indicating the title or contents of a document, report or supporting item

A request has been submitted to ASCX12 to add codesfor: Certified Cost and Price Data, Wage Determination, Union Agreement, and Attachment

We expect these codes to be availablefor use in ASCX12 Version/Release

3050.

1. Use code 25 to indicate a make or buyplan is required.

2. Use code 35 to indicate a subcontractingplan is required.

3. Use code CI to indicate cost andprice data is required.

4. Use code CP to indicate a Certificate of Conformance.

5. Use code SD to indicate that supporting technical documentation,

statement ofwork or other information is either being provided by the

soliciting party or required ofthe selling party in the quote.

25 Purchase Plan

35 Subcontractor Plan

CI Cost Data Summary

CP Certificate of Compliance (Material Certification)

CX * Cost/Schedule Status Report (C/SSR)

Contract status report showing budget, performance,

actual, cost variance, schedule variance, budget at complete, estimate at complete, and variance at complete at specified levels of the work breakdown

structure CY Contract Funds Status Report (CFSR)

003040F840 1 32 15 October 1997
PWK02 756

PWK03

PWK04

757

98

DW

Fl

F2

F3

F4

F5

IT

MR

MS

PD

PJ

PWK05 66

Status report for funds appropriation including

commitments, actual cost, forecast of billings, and

estimated termination costs Drawing(s) Cost Performance Report (CPR) Format 1 Detailed contract status report including current

reporting month values at specified levels of the work

breakdown structure Cost Performance Report (CPR) Format 2 Detailed contract status report at specified levels of the organization breakdown structure Cost Performance Report (CPR) Format 3 Contract baseline report that summarizes changes to the contract over a given reporting period with begirming

and ending values Cost Performance Report (CPR) Format 4

Contract resource summary report that forecasts labor requirements for the remainder of a contract Cost Performance Report (CPR) Format 5 Contract summary or detail report explaining significant cost or schedule variances

Certified Inspection and Test Results Material Inspection and Receiving Report

Material Safety Data Sheet

Proof of Delivery

Purchasing Specification

Specifications, generated by a customer, setting

acceptance limits on the properties or performance of

the product being purchased; purchasing specifications

may additionally supply instructions for packaging,

transportation, delivery, and payments

Support Data for a Request for Quote

Shipping Notice

Specification

"BUY AMERICA" Certification of Compliance

Report Transmission Code O ID 2/2

Code defining timing, transmission method or format by which reports are to be sent Code EL is preferred when the identified paperwork can be provided

electronically using one ofthe ASCX12 transaction sets specifically

designedfor the purpose. BM By Mail

EL Electronically Only

FX By Fax

WS With Shipment (With Package)

Report Copies Needed O NO 1/2

The number of copies of a report that should be sent to the addressee

Entity Identifier Code O ID 2/2

Code identifying an organizational entity, a physical location, or an individual Use any code. Use, as applicable, to identify a party relevant to the cited paperwork.

Refer to 003040 Data Element Dictionary for acceptable code values. Identification Code Qualifier X ID 1/2

SD

SN

SP

US

003040F840 1 33 15 October 1997
PWK06

PWK07

PWK08

Must Use C00201

Code designating the system/method of code structure used for Identification Code (67)

''XJse any code. Refer to 003040 Data Element Dictionary for acceptable code values. 67 Identification Code X AN 2/17

Code identifying a party or other code

352 Description O AN 1/80

A free-form description to clarify the related data elements and their content Use only ifnecessary to identify information or instructions related to a

specifiedpaperwork item. Use is discouraged.

C002 Actions Indicated ~ ~ ^

Actions to be performed on the piece of paperwork identified 704 Paperwork/Report Action Code M ID 1/2

Code specifying how the paperwork or report that is identified in the PWK

segment relates to the transaction set or to identify the action that is required

1. Use code 2 to indicate that the specified paperwork will be required in the

resultant contract or order.

2. Use code 3 to indicate that the specified paperwork is being provided in a

separate medium or transaction set, but is a part ofthe solicitation. Data

maintenance has been submitted to ASCX12 askingfor a codefor Provided.

Ifapproved, that code will be availablefor use in ASCXI2 Version /Release

3050. In the meantime, use this code.

3. Use code 5 to indicate that the specified paperwork must be provided in a

timely manner in the response to the solicitation (e.g., possibly in a different medium, but to be included as a part ofthe quote). 2 Report to be Filed 3 Complete

Use the information provided, add additional required

data, distribute as indicated 5 Generate Not Used C00202 704 Paperwork/Report Action Code O ID 1/2

Code specifying how the paperwork or report that is identified in the PWK

segment relates to the transaction set or to identify the action that is required

Not Used C00203 704 Paperwork/Report Action Code O ID 1/2

Code specifying how the paperwork or report that is identified in the PWK

segment relates to the transaction set or to identify the action that is required

Not Used C00204 704 Paperwork/Report Action Code O ID 1/2

Code specifying how the paperwork or report that is identified in the PWK

segment relates to the transaction set or to identify the action that is required

Not Used C00205 704 Paperwork/Report Action Code O ID 1/2

Code specifying how the paperwork or report that is identified in the PWK

segment relates to the transaction set or to identify the action that is required

003040F840 1 34 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

PKG Marking, Packaging, Loading

Notes:

Ref. Pes. PKGOl

PKG02

220

Heading

Optional

200

To describe marking, packaging, loading, and unloading requirements

1 At least one of PKG04 PKG05 or PKG06 is requu-ed. 2 If PKG04 is present, then PKGO 1 is required.

3 If PKG05 is present, then PKGOl is required.

1 PKG04 should be used for industry-specific packaging description codes.

1 Use the MEA (Measurements) Segment to define dimensions, tolerances, weights,

counts, physical restrictions, etc. 2 If PKGOl = "F", then PKG05 is used. If PKGOl = "S", then PKG04 is used. If PKGOl = ~"X", then both PKG04 and PKG05 are used. 3 Use PKG03 to indicate the organization that publishes the code list being referred to. 4 Special marking or tagging data can be given in PKG05 (description).

1. Use the l/PKG/220 segment to identify packaging requirements that apply to all the

line items. When the packaging requirements vary by line item, use the 2/PKG/080

segment.

2. A request has been submitted to ASCX12 to add MIL-STD 2073-2C codes to ASC

XI2 standards. Ifapproved, those codes will be availablefor use in ASCXI

Version/Release 3050 and they will be carried in PKG02/03/04. Until those codes are

available, packaging information can be transmitted as a MIL-STD 2073-2C code

string (as is currently done in a paper instrument) in PKG05. If additional packaging

information is required to be provided to prospective bidders, use the N9 loop (code

K7).

3. Do not use when standard commercialj/ackaging is acceptable.

Data Element Summary

Data

Element

349

753

Name Attributes

Item Description Type X ID 1/1 Code indicating the format of a description

Use code F when the packaging information is identified asfree-form text. F Free-form

Packaging Characteristic Code O ID 1/5

Code specifying the marking, packaging, loadmg and related characteristics being described

A request has been submitted to ASCXI2 to add MIL-STD 2073-2C

packaging characteristic codes, e.g., CD - Cleaning/Drying Procedures, CT - Cushioning Thickness, etc. We expect those codes to be availablefor use in ASCXI2 Version/Release 3050.

Use code 65 to indicate MIL-STD 2073-2Cpackaging codes. Cite the code

string in PKG05.

65 Core Characteristics PKG03 559 Agency Qualifier Code X ID 2/2

Code identifying the agency assigning the code values Use code ZZ to indicate an activity other than DoD or GSA. Data

maintenance has been submitted to ASCXI2. Ifapproved, a codefor

Federal Government will be available in ASCXI2 Version/Release 3060.

DD Department of Defense

003040F840 1 35 15 October 1997
Not Used PKG04 754

PKG05 352

Not Used PKG06 400

Responsible for Military Specification

GS General Services Administration (GSA)

Responsible for Federal Specification

ZZ Mutually Defined

Packaging Description Code X AN 1/7

A code from an industry code list which provides specific data about the marking, packaging or loading and unloading of a product

Description X AN 1/80

A free-form description to clarify the related data elements and their content Use to identify a string ofMIL-STD 2073-2Cpackaging code?' nr tf* fW*;?-''^- packaging information in free-form text. The MIL-STD 207

uses a positional and sequential system. Coded data must api

sequence and number ofpositions specified in Appendix F o, 2073-1. Zeros shall be inserted in the code stringfor data th provided. A comma (,} will be used as a delimiter between dc

string. Use ofthis data element is discouraged if other metha

transmitting the data exist within this transaction set. Unit Load Option Code X ID 2/2

Code identifying loading or unloading a shipment

003040F840 1 36 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

Not Used

Ref. Pes. TD501

TD502

TD503

TD504

Not Used TD505

Not Used TD506

Not Used TD507

Not Used TD508

Not Used TD509

003040F840 1

TD5

240

Carrier Details (Routing Sequence/Transit Time)

Heading

Optional

12 To specify the carrier and sequence of routing and provide transit time information

At least one of TD502 TD504 TD505 TD506 or TD512 is required.

If TD502 is present, then TD503 is required.

If TD507 is present, then TD508 is required.

If TD510 is present, thenTDSll is required.

When specifying a routing sequence to be used for the shipment movement in lieu of

specifying each carrier within the movement, use TD502 to identify the party

responsible for defining the routing sequence, and use TD503 to identify the actual routing sequence, specified by the party identified in TD502.

1. Use the 1/TD5/240 segment to identify the transportation method that is applicable

to all the line items. When the transportation methods vary by line item, use the

2/TD5/250 segment

2. Use the 1/TD5/390 segment when the transportation method code is the samefor all line items but is dependent upon the citing ofa named entity.

Data

Element

133

66

67

91

387

368

309

310

731

Data Element Summary

Name Attributes

Routing Sequence Code O ID 1/2

Code describing the relationship of a carrier to a specific shipment movement

Identification Code Qualifier X ID 1/2

Code designating the system/method of code structure used for Identification Code (67)

When TD504 is code PL, use code 10 to indicate the number in TD503 is the

DoDAAC ofthepipeline. 10 Department of Defense Activity Address Code

(DODAAC)

Identification Code X AN 2/17

Code identifying a party or other code

Transportation Method/Type Code X ID 1/2

Code specifying the method or type of transportation for the shipment

Use any code. When code D is used, it is to be defined as the class ofservice

provided only by the United States Postal Service, and not a private carrier. A conversion table may be required to convert agency codes to the codes used

byASCXn.

Refer to 003040 Data Element Dictionary for acceptable code values. Routing X AN 1/35

Free-form description of the routing or requested routing for shipment, or the originating carrier's identity

Shipment/Order Status Code X ID 2/2

Code indicating the status of an order or shipment or the disposition of any

difference between the quantity ordered and the quantity shipped for a line item or transaction Location Qualifier O ID 1/2

Code identifying type of location Locafion Identifier X AN 1/30

Code which identifies a specific location Transit Direction Code O ID 2/2

37 15 October 1997
Not Used TD510 732

Not Used TD511 733

Not Used TD512 284

The point of origin and point of direction Transit Time Direction Qualifier O ID 2/2

Code specifying the value of time used to measure the transit time

Transit Time X R 1/4

The numeric amount of transit time

Service Level Code X ID 2/2

Code defining service

003040F840 1 38 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

TD4 Carrier Details (Special Handling or Hazardous Materials or Both)

Ref. Pes. TD401

TD402

TD403

TD404

260

Heading

Optional

5To specify transportation special handling requirements, or hazardous materials information, or both

1 At least one of TD401 TD402 or TD404 is required. 2 If TD402 is present, then TD403 is required.

Use the 1/TD4/260 segment to identify hazardous material information that applies to

all ofthe line items. When the hazardous material information varies by line item, use

the 2/TD4/270 segment

Data Element Summary

Data

Element

152

208

Attributes

X ID 2/3

ID 1/1

209

352

Name

Special Handling Code

Code specifying special transportation handling instructions KM Endorsed as Hazardous Material

NC Notify Consignee Before Delivery

Hazardous Material Code Qualifier X

Code which qualifies the Hazardous Material Class Code (209)

A requestfor thefollowing codes has been submitted to ASCX12; Storage

Compatibility Group and Hazard Class or Division. We expect these codes to be available in ASCX12 Version/Release 3050.

D Hazardous Materials ID, DOT

Hazardous Material Class Code X AN 2/4

Code specifying the kind of hazard for a material

Description X AN 1/80

A free-form description to clarify the related data elements and their content Use is discouraged.

003040F840 1 39 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes:

Comments:

Notes:

MAN Marks and Numbers

270

Heading

Optional

10 To indicate identifying marks and numbers for shipping containers

1 When both MAN02 and MAN03 are used, MAN02 is the starting number of a

sequential range and MAN03 is the ending number of that range.

2 When both MAN05 and MAN06 are used, MAN05 is the starting number of a sequential range, and MAN06 is the ending number of that range.

1. Use the l/MAN/270 segment when marks and numbers apply to all the line items in the solicitation. When the marks and numbers vary by line item, use the 2/MAN/280

segment.

2. Use to identify such data as MILSTRIP/FEDSTRIP number. Transportation

Control number. Project Priority, and consignee related codes.

Ref. Pes. Must Use MANOl

Must Use MAN02

MAN03

MAN04

MAN05

MAN06

Data

Element

88

87

87

88

87

87

Data Element Summary

Name Attributes

Marks and Numbers Qualifier M ID 1/2

Code specifying the application or source of Marks and Numbers (87)

Use to indicate that the marks and numbers are applicable to all line items in the solicitation. S Entire Shipment

Marks and Numbers M AN 1/45

Marks and numbers used to identify a shipment or parts of a shipment

Marks and Numbers O AN 1/45

Marks and numbers used to identify a shipment or parts of a shipment

Marks and Numbers Qualifier O ID 1/2

Code specifying the application or source of Marks and Numbers (87)

Use to indicate additional marks and numbers applicable to all line items in the solicitation. S Entire Shipment

Marks and Numbers O AN 1/45

Marks and numbers used to identify a shipment or parts of a shipment

Marks and Numbers O AN 1/45

Marks and numbers used to identify a shipment or parts of a shipment

003040F840 1 40 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

Must Use

Ref. Pes. RRAOl

RRA02

RRA

280

Required Response

Heading

Optional

25

To indicate information that is required to be included in the response

1 Use RRA02 only to specify applicable regulatory or contractual clause.

/. Use the l/RRA/280 segment to indicate to prospective quoting parties that specific

information must be provided with the quote, e.g., and applicable certification or

representation notpreviously made as a part ofthe registration process, or other

information, that applies to all ofthe line items in the solicitation. When the required

information varies by line item, use the 2/RRA/290 segment

2. Data maintenance has been submitted to ASCX12 to increase the maximum use of

this segment to 100.

Data Element Summary

Data

Element

701

Name Attributes

M ID 2/2

127

Information Type

Code specifying the information required in the response Use code 14 to indicate the reference number that requires a quoting party to provide a response with the quote. This reference will he a clause number or

other specific reference to information previously provided to the trading

partner.

14 As Indicated by the Cited Reference

Reference Number O AN 1/30

Reference number or identification number as defined for a particular

Transaction Set, or as specified by the Reference Number Qualifier.

003040F840 1 41 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

N9 Reference Number

290

N9 Optional

Heading

Optional

1To transmit identifying numbers and descriptive information as specified by the reference number qualifier

1 At least one of N902 or N903 is required.

2 If N906 is present, then N905 is required.

1 N906 reflects the time zone which the time reflects.

1. Use the 1/N9/290 segment to identify clauses, special instructions or other

references which are applicable to all ofthe line items in the solicitation. Wlien the

reference numbers vary by line item use the 2/N9/320 segment.

2. When an alternate section is relevantfor a cited clause, concatenate the

alpha/numeric alternate designation with the clause number in N902.

Data Element Summary

Ref. Data

Des. Element Name Attributes

Must Use N901 128 Reference Number Qualifier M ID 2/2

Code qualifying the Reference Number.

A request has been submitted to ASCX12 to add codes, which will be used to

identify an 0MB Circular number and Federal Information Resources

Management Regulation. We expect these codes to be availablefor use in ASCX12 Version/Release 3050.

1. Use code CJ to indicate a purchasing activity generated clause or special

provision notfound in the FAR, DFARS, Agency acquisition regulation

supplement, or FIRMR. Identify the source ofthe clause in N903.

2. Use code DD to identify a Department ofLabor wage determination

number.

3. Use code DF to indicate a clausefound in the DFARS.

4. Use code DXto indicate an agency clause contained in an agency

supplement to the Federal Acquisition Regulation. When used, indicate the agency in N903.

5. Use code K7 to indicate information for prospective bidders, e.g., labeling or packaging information, quotation instructions, etc. Cite an applicable

number in N902 and provide the information in thefollowing MSG segment

The numbering system can be based on the uniform contractformat, e.g., H1 for special requirements, or any other numbering system the originator

desires. The 2/REF/lOO segment can then be used to identify the reference

when it is applicable to a line item.

6. Use code KTto indicate another type ofreference number applicable to the solicitation. This number is not the RFQ number (which is found in BQT02). Indicate the source ofthe reference in N903 andprovide, if necessary, the text ofthe item in thefollowing MSG segment. For example,

this code could be used as a way ofgetting to thefollowing MSG segment

when thefull text must be transmitted. In that case, a reference number that follows the uniform contractformat could be used.

