HfiTl INST. OF STAND 4 TECH RXC,

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PUBLICATIONS

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NO.881-18

1997

NIST Special Publication 881-18

Federal Implementation Guideline

for Electronic Data Interchange

ASC X12 003040 Transaction Set 840

Request for Quotation

Implementation Convention

U.S. DEPARTMENT OF COMMERCE

Technology Administration

National Institute of

Standards and Technology

NIST Special Publication 881-18

Federal Implementation Guideline

for Electronic Data Interchange

ASC X12 003040 Transaction Set 840

Request for Quotation

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

March 1997

U.S. DEPARTMENT OF COMMERCE

William M. Daley, Secretary

Technology Administration

Mary L. Good, Under Secretary for Technology

National Institute of Standards and Technology

Arati Prabhakar, Director
Reports on Information Technology

The National Institute of Standards and Technology (NIST)'s Infornnation 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 881-18

Natl. Inst. Stand. Technol. Spec. Publ. 881-18, 116 pages (March 1997)

CODEN: NSPUE2

U.S. GOVERNMENT PRINTING OFFICE

WASHINGTON: 1997

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 establishes 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 from 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 JFB

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. No. 010

Seg. IDST Name

Transaction Set Header

Req.

Des. M

Max.Use

1

020 BQT Beginning Segment for Request For Quotation M 1 030 NTE Note/Special Instruction F 100 040 CUR Currency O 1 050 REF Reference Numbers o 12 060 PER Administrative Communications Contact o 3 N/U 070 TAX Tax Reference 0 3 080 FOB F.O.B. Related Instructions o >1 N/U 090 CTP Wcing Information 0 1

110 CSH Header Sale Condition o 1

N/U

120

130

SAC

ITD

Service, Promotion, Allowance, or Charge

Information Terms of Sale/Deferred Terms of Sale

o

o

25

5 NAJ 140 DIS Discount Detail o 20

150 DTM Date/Time Reference o 10

160 LDT Lead Time o 12 N/U 180 LIN Item Identification o 5

190 FID Product/Item Description o 200

200 MEA Measurements o 40

210 PWK Paperwork o 25

220 PKG Marking, Packaging, Loading o 200 N/U 230 TDl Carrier Details (Quantity and Weight) o 2

240 TD5 Carrier Details (Routing Sequence/Transit Time) o 12 N/U 250 TD3 Carrier Detaib (Equipment) o 12

260 TD4 Carrier Details (Special Handling or Hazardous

Materials or Both) o 5

Loop Notes and

Repeat Comments

nl

RELEASE - 003040FED00A 31 August 1994
840 - Request for Quotation

270 MAN

280 RRA

290 N9

300 MSG

310 Nl

320 N2

330 N3

340 N4

350 REF

360 PER

NAJ 370 FOB

N/U 380 TDl

390 TD5

NAJ 400 TD3

N/U 410 TD4

N/U 420 PKG

N/U 430 RRA

Detail:

Pos. No.Seg. ID

010 POl

N/U 020 CUR

030 P03

040 CTP

049 MEA

050 PID N/U 060 MEA

070 PWK

080 PKG

090 P04

100 REF

110 PER

130 SAC

140 IT8 N/U 150 ITD N/U 160 DIS N/U 170 TAX

180 FOB

190 SDQ

200 DIM

220 SCH

N/U 230 FST NAJ 240 TDl

Marks and Numbers

Required RespK>nse

Message Text

O

O

10

25

1000

Name

Additional Name Wormation

Address Information

Geographic Location

Reference Numbers

Administrative Communications Contact

F.O.B. Related Instructions

Carrier Details (Quantity and Weight)

Carrier Details (Routing Sequence^ransit Time)

Carrier Details (Equipment)

Carrier Details (Special Handling, or Hazardous

Materials, or Both) Marking, Packaging, Loading

Required Response

o 1 o 2

KJ i. o 1 O 12 O 3 o 1 O 2 O 12 O 12 o 5 o 200 o 25

Req. Loop Notes and Name Des. Max. Use Repeat

mm.