003040F840 1 42 15 October 1997
N902

N903

N904

127

369

373

Not Used N905 337

Not Used N906 623

CJ

DD

DF

DX

FA

GS

K7

KT

KY

KZ

7. Use codeKZ, if applicable, to indicate the master solicitation that applies

to the solicitation. 73 Statement of Work (SOW)

Description of a product or service to be procured under

a contract; statement of requirements

Clause Number

Document Identification Code

Defense Federal Acquisition Regulations (DFAR)

Department/Agency Number

Federal Acquisition Regulations (FAR)

General Services Administration Regulations (GSAR)

Paragraph Number

Request for Quotation Reference

A discrete number assigned for identification purposes

to a request for quotation

Site Specific Procedures, Terms, and Conditions

A set of procedures, terms, and conditions, applicable to a category of procurement emanating from a specific

location, which will be incorporated into all procurement actions in that category by referencing its unique number rather than by incorporating the lengthy

details it represents Master Solicitation Procedures, Terms, and Conditions

A set of standard procedures, terms, and conditions,

applicable to a category of procurement, which will be

incorporated into all procurement actions in that category by referencing its unique number rather than

by incorporating the lengthy details it represents

Department of Veterans Affairs Acquisition

Regulations (VAAR)

Reference Number X AN 1/30

Reference number or identification number as defined for a particular

Transaction Set, or as specified by the Reference Number Qualifier.

Free-form Description X AN 1/45

Free-form descriptive text Use is discouraged.

Date '"'O 'dT6/6"^""''"'" Date (YYMMDD)

Use to specify the date ofa clause or wage determination, or other reference. When the date is used it will be in YYMMDDformat so a clause date should

always end with the numeric 01 indicating thefirst day ofthe month. This

rule is necessary to comply with ASCX12 syntax.

Time X TM 4/8

Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-

59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds

are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)

Time Code O ID 2/2

Code identifying the time. In accordance with International Standards

Organization standard 8601, time can be specified by a + or - and an indication

in hours in relation to Universal Time Coordinate (UTC) time; since + is a

restricted character, + and - are substituted by P and M in the codes that follow

VB

003040F840 1 43 15 October 1997
Segment: Message Text

Position: 300

Loop: N9 Optional

Level: Heading

Usage: Optional

Max Use: 1000

Purpose: To provide a free form format that would allow the transmission of text information.

Syntax Notes: Semantic Notes: Comments: 1 MSG02 is not related to the specific characteristics of a printer, but identifies top of

page, advance a line, etc.

Data Element Summary

Must Use

Ref. Pes. MSGOlData

Element

933 Free-Form Message Text M AN 1/264

Free-form message text Printer Carriage Control Code O ID 2/2

A field to be used for the control of the line feed of the receiving printer

Name Attributes

Not Used MSG02 934

003040F840 1 44 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

Nl Name

310

Nl Optional (Must Use)

Heading

Optional (Must Use)

1To identify a party by type of organization, name, and code

1 At least one of N102 or N103 is required. 2 If either N1 03 or N104 is present, then the other is required.

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. 2 N1 05 and N1 06 further defme the type of entity in N 1 0 1

.

1. Wheneverpossible, address information should be transmitted using code values

contained in a combination ofthe NlOl, Nl03/04 data elements. Use N102 and the

N2-N4 segments only when it is necessary to transmit thefull address. For example, if a vendor can be identified by a DUNS number, it is not necessary to transmit the

vendor'sfull address since the relationship between the DUNS number and the

vendor's address can be established by accessing a data base in which the information

is stored, having been put there at the time the vendor electronically registered as a

federal government trading partner.

2. Use this l/Nl/310 loop to identify organizations or people that apply to all ofthe line items in the solicitation, or are not applicable at the line item level (e.g., soliciting

party, etc.). When the addresses vary be line item, use the 2/N1/340 loop.

3. There must be at least 1 iteration ofthe Nl segment code BYand as many iterations as necessary using code PK to identify the solicited party(ies).

4. While the Federal EDI system uses the DUNS number, other government users may

use other or additional numberfor a transition period in order to be able to cross- reference data bases to new procurement actions.

Data Element Summary

Ref. Data

Des. Element Name Attributes

Must Use NlOl 98 Entity Identifier Code M ID 2/2

Code identifying an organizational entity, a physical location, or an individual

1. A data maintenance request has been submitted to ASCX12 askingfor the

following codes: Meeting Location and Party to Receive Proposal. The

meeting location code would be used to identify a place where a prequoting

conference is to be held Since neither code is particularly applicable to small purchases, no effort was made to use a surrogate codefor the purpose. Ifapproved, the code will be applicable in ASCX12 Version/Release 3050.

2. Use code 31 only when an actual mailing address is required, and is differentfrom the address providedfor any other qualifier code. Do not use

if another qualifier code can be used to pass this address. When used,

indicate the name ofthe party in N102 and N2 segment.

3. Use code BYto indicate the purchasing or soliciting office or activity.

4. Use code CP to indicate the address to send the Certificate of

Conformance when it is differentfrom the purchasing or soliciting office or

activity.

003040F840 1 45 15 October 1997
5. Use code IC to indicate afreightforwarder.

6. Use code KWto indicate the location ofa public opening, ifapplicable,

when the address is different than the address ofthe soliciting activity.

7. Use code KX to indicate the FOB point when it must be described by a

specific address rather than as a code value indicating either origin or

destination.

8. Use code KY to indicate the technical office that has cognizance over the

technical portion ofthe solicitation, ifdifferent than the office originating

the solicitation. Do not use unless it is intendedfor the recipient of the

solicitation to deal directly with the cited party on technical matters related for the solicitation.

9. Use code LI to indicate the inspection location when it must be described as a specific address rather than a location such as origin or destination.

10. Use code OHto indicate the Hazardous Materials Office, A request has

been submitted to ASCX12 to add a codefor this location. Ifapproved it will be availablefor use in ASCX12 Version/Release 3050, Until that time, use

this code.

11. Use code PKto indicate the party receiving an original solicitation when

a namedparty is to be solicited. A request has been submitted to ASCX12 to add a codefor this purpose. We expect it to be availablefor use in ASC XI

2

Version/Release 3050. Until that time, use this code.

12. Use code PZ to indicate the requesting agency/activity. Data

maintenance has been submitted to add code 96 - Requestor. Use this code

until that code is approved.

13. Use code RC to indicate a location where the material will be both

inspected and accepted. A request has been submitted to ASCX12 to add a

codefor Inspection and Acceptance. We expect this code to be availablefor

use in ASC X12 Version/Release 3050. Until that time, use this code.

14. Use code ST to indicate the address to which an item must be shipped.

Forpurposes ofa solicitation, it may suffice to simply transmit the ZIP code

ofthe location rather than thefull address which can be added in the

resultant purchase order.

15. Use code SVto indicate a location where a service, e.g., grass cutting,

will be performed and accepted after performance is complete.

16. Use code Z7, when applicable, only when the inclusion ofthis address is necessary to prepare a quote. Otherwise, when applicable, include in the

resulting purchase order.

1 7. Use ZZ to indicate the acceptance location when it cannot be described

using a point such as origin or destination. Data maintenance has been

submitted to ASC X12 askingfor a codefor Acceptance Point Ifapproved,

the code will be available in ASCX12 Version/Release 3050.

3 1 Postal Mailing Address

BY Buying Party (Purchaser)

CP Party to Receive Cert, of Compliance

IC Intermediate Consignee

46 15 October 1997
KW

KX

KY

LI

Bid Opening Location

Free on Board Point

Technical Office

Inspection Location

Place where the item was viewed or inspected

Other Departments

Party to Receive Copy

Party to Receive Equipment

Name a party to receive the transfer of equipment

Receiving Location

Ship To

OH

PK

PZ

RC

ST

SV Service Performance Site When services are contracted for, this describes the organization for whom or location address at which

those services will be performed

Mark-for Party

The party for whom the needed material is intended

Mutually Defined

Z7

ZZ

Name X AN 1/35

Free-form name

Identification Code Qualifier X ID 1/2

Code designating the system/method of code structure used for Identification Code (67)

1. Use, when applicable, to identify the namedparty.

2. A request has been submitted to ASCX12 to add a codefor Contractor

Establishment Code. We expect this code to be availablefor use in the ASC

X12 Version/Release 3050.

3. While the Federal EDIprogram uses the DUNS number, other

government users ofthis implementation convention may require the use of

other and additional numbersfor a transition period in order to cross- reference existing data bases with new procurement actions.

4. Use ofthe DUNS or DUNS+4 number (code 1 or code 9) is preferred over any other coded number to identify a namedparty.

5. Use code 10 to indicate either a Department ofDefense or a Civilian Agency Activity Address Code.

6. When NlOl is code ST, use code 16 to indicate the ZIP code as a general

location for quoting purposes. Thefull address ofthe ship to party can be

provided later, in the purchase order. Ifthe ZIP code is an FPO or APO,

indicate the FPO/APO in the N4 segment.

7. Use code 33 to indicate vendors with CAGE codes.

8. Use code A2 to indicate a MAPAC address.

9. Use code FA to indicate a vendorfacility that cannot be identified by a CAGE code.

1 D-U-N-S Number, Dun & Bradstreet 9 D-U-N-S+4, D-U-N-S Number with Four Character

Suffix

47 15 October 1997
10 Department of Defense Activity Address Code

(DODAAC)

16 ZIP Code

33 Commercial and Government Entity (CAGE)

A2 Military Assistance Program Address Code (MAPAC)

Contained in the Military Assistance Program Address

Directory (MAPAD); represents the location of an

entity

FA Facility Identification N104 67 Identification Code X AN 2/17

Code identifying a party or other code

Not Used N105 706 Entity Relationship Code O ID 2/2

Code describing entity relationship

Not Used N106 98 Entity Identifier Code O ID 2/2

Code identifying an organizational entity, a physical location, or an individual

003040F840 1 48 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

Ref. Pes. Must Use N201

N202

N2 Additional Name Information

320

N1 Optional (Must Use)

Heading

Optional

2To specify additional names or those longer than 35 characters in length

Do not use when the cited party can be identified by a code value in N101/03/04.

Data Element Summary

Data

Element Name Attributes

93 Name M AN 1/35

Free-form name

93 Name O AN 1/35

Free-form name

003040F840 1 49 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

N3 Address Information

330

Nl Optional (Must Use)

Heading

Optional

2To specify the location of the named party

This segment is not necessary when the cited party can be identified by a code value in NlOl/03/04.

Data Element Summary

Ref. Data

Des. Element Name

Must Use N301 166 Address Information

Address information

N302 166 Address Information

Address information

Attributes

M AN 1/35

O AN 1/35

003040F840 1 50 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

N4 Geographic Location

340

Nl Optional (Must Use)

Heading

Optional

1To specify the geographic place of the named party

1 If N406 is present, then N405 is required.

1 A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location. 2 N402 is required only if city name (N401) is in the USA or Canada.

/. This segment is not necessary when the cited party can be identified hy a code value

in NlOl/03/04.

Ref. Pes. N401

N402

N403

N404

N405

N406

2. A request has been submitted to ASCX12 to increase the maximum use ofthis segment to greater than 1 to accommodate specifying multiple states or countries in a

delivery zone. We expect this maximum use to be available in ASC XI

Version/Release 3050.

Data

Element

19

156

116

26

309

310

Data Element Summary

Name Attributes

City Name O AN 2/30

Free-form text for city name

State or Province Code O ID 2/2

Code (Standard State/Province) as defined by appropriate government agency

Postal Code O ID 3/9

Code defining international postal zone code excluding punctuation and blanks

(zip code for United States) Country Code O ID 2/3

Code identifying the country

A conversion table may be required to convert agency codes to the codes used

by ASCXI2. Location Qualifier C ID 1/2 Code identifying type of location Refer to 003040 Data Element Dictionary for acceptable code values. Location Identifier O AN 1/30

Code which identifies a specific location

003040F840 1 51 15 October 1997
I

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

Must Use

Ref. Pes. REFOl

REF Reference Numbers

350

N1 Optional (Must Use)

Heading

Optional

12 To specify identifying numbers.

1 At least one of REF02 or REF03 is required.

This segment can be used to establish distribution lists for parties when applicable.

Use ofdistribution lists reduces the need to repeat addresses in table 2.

Data

Element

128

Data Element Summary

Attributes

M ID 2/2

Name

Reference Number Qualifier

Code qualifying the Reference Number.

1. Use code KC to indicate a CDRL distribution list Cite the distribution list number in REF02.

Must Use

Not Used

REF02

REF03

127

352

2. Use code KK to indicate a delivery (e.g., a shipment) distribution list when

there are multiple ship to addresses but the list is the samefor multiple line

items. Indicate the distribution list number in REF02.

KC Exhibit Distribution List Qualifies a list of addressees to which the distribution of

a cited contract exhibit must be made

KK Delivery Reference

Reference Number X AN 1/30

Reference number or identification number as defined for a particular

Transaction Set, or as specified by the Reference Number Qualifier.

Description X AN 1/80

A free-form description to clarify the related data elements and their content

003040F840 1 52 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

PER Administrative Communications Contact

360

Nl Optional (Must Use)

Heading

Optional

3To identify a person or office to whom administrative communications should be directed

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.

/. Use to identify the names and communication numbersfor the administrative points

ofcontact and other namedparties.

2. A request has been submitted to ASC XI2 to add data element 443, Contact Inquiry

Reference, atPEROJ. This data element will permit citing the title ofthe party

identified in PER02. Ifapproved, this data element will be availablefor use in ASC

X12 Version/Release 3050.

Must Use

Ref. Pes. PEROl

Data

Element

366

Data Element Summary

Name Attributes

Contact Function Code M ID 2/2

Code identifying the major duty or responsibility of the person or group named

I. Use to identify individuals who can be contacted regarding the

solicitation.

2. Use code IC to indicate a general information point ofcontact at the

location cited in NIOI.

BD Buyer Name or Department

CD Contract Contact HM Hazardous Material Contact IC Information Contact 10 Issuing Officer

PC Purchasing Contracting Officer (PCO)

Person to whom a warrant has been issued authorizing

that person to obligate funds on behalf of the government

QR Ordering Officer

An individual authorized to place orders against

existing contracts PER02 93 Name O AN 1/35

Free-form name

Cite the last namefirst, followed by thefirst name. Do not truncate The last name ifwhole name is longer than 35 characters. Instead, truncate thefirst name or use the initial ofthefirst name. PER03 365 Communication Number Qualifier X ID 2/2

Code identifying the type of communication number

1. Include the country code with code IT.

2. Use code TE to indicate the commercial telephone number ofthe named

party.

AU Defense Switched Network

Department of Defense telecommunications system and

successor of the Automatic Voice Network

003040F840 1 53 15 October 1997
1

(AUTOVON) I EM Electronic Mail

FX Facsimile [ IT International Telephone

TE Telephone i

i Communication Number X AN 1/80 ; i Complete communications number mcluding country or area code when i applicable \ Communication Number Qualifier X ID 2/2

| Code identifying the type of communication number

1. Use to identify a second communications numberfor the party cited in I PER02. For example, ifPER03/04 cites a commercial telephone number,

PER05/06 can be used to cite an Electronic Mail address. X Include the country code.

3. Do not use code EXunless there is one iteration ofPER03/04 using either i code AUor code TE.

4. Use code TE to indicate the commercial telephone number ofthe named

party.

AU Defense Switched Network ! Department of Defense telecommunications system and

successor of the Automatic Voice Network

(AUTOVON)

EM Electronic Mail

EX Telephone Extension

FX Facsimile IT International Telephone

j TE Telephone

PER06 364 Communication Number X AN 1/80

Complete communications number including country or area code when

applicable

|

PER04 364

PER05 365

003040F840 1 54 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

Not Used

Ref. Pes. TD501

TD502

TD503

TD504

TD5 Carrier Details (Routing Sequence/Transit Time)

390

Nl Optional (Must Use)

Heading

Optional

12 To specify the carrier and sequence of routing and provide transit time information

1 At least one of TD502 TD504 TD505 TD506 or TD512 is requued.

2 If TD502 is present, then TD503 is required. 3 If TD507 is present, then TD508 is required. 4 If TD5 1 0 is present, then TD5 1 1 is required.

1 When specifying a routing sequence to be used for the shipment movement in lieu of

specifying each carrier within the movement, use TD502 to identify the party

responsible for defining the routing sequence, and use TD503 to identify the actual routing sequence, specified by the party identified in TD502.

Use the 1/TD5/390 segment when the shipment is applicable to a named entity and is the samefor all the items that will be shipped to that named entity. When the shipment

methodsfor the named entity vary by line item, use the 2/TD5/420 segment

Data

Element

133

66

67

91

Not Used TD505 387

Not Used TD506 368

Not Used TD507 309

Not Used TD508 310

Not Used TD509 731

003040F840 1

Data Element Summary

Name Attributes

Routing Sequence Code O ID 1/2

Code describing the relationship of a carrier to a specific shipment movement

Identification Code Qualifier X ID 1/2

Code designating the system/method of code structure used for Identification Code (67)

When TD504 is code PL, use code 10 to indicate the number in TD503 is the

DoDAAC ofthe pipeline. 10 Department of Defense Activity Address Code

(DODAAC)

Identification Code X AN 2/17

Code identifying a party or other code

Transportation Method/Type Code X ID 1/2

Code specifying the method or type of transportation for the shipment

1. Use any code.

2. A conversion table may be required to convert agency codes to the codes

used by ASCX12.

3. When code D is used, it is to be read as the class ofservice provided by the

United States Postal Service and not a private carrier. Refer to 003040 Data Element Dictionary for acceptable code values. Routing X AN 1/35

Free-form description of the routing or requested routing for shipment, or the

originating carrier's identity

Shipment/Order Status Code X ID 2/2

Code indicating the status of an order or shipment or the disposition of any

difference between the quantity ordered and the quantity shipped for a line item or transaction Location Qualifier O ID 1/2

Code identifying tj^e of location Location Identifier X AN 1/30

Code which identifies a specific location Transit Direction Code O ID 2/2

55 15 October 1997
The point of origin and point of direction Not Used TD510 732 Transit Time Direction Qualifier O ID 2/2

Code specifying the value of time used to measure the transit time

Not Used TD511 733 Transit Time X R 1/4

The numeric amount of transit time

Not Used TD512 284 Service Level Code X ID 2/2

Code defining service

003040F840 1 56 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

POl

Semantic Notes: Comments:

Notes:

Ref. Pes. POlOl

PO102

PO103

POl04

PO105

Baseline Item Data

010

POl Mandatory

Detail

Mandatory

1To specify basic and most frequently used line item data

1 If POl 03 is present, then POl 02 is required. 2 If POl 05 is present, then POl 04 is required.

3 If POl 06 is present. then POl 07 is required.

4 IfPOlOS is present. then POl 09 is required.

5 If POl 10 is present. then POl 11 is required.

6 If POl 12 is present. then P0113 is required.

7 If POl 14 is present, then POl 15 is required.

8 IfP0116 is present. then POl 17 is required.

9 IfPOllS is present. then P0119 is required.

10 IfPO120 is present, then P0121 is required. 11 IfP0122 is present. then P0123 is required.

12 If POl 24 is present. then P0125 is required.

1 See the Data Dictionary for a complete list of ID's. 2 POl 01 is the line item identification. 3 POl 06 through POl 25 provide for ten (10) different product/service ID's per each

item. For example: Case, Color, Drawing No., UPC No., ISBN No., Model No.,

SKU.

Use the 2/POl/OlO loop to specify all information related to a CLIN, SUBCLIN or ELIN. Each iteration ofthe POl loop will identify all the information related to the

CLIN, SUBCLIN or ELIN cited in POIOL

Data

Element

350

330

355

212

639

Data Element Summary

Name Attributes

Assigned Identiflcation O AN 1/11

Alphanumeric characters assigned for differentiation within a transaction set Use to identify the CLIN, SUBCLIN or ELIN, if one is assigned.

Quantity Ordered X R 1/9

Quantity ordered

h Use to identify the quantity ofthe item being solicited.

2. Do not use this data element when quantities are specified at the

SUBCLIN level. Unit or Basis for Measurement Code O ID 2/2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

1. Use any code.

2. A conversion table may be required to convert agency codes to codes used

byASCX12.

Refer to 003040 Data Element Dictionary for acceptable code values. Unit Price X R 1/14

Price per unit of product, service, commodity, etc. Use only when POl05 is code TB and enter the number 0. Basis of Unit Price Code O ID 2/2

Code identifying the type of unit price for an item

Use to indicate that bidders are not to provide a separate pricefor the item

003040F840 1 57 15 October 1997
cited in POlOl. The cost ofthe item may be included in the cost ofanother^

related item. For example, ifthis line item is for data or documentation, it might be "not separately priced. " The cost ofthe data or documentation in that case could be included in the cost ofthe item itself Data maintenance

has been submitted to ASCX12 askingfor a code value indicating Not

Separately Priced. Ifapproved, that code will be availablefor use inASC

XI2 Version/Release 3050. Until a new code is approved, use this code. TB To be negotiated.

PO106 235 Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

Listed codes are preferred.

1. PO106 through POI25 are used in pairs. For example, PO106 will contain a qualifier code and PO107 will contain the data related to the

qualifying code. IfPO106 is code FS then PO107 would carry the National

Stock Number.

2. Use as many codes as necessary to describe the solicited item. There is no

need to use all the codes or even all ofthe applicable codes. Selectfrom the

code list the minimum set ofcodes and code values necessary to describe the

item being solicited.

3. Data maintenance has been submitted to ASC X12for thefollowing

additional codes: Exhibit Identifier, Data Category Code, Replacement

National Stock Number, Item Type Number, Time Compliant Technical

Order, Cognizance symbol, Material Control code. Special Material

Identification code. Item Management Code, Shelf-Life Code, and Shelf-Life

Action Code. Ifapproved, these codes will be availablefor use in ASCX12

Version/Release 3050,

4. Use code F7 to indicate the end item, if applicable, to which the solicited item applies.

5. Use code F8 to indicate, ifapplicable, the next higher assembly to which

the solicited item applies.

6. The National Stock Number, code FS, shall be transmitted as a

continuous set ofnumbers, and without the dashes.

7. See Code Source 27for the Federal Stock Classifications associated with

code FT,

8. Use code KA, if applicable, to indicate the list that contains the technical

information related to the line item cited in POIOL

9. When POlOl is a CLIN or a SUBCLIN related to an exhibit, use code KB

to indicate the data category ofa CDRL.

10. Use code MF to indicate a manufacturer (by name) who does not have a CAGE code. Use code ZB when the manufacturer has a CAGE code.

11. Use code MGto indicate the manufacturer's part number assigned to the

solicited item.

12. Use code PD to indicate a text description ofan item.

13. Use code PU to indicate a part number assigned by an industry not tied to

003040F840 1 58 15 October 1997
a specific manufacturer. Do not usefor National Drug Codes.

14. Use code RC to indicate an NSN, manufacturer's part number or other

identifying number (except a serial number) ofa returnable container. The

serial number ofa returnable container will be carried in a REF segment

using qualifier code MS.

15. Use code SH to indicate in text, the service being solicited.

16. Use code SNto indicate, if applicable, the serial number ofthe item cited

in POIOI. For example, ifthe solicitation is for the repair ofa serial numbered aircraft engineen

1 7. Use code SWto indicate a local stock number,

18. Use code SZ to indicate the size ofthe item being solicited

19. Use code VP to indicate a part number assigned by a selling party other

than the manufacturer.

20. Use code ZB to indicate the manufacturer ofan item. A8 Exhibit Line Item Number

FS

FT

KA

KB

LT

MF

MG

MN

MS

Nl

F8

N4

AK

CG

CL

CN

F7

N2

N3

The line item of a document referenced in and appended

to a procurement instrument which establishes a delivery requirement

Refined Product Code

Commodity Grouping

Color

Commodity Name

End-Item Description Item identifier describes an end-item associated with the use of the required material

Next Higher Used Assembly

Item identifier describes the next higher assembly

associated with the use of the required material

National Stock Number

Federal Supply Classification Engineering Data List Data Category Code

Lot Number

Manufacturer

Manufacturer's Part Number

Model Number

Military Specification (MILSPEC) Number

National Drug Code in 4-4-2 Format

4-digit manufacturer ID, 4-digit product ID, 2-digit trade package size National Drug Code in 5-3-2 Format

5-digit manufacturer ID, 3-digit product ID, 2-digit trade package size National Drug Code in 5-4-1 Format

5-digit manufacturer ID, 4-digit product ID, 1 -digit trade package size National Drug Code in 5-4-2 Format

003040F840 1 59 15 October 1997
PO107

PO108

PO109

POllO

POlll

P0112

P0113

P0114

234

235

234

235

234

235

234

235

RC

SH

SN

sw

szUK

5-digit manufacturer ID, 4-digit product ID, 2-digit trade package size ND National Drug Code (NDC)

PD Part Number Description

PU Part Reference Number

Often on a part or subassembly drawing there is a reference number shown that is not a part number but

may refer to a set of notes for use in fabrication,

assembly, or in repairing the item; it may refer to a physical location within the product, such as location of

a particular part on a truck engine, or to a reference to a

circuit location on an electronic assembly

Returnable Container No.

Service Requested

A numeric or alphanumeric code from a list of services

available to the customer

Serial Number

Stock Number

Vendor Alphanumeric Size Code (NRMA)

U.P.C./EAN Shipping Container Code (1-2-5-5-1)

A 1 4-digit code that uniquely identifies the manufacturer's shipping unit, including the packaging

indicator and check digit; the first digit is the packaging

indicator, the next two digits are the number system

characters, the next five digits are the manufacturer ID

number, the second five digits are the item code, and the

final digit is the check digit

VP Vendor's (Seller's) Part Number

ZB Commercial and Government Entity (CAGE) Code

A code that identifies a commercial contrator authorized

to do business with the U.S. government

Product/Service ID X AN 1/30

Identifying number for a product or service Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in ProductService ID (234)

Refer to 003040 Data Element Dictionary for acceptable code values. Product/Service ID X AN 1/30

Identifying number for a product or service Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

Refer to 003040 Data Element Dictionary for acceptable code values. Product/Service ID X AN 1/30

Identifying number for a product or service Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

Refer to 003040 Data Element Dictionary for acceptable code values. Product/Service ID X AN 1/30

Identifying number for a product or service Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in

003040F840 1 60 15 October 1997
Product/Service ID (234)

Refer to 003040 Data Element Dictionary for acceptable code values. P0115 234 Product/Service ID X AN 1/30

Identifying number for a product or service P0116 235 Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

Refer to 003040 Data Element Dictionary for acceptable code values. P0117 234 Product/Service ID X AN 1/30

Identifying number for a product or service P0118 235 Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

Refer to 003040 Data Element Dictionary for acceptable code values. P0119 234 Product/Service ID X AN 1/30

Identifying number for a product or service PO120 235 Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

Refer to 003040 Data Element Dictionary for acceptable code values. P0121 234 Product/Service ID X AN 1/30

Identifying number for a product or service P0122 235 Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

Refer to 003040 Data Element Dictionary for acceptable code values. P0123 234 Product/Service ID X AN 1/30

Identifying number for a product or service P0124 235 Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

Refer to 003040 Data Element Dictionary for acceptable code values. P0125 234 Product/Service ID X AN 1/30

Identifying number for a product or service

003040F840 I 61 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

P03 Additional Item Detail

030

POl Mandatory

Detail Optional

25

To specify additional item-related data involving variations in normal price/quantity

structure

1 If PO304 is present, then at least one of PO303 or PO305 is required.

1 Some examples of price/quantity variations are: price in different units from the POl

segment, price changes by date, or price changes by quantity (break and level). 2 PO307 defines the unit of measure for PO306.

Use to identify additional information relative to the item indicated in POIOL

Ref. Pes. Must Use PO301

Not Used PO302

Not Used PO303

Not Used PO304

Not Used PO305

Must Use PO306

Must Use PO307

Data

Element

371

373

236

212

639

380

355

Not Used PO308 352

Data Element Summary

Name Attributes

Change Reason Code M ID 2/2

Code specifying the reason for price or quantity change

/. Use code AQ to indicate that an item has an alternate quantity and unit of

measurement with both being applicable to the solicited item. For example,

the requirement might befor 10 sheets ofsteel ofa certain dimension.

Another way ofdescribing the item could be in terms ofits weight, such as 10,000 pounds ofsteel. This issue is related to the difference in order and

baling units ofmeasurement.

2. Use code EVto indicate the estimated quantityfor a requirements or

indefinite quantity instrument.

AQ Alternate Quantity and Unit of Measure

EV Estimated Quantity

Date O DT6/6

Date (YYMMDD)

Price Identifier Code X ID 3/3

Code identifying pricing specification

Unit Price O R 1/14

Price per unit of product, service, commodity, etc. Basis of Unit Price Code X ID 2/2

Code identifying the type of unit price for an item

Quantity M R 1/15

Numeric value of quantity

Unit or Basis for Measurement Code M ID 2/2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

A conversion table may be required to convert agency codes to codes used by

ASCX12.

Refer to 003040 Data Element Dictionary for acceptable code values. Description O AN 1/80

A free-form description to clarify the related data elements and their content

003040F840 1 62 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes:

Comments:

Notes:

CTP Pricing Information

040

POl Mandatory

Detail Optional

1To specify pricing information

1 If CTP04 is present, then CTP05 is required. 2 If CTP06 is present, then CTP07 is required.

3 If CTP09 is present, then CTP02 is required.

1 CTP07 is a multiplier factor to arrive at a final discounted price. A multiplier of .90 would be the factor if a 10% discount is given. 2 CTP08 is the rebate amount.

1 See Figures Appendix for an example detailing the use of CTP03 and CTP04.

See Figures Appendix for an example detailing the use of CTP03, CTP04 and

CTP07.

1. This segment will eventually be used to signal to prospective quotingparties that a

variety ofprices are being solicited, e.g., step-ladderpricing (prices based on a solicited range ofquantities), zoneprices (prices based on deliveries to various geographic

locations), prices based on different packaging requirementsfor the same item, or labor ratesfor categories oflabor that a quoting party may offerfor a time and

materials or labor hours type instrument It can be used to request the vendor to specify quantities at which price breaks are offered, or to indicate a catalog price along

with an offeredprice is required.

2. Ifstep-ladder price quantities are requiredfrom the bidder, the need must be

conveyed in text in the MSG segment in the N9 loop using code KT in N90L The

quoting party will be able to respond with the step-ladder pricesfor any given line or

subline item number because the CTP segment is availablefor up to 25 iterations in the 843 transaction.

3. A request has been sent to ASCX12 asking that the maximum use ofthis segment be

increasedfrom I to greater than 1. Ifapproved, this willfacilitate soliciting the

various prices identified in note 1. We expect the requested increase in this segment

will be availablefor use in ASCX12 Version/Release 3050.

4. A request has been submitted to ASCX12 askingfor the addition ofdata element

499 Condition Code as an optional data element as CTPIO. This data element would

be used to identify thepackaging level, protection level or delivery zone, when CTP02

cites a related code.

Data Element Summary

Ref. Data

Pes. Element Name Attributes

Not Used CTPOl 687 Class of Trade Code O ID 2/2

Code indicating class of trade CTP02 236 Price Identifier Code X ID 3/3

Code identifying pricing specification

1. Use to identify the type ofprices a bidder is required to submit in the

quote.

2. Data maintenance has been submitted to ASCX12 askingfor the addition

ofcodesfor: Hourly labor rates for categories oflabor, pricesfor dijferent

packaging protection levels and different packing levels. Ifapproved, these

codes will be available for use in ASCX12 Version/Release 3050.

3. Use code ALTto indicate a lease-to-purchase price. Data maintenance

003040F840 1 63 15 October 1997
has been submitted to ASCXI2.

Not Used CTP03

CTP04

CTP05

Not Used CTP06

Not Used CTP07

Not Used CTP08

Not Used CTP09

4. Use code CAT to indicate that the quoting party, in addition to the quoted

price, is to provide a catalog pricefor the item cited in POL

5. Use code GOVto indicate the sale price to the government.

6. Use code PAQ to indicate that quoting party is to provide a replacement

pricefor an item if it is less costly than to repair the item.

7. Use code PUR to indicate the quoting party pricefor an item ifit is less costly than to repair the item.

8. Use code SPC to indicate a lease price. Data maintenance has been

submitted to ASCX12.

Alternate Price Catalog Price

Government Price

Price Break Quantity(s)

Purchase

Special Price

ALT

CAT

GOV

PAQ

PUR

SPC

212 Unit Price O R 1/14

Price per unit of product, service, commodity, etc. 380 Quantity O R 1/15

Numeric value of quantity

355 Unit or Basis for Measurement Code X ID 2/2

Code specifying the units in which a value is being expressed, or marmer in which a measurement has been taken

Use any code. A conversion table may be required to convert agency codes to the codes used by ASCX12.

Refer to 003040 Data Element Dictionary for acceptable code values. 648 Price Multiplier Qualifier O ID 3/3

Code indicating the type of price multiplier

649 Multiplier X R 1/10

Value to be used as a multiplier to obtain a new value 782 Monetary Amount O R 1/15

Monetary amount

639 Basis of Unit Price Code O ID 2/2

Code identifying the type of unit price for an item

003040F840 1 64 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

MEA Measurements

Semantic Notes: Comments:

Notes:

049

POl Mandatory

Detail Optional

40

To specify physical measurements or counts, including dimensions, tolerances, variances,

and weights (See Figures Appendix for example of use of COOl)

1 At least one of MEA03 MEA05 MEA06 or MEA08 is required. 2 If MEA03 is present, then MEA04 is required.

3 If MEA05 is present, then MEA04 is required.

4 If MEA06 is present, then MEA04 is required. 5 If MEA07 is present, then at least one of MEA03 MEA05 or MEA06 is required.

6 Only one of MEA08 or MEA03 may be present.

1 MEA04 defines the unit of measure for MEA03, MEA05, and MEA06.

1 When citing dimensional tolerances, any measurement requiring a sign (+ or -), or any measurement where a positive (+) value cannot be assumed, use MEA05 as the negative (-) value and MEA06 as the positive (+) value.

1. Use the 2/MEA/049 segment when measurements vary by line item. When

measurements apply to all the line items, use the l/MEA/200 segment.