Comments

Baselme Item Data M 1

Currency O 1

Additional Item Detail o 25

Pricing Information o 1

Measurements o 40

Product/Item Descnpiioii

Measurements

Paperwork

Marking, Packaging, Loading

Item Physical Details

Reference Numbers

Administrative Communications Contact

Service, Promotion, Allowance, or Charge

Information Conditions of Sale Terms of Sale/Deferred Terms of Sale

Discount Detail Tax Reference '

F.O.B. Related Instructions

Destination Quantity

Date/Time Reference

Line Item Schedule

Forecast Schedule

Carrier Details (Quantity and Weight)

o 1 o 10 O 25 o 200 o 1 O 12 o 3 0 25 o 1 o 2 o 20 o 3 o 1 o 50 o 10 o 104 o >1 o 1 RELEASE - 003040FED00A

n2

31 August 1994
840 - Request for Quotation

TTIS

I UJ

270 TIM

280 MAN

290 RRA

295 MSG

298 LDT

299 QTY

N/U 300 SLN

N/U 310 PID

320 N9

JJKJ

340 Nl

350 N2

360 N3

370 N4

NAJ 380 REF

N/U 390 PER

N/U 400 FOB

405 SCH

N/U 410 TDl

420 TD5

N/U 430 TD3

N/U 440 TD4

N/U 450 PKG

N/U 460 RRA

N/U 465 CTP

N/U 470 LDT

N/U 480 MAN

N/U 490 QTY

Summary:

Pos. No. 010Seg. IDCTT

020 SE

Carrier Details (Routing Sequence/Transit Time)

Carrier Details (Equipment)

Carrier Details (Special Handling or Hazardous

Materials or Both) Marks and Numbers

Required Response

Message Text

Lead Tune

Quantity

o 12 Q 12 o 5 o 10 o 25 o 1000

>1

Subline Item Detail

Product/Item Description

1

1000

Reference Number

Message Text

O

O

1

1000

Name

Additional Name Information

Address Information

Geographic Location

Reference Numbers

Administrative Communications Contact

F.O.B. Related Instructions

Line Item Schedule

Carrier Details (Quantity and Weight)

Carrier Details (Routing Sequence/Transit Time)

Carrier Details (Equipment)

Carrier Details (Special Handling, or Hazardous

Materials, or Both) Marking, Packaging, Loading

Required Response

Pricing Information

Lead Time

Marks and Numbers

Quantity

o 1 o 2 o 2 o 1 o 12 o 3 o 1 o 200 o 2 o 12 o 12 o 5 o 200 o 25 o I o 100 o 10 o 5

Name

Transaction Totals

Transaction Set Trailer

Req.

Pes. M

M

Mai.Use

1

1

Loop

Repeat

Notes and Comments

n3

Transaction Set Notes

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

.

2. The SCH segment is used to speciiy various quantities of items ordered that are to be scheduled. When this segment is used the imit of measurement code (SCH02) shoidd always be identical to the imit of

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

should always equal the quantity ordered (PO102) in the POl segment.

RELEASE - 003040FED00A 3 31 August 1994
840 - Request for Quotation

3. 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 (POl02) for each POl segment.

RELEASE - 003040FED00A 4 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes:

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

selects the Invoice Transaction Set). Comments:

Data Element Summary

Ref. Data

Des. Element Name Attributes

Must Use STOl 143 Transaction Set Identifier Code M ID 3/3

Code uniquely identifying a Transaction Set Refer to 003040 Data Element Dictionary for acceptable code values. Must Use ST02 329 Transaction Set Control Number M AN 4/9

Identifying control nimiber that must be unique within the transaction set functional group assigned by the originator for a transaction set

RELEASE - 003040FED00A 5 31 August 1994
840 - Request for Quotation

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 transmit

identilying 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 available for use in ASCXI2 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, (BQT07 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 a previously

transmitted solicitation has changed, e.g., the closing date for 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 or partial 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 21.

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.

RELEASE - 003040FED00A 6 31 August 1994
840 - Request for Quotation

10. Use code ZZ to indicate a Commerce Business Daily 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

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 05 and BQT07 is code 06), the solicitation number and amendment

number will be concatenated.

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 17). 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 RT to 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 the following NTE segment to explain the type ofcontractual instrument

contemplated. A request has been submitted to ASCX12for the following

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 ASCX12 Version/Release

3050. A code for unpriced order will be askedfor and ifapproved, will be

available in a later version ofthe ASCX12 standards. LS Lease NE New Order

RL Release or Delivery Order

RT Rental

ZZ Mutually Defined

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

Must Use BQT02 586

Must Use BQT03 652

BQT06 92

RELEASE - 003040FED00A 7 31 August 1994
840 - Request for Quotation

Code specifying the type of request for quote

1. Use to identify the type ofsolicitation.

2. A requestfor the following additional codes has been submitted to ASC

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

For Information and BroadAnnouncement. We expect those codes to be

available in ASCXI2 Version/Release 3050.