2. Use to identify any measurements applicable to a specific line item including: the

maximum size standardfor the SIC code applicable to the line item, the length ofa

warranty required to be provided by the bidder, the variations in quantity permittedfor

the line item, and the minimum/maximum quantity per orderfor a specified line item

under an indefinite type ofinstrument.

Data Element Summary

Ref. Data

Des. Element Name Attributes

MEAOl 737 Measurement Reference ID Code O ID 2/2

Code identifying the broad category to which a measurement applies

/. Use any code.

2. Listed codes are preferred and shall be usedfor the purpose described in

their accompanying notes.

3. When REFOl is code IJ, use code CS to indicate the size standardfor the

specified SIC code.

4. Use code CTto indicate variation in quantity when expressed as a discrete

quantity. Use MEAOS/06 to indicate the quantity over and under.

5. Use code DE to indicate a warranty period.

6. Use code PMto indicate that measurement values are applicable to the

minimum and maximum quantity or dollar value permitted per order against an indefinite instrument. Use MEA05/06 to indicate the minimum and

maximum.

Refer to 003040 Data Element Dictionary for acceptable code values. MEA02 738 Measurement Qualifier O ID 1/3

Code identifying a specific product or process characteristic to which a measurement applies

1. Use any code. Listed codes are to be used in accordance with their accompanying notes.

2. When MEAOl is code CS, use code MXto indicate the maximum size

003040F840 1 65 15 October 1997
standard ofthe SIC code applicable to the line item.

MEA03

MEA04

Must Use COOlOl

Not Used C00102

Not Used COO 103

Not Used C00104

Not Used C00105

Not Used C00106

Not Used C00107

Not Used C00108

Not Used C00109

Not Used COOllO

Not Used COOlll

Not Used C00112

Not Used C00113

003040F840 1

739

COOl

355

1018

649

355

1018

649

355

1018

649

355

1018

649

355

3. Use code PO to indicate the percent variation in quantity permittedfor the

line items. Use MEA05/06 to indicate the percent over and under.

4. Use code TTto indicate the length ofa warranty period. Specify the

length oftime in MEA03 and the time period in MEA04-1.

Refer to 003040 Data Element Dictionary for acceptable code values. Measurement Value X R 1/10

The value of the measurement

Composite Unit of Measure X

To identify a composite unit of measure (See Figures Appendix for examples

of use)

A conversion table may be required to convert agency codes used by ASC

X12.

Unit or Basis for Measurement Code M ID 2/2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

1. Use any code. Listed codes are requiredfor thepurpose indicated in their accompanying notes.

2. A conversion table may be required to convert agency codes to codes used

byASCXn.

3. Use code IE to indicate the SIC size standard in terms ofnumbers of

employees.

4. Use code R5 to indicate the SIC size standard in terms ofdollar amount of

sales. Refer to 003040 Data Element Dictionary for acceptable code values. Exponent

Power to which a unit is raised O R 1/15

Multiplier O R 1/10

Value to be used as a multiplier to obtain a new value Unit or Basis for Measurement Code

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

Exponent

Power to which a unit is raised Multiplier

Value to be used as a multiplier to obtain a new value

Unit or Basis for Measurement Code

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

Exponent

Power to which a unit is raised Multiplier

Value to be used as a multiplier to obtain a new value

Unit or Basis for Measurement Code

Code specifying the units in which a value is being expressed, or maimer in which a measurement has been taken

Exponent

Power to which a unit is raised Multiplier

Value to be used as a multiplier to obtain a new value

Unit or Basis for Measurement Code

O ID 2/2

O R 1/15

O R 1/10

O ID 2/2

O R 1/15

O R 1/10

O ID 2/2

O R 1/15

O R 1/10

O ID 2/2

66 15 October 1997
Not Used C00114

Not Used C00115

MEA05

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

1018 Exponent O R 1/15

Power to which a unit is raised 649 Multiplier O R 1/10

Value to be used as a multiplier to obtain a new value

740 Range Minimum X R 1/10

The value specifying the minimum of the measurement range

/. When MEAOl is code CT or MEA02 is code PO, use to identify the

variation under.

2. When MEAOl is code PM, use to identify the minimum quantity or dollar value ofeach order that can be placed against an indefinite delivery

instrument,

MEA06 741 Range Maximum X R 1/10

The value specifying the maximum of the measurement range

1. mten MEAOl is code CT or MEA02 is code PO, use to identify the

variation over.

Not Used MEA07 935

Not Used MEA08 936

Not Used MEA09 752

Not Used MEAIO 1373

2. When MEAOl is code PM, use to identify the maximum quantity or dollar value ofeach order that can beplaced against an indefinite instrument.

Measurement Significance Code O ID 2/2

Code used to benchmark, qualify or fiirther define a measurement value

Measurement Attribute Code X ID 2/2

Code used to express an attribute response when a numeric measurement value cannot be determined

Surface/Layer/Position Code O ID 2/2

Code indicating the product surface, layer or position that is being described

Measurement Method or Device O ID 2/4

The method or device used to record the measurement

003040F840 1 67 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes:

Comments:

Notes:

FID Product/Item Description

050

FID Optional

Detail Optional

1To describe a product or process in coded or free-form format

123

4

123

If PID04 is present, then PID03 is required.

At least one of P1D04 or FIDOS is required.

If FIDO? is present, then FID03 is required.

If PID08 is present, then PID03 is required.

Use FID03 to indicate the organization that publishes the code list being referred to. FID04 should be used for industry-specific product description codes. FIDOS describes the physical characteristics of the product identified in FID04. A

""Y" indicates that the specified attribute applies to this item. A ""N" indicates it does

not apply. Any other value is indeterminate.

1 If FIDO 1 = " F", then FIDOS is used. If FIDO 1 = ' S", then FID04 is used. If FIDO 1 =

^X", then both FID04 and FIDOS are used.

2 Use FID06 when necessary to refer to the product surface or layer being described in the segment.

3 FIDO? specifies the individual code list of the agency specified in FID03.

Use is discouraged. Use the 2/PID/050 segment when the information applies to a

specific line item. Use the l/PID/190 segment when the information applies to all the

line items.

Data Element Summary

Ref. Data

Pes. Element

Must Use PIDOl 349

Not Used PID02 750

Not Used PID03 559

Not Used PID04 751

Must Use PID05 352

Not Used PID06 752

Not Used PID07 822

Not Used PID08 1073

Name Attributes

Item Description Type M ID 1/1 Code indicating the format of a description

F Free-form

Product/Process Characteristic Code O ID 2/3

Code identifying the general class of a product or process characteristic Agency Qualifier Code X ID 2/2

Code identifying the agency assigning the code values Product Description Code X AN 1/12

A code from an industry code list which provides specific data about a product

characteristic Description X AN 1/80

A free-form description to clarify the related data elements and their content

Use, ifnecessary, to identify a briefdescription ofthe line item being

solicited. Surface/Layer/Position Code O ID 2/2

Code indicating the product surface, layer or position that is being described

Source Subqualifier O AN 1/15

A reference that indicates the table or text maintained by the Source Qualifier

Yes/No Condition or Response Code O ID 1/1 Code indicating a Yes or No condition or response

003040F840 1 68 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

PWK Paperwork

070

POl Mandatory

Detail Optional

25

To identify the type and transmission of paperwork or supporting information

1 If either PWK05 or PWK06 is present, then the other is required.

1 PWK05 and PWK06 may be used to identify the addressee by a code number.

2 PWK07 may be used to indicate special information to be shown on the specified

report. 3 PWK08 may be used to indicate action pertaining to a report.

/. Use to indicate how technical documentation, specifications or drawings, etc., applicable to a line item, are being provided by the buying party or required to he

provided by the selling party.

2. Use also, as applicable, to identify either paperwork required to complete a response

to this solicitation, or paperwork required by the resultant contract and how that paperwork is to be provided.

3. Use the 2/PWK/070 segment to provide paperwork that applies to a line item. Ifthe

paperwork applies to all the line items, use the l/PWK/210 segment

Data Element Summary

Ref. Data

Des. Element Name Attributes

Must Use PWKOl 755 Report Type Code M ID 2/2

Code indicating the title or contents of a document, report or supporting item

A request has been submitted to ASC X12 to add codesfor: Certified Cost and Price Data, Wage Determination, Union Agreement, and Attachment,

We expect these codes to be availablefor use in ASCXI2 Version/Release

3050.

1. Use code 25 to indicate that a make or buy plan is required.

2. Use code 35 to indicate that a subcontracting plan is required.

3. Use code CI to indicate that cost andprice data is required.

4. Use code CP to indicate a Certificate of Conformance.

5. Use code KA to indicate that additional information will be provided

relative to a CDRL being transmitted in this solicitation.

6. Use code SD to indicate that supporting technical documentation,

statement ofwork or other information is either beingprovided by the

soliciting party or required ofthe selling party in the quote.

25 Purchase Plan

35 Subcontractor Plan

CI Cost Data Summary

CP Certificate of Compliance (Material Certification)

ex Cost/Schedule Status Report (C/SSR)

Contract status report showing budget, performance,

actual, cost variance, schedule variance, budget at complete, estimate at complete, and variance at

003040F840 1 69 15 October 1997
PWK02 756

PWK03

PWK04

757

98

PWK05 66

complete at specified levels of the work breakdown

structure Contract Funds Status Report (CFSR)

Status report for funds appropriation including

commitments, actual cost, forecast of billings, and

estimated termination costs Cost Performance Report (CPR) Format 1 Detailed contract status report including current

reporting month values at specified levels of the work

breakdown structure Cost Performance Report (CPR) Format 2 Detailed contract status report at specified levels of the organization breakdown structure Cost Performance Report (CPR) Format 3 Contract baseline report that summarizes changes to the contract over a given reporting period with beginning

and ending values Cost Performance Report (CPR) Format 4

Contract resource summary report that forecasts labor requirements for the remainder of a contract Cost Performance Report (CPR) Format 5 Contract summary or detail report explaining significant cost or schedule variances

Certified Inspection and Test Results Contract Data Requirements List (CDRL)

Material Inspection and Receiving Report

Material Safety Data Sheet

Proof of Delivery

Support Data for a Request for Quote

Shipping Notice

Specification

Report Transmission Code O ID 2/2

Code defming timing, transmission method or format by which reports are to be sent While any listed code may be used, code EL is preferred when the indicated

paperwork can beprovided electronically using one ofthe transaction sets specifically designedfor the purpose. BM By Mail

EL Electronically Only

FX By Fax

WS With Shipment (With Package)

Report Copies Needed O NO 1/2

The number of copies of a report that should be sent to the addressee

Entity Identifier Code O ID 2/2

Code identifying an organizational entity, a physical location, or an individual

tJse any code. Use, as applicable, to identify a party relevant to the cited

paperwork.

Refer to 003040 Data Element Dictionary for acceptable code values. Identification Code Qualifier X ID 1/2

Code designating the system/method of code structure used for Identification Code (67)

Use any code. Refer to 003040 Data Element Dictionary for acceptable code values.

CY

Fl

F2

F3

F4

F5

IT

KA

MR

MS

PD

SD

SN

SP

003040F840 1 70 15 October 1997
PWK06 67 Identification Code X AN 2/17

Code identifying a party or other code

PWK07 352 Description O AN 1/80

A free-form description to clarify the related data elements and their content Use only if necessary to identify additional information or instructions

related to a specific paperwork item. Use is discouraged.

PWK08 C002 Actions Indicated O

Actions to be performed on the piece of paperwork identified Must Use C00201 704 Paperwork/Report Action Code M ID 1/2 Code specifying how the paperwork or report that is identified in the PWK

segment relates to the transaction set or to identify the action that is required

1. Use code 2 to indicate the specific paperwork will be required under the

resulting contract or order.

2. Use code 3 to indicate the specified paperwork will be provided. Data

maintenance has been submitted to ASCX12. Ifapproved, the code will be

availablefor use in ASCX12 Version/Release 3050. In the meantime, use

this code.

3. Use code 5 to indicate the specified paperwork must be provided in the response to this solicitation. 2 Report to be Filed 3 Complete

Use the information provided, add additional required

data, distribute as indicated 5 Generate Not Used C00202 704 Paperwork/Report Action Code O ID 1/2

Code specifying how the paperwork or report that is identified in the PWK

segment relates to the transaction set or to identify the action that is required

Not Used C00203 704 Paperwork/Report Action Code O ID 1/2

Code specifying how the paperwork or report that is identified in the PWK

segment relates to the transaction set or to identify the action that is required

Not Used C00204 704 Paperwork/Report Action Code O ID 1/2

Code specifying how the paperwork or report that is identified in the PWK

segment relates to the transaction set or to identify the action that is required

Not Used C00205 704 Paperwork/Report Action Code O ID 1/2

Code specifying how the paperwork or report that is identified in the PWK

segment relates to the transaction set or to identify the action that is required

003040F840 1 71 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

PKG

Notes:

Ref. Pes. PKGOl

PKG02

PKG03

Marking, Packaging, Loading

080

POl Mandatory

Detail Optional

200

To describe marking, packaging, loading, and unloading requirements

1 At least one of PKG04 PKG05 or PKG06 is required. 2 If PKG04 is present, then PKGOl is required.

3 If PKG05 is present, then PKGOl is required.

1 PKG04 should be used for industry-specific packaging description codes.

1 Use the MEA (Measurements) Segment to define dimensions, tolerances, weights,

counts, physical restrictions, etc. 2 If PKGO 1 = ' ~ F", then PKG05 is used. If PKGO 1 =

'

" S", then PKG04 is used. If PKGOl = "X", then both PKG04 and PKG05 are used. 3 Use PKG03 to indicate the organization that publishes the code list being referred to. 4 Special marking or tagging data can be given in PKG05 (description).

/. Use the 2/PKG/080 segment if the packaging information applies to a specific line

item. Ifthe packaging information applies to all the line items in the solicitation, use

the l/PKG/220 segment.

2. A request has been submitted to ASCX12 to add MIL-STD 2073-2C codes to ASC

X12 standards. Ifapproved, those codes will be availablefor use in ASCX12

Version/Release 3050 and they will be carried in PKG02/03/04. Until those codes are

available, packaging information can be transmitted as a MIL-STD 2073-2C code

string (as is currently done in a paper instrument) in PKG05. Ifadditional packaging

information is required to be provided to prospective bidders, use the N9 loop (code

K7).

3. Do not use when standard commercial packaging is acceptable.

Data Element Summary

Data

Element

349

Name Attributes

X ID 1/1

753

559

Item Description Type

Code indicating the format of a description

Use code F only when the packaging information is identified asfree-form

text.F Free-form

Packaging Characteristic Code O ID 1/5

Code specifying the marking, packaging, loading and related characteristics being described

1. A request has been submitted to ASCX12 to add MIL-STD 2073-2C

packaging characteristic code, e.g., CD - Cleaning/Drying Procedures, CTCushioning Thickness, etc. We expect those codes to be availablefor use in ASCX12 Version/Release 3050. In the meantime, use code 65 when

providing the MIL-STD 2073-2C code strings in PKDOS.

2. Use code 65 to indicate MIL-STD 2073-2Cpackaging codes. Cite the code

string in PKG05.

65 Core Characteristics Agency Qualifier Code X ID 2/2

Code identifying the agency assigning the code values Use to indicate an activity other than DoD or GSA. Data maintenance has

been submitted to ASCXI2. Ifapproved, a codefor Federal Government

will be available in ASCXI2 Version/Release 3060.

003040F840 1 72 15 October 1997
Not Used PKG04

PKG05

Not Used PKG06

ZZ Mutually Defined

754 Packaging Description Code X AN 1/7

A code from an industry code list which provides specific data about the marking, packaging or loading and unloading of a product

352 Description X AN 1/80

A free-form description to clarify the related data elements and their content Use to identify a string ofMIL-STD 2073-2Cpackaging codes or to identify

packaging information in free-form text. The MIL-STD 2073-2C code string uses a positional and sequential system. Coded data must appear in the

sequence and number ofpositions specified in Appendix FofMIL-STD

2073-1. Zeros shall be inserted in the code stringfor data that is not being

provided, A comma (,) will be used as a delimiter between data in the code

string. Use ofthis data element is discouraged ifother methods of

transmitting the data exist within this transaction set. 400 Unit Load Option Code X ID 2/2

Code identifying loading or unloading a shipment

003040F840 1 73 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

P04 Item Physical Details

Semantic Notes: Comments:

Notes:

Ref. Pes. Not Used PO401

Not Used PO402

Not Used PO403

PO404

090

POl Mandatory

Detail Optional

1To specify the physical qualities, packaging, weights, and dimensions relating to the item

1 If PO402 is present, then PO403 is required. 2 If PO405 is present, then PO406 is required. 3 If PO406 is present, then PO407 is required. 4 If either PO408 or PO409 is present, then the other is required. 5 If P04 1 0 is present, then P04 1 3 is required.

6 If P041 1 is present, then P0413 is required. 7 If P0412 is present, then P0413 is required.

8 If P04 1 3 IS present, then at least one of P04 1 0 P04 1 1 or P04 1 2 is required.

1 PO403 - The "Unit of Measure Code" (Element #355) in this segment position is for purposes of defining the pack (PO401) /size (PO402) measure which indicates the quantity in the inner pack unit. Example: If the carton contains 24 12-Ounce

packages, it would be described as follows: Element 356 = 24; Element 357 = 12; Element 355 = OZ.

2 P0413 defines the unit of measure for PO410, P041 1, and P0412.

1. Use to identify the dimensions ofthe unit or intermediate pack. In ASCXI

2

Version/Release 3050, this segment will be used to also carry the number ofitems in a

unit container, the number ofunit containers in an intermediate container and the gross weight and cube ofa container. Until then, this information is contained in the

MILSTD 2073-2C code string at either the header or detail level

2. A request has been submitted to ASC XI2 to increase the maximum use ofthis segment to greater than one in order to pass dimensions ofboth a unit and

intermediate container and to permit identifying the number ofitems in a unit and/or

intermediate container. Ifapproved, this increase will be available in ASCX12

Version/Release 3050. In the meantime, dimensions ofeither a unit ofintermediate

container can beprovided.

Data Element Summary

Data

Element

356

357

355

103

Attributes

O NO 1/6

O R 1/8

Name

Pack

Number of inner pack units per outer pack unit Size

Size of supplier units in pack

Unit or Basis for Measurement Code X ID 2/2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

Packaging Code O AN 5/5

Code identifying the type of packaging; Part 1: Packaging Form, Part 2: Packaging Material

1. Use code PKG to indicate an intermediate container. A request has been

submitted to ASC XI2 to add a codefor Intermediate container. Ifapproved,

this code will be available in ASC XI2 Version/Release 3050. In the

meantime, use this code.

2. Use code UNTto indicate a unit container.

3. Use part 2 code 04 in conjunction with part 1 codes PKG and UNTto comply with the XI2 min/max attributes ofthis data element Part 2 code 04

003040F840 1 74 15 October 1997
Not Used PO405 187

Not Used PO406 384

Not Used PO407 355

Not Used PO408 385

Not Used PO409 355

PO410 82

P0411 189

P0412 65

P0413 355

should not beprocessed by the receiving application.

PKG Package

UNT Unit

04 As Specified by the DOT

Weight Qualifier O ID 1/2

Code defining the type of weight

Gross Weight per Pack X R 1/9

Numeric value of gross weight per pack

Unit or Basis for Measurement Code X ID 2/2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

Gross Volume per Pack X R 1/9

Numeric value of gross volume per pack

Unit or Basis for Measurement Code X ID 2/2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

Length O R 1/8

Largest horizontal dimension of an object measured when the object is in the upright position

Width O R 1/8 Shorter measurement of the two horizontal dimensions measured with the object in the upright position

Height . O R 1/8 Vertical dimension of an object measured when the object is in the upright

position

Use to identify the depth ofa container.

Unit or Basis for Measurement Code X ID 2/2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

1. Use any code.

2. A conversion table may by required to convert agency codes used by ASC

X12.

Refer to 003040 Data Element Dictionary for acceptable code values.

003040F840 1 75 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

Ref. Pes. Must Use REFOl

REF Reference Numbers

100

POl Mandatory

Detail

Optional

12 To specify identifying numbers.

1 At least one of REF02 or REF03 is required.

Use the 2/REF/lOO segment to identify reference numbers that vary by line item,

^hen the reference number applies to all the line items, use the l/REF/050 segment

Data Element Summary

Data

Element

128

Attributes

M ID 2/2

Name

Reference Number Qualifier

Code qualifying the Reference Number.

1. Use code 2E to indicate that the item is being solicited as a part ofa

foreign military sale,

2. Use code 73 to indicate the statement ofwork (SOW) number or a number

within a statement ofwork where additional information can befound. If

the SOWis a part ofthe solicitation, the PWK segment can be used to indicate how it is being transmitted to the quotingparty if not otherwise

included in the solicitation. Ifit is included in the solicitation, use the

following MSGsegment, if applicable.

3. Use code EVto indicate the office or other symbol ofthe requiring office responsiblefor ensuring the adequacy ofthe technical data,

4. Use code IJ to indicate the Standard Industrial Classification (SIC) Code

ofthe cited line item.

5. Use code IL to indicate the requisition number (e.g., the

MILSTRIP/FEDSTRIP document number),

6. Use code KO to indicate the approval code on a CDRL, Codes associated

with code KO arefound in code source 329.

7. Use codeK4, ifapplicable, to indicate the surveillance criticaUty

designator that will be applicable to the line item,

8. Use code K7 to indicate a particular paragraph or section in a solicitation that contains information relative to the line item.

9. Use code KC to indicate an exhibit distribution list to which data Hems en

the CDRL are to be delivered.

10. Use code KKto indicate a Ship-To address list.

11. Use code KVto qualify a cited CDRL distribution lisL

12. Use code PH to indicate the MILSTRIP/FEDSTRIPpriority.

13. Use code RQ, as appropriate, to indicate an internal number such as a purchase request orpurchase request order number. When citing a

003040F840 1 76 15 October 1997
purchase request number, concatenate its line item number with the

purchase request number if it is necessary to transmit both numbers.

14. Use code S3 to indicate a specification other than a MILSPEC.

15. Use code ZZ to indicate another type ofreference number. When used,

indicate the nature ofthe number in REF03.

\6 Military Interdepartmental Purchase Request (MIPR)

Number

A specific form used to transmit obligation authority

(dollars) and requirements between a service or agency

requiring a purchase and a military service or agency

responsible for procuring the requirement

2E Foreign Military Sales Case Number

A reference number designating the foreign military

sale records 73 Statement of Work (SOW)

Description of a product or service to be procured under

a contract; statement of requirements

82 Data Item Description (DID) Reference

Specific data elements that the government will ask a contractor to provide and are spelled out in specific

requirement documents

83 Extended (or Exhibit) Line Item Number (ELIN)

Identifies specific line items to be delivered for a

contract 97 Package Number

A serial number indicating unit shipped

BV Purchase Order Line Item Identifier (Buyer)

C7 Contract Line Item Number

CH Customer catalog number

CT Contract Number

DG Drawing Number

EV Receiver Identification Number

A unique number identifying the organization/site location designated to receive the current transmitted

transaction set U Standard Industry Classification (SIC) Code

IL Internal Order Number

KO Approval Code

K4 Criticality Designator

A number assigned to a contract or order that expresses

the relative importance of that contract or order and

thereby assists the contractor in making performance

decisions and assists in making production surveillance decisions

K6 Purchase Description

K7 Paragraph Number

KC Exhibit Distribution List Qualifies a list of addressees to which the distribution of

a cited contract exhibit must be made

KK Delivery Reference

77 15 October 1997
REF02 127

REF03 352

KV Distribution Statement Code

LT Lot Number

P4 Project Code

PH Priority Rating

QC Product Specification Document Number

Model designation of replacement component

RQ Purchase Requisition No.

RS Returnable Container Serial Number

52 Military Specification Number (MILSPEC)

53 Specification Number

TN Transaction Reference Number

TP Test Specification Number

W2 Weapon System Number

Identifies a weapon system

W6 Federal Supply Schedule Number

Identifies an item with a two-digit group number, twodigit part number, and one-character section letter XE Transportation Priority Number

Number indicating the level of government priority

associated with the transportation of a shipment

ZF Contractor Establishment Code (CEC)

Goverment identifier to designate a contractor; it is nine

characters, eight numeric and a final alpha

ZZ Mutually Defined

Reference Number X AN 1/30

Reference number or identification number as defined for a particular

Transaction Set, or as specified by the Reference Number Qualifier.

Ifa reference number has an associated revision number, suffix, or

extension, concatenate the reference number and the

revision/suffix/extension number and carry the resultant number in this'data element.

Description X AN 1/80

A free-form description to clarify the related data elements and their content Use to identify additional information related to the cited reference number.

Use is discouraged.

003040F840 1 78 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

PER Administrative Communications Contact

110

POl Mandatory

Detail Optional

3To identify a person or office to whom administrative communications should be directed

1 If either PER03 or PER04 is present, then the other is requhed.

2 If either PER05 or PER06 is present, then the other is required.

1. Use to identify the names and communication numbersfor the administrative points

ofcontact and other namedparties.

2. A request has been submitted to ASCX12 to add data element 443, Contact Inquiry

Reference, atPER07. This data element will permit citing the title ofthe party

identified in PER02. If approved, this data element will be ax'ailable for use in ASC

X12 Version/Release 3050.

3. Use onlyfor CRDL information.

Must Use

Ref. Pes. PEROl

PER02

PER03

PER04

Data

Element

366

93

365

364

Data Element Summary

Name Attributes

Contact Function Code M ID 2/2

Code identifying the major duty or responsibility of the person or group named

1. Use codeAU to indicate the party approving the contract data

requirements list

2. Use code PI to indicate the preparer ofthe contract data requirements list AU Report Authorizer PI Preparer

A fum, organization, or individual who determmes the tax liability from information supplied by the taxpayer

Name O AN 1/35

Free-form name

Cite the last namefirst, followed by thefirst name. Do not truncate the last name if whole name is longer than 35 characters. Instead, truncate thefirst name or use the initial ofthefirst name. Communication Number Qualifier X ID 2/2

Code identifying the type of communication number

1. Include the country code with code IT.

2. Use code TE to indicate the commercial telephone number ofthe named

party.

Defense Switched Network

Department of Defense telecommunications system and

successor of the Automatic Voice Network

(AUTOVON)

Electronic Mail

Facsimile

International Telephone

Telephone

Communication Number X AN 1/80

Complete communications number including country or area code when

AU

EM

FX

rrTE

003040F840 1 79 15 October 1997
applicable

PER05 365 Communication Number Qualifier X ID 2/2

Code identifying the type of communication number

Use to identify a second communications networkfor theparty cited in PER02. For example, ifPER03/04 cites a commercial telephone number,

PER05/06 can be used to cite an Electronic Mail address.

1. Do not use code EX unless there is one iteration ofPER03/04 using either

codeAU or code TE.

2. Include the country code with code IT.

PER06 364

3. Use code TE to indicate the commercial telephone number ofthe named

party.

Defense Switched Network

Department of Defense telecommunications system and

successor of the Automatic Voice Network

(AUTOVON)

Electronic Mail

Telephone Extension

Facsimile

International Telephone

Telephone

Communication Number X AN 1/80

Complete communications number including country or area code when

applicable

AU

EM

EX

FX

IT

TE

003040F840 1 80 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

SAC Service, Promotion, Allowance, or Charge Information

130

POl Mandatory

Detail Optional

25

To request or identify a service, promotion, allowance, or charge; to specify the amount

or percentage for the service, promotion, allowance, or charge

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 SACIO is present, then the other is required. 5 If SACl 1 is present, then SACIO is required.

6 If SAC 13 is present, then at least one of SAC02 or SAC04 is required. 7 If SAC 14 is present, then SAC 13 is required.

Semantic Notes: 1 If SACOl 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 SACIO alone is used to indicate a specific quantity which could be a dollar amount,

that is applicable to service, promotion, allowance or charge.

SACIO and SACl 1 used together indicate a quantity range, which could be a dollar amount, that is applicable to service, promotion, allowance, or charge. 4 SAC 13 is used in conjunction with SAC02 or SAC04 to provide a specific reference number as identified by the code used. 5 SAC 14 is used in conjunction with SAC 13 to identify an option when there is more

than one option of the promotion.

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 a "Dollar Basis Amount".

It is represented in the SAC segment in SACIO using the qualifier "DO" - Dollars in SAC09.

Notes: Use this 2/SAC/130 segment to identify services that vary by line item. Ifthe requested

services are applicable to all ofthe line items, use the 1/SAC/I20 segment

Must Use

Ref. Pes. SACOl

SAC02

Not Used SAC03

Data

Element

248

1300

559

Data Element Summary

Name Attributes

Allowance or Charge Indicator M ID 1/1 Code which indicates an allowance or charge for the service specified

1. Use code C to indicate an actual charge, when used, enter the dollar amount ofthe charge in SAC05.

2. Use code R to comply with the mandatory nature ofthis data element

when transmitting only a service, promotion, allowance, or charge code in SAC02. When used in that manner, enter the value "0" in SAC05 to comply

with semantic note governing the use ofthat data element. A Allowance

C Charge

R Allowance Request

Service, Promotion, Allowance, or Charge Code X ID 4/4

Code identifying the service, promotion, allowance, or charge

Use any code. Refer to 003040 Data Element Dictionary for acceptable code values. Agency Qualifier Code X ID 2/2

003040F840 I 81 15 October 1997
Not Used SAC04

SAC05

Not Used SAC06

Not Used SAC07

Not Used SAC08

Not Used SAC09

Not Used SACIO

Not Used

Not Used

Not Used

Not Used

Not Used

SACll

SAC12

SAC13

SAC14

SAC15

Code identifying the agency assigning the code values 1301 Agency Service, Promotion, Allowance, or Charge X AN 1/10

Code

Agency maintained code identifying the service, promotion, allowance, or charge

610 Amount O N2 1/15

Monetary amount

378 Allowance/ Charge Percent Qualifier X ID 1/1 Code indicating on what basis allowance or charge percent is calculated 332 Allowance or Charge Percent X R 1/6

Allowance or charge expressed as a percent.

359 Allowance or Charge Rate O R 1/9

Allowance or Charge Rate per Unit

355 Unit or Basis for Measurement Code X ID 2/2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

339 Allowance or Charge Quantity X R 1/10

Quantity basis when allowance or charge quantity is different from the purchase order or invoice quantity

339 Allowance or Charge Quantity O R 1/10

Quantity basis when allowance or charge quantity is different from the purchase order or invoice quantity

331 Allowance or Charge Method of Handling Code O ID 2/2

Code indicating method of handling for an allowance or charge

127 Reference Number X AN 1/30

Reference number or identification number as defined for a particular

Transaction Set, or as specified by the Reference Number Qualifier.

770 Option Number O AN 1/20

A unique number identifying available promotion or allowance options when

more than one is offered 352 Description O AN 1/80

A free-form description to clarify the related data elements and their content

003040F840 1 82 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

1X8 Conditions of Sale

Semantic Notes: Comments:

Notes:

140

POl Mandatory

Detail Optional

1To specify general conditions or requirements and to detail conditions for substitution of

alternate products

1 At least one of IT80 1 1T802 IT803 IT805 or IT807 is required.

2 If IT808 is present, then IT809 is required. 3 If ITS 1 0 is present, then IT8 1 1 is required. 4 If ITS 1 2 is present, then ITS 1 3 is required. 5 If ITS 14 is present, then ITS 15 is required.

6 If ITS 1 6 is present, then ITS 1 7 is required.

7 If ITS 1 S is present, then ITS 1 9 is required.

8 If ITS20 is present, then ITS2 1 is required.

9 If ITS22 is present, then IT823 is required.

10 If IT824 is present, then IT825 is required. 11 If IT826 is present, then IT827 is required.

1 ITS 04 is the account number to which the purchase amount is to be charged.

1 Element 235/234 combinations should be interpreted to include products and/or

services. See the Data Dictionary for a complete list of ID's. 2 IT808 through ITS27 provides for ten (10) different product/service ID's for each

item. Example: Case, Color, Drawing No., UPC No., ISBN No., Model No., SKU.

Use the 2/IT8/140 segment to identify conditions ofsale that apply to a line item. Ifthe

conditions ofsale apply to all ofthe line items in the solicitation, use the 1/CSH/llO

segment. Data maintenance has been submitted to ASC X12 to increase the maximum

use ofthis segment to 25. Ifapproved, that increase will be effective with ASCXI

2

Version/Release 3050.

Ref. Des. IT801Data

Element

563

Data Element Summary

Name Attributes

Sales Requirement Code X ID 1/2 Code to identify a specific requirement or agreement of sale Data maintenance has been sent to ASCXI2 askingfor the addition ofcodes

for: Restricted to Historically Black Colleges and Universities or Minority

Institutions, Restricted to Educational Institutions, Restricted to Industrial

Preparedness Program Participants, Restricted to Qualified Bidders List, Restricted to Qualified Manufacturers List, Restricted to Qualified Products

List (QPL) Products, Restricted to U.S. and Canadian Sources, Other

Unlisted Sales Condition, Unrestricted Procurement, and Restricted to Young Investigator Program. Ifapproved, those codes will be availablefor

use in ASC XI2 Version/Release 3050.

1. Use code SC to indicate that partial shipments will not be accepted.

2. Use code SVto indicate that the cited line item is to be shipped in place.

3. Use code Zto indicate a warranty is required. IS Substitute Item Allowed

P2 Ship As Soon As Possible

P4 Do Not Preship

SC Ship Complete

SV Ship Per Release z Mutually Defined

003040F840 1 83 15 October 1997
Not Used IT802 564

Not Used IT803 565

Not Used IT804 508

Not Used IT805 596

Not Used IT806 559

IT807 566

Do-Not-Exceed Action Code X ID 1/1 Code indicating the action to be taken if the order amount exceeds the value of

Do-Not-Exceed Amount (565)

Do-Not-Exceed Amount X N2 2/9

Maximum monetary amount value which the order must not exceed. Account Number O AN 1/35

Account number assigned

Required Invoice Date X DT 6/6 Date specified by the sender to be shown on the invoice. Agency Qualifier Code O ID 2/2

Code identifying the agency assigning the code values

Product/Service Substitution Code X ID 1/2

Code indicating product or service substitution conditions

/. Use only one ofcodes A, X, or Y when IT801 is code IS, to identify any

conditions applicable to offering a substitute product.