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

ASCXI2 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 ofthe federal

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

RELEASE - 003040FED00A 8 31 August 1994
840 - Request for Quotation

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 information in a free-form format, if necessary, for comment or special instruction

1 The NTE segment permits free-form information/data which, mider ANSI X12

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 11 to identify the type ofprocurement instrument

being contemplated.

Data Element Summary

Data

Element

363

Name Attributes

Note Reference Code O ID 3/3

Code identifying the fimctional 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

Free-form text Must use when BQT06 is code 11 to identify the type ofcontractual

instrument contemplated.

1/60

RELEASE - 003040FED00A 9 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

Ref. Pes. Must Use CUROl

Must Use CUR02

CUR05

CUR Currency

040

Heading

Optional

1To specify the IfCUROS

IfCUR09

If CURll

IfCUR12

IfCUR14

IfCUR15

IfCURl?

8 IfCURlS

9 IfCUR20

10 IfCUR21

1

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.

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 CUROl. CUR05 may be used to cite a second,

acceptable, currency.

Data Element Summary

Data

Element

98

Name Attributes

100

100

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

Currency Code M ID 3/3

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

Use any code except the code for U.S. dollars. 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 code for U.S. dollars.

RELEASE - 003040FED00A 10 31 August 1994
840 - Request for Quotation

Segment:

Position:

Reference Numbers

050

Loop:

Level:

Usage:

Heading

Optional

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

To specify identifying numbers.

1 At least one of REF02 or REF03 is required.

12

Data Element Summary

Ref. Pes. Must Use REFOlData

Element

128

Name

Reference Number Qualifier

Attributes

M ID 2/2

Code qualifying the Reference Number.

A request has been submitted to ASCXJ2for a code to specify Type of

Science and Catalog number. Ifapproved, these codes will be available for

use inASCX12 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 ofwork (SOW) number or a number

within a statement ofwork where additional information can be found. Ifthe SOW is a part ofthe solicitation, the PWK segment can be used to indicate

how it is being transmitted to the quoting party ifnot otherwise included in the solicitation. Ifit is included in the solicitation, use the following MSG

segment, ifapplicable.

3. Use code A U, 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 CH to indicate the Catalog ofFederal Domestic Assistance where

the funding source for a research effort can be found. Data maintenance has

been submitted toASCX12for a code for the generic term Catalog. If

approved, that code will be available for use in ASCX12 Version/Release

3050. In the meantime, use this code.

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

pertaining to this solicitation.

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

8. Use code IL to indicate the requisition number (e.g., the MILSTRIP/FEDSTRIP document number).

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

number.

10. Use code K4, ifapplicable, to indicate the surveillance criticality

applicable to this solicitation.

RELEASE - 003040FED00A 11 31 August 1994
840 - Request for Quotation

designator that will be applicable to any purchase action resultingfrom this solicitation.

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

12. Use code PH to indicate the MILSTRIP/FEDSTRIP priority.

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

IE Foreign Military Sales Case Number

73 Statement of Work (SOW)

97 Package Number

AU Authorization to Meet Competition No. BB Authorization Number

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

DC Item Number

K4 Criticality Designator

K6 Purchase Description

K7 Paragraph Number

P4 Project Code

PH Priority Rating

QC Product Specification Document Nimiber

RQ Purchase Requisition No. RS Returnable Container Serial Number

S2 Military Specification Number (MILSPEC)

S3 Specification Number

TN Transaction Reference Number

TP Test Specification Number

W2 Weapon System Number

W6 Federal Supply Schedule Nimiber

RELEASE - 003040FED00A 12 31 August 1994
840 - Request for Quotation

ZZ

ZF

XE Transportation Priority Number

Contractor Establishment Code (CEC)

Mutually Defined

REF02 127 Reference Number C 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.

A fi-ee-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.

REF03 352 Description C AN 1/80

RELEASE - 003040FED00A 13 31 August 1994
840 - Request for Quotation

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 commmiications 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 ASC X12 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.

Must Use

Ref. Pes. PEROlData

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

A request has been submitted to ASC XI2 askingfor a code for Advisor. If

approved, that code will be available for use in ASCXI2 Version/Release

3050.

PER02

PER03

1. For code A T, the word "contract" is incorrect in the standards. The correct word should be "contact.

" AT Material Safety Data Sheet Contact CD Contract Contact HM Hazardous Material Contact 10 Issuing Officer

QR Ordering Officer

ZZ Mutually Defined

93 Name O AN 1/35

Free-form name

Cite the last namefirst, followed by the first name. Do not truncate the last name ifthe whole name is longer than 35 characters. Instead, truncate or use

the initial ofthe first name. 365 Communication Number Qualifier C 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 identified

party.