Not Used IT808 235

Not Used IT809 234

Not Used IT810 235

Not Used IT811 234

Not Used IT812 235

Not Used IT813 234

Not Used IT814 235

Not Used IT815 234

Not Used IT816 235

Not Used IT817 234

Not Used IT818 235

Not Used IT819 234

Not Used IT820 235

2. Use code BO only when IT801 does not cite code IS.

3. Use code Xto indicate when an "or equal" product is being solicited. A No Quantity or Unit of Measure Change Allowed

BO No Substitution Allowed

X Equivalent Item Substitution Y Alternate Item Substitution Allowed

Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

Product/Service ID X AN 1/30

Identifying number for a product or service Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

Product/Service ID X AN 1/30

Identifying number for a product or service Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

Product/Service ID X AN 1/30

Identifying number for a product or service Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

Product/Service ID X AN 1/30

Identifying number for a product or service Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

Product/Service ID X AN 1/30

Identifying number for a product or service Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

Product/Service ID X AN 1/30

Identifying number for a product or service Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in

003040F840 1 84 15 October 1997
Not Used IT821 234

Not Used IT822 235

Not Used IT823 234

Not Used IT824 235

Not Used IT825 234

Not Used IT826 235

Not Used IT827 234

Product/Service ID (234)

Product/Service ID X AN 1/30

Identifying number for a product or service Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

Product/Service ID X AN 1/30

Identifying number for a product or service Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

Product/Service ID X AN 1/30

Identifying number for a product or service Product/Service ID Qualifier O ID 2/2

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

Product/Service ID X AN 1/30

Identifying number for a product or service

003040F840 1 85 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes:

Comments:

Notes:

Must Use

Ref. Pes. FOBOl

FOB F.O.B. Related Instructions

180

PO 1 Mandatory

Detail

Optional

1To specify transportation instructions relating to shipment

1 If FOB03 is present, then FOB02 is required.

2 If FOB04 is present, then FOB05 is required.

3 If FOB07 is present, then FOB06 is required.

4 IfFOBOS is present, then FOB09 is required.

1 FOBOl indicates which party will pay the carrier. 2 FOB02 is the code specifying transportation responsibility location. 3 FOB06 is the code specifying the title passage location. 4 FOB08 is the code specifying the point at which the risk of loss transfers. This may

be different than the location specified in FOB02/FOB03 and FOB06/FOB07.

1. Use the 2/FOB/I80 segment to identify the FOBpoint and acceptance location when

they varyfor a specific line item. Ifthe FOBpoint and acceptance location apply to all ofthe line items, use the l/FOB/080 segment.

2. This segment is not necessary when the item being solicited is a service.

Data

Element

146

Data Element Summary

Name Attributes

Shipment Method of Payment M ID 2/2

Code identifying payment terms for transportation charges

1. Use code BP to indicate when the FOBpoint is origin (or source).

2. Use code PE when shipping costs are authorized to be prepaid and added

to an invoice.

3. Use code PP to indicate when the FOBpoint is destination. BP Paid by Buyer

The buyer agrees to the transportation payment term

requiring the buyer to pay transportation charges to a

specified location (origin or destination location)

PE Prepaid and Summary Bill PP Prepaid (by Seller) FOB02 309 Location Qualifier X ID 1/2

Code identifying type of location Use to identify the FOBpoint

1. Use code FT to indicate a Freight Forwarder.

2. Use code ZZ to indicate that the FOBpoint is neither origin nor

destination. When used, cite the actual FOBpoint in FOB03. Ifthe actual

FOBpoint is an address or geographical location, use in conjunction with one iteration ofthe appropriate Nl loop, using code KXin NlOl.

DE Destination (Shipping)

FV Free Alongside Vessel (Free On Board [F.O.B.] Point) IT Intermediate FOB Point

A location indicating the point of destination is not the origin or final destination but rather at some other point

003040F840 1 86 15 October 1997
Origin (Shipping Point)

Mutually Defined

Not Used FOB04

Not Used FOB05

OR

ZZ

FOB03 352 Description O AN 1/80

A free-form description to clarify the related data elements and their content Use to identify tlte FOB point only when FOB02 is code ZZ. Ifnecessary, use one iteration oftlie Nl loop, using code KXin NIOl, to specify the

address ofthe FOBpoint Use ofthis data element is discouraged

334 Transportation Terms Qualifier Code O ID 2/2

Code identifying the source of the transportation terms 335 Transportation Terms Code X ID 3/3

Code identifying the trade terms which apply to the shipment transportation

responsibility

FOB06 309 Location Qualifier X ID 1/2

Code identifying type of location

1. Use to identify the acceptance point.

FOB07

Not Used FOB08

Not Used FOB09

2. Use code ZZto identify that the acceptance point is neither at origin nor

at destination. When used, cite the actual acceptance point in FOB07. Ifthe

actual FOBpoint is an address or geographical location, use in conjunction

with one iteration ofthe Nl loop, using code ZZ in NIOL

DE Destination (Shipping)

OR Origin (Shipping Point)

ZZ Mutually Defined

352 Description O AN 1/80

A free-form description to clarify the related data elements and their content Use to identify the acceptance point when FOB06 is code ZZ. Ifnecessary, use one iteration ofthe l/Nl/310 loop, using code ZZ in NlOl, to identify the

address ofthe acceptance point. Use ofthis data element is discouraged.

54 Risk of Loss Qualifier ' ' O ID 2/2

Code specifying where responsibility for risk of loss passes 352 Description X AN 1/80

A free-form description to clarify the related data elements and their content

003040F840 1 87 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes:

Comments:

Notes:

SDQ Destination Quantity

190

POl Mandatory

Detail Optional

50

To specify destination and quantity detail

1 If SDQ05 is present, then SDQ06 is required. 2 If SDQ07 is present, then SDQ08 is required.

3 lfSDQ09 is present, then SDQ 10 is required.

4 If SDQ 1 1 is present, then SDQ 12 is required. 5 If SDQ 1 3 is present, then SDQ 1 4 is required.

6 If SDQ 15 is present, then SDQ 16 is required.

7 If SDQ1 7 is present, then SDQ 1 8 is required.

8 If SDQ 1 9 is present, then SDQ20 is required.

9 If SDQ2 1 is present, then SDQ22 is required.

1 SDQ23 identifies the area within the location identified in SDQ03, SDQ05, SDQ07,

SDQ09, SDQl 1, SDQ13, SDQ15, SDQ17, SDQ19, and SDQ21.

1 SDQ02 is used only if different than previously defined in the transaction set. 2 SDQ23 may be used to identify areas within a store, e.g., front room, back room,

selling outpost, end aisle display, etc. The value is agreed to by trading partners or

industry conventions.

Use the segment when known quantities ofthe line item are to be delivered to multiple

locations on the same date, and the locations can be identified by a CAGE code, a DUNS number, a DoDAAC or civilian agency activity address code, or a MAPAC.

Ref. Pes. Must Use SDQOl

SDQ02

Data

Element

355

66

Data Element Summary

Name Attributes

Unit or Basis for Measurement Code M ID 2/2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

1. Use any code.

2. A conversion table may be required to convert agency codes to the codes

used by ASC XI2. Refer to 003040 Data Element Dictionary for acceptable code values. Identification Code Qualifier O ID 1/2

Code designating the system/method of code structure used for Identification Code (67)

1. Use ofthe DUNS or DUNS+4 number"(code 1 or code 9) is preferred over any other coded number to identify a namedparty.

2. Use code 10 to indicate either a Department ofDefense or a Civilian

Agency Activity Address Code.

3. Use code 33 to indicate vendors with CAGE codes.

4. Use codeA2 to indicate a MAPAC address.

19

10

33

D-U-N-S Number, Dun & Bradstreet D-U-N-S+4, D-U-N-S Number with Four Character

Suffix

Department of Defense Activity Address Code

(DODAAC)

Commercial and Government Entity (CAGE)

003040F840 1 88 15 October 1997
A2

Must Use SDQ03 67

Must Use SDQ04 380

SDQ05 67

SDQ06 380

SDQ07 67

SDQ08 380

SDQ09 67

SDQIO 380

SDQll 67

SDQ12 380

SDQ13 67

SDQ14 380

SDQ15 67

SDQ16 380

SDQ17 67

SDQ18 380

SDQ19 67

SDQ20 380

SDQ21 67

SDQ22 380

SDQ23 310

Military Assistance Program Address Code (MAPAC)

Contained in the Military Assistance Program Address

Directory (MAPAD); represents the location of an

entity

Identification Code

Code identifying a party or other code

Quantity

Numeric value of quantity

Identification Code

Code identifying a party or other code

Quantity

Numeric value of quantity

Identification Code

Code identifying a party or other code

Quantity

Numeric value of quantity

Identification Code

Code identifying a party or other code

Quantity

Numeric value of quantity

Identification Code

Code identifying a party or other code

Quantity

Numeric value of quantity

Identification Code

Code identifying a party or other code

Quantity

Numeric value of quantity

Identification Code

Code identifying a party or other code

Quantity

Numeric value of quantity

Identification Code

Code identifying a party or other code

Quantity

Numeric value of quantity

Identification Code

Code identifying a party or other code

Quantity

Numeric value of quantity

Identification Code

Code identifying a party or other code

Quantity

Numeric value of quantity

Location Identifier Code which identifies a specific location

M AN 2/17

M R 1/15

O AN 2/17

X R 1/15

O AN 2/17

X R 1/15

O AN 2/17

X R 1/15

O AN 2/17

X R 1/15

O AN 2/17

X R 1/15

O AN 2/17

X R 1/15

O AN 2/17

X R 1/15

O AN 2/17

X R 1/15

O AN 2/17

X R 1/15

O AN 1/30

003040F840 1 89 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

DTM Date/Time Reference

200

POl Mandatory

Detail

Optional

10 To specify pertinent dates and times

1 At least one of DTM02 DTM03 or DTM06 is required. 2 If either DTM06 or DTM07 is present, then the other is required.

/. Use the segment to identify actual dates relative to the item being solicited or documents associated with the line item.

Ref. Pes. Must Use DTMOl

2. Use this segmentfor delivery information when the required delivery can be

specified as an actual date. Ifthe required delivery schedule is expressed as a set number ofcalendar days after the occurrence ofsome event, e.g., receipt ofthe order, use the 2/LDT/298 loop.

3. Use this 2/DTM/200 segment ifthe date applies to a specific line item. Ifthe date

applies to all line items, use the l/DTM/150 segment.

Data Element Summary

Data

Element Name

374

Attributes

Date/Time Qualifier M ID 3/3

Code specifying type of date or time, or both date and time

1. Use code 077 to specify the beginning date ofthe week.

2. Use code 106 to indicate delivery is due exactly on the specified date. Use

code 996for due on or before a specified date.

3. Use code 150 to indicate the performance commencement datefor a line

item that is soliciting a service.

4. Use code 151 to indicate the performance completion datefor a line item

that is soliciting a service.

5. When code 174 is used, cite the last date ofthe month.

6. Use code 275 to specify the approval date ofa Contract Data

Requirements List (CDRL).

7. Use code 405 to specify the preparation date ofa Contract Data

Requirements List (CDRL).

8. Use code 600 to specify the "as of" datefor the submission ofdata.

9. Use code 601 to specify the date ofthefirst submission ofa data item

specified by Contract Data Requirements List (CDRL).

10. Use code 602 to specify the date(s) ofa subsequent submission(s) ofa

data item specified by a Contract Data Requirements List (CDRL).

11. Use code 996 to indicate the required delivery date when delivery can be

made on or before the specified date. 037 Ship Not Before

003040F840 1 90 15 October 1997
DTM02

DTM03

373

337

DTM04 623

063 Do Not Deliver After 064 Do Not Deliver Before

065 1st Schedule Delivery

0.66 1st Schedule Ship

077 Requested for Delivery (Week of) 106 Required By

150 Service Period Start 151 ' Service Period End

174 Month Ending

275 Approved

Date report was approved by contractor representative

373 Order Start 374 Order End

Point after which data can no longer be used (or

becomes invalid for use)

405 Production

Used to identify dates and times that operations or processes were performed

600 As Of

601 First Submission

602 Subsequent Submission

996 Required Delivery

A date on which or before, ordered goods or services must be delivered

Date X DT 6/6 Date (YYMMDD)

Time X TM 4/8

Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-

59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds

are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)

Time Code O ID 2/2

Code identifying the time. In accordance with International Standards

Organization standard 8601, time can be specified by a + or - and an indication

in hours in relation to Universal Time Coordinate (UTC) time; since + is a

restricted character, + and - are substituted by P and M in the codes that follow

CD Central Daylight Time

CS Central Standard Time

CT Central Time

ED Eastern Daylight Time

ES Eastern Standard Time

ET Eastern Time

GM Greenwich Mean Time

LT Local Time

MD Mountain Daylight Time

MS Mountain Standard Time

MT Mountain Time

PD Pacific Daylight Time

PS Pacific Standard Time

PT Pacific Time

DTM05 624 Century O NO 2/2

003040F840 1 91 15 October 1997
The first two characters in the designation of the year (CCYY)

DTM06 1250 Date Time Period Format Qualifier X ID 2/3

Code indicating the date format, time format, or date and time format

Use only when the date or time cannot be expressed in YYMMDD orHHMM

format In that case, use any code and specify the date and/or time in DTM07.

Refer to 003040 Data Element Dictionary for acceptable code values. DTM07 1251 Date Time Period X AN 1/35

Expression of a date, a time, or range of dates, times or dates and times

When delivery is specified as a range oftimefor a given date, e.g., use code

RTMin DTM06 to qualify a range oftimesfor a delivery on March 30, 1994

between 1:00 PMand 4:00 PMlocal time. Use DTMOl/02 to convey the

March 30, 1994 date.

003040F840 1 92 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

Ref. Pes. Must Use SCHOl

Must Use SCH02

SCH Line Item Schedule

Not Used SCH03

Not Used SCH04

Must Use SCH05

220

POl Mandatory

Detail Optional

104

To specify the data for scheduling a specific line-item

1 If SCH03 is present, then SCH04 is required. 2 If SCH09 is present, then SCH08 is required.

1 SCH 12 is the schedule identification.

1 SCH05 specifies the interpretation to be used for SCH06 and SCH07.

Use the 2/SCH/220 segment to describe a partial delivery applicable to a line item,

when it can be specified as an actual date.

Data

Element

380

355

98

93

374

Data Element Summary

Attributes

M R 1/15

Name

Quantity

Numeric value of quantity

Unit or Basis for Measurement Code M ID 2/2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

1. Use any code.

2. A conversion table may be required to convert agency codes to the codes

usedbyASCX12.

Refer to 003040 Data Element Dictionary for acceptable code values. Entity Identifier Code O ID 2/2

Code identifying an organizational entity, a physical location, or an individual Name X AN 1/35

Free-form name

Date/Time Qualifier M ID 3/3

Code specifying type of date or time, or both date and time

1. Use code 077 to specify the beginning date ofthe week.

2. Use code 106 when the delivery is due exactly on the specified date. Use

code 996for due on or before a specified date.

3. When code 1 74 is used, cite the last date ofthe month.

4. Use code 996 to indicate the required delivery date when delivery can be

made on or before the specified date. 037

063

064

065

066

077

106

174

996

Must Use SCH06 373 Date

Ship Not Before

Do Not Deliver After Do Not Deliver Before

1st Schedule Delivery

1st Schedule Ship

Requested for Delivery (Week of) Required By

Month Ending

Required Delivery

A date on which or before, ordered goods or services must be delivered

M DT 6/6

003040F840 1 93 15 October 1997
Not Used SCH07

SCH08

Date (YYMMDD)

337 Time O TM4/8

Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-

59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds

are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)

374 Date/Time Qualifier X ID 3/3

Code specifying type of date or time, or both date and time

1. Use code 077 to specify the beginning date ofthe week.

2. Use code 106 when the delivery is due exactly on the specified date. Use

code 996for due on or before a specified date.

3. When code 174 is used, cite the last date ofthe month.

4. Use code 996 to indicate the required delivery date when delivery can be

made on or before the specified date. 063 Do Not Deliver After 064 Do Not Deliver Before

065 1st Schedule Delivery

066 1st Schedule Ship

077 Requested for Delivery (Week of) 106 Required By

174 Month Ending

996 Required Delivery

A date on which or before, ordered goods or services must be delivered

SCH09 373 Date O DT 6/6 Date (YYMMDD)

Not Used SCHIO 337 Time O TM 4/8

Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-

59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds

are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)

SCHll 326 Request Reference Number O AN 1/45

Reference number or RFQ number to use to identify a particular transaction set and query (additional reference number or description which can be used with

contract number)

Use, as applicable, to cross-reference the cited line item. Not Used SCH12 350 Assigned Identification O AN 1/11

Alphanumeric characters assigned for differentiation within a transaction set

003040F840 1 94 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

Not Used

Ref. Pes. TD501

TD502

TD503

TD504

Not Used TD505

Not Used TD506

Not Used TD507

TD5 Carrier Details (Routing Sequence/Transit Time)

250

PO 1 Mandatory

Detail Optional

12 To specify the carrier and sequence of routing and provide transit time information

1 At least one ofTD502 TD504TD505 TD506 or TD5 12 is required.

2 If TD502 is present, then TD503 is required.

3 If TD507 is present, then TD508 is required. 4 If TD5 1 0 is present, then TD5 1 1 is required.

1 When specifying a routing sequence to be used for the shipment movement in lieu of

specifying each carrier within the movement, use TD502 to identify the party

responsible for defining the routing sequence, and use TD503 to identify the actual routing sequence, specified by the party identified in TD502.

/. Use the 2/TD5/250 segment to identify tlte transportation method that is applicable

to a line item. Ifthe transportation method applies to all line items, use the 1/TD5/24Q

segment.

2. Use the 2/TD5/420 segment when the transportation method applies to a line item

and is dependent upon the citing ofa named entity.

Data Element Summary

Data

Element Name Attributes

133 Routing Sequence Code O ID 1/2

Code describing the relationship of a carrier to a specific shipment movement

66 Identification Code Qualifier X ID 1/2

Code designating the system/method of code structure used for Identification Code (67)

When TD504 is code PL, use code 10 to indicate the number in TD503 is the

DODAAC ofthe pipeline.

10 Department of Defense Activity Address Code

(DODAAC)

67 Identification Code X AN 2/17

Code identifying a party or other code

91 Transportation Method/Type Code X ID 1/2 Code specifying the method or type of transportation for the shipment

1. Use any code.

2. A conversion table may be required to convert agency codes to codes used

byASCXn.

3. When code D is used, it is to be read as the class ofservice provided by the

United States Postal Service and not a private carrier. Refer to 003040 Data Element Dictionary for acceptable code values. 387 Routing X AN 1/35

Free-form description of the routing or requested routing for shipment, or the originating carrier's identity

368 Shipment/Order Status Code X ID 2/2

Code indicating the status of an order or shipment or the disposition of any

difference between the quantity ordered and the quantity shipped for a line item or transaction 309 Location Qualifier O ID 1/2

Code identifying type of location

003040F840 1 95 15 October 1997
Not Used TD508 310

Not Used TD509 731

Not Used TD510 732

Not Used TD511 733

Not Used TD512 284

Location Identifier X AN 1/30

Code which identifies a specific location Transit Direction Code O ID 2/2

The point of origin and point of direction Transit Time Direction Qualifier O ID 2/2

Code specifying the value of time used to measure the transit time

Transit Time X R 1/4

The numeric amount of transit time

Service Level Code X ID 2/2

Code defining service

003040F840 1 96 15 October 1997
Segment:

Position:

Loop:

Level:

L'sage:

Max L se: Purpose:

SvTitax Notes:

Semantic Notes: Comments:

Notes:

Ref. Pes. TD401

TD402

TD403

TD404

TD4

270

POl

Detail Optional

Carrier Details (Special Handling or Hazardous Materials or Both)

Mandator."

To specify transportation special handling requirements, or hazardous matenals

information, or both

1 At least one of TD40 1 TD402 or TD404 is required. 2 If TD402 is present then TD403 is required.

Use the 2/TD4/270 segment to provide hazardous material information that applies to specific line items. Ifthe hazardous material information applies to all the line hems

in the solicitation, use the 1/TD4/260 segment

Data

Element

152

m

209

352

Data Element Summan."

Name Attributes

Special Handling Code X LD 2/3

Code specifjing special transponation handling instructions HM Endorsed as Hazardous Material

NC Notify Consignee Before Deliver,^

Hazardous Material Code Qualifier X ID 1/1 Code which qualifies the Hazardous Material Class Code (209)

A requestfor the following codes has been submitted to ASCXI2: Storage

Compatibility Group and Hazard Class or Division. We expect these codes to be available in ASC X12 VersioivTtelease 3050.

D Hazardous Matenals ID. DOT

Hazardous Material Class Code X AN 2/4

Code specif\'ing the kind of hazard for a material

Description X AN 1/80

A free-form description to clarify the related data elements and their content Use is discouraged.

003040F840 1 97 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes:

Comments:

Notes:

Ref. Pes. Must Use MANOl

Must Use MAN02

MAN03

MAN04

MAN05

MAN06

MAN Marks and Numbers

280

POl Mandatory

Detail Optional

10 To indicate identifying marks and numbers for shipping containers

1 When both MAN02 and MAN03 are used, MAN02 is the starting number of a sequential range and MAN03 is the ending number of that range.

2 When both MAN05 and MAN06 are used, MAN05 is the starting number of a sequential range, and MAN06 is the ending number of that range.

1. Use the 2/MAN/280 segment to identify marks and numbers that apply to a specific line item. Ifthe marks and numbers apply to all ofthe line items in the solicitation, use the 1/MAN/270 segment.

2. Use to identify such data as MILSTRIP/FEDSTRIP number, Transportation

Control number. Project Priority, and consignee related issues.

Data

Element

88

87

87

88

87

87

Data Element Summary

Name

Marks and Numbers Qualifier

Code specifying the application or source of Marks and

L Line Item Only

Marks and Numbers

Marks and numbers used to identify a shipment or parts

Marks and Numbers

Marks and numbers used to identify a shipment or parts

Marks and Numbers Qualifier

Code specifying the application or source of Marks and

L Line Item Only

Marks and Numbers

Marks and numbers used to identify a shipment or parts

Marks and Numbers

Marks and numbers used to identify a shipment or parts

Attributes

M ID 1/2

Numbers (87)

M AN 1/45

of a shipment

O AN 1/45

of a shipment

O ID 1/2

Numbers (87)

O AN 1/45

of a shipment

O AN 1/45

of a shipment

003040F840 1 98 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

RRA Required Response

290

POl Mandatory

Detail Optional

25

To indicate information that is required to be included in the response

1 Use RRA02 only to specify applicable regulatory or contractual clause.

Use the 2/KRA/290 segment to indicate to prospective bidders that information, e.g., a

certification, representation orfill-in information, applicable to a specific line item,

must be submitted with the proposal. When the information is applicable to all line items in the solicitation, use the l/RRA/280 segment.

Must Use

Ref. Pes. RRAOl

RRA02

Data

Element

701

127

Data Element Summary

Name Attributes

Information Type M ID 2/2

Code specifying the information required in the response Use code 14 to indicate the reference number that requires a quoting party to provide a response with the quote. This reference will be a clause number or

other specific reference to information previously provided to the trading

partner.

14 As Indicated by the Cited Reference

Reference Number O AN 1/30

Reference number or identification number as defined for a particular

Transaction Set, or as specified by the Reference Number Qualifier.

003040F840 1 99 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

Ref. Pes. Must Use MSGOl

MSG02

MSG Message Text

295

PO 1 Mandatory

Detail Optional

1000

To provide a free form format that would allow the transmission of text information.

1 MSG02 is not related to the specific characteristics of a printer, but identifies top of

page, advance a line, etc. Use to providefree-form text associated with the line item being solicited. Use is discouraged.

Data Element Summary

Data

Element Name Attributes

933 Free-Form Message Text M AN 1/264

Free-form message text 934 Printer Carriage Control Code O ID 2/2

A field to be used for the control of the line feed of the receiving printer

Refer to 003040 Data Element Dictionary for acceptable code values.

003040F840 1 100 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

LDT Lead Time

Must Use

Ref. Pes. LDTOl

298

LDT Optional

'

Detail Optional

1To specify lead time for availability of products and services

1 LDT04 is the effective date of lead time information.

1 LDT02 is the quantity of unit of time periods.

1. Use the 2/LDT/298 loop when the delivery schedule is expressed as a set timeperiod

after the occurrence ofsome event, and varies by line item. When the delivery

schedule is applicable to all line items, use the l/LDT/160 segment.

2. Data maintenance has been submitted to ASCX12 to add the MSG segment to this LDTloop and to add an embedded LM/LQ loop within the LDT loop. The MSG

segment will be used when LDTOl is code AI (From Date ofa Specified Event to Delivery) to identify the specified event. The LM/LQ loop will be used to carry unique

codes associated with thefrequency ofdeliveiy ofdata items on a Contract Data

Requirements List (CDRL). Ifapproved, both the MSG segment and the LM/LQ I&op

will be availablefor use in ASCX12 Version/Release 3050. ASCX12 has been

requested to add these same loops in tlie 843 and 850 transaction sets. Ifapproved,

these loops will be availablefor use in ASCX12 Version/Release 3050. Until then, the

LDT loop can only be used to provide a single delivery schedule for a specified quantity

which must be carried as a separate SUBCLIN.

Data

Element

345

Data Element Summary

Name Attributes

Lead Time Code M ID 2/2

Code indicating the time range

i, A request has been submitted to ASCX12 to add thefollowing codes:

From Date ofLatest Delivery to Final Delivery, From Date ofPrevious

Delivery to Subsequent Delivery, From Date ofAward to Date ofLatest

Delivery, From Date ofAward to Date ofEarliest Delivery, From Date of

Award to Date of Completion, From Date ofSpecified Event to Delivery, and

From Date ofAward to Date ofDelivery. We expect these codes to be

available in ASCX12 Version/Release 3050.

Must Use LDT02 380

Must Use LDT03 344

2. Use codeAl to indicate that the consignee or other contact must be

notified within the time period cited to schedule a shipment.

AA From date of PO receipt to sample ready

AD From date of sample approval to first product shipment

AE From date of PO receipt to shipment

AF From date of PO receipt to delivery

AH From Date of Receipt of First Article to First Article Approval

AI From Date of a Specified Event to Delivery

AZ From Date of Receipt of Item to Date of Approval of

Item Quantity M R 1/15

Numeric value of quantity

Unit of Time Period or Interval

Code indicating the time period or interval M ID 2/2

003040F840 1 101 15 October 1997
Use code KKto indicate aflexible time period, e.g., Xnumber ofdays or less. CY Calendar Year

DA Calendar Days

KK Maximum Calendar Days

MO Month

QY Quarter of a Year

SA Semiannual

WK Weeks

LDT04 373 Date O DT 6/6 Date (YYMMDD)

003040F840 1 102 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

QTY Quantity

299

LDT Optional

Detail Optional

>1

To specify quantity information

1. Use to identify the quantity ofan item that is to be delivered in accordance with a

delivery schedule. The deliverable quantity can be expressed as a discrete quantity or a

quantityper timeperiod, e.g., 1 000 per month. To indicate a delivery rate per time

period, cite in QTY02 the quantity to be delivered and cite in QTY03 the time period,

e.g., days, weeks, months, quarters, years, or the days ofthe week that the quantity is required (e.g., Mondays, Wednesdays and Fridays).

2. Use also, to identify the length ofthe delivery period, e.g., 4 quarters.

Ref. Data

Pes. Element

Must Use QTYOl 673

Data Element Summary

Name Attributes

Quantity Qualifier M ID 2/2

Code specifying the type of quantity

A request has been submitted to ASCXI2 to add a codefor Shipments, We

expect this code to be availablefor use in ASC XI2 Version/Release 3050.

1. Use code IJto indicate the quantity to be delivered

2. Use code IK to indicate the length ofthe delivery period.

3. Use code 52 to indicate the number ofregular copies ofa data item on a

Contract Data Requirements List (CDRL) that are to be delivered to all distribution addresses.

4. Use code K6 to indicate the number ofdraft copies ofa data item on a

Contract Data Requirements List (CDRL) that are to be delivered to all distribution addresses.

5. Use code KFto indicate the number ofreproducible copies ofa data item on a Contract Data Requirements List (CDRL) that are to be delivered to all distribution addresses.

IJ Due

The amount due to the customer IK Time Units

The number of time units such as 8 (hours)

52 Number of Originals

K6 Drafts KF Duplicates

Must Use QTY02 380 Quantity M R 1/15

Numeric value of quantity

1. When QTYOl is code IJ, identify the quantity to be delivered.

2. When QTYOl is code IK, identify the length ofthe delivery schedule, e.g., 4 months. In this situation, QTY03 contains the time measurement, e.g., months, quarters, etc. ,

003040F840 1 103 15 October 1997
QTY03 355 Unit or Basis for Measurement Code O ID 2/2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

i. Use to identify the time period, when the quantity is to be delivered as di

rate over some timeperiod |

3. A conversion table may be required to convert agency codes to codes used

byASCX12.

4. When QTYOl is code IJ, use code DA to indicate thefrequency ofdelivery.

When QTYOl is code IK, use to indicate the length ofthe delivery period,

5. When QTYOl is code IJ, use code MO to indicate thefrequency of

delivery. When QTYOl is code IK, use to indicate the length ofthe delivery

period.

6. When QTYOl is code IJ, use code Ql to indicate thefrequency ofdelivery.

When QTYOl is code IK, use to indicate the length ofthe delivery period.

7. When QTYOl is code IJ, use code WKto indicate thefrequency of

delivery. When QTYOl is code IK, use to indicate the length ofthe delivery

period

8. When QTYOl is code IJ, use code YR to indicate thefrequency ofdelivery.

When QTYOl is code IK, use to indicate the length ofthe delivery period.

DA Days

MO Months

Ql Quarter (Time)

WK Week

YR Years

2. Use any code. I

003040F840 1 104 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

N9 Reference Number

320

N9 Optional

Detail Optional

1To transmit identifying numbers and descriptive information as specified by the reference number qualifier

1 At least one of N902 or N903 is required. 2 If N906 is present, then N905 is required.

1 N906 reflects the time zone which the time reflects.

1, Use the 2/N9/320 loop to identify clauses, special instructions, or other references

which are applicable to a specific line item. When a reference number applies to all line items, use the l/REF/050 segment

2. When an alternate section is relevantfor a cited clause, concatenate the

alpha/numeric alternate designation with the clause number in N902.

Data Element Summary

Ref. Data

Des. Element Name Attributes

Must Use N901 128 Reference Number Qualifier M ID 2/2

Code qualifying the Reference Number.

A request has been submitted to ASCX12 to add codes, which will be used to

identify an 0MB Circular number and Federal Information Resources

Management Regulation. We expect these codes to be availablefor use in ASCX12 Version/Release 3050.

1. Use code CJ to indicate a purchasing activity generated clause or special

provision notfound in the FAR, DFARS, Agency acquisition regulation

supplement, or FIRMR. Identify' the source ofthe clause in N903.

2. Use code DD to identify a Department ofLabor wage determination

number.

3. Use code DFto indicate a clausefound in the DFARS.

4. Use code DXto indicate an agency clause contained in an agency

supplement to the Federal Acquisition Regulation. When used, indicate the

agency in N903.

5. Use code K7 to indicate information for prospective bidders, e.g., labeling or packaging information, quotation instructions, etc. Cite an applicable

number in N902 and provide the information in thefollowing MSG segment.

The numbering system can be based on the uniform contractformat, e.g., H1 for special requirements, or any other numbering system the originator

desires. The 2/REF/lOO segment can then be used to identify the reference

when it is applicable to a line item.

6. Use code KTto indicate another type ofreference number applicable to the solicitation. This number is not the RFQ number (which is found in BQT02). Indicate the source ofthe reference in N903 andprovide, if necessary, the text ofthe item in thefollowing MSGsegment. For example,

this code could be used as a way ofgetting to thefollowing MSG segment

when thefull text must be transmitted. In that case, a reference number that follows the uniform contractformat could be used.

003040F840 1 105 15 October 1997
7, Use code KZ, if applicable, to indicate the master solicitation that applies

to the solicitation.

N902

N903

N904

127

369

373

Not Used N905

Not Used N906

337

623

8. Use code ZZto indicate any other reference that cannot use a specific

qualifier code. Indicate in N903 the source ofthe reference and use the

following MSG segmentfor text, ifnecessary. 73 Statement of Work (SOW)

Description of a product or service to be procured under

a contract; statement of requirements

CJ Clause Number

DD Document Identification Code

DF Defense Federal Acquisition Regulations (DFAR)

DX Department/Agency Number

FA Federal Acquisition Regulations (FAR)

GS General Services Administration Regulations (GSAR)

K7 Paragraph Number

KT Request for Quotation Reference

A discrete number assigned for identification purposes

to a request for quotation

KY Site Specific Procedures, Terms, and Conditions

A set of procedures, terms, and conditions, applicable to a category of procurement emanating from a specific

location, which will be incorporated into all procurement actions in that category by referencing its unique number rather than by incorporating the lengthy

details it represents

KZ Master Solicitation Procedures, Terms, and Conditions

A set of standard procedures, terms, and conditions,

applicable to a category of procurement, which will be

incorporated into all procurement actions in that category by referencing its unique number rather than

by incorporating the lengthy details it represents

VB Department of Veterans Affairs Acquisition

Regulations (VAAR)

ZZ Mutually Defined

Reference Number X AN 1/30

Reference number or identification number as defined for a particular

Transaction Set, or as specified by the Reference Number Qualifier.

Free-form Description X AN 1/45

Free-form descriptive text Use is discouraged.

Date O DT6/6

Date (YYMMDD)

Use to specify the date ofa clause or wage determination^ or other reference. When the date is used it will be in YYMMDDformat so a clause date should

always end with the numeric 01 indicating thefirst day ofthe month. This

rule is necessary to comply with ASCXI2 syntax.

Time X TM 4/8

Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-

59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds

are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)

Time Code O ID 2/2

Code identifying the time. In accordance with Intemational Standards

003040F840 1 106 15 October 1997
Organization standard 8601, time can be specified by a + or - and an indication

in hours in relation to Universal Time Coordinate (UTC) time; since + is a

restricted character, + and - are substituted by P and M in the codes that follow

107 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

MSG Message Text

330

N9 Optional

Detail Optional

1000

To provide a free form format that would allow the transmission of text information.