AU Defense Switched Network

EM Electronic Mail

FX Facsimile

RELEASE - 003040FED00A 14 31 August 1994
840 - Request for Quotation

PER04 364

PER05 365

PER06 364

IT International Telephone

TE Telephone

Communicatioii Number C AN 1/80

Complete communications number including coimtry or area code when

applicable

When PER03 is code TE, be sure to include the area code. Communication Number Qualifier C ED 2/2

Code identifying the type of communication number

Use to identify a second communication numberfor the party 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 code A U, 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

EM Electronic Mail

EX Telephone Extension

FX Facsimile rr International Telephone

TE Telephone

Communication Number C AN 1/80

Complete corrununications number including country or area code when

applicable

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

RELEASE - 003040FED00A 15 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes:

Comments:

Notes:

FOB F.O.B. Related Instructions

080

Heading

Optional

>1

To specify transportation instructions relating to shipment

12

3

4

12

3

4

If FOB03 is present, then FOB02 is required.

If FOB04 is present, then FOB05 is required.

If FOB07 is present, then FOB06 is required.

If FOB08 is present, then FOB09 is required.

FOBOl indicates which party will pay the carrier. FOB02 is the code specifying transportation responsibility location. FOB06 is the code specifying the title passage location. 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 1/FOB/080 segment ifthe FOB point and the acceptance location apply to

all ofthe line items. When the FOB point 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.

Ref. Pes. Must Use FOBOl

FOB02

FOB03

Data

Element

146

309

352

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 FOB point is origin.

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

PE Prepaid and Summary Bill PP Prepaid (by Seller)

Location Qualifier C 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 FOB point is neither origin nor

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

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

DE

FV

IT

OR

ZZ

Description

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

Intermediate FOB Point

Origin (Shipping Point)

Mutually Defined

O AN 1/80

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

RELEASE - 003040FED00A 16 31 August 1994
840 - Request for Quotation

FOB06 309

FOB07 352

Use to identify the FOB point only when FOB02 is code ZZ. Ifnecessary, use one iteration ofthe Nl loop, using code KX in NlOl, to specify the address of

the FOB point Use ofthis data element is discouraged.

Location Qualifier C ID 1/2

Code identifying type of location Use to identify the acceptance point.

1. Use code ZZ to identify that the acceptance point is neither at origin nor at

destination. When used, cite the actual acceptance point in FOB07. Ifthe actual FOB point 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

Description O AN 1/80

A fi-ee-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 NIOl, to identify the address ofthe acceptance point. Use ofthis data element is discouraged.

RELEASE - 003040FED00A 17 31 August 1994
840 - Request for Quotation

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

12

123

If CSH02 is present, then CSH03 is required.

If either CSH06 or CSH07 is present, then the other is required.

CSH04 is the accoimt number to which the purchase amount is to be charged.

CSH06 identifies the source of the code value in CSH07.

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. When the conditions ofsale vary by line item, use the 2/IT8/140 segment.

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

the CSH segment to 25. Ifapproved, this use will be available in ASCXI

2

Version/Release 3050.

Data Element Summary

Ref. Pes. CSHOlData

Element

563

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 ASCXJ2 askingfor the following 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 ofqualifier 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-aside for a small business.

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

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

4. Use code Z to indicate a warranty is required. IS Substitute Item Allowed

K Small Purchase Set Aside for Small Businesses

P Large Purchase, Set-Aside for Small Business

P2 Ship As Soon As Possible

P4 Do Not Preship

Q Small, Disadvantaged Business Set-Aside

R Combined Small, Disadvantaged Business and Labor

Surplus Area Set-Aside

RELEASE - 003040FED00A 18 31 August 1994
840 - Request for Quotation

CSH06 559

CSH07 560

CSH08 566

CSH09 954

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

Agency Qualifier Code C ID 2/2

Code identifying the agency assigning the code values

Use code AX to comply with the syntax ofthe CSH segment.

AX ANSI Accredited Standards Committee, X12.

Special Services Code C 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. JM Inspect at Destination

10 Inspect at Origin

Product/Service Substitution Code O ID 1/2

Code indicating product or service substitution conditions Use only one ofcodes A, X, or Y when CSHOl is code IS to identify any

conditions applicable to offering a substitute product.

1. 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 Alternate Item Substitution Allowed

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 of

the set-aside in this data element

RELEASE - 003040FED00A 19 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes:

Comments:

Notes:

Must Use

Ref. Pes. SACOl

SAC02

SAC05

SAC

120

Service, Promotion, Allowance, or Charge Information

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 SAC 14 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 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.