1 MSG02 is not related to the specific characteristics of a printer, but identifies top of

page, advance a line, etc. Use to identify the title andfull text, if required, ofany clause or provision cited in the

preceding N9 segment Use also to identify text related to any reference carried in the

N9 segment Use is discouraged.

Ref. Data

Pes. Element

Must Use MSGOl 933

Not Used MSG02 934

Data Element Summary

Name Attributes

Free-Form Message Text M AN 1/264

Free-form message text Printer Carriage Control Code O ID 2/2

A field to be used for the control of the line feed of the receiving printer

003040F840 1 108 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

Nl Name

340

Nl Optional

Detail Optional

1To identify a party by type of organization, name, and code

1 At least one of N102 or N103 is required. 2 If either N103 or N104 is present, then the other is required.

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. 2 N105 and N106 further define the type of entity in N 101.

/. Wheneverpossible, address information should be transmitted using code values

contained in a combination ofthe NlOl, N103/04 data elements. Use N102 and the

N2-N4 segments only when it is necessary to transmit thefull address. For example, if a vendor can be identified by a DUNS number, it is not necessary to transmit the

vendor'sfull address since the relationship between the DUNS number and the

vendor's address can be established by accessing a data base in which the information

is stored, having been put there at the time the vendor electronically registered as a

federal government trading partner.

2. Use this 2/N1/340 loop to identify organizations or people that apply to specific line

items. Ifthe organizations or people apply to all line items in the solicitation, use the

1/NimOloop.

Data Element Summary

Ref. Data

Des. Element Name Attributes

Must Use NlOl 98 Entity Identifier Code M ID 2/2

Code identifying an organizational entity, a physical location, or an individual

1. A data maintenance request has been submitted to ASCX12 askingfor the

following codes: Meeting Location and Party to Receive Proposal The

meeting location code would be used to identify a place where a prequoting

conference is to be held. Since neither code is particularly applicable to smallpurchases, no effort was made to use a surrogate codefor the purpose. Ifapproved, the code will be applicable in ASCX12 Version/Release 3050.

2. Use code 31 only when an actual mailing address is required, and is differentfrom the address providedfor any other qualifier code. Do not use

ifanother qualifier code can be used to pass this address. When used,

indicate the name ofthe party in N102 and N2 segment.

3. Use code 88 to indicate the party approving a Contract Data Requirements

List(CDRL).

4. Use code BYto indicate the purchasing or soliciting office or activity.

5. Use code CP to indicate the address to send the Certificate of

Conformance when it is differentfrom the purchasing or soliciting office or

activity.

6. Use code DZ to indicate an area to which zone deliveries are to be made

under an indefinite instrument Indicate the zone in N104 (e.g., 1, 2, 3, etc.), use code ZN in N103, and indicate the locations ofthe zone in N405/06. Use

003040F840 1 109 15 October 1997
as many iterations ofthe Nl loop as necessary to describe the entire zone. A

separate SUBCLIN must be establishedfor each item that is to be delivered

to a specific zone.

7. Use code IC to indicate afreightforwarder.

8. Use code KXto indicate the FOB point when it must be described by a

specific address rather than as a code value indicating either origin or

destination.

9. Use code KYto indicate the technical office that has cognizance over the

technical portion ofthe solicitation, ifdifferent than the office originating

the solicitation. Do not use unless it is intendedfor the recipient ofthe

solicitation to deal directly with the cited party on technical matters related for the solicitation.

10. Use code LI to indicate the inspection location when it must be described as a specific address rather than a location such as origin or destination.

11. Use code OHto indicate the Hazardous Materials Office. A request has

been submitted to ASCX12 to add a codefor this location. Ifapproved it will be availablefor use in ASCX12 Version/Release 3050, Until that time, use

this code.

12. Use code PI to indicate the preparer ofa Contract Data Requirements

List(CDRL).

13. Use code PZ to indicate the requesting agency/activity. Data

maintenance has been submitted to add code 96 - Requestor. Use this code

until that code is approved.

14. Use code RC to indicate a location where the material will be both

inspected and accepted. A request has been submitted to ASCX12 to add a

codefor Inspection and Acceptance. We expect this code to be availablefor

use in ASCX12 Version/Release 3050. Until that time, use this code.

15. Use code STto indicate the address to which an item must be shipped.

Forpurposes ofa solicitation, it may suffice to simply transmit the ZIP code

ofthe location rather than thefull address which can be added in the

resultantpurchase order.

16. Use code SVto indicate a location where a service, e.g., grass cutting,

will beperformed and accepted after performance is complete.

1 7. Use code Z7, when applicable, only when the inclusion ofthis address is necessary to prepare a quote. Otherwise, when applicable, include in the

resulting purchase order.

18. Use ZZ to indicate the acceptance location when it cannot be described

using a point such as origin or destination. Data maintenance has been

submitted to ASCX12 askingfor a codefor AcceptanceJPoint. Ifapproved,

the code will be available in ASCX12 Version/Release 3050.

3 1 Postal Mailing Address

88 Approver

Manufacturer's representative approving claim for payment

BY Buying Party (Purchaser)

110 15 October 1997
C3* Party to Receive Cert, of Compliance

DZ Delivery Zone

Area where the product was delivered

IC Intermediate Consignee

KX Free on Board Point

KY Technical Office

LI Inspection Location

Place where the item was viewed or inspected

OH Other Departments

PI Preparer

The firm, organization, or individual who determines

the tax liability from information supplied by the taxpayer

PZ Party to Receive Equipment

Name a party to receive the transfer of equipment

RC Receiving Location

ST Ship To

SV Service Performance Site When services are contracted for, this describes the organization for whom or location address at which

those services will be performed

Z7 Mark-for Party

The party for whom the needed material is intended

ZZ Mutually Defined

Name X AN 1/35

Free-form name

Identification Code Qualifier X ID 1/2

Code designating the system/method of code structure used for Identification Code (67)

1. Use, when applicable, to identify the namedparty.

2. A request has been submitted to ASCX12 to add a codefor Contractor Establishment Code. We expect this code to be availablefor use in the ASC

X12 Version/Release 3050.

3. While the Federal EDIprogram uses the DUNS number, other

government users ofthis implementation convention may require the use of

other and additional numbersfor a transition period in order to cross- reference existing data bases with newprocurement actions.

4. Use ofthe DUNS or DUNS+4 number (code 1 or code 9) is preferred over any other coded number to identify a namedparty.

5. Use code 10 to indicate either a Department ofDefense or a Civilian Agency Activity Address Code.

6. When NlOl is code ST, use code 16 to indicate the ZIP code as a general

location for quoting purposes. Thefull address ofthe ship to party can be

provided later, in the purchase order. Ifthe ZIP code is an FPO or APO,

indicate the FPO/APO in the N4 segment.

7. Use code 33 to indicate vendors with CAGE codes.

8. Use codeA2 to indicate a MAPAC address.

Ill 15 October 1997
9. Use code FA to indicate a vendorfacility that cannot be identified by a CAGE code.

N104

Not Used N105

Not Used N106

67

706

98

10. Use code ZN to indicate a delivery zone when NlOl is code DZ. Indicate

the zone in N104, e.g., 1, 2, 3, etc.

1 D-U-N-S Number, Dun & Bradstreet 9 D-U-N-S+4, D-U-N-S Number with Four Character

Suffix

10 Department of Defense Activity Address Code

(DODAAC)

16 ZIP Code

33 Commercial and Government Entity (CAGE)

A2 MiHtary Assistance Program Address Code (MAPAC)

Contained in the Military Assistance Program Address

Directory (MAPAD); represents the location of an

entity

FA Facihty Identification ZN Zone

Identification Code X AN 2/17

Code identifying a party or other code

Entity Relationship Code O ID 2/2

Code describing entity relationship

Entity Identifier Code O ID 2/2

Code identifying an organizational entity, a physical location, or an individual

003040F840 1 112 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Ref. Pes. Must Use N201

N202

Additional Name Information

350

Nl Optional

Detail Optional

2To specify additional names or those longer than 35 characters in length

Data Element Summary

Data

Element Name Attributes

93 Name M AN 1/35

Free-form name

93 Name O AN 1/35

Free-form name

003040F840 1 113 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

N3 Address Information

360

Nl Optional

Detail Optional

2To specify the location of the named party

Data Element Summary

Ref. Data

Pes. Element Name Attributes

Must Use N301 166 Address Information M AN 1/35

Address information

N302 166 Address Information O AN 1/35

Address information

003040F840 1 114 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

N4 Geographic Location

370

Nl Optional

Detail Optional

1To specify the geographic place of the named party

1 If N406 is present, then N405 is required.

1 A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location. 2 N402 is required only if city name (N401) is in the USA or Canada.

Do not use when the cited party can be identified by a code value in N101/03/04.

Data Element Summary

Ref. Data

Des. Element Name Attributes

N401 19 City Name O AN 2/30

Free-form text for city name N402 156 State or Province Code O ID 2/2

Code (Standard State/Province) as defined by appropriate government agency

N403 116 Postal Code O ID 3/9

Code defining international postal zone code excluding punctuation and blanks

(zip code for United States)

N404 26 Country Code O ID 2/3

Code identifying the country

A conversion table my be required to convert agency codes to the codes used

byASCXn.

N405 309 Location Qualifier X ID 1/2

Code identifying type of location

1. When NlOl is code DZ, if applicable, use code CC to indicate a country in the delivery zone,

2. When NlOl is code DZ, if applicable, use code SP to indicate a state or province in the delivery zone. Refer to 003040 Data Element Dictionary for acceptable code values. N406 310 Location Identifier O AN 1/30

Code which identifies a specific location

003040F840 1 115 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

SCH Line Item Schedule

Ref. Pes. Must Use SCHOl

Must Use SCH02

Not Used SCH03

Not Used SCH04

Must Use SCH05

405

Nl Optional

Detail Optional

200

To specify the data for scheduling a specific line-item

1 If SCH03 is present, then SCH04 is required.

2 If SCH09 is present, then SCH08 is required.

1 SCH 12 is the schedule identification.

1 SCH05 specifies the interpretation to be used for SCH06 and SCH07.

Use the 2/SCH/405 segment to describe a partial delivery when it can be specified as an

actual date and the ship to address differs by line item. Ifa single ship to address was

identified in the I/Nl/310 loop, use the 2/SCH/220 segment.

Data

Element

380

355

98

93

374

Data Element Summary

Attributes

M R 1/15

Name

Quantity

Numeric value of quantity

Unit or Basis for Measurement Code M ID 2/2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

L Use any code.

2. A conversion table may be required to convert agency codes to codes used

byASCXn.

Refer to 003040 Data Element Dictionary for acceptable code values. Entity Identifier Code O ID 2/2

Code identifying an organizational entity, a physical location, or an individual

Name X AN 1/35

Free-form name

Date/Time Qualifier M ID 3/3

Code specifying type of date or time, or both date and time

1. Use code 077 to specify the beginning date ofthe week.

2. Use code 106 when the delivery is due exactly on the specified date.

3. When code 1 74 is used, cite the last date ofthe month.

4. Use code 996 to indicate the required delivery date when delivery can be

made on or before the specified date. 037

063

064

065

066

077

106

174

996

Must Use SCH06 373 Date

Ship Not Before

Do Not Deliver After Do Not Dehver Before

1st Schedule Delivery

1 st Schedule Ship

Requested for Delivery (Week of)

Required By

Month Ending

Required Delivery

A date on which or before, ordered goods or services must be delivered

M DT 6/6

003040F840 1 116 15 October 1997
Not Used SCH07

SCH08

Date (YYMMDD)

337 Time O TM 4/8

Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-

59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds

are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)

374 Date/Time Qualifier X ID 3/3

Code specifying type of date or time, or both date and time

1. Use code 077 to specify the beginning date ofthe week.

2. When code 1 74 is used, cite the last date ofthe month.

Not Used

Not Used

Not Used

3. Use code 996 to indicate tlie required delivery date when delivery can be

made on or before the specified date. 037 Ship Not Before

077 Requested for Delivery (Week of) 174 Month Ending

996 Required Delivery

A date on which or before, ordered goods or services must be delivered

SCH09 373 Date O DT 6/6 Date (YYMMDD)

SCHIO 337 Time O TM 4/8

Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-

59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds

are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)

SCHll 326 Request Reference Number O AN 1/45

Reference number or RFQ number to use to identify a particular transaction set and query (additional reference number or description which can be used with

contract number)

SCH12 350 Assigned Identification O AN 1/11

Alphanumeric characters assigned for differentiation within a transaction set

003040F840 1 117 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

TD5

Not Used

Notes:

Ref. Pes. TD501

TD502

TD503

TD504

Not Used TD505

Not Used TD506

Not Used TD507

Not Used TD508

Not Used TD509

Not Used TD510

Carrier Details (Routing Sequence/Transit Time)

420

Nl Optional

Detail Optional

12 To specify the carrier and sequence of routing and provide transit time information

At least one of TD502 TD504 TD505 TD506 or TD512 is requured.

If TD502 is present, then TD503 is required.

If TD507 is present, then TD508 is required.

If TD510 is present, then TD51 1 is required.

When specifying a routing sequence to be used for the shipment movement in lieu of

specifying each carrier within the movement, use TD502 to identify the party

responsible for defining the routing sequence, and use TD503 to identify the actual routing sequence, specified by the party identified in TD502.

Use the 2/TD5/420 segment when the shipment method is applicable to a named entity

for a specific line item in the solicitation.

Data

Element

133

66

67

91

387

368

309

310

731

732

Data Element Summary

Name Attributes

Routing Sequence Code O ID 1/2

Code describing the relationship of a carrier to a specific shipment movement

Identification Code Qualifier X ID 1/2

Code designating the system/method of code structure used for Identification Code (67)

When TD504 is code PL, use code 10 to indicate the number in TD503 is the

DoDAAC ofthe pipeline. 10 Department of Defense Activity Address Code

(DODAAC)

Identification Code X AN 2/17

Code identifying a party or other code

Transportation Method/Type Code X ID 1/2

Code specifying the method or type of transportation for the shipment

/. Use any code.

2. A conversion table may be required to convert agency codes to codes used

byASCXU.

Refer to 003040 Data Element Dictionary for acceptable code values. Routing X AN 1/35

Free-form description of the routing or requested routing for shipment, or the

originating carrier's identity

Shipment/Order Status Code X ID 2/2

Code indicating the status of an order or shipment or the disposition of any

difference between the quantity ordered and the quantity shipped for a line item or transaction Location Qualifier O ID 1/2

Code identifying type of location Location Identifier X AN 1/30

Code which identifies a specific location Transit Direction Code O ID 2/2

The point of origin and point of direction Transit Time Direction Qualifier O ID 2/2

Code specifying the value of time used to measure the transit time

003040F840 1 118 15 October 1997
Not Used TD511 733 Transit Time X R 1/4

The numeric amount of transit time

Not Used TD512 284 Service Level Code X ID 2/2

Code defining service

003040F840 1 119 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

CTT Transaction Totals

010

Summary

Mandatory

1To transmit a hash total for a specific element in the transaction set

1 If CTT03 is present, then CTT04 is required.

2 If CTT05 is present, then CTT06 is required.

1 This segment is intended to provide hash totals to validate transaction completeness

and correctness.

Data Element Summary

Must Use

Ref. Pes. CTTOl

CTT02

Data

Element

354

347

Name Attributes

Number of Line Items M NO 1/6 Total number of line items in the transaction set Use to identify the total number ofPOl segments contained in this transaction set Hash Total O R 1/10

Sum of values of the specified data element. All values in the data element will be summed without regard to decimal points (explicit or implicit) or signs.

Truncation will occur on the left most digits if the sum is greater than the maximum size of the hash total of the data element.

Example:

-.0018 First occurrence of value being hashed. .18 Second occurrence of value

being hashed. 1.8 Third occurrence of value being hashed. 18.01 Fourth

occurrence of value being hashed. 1855 Hash total prior to truncation. 855 Hash total after truncation to three-digit field. When used, the number must he a true hash total. Do not use to transmit an

operational amount.

Not Used CTT03 81 Weight O R 1/10

Numeric value of weight

Not Used CTT04 355 Unit or Basis for Measurement Code X ID 2/2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

Not Used CTT05 183 Volume O R 1/8

Value of volumetric measure Not Used CTT06 355 Unit or Basis for Measurement Code X ID 2/2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

Not Used CTT07 352 Description O AN 1/80

A free-form description to clarify the related data elements and their content

003040F840 1 120 15 October 1997
Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

SE

020

Transaction Set Trailer

Summary

Mandatory

1To indicate the end of the transaction set and provide the count of the transmitted

segments (including the beginning (ST) and ending (SE) segments).

1 SE is the last segment of each transaction set.

Data Element Summary

Ref. Data

Pes. Element Name Attributes

Must Use SEOl 96 Number of Included Segments M NO 1/10

Total number of segments included m a transaction set mcluding ST and SE

segments

Must Use SE02 329 Transaction Set Control Number M AN 4/9

Identifying control number that must be unique within the transaction set fiinctional group assigned by the originator for a transaction set

003040F840 1 121 15 October 1997

j^U.S. GOVERNMENT PRINTING OFFICE: 1998 -433-235/82671
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