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.

1. Use the 1/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 Summary

Data

Element

248

Name Attributes

1/1

1300

610

Allowance or Charge Indicator M ID

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 SAC05 to comply with

semantic note governing the use ofthat data element. C Charge

R Allowance Request

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

Code identifying the service, promotion, allowance, or charge

Use any code. Refer to 003040 Data Element Dictionary for acceptable code values. Amount O N2 1/15

RELEASE - 003040FED00A 20 31 August 1994
840 - Request for Quotation

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 SAC02.

RELEASE - 003040FEDOOA 21 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

Must Use

Ref. Pes. DTMOl

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/50 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

Element

374

Name Attributes

Date/Time Qualifler 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 code for Meeting. This

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

this code will be available for use inASCX12 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 the performance completion date when soliciting a service.

5. When code 1 74 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

RELEASE - 003040FED00A 22 31 August 1994
840 - Request for Quotation

DTM02

DTM03

373

337

DTM04 623

DTM06 1250

DTM07

RELEASE - 003040FED00A

1251

1 Srhpdiilp F)f*livprv uoo

nil Kcqucsicu lor iyciiveiy (_wceK oij xuo x\.ct|uircu Dy

1 <A ocrvice renoa oian

1^1 11

A

I /I ivionui niKung ^ /o V^UIliraL'l ouin

'>7Q i^onuaCi i^oiiipicuon

368 Siihmittal J ij vylUCI oullL 374 Order End

996 Required Delivery

997 Quote to be Recieved By

Date

Date (YYMMDD)

Time

DT 6/6

TM 4/8

Time expressed in 24-hoiu" 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)

Specif time only in the HHMMformat.

Time Code O D) 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 Use 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

Date Time Period Format Qualifier C 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. Date Time Period C AN 1/35

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

23 31 August 1994
840 - Request for Quotation

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

RTM in 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.

RELEASE - 003040FED00A 24 31 August 1994
840 - Request for Quotation

Segment: LDT Lead Time

Position: 160

Loop:

Level: Heading

Usage: Optional

Max Use: 12 Purpose: To specify lead time for availability of products and services Syntax Notes: Semantic Notes: 1 LDT04 is the effective date of lead time information.

Comments: 1 LDT02 is the quantity of imit of time periods. Notes: Use the 1/LDT/160 segment to identify time periods expressed as a specified time period

from a stated event that apply to all the line items. When the time periods vary by line

item, use the 2/LDT/298 loop.

Data Element Summary

Ref. Data

Des. Element Name Attributes

Must Use LDTOl 345 Lead Time Code M D) 2/2

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

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

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 Of>ening 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 Must Use LDT02 380 Quantity M R 1/15

Numeric value of quantity

Must Use LDT03 344 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., Xnumber ofdays or less. CY Calendar Year

DA Calendar Days

KK Maximum Calendar Days

MO Month

QY Quarter of a Year

SA Semiannual

RELEASE - 003040FED00A 25 31 August 1994
840 - Request for Quotation

WK Weeks

LDT04 373 Date O DT 6/6

Date (YYMMDD)

RELEASE - 003040FED00A 26 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

S>Titax Notes:

PID

190

Product/Item Description

Heading

Optional

200

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

1 If PID04 is present, then PID03 is required.

2 At least one of P1D04 or P1D05 is required.

3 If PID07 is present, then PID03 is required.

4 If PID08 is present, then PID03 is required.

Semantic Notes: 1 Use PID03 to indicate the organization that publishes the code list being referred to. 2 PID04 should be used for industry-specific product description codes. 3 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.

Comments: 1 If PIDO 1 =

"

' F", then PID05 is used. If PIDO 1 = " S", then PID04 is used. If PEDO

= "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: 1. Use to provide a briefdescription ofthe supplies or services being solicited.

2. Use not recommended. Whenever possible, items should be described by successive

iterations of235/234 pairs in the POl segment or by a reference number. Use coded

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 the 2/PID/050 segment to transmit the varying

descriptions.

Ref. Pes. Must Use PmOl

PID05

Data

Element

349

352

Data Element Summary

Name Attributes

Item Description Type M ID 1/1

Code indicating the format of a description

F Free-form

Description C AN 1/80

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

RELEASE - 003040FED00A 27 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

MEA Measurements

200

Heading

Optional

40

To specily physical measurements or coimts, including dimensions, tolerances,

variances, and weights (See Figures Appendix for example of use of COOl)

12

3

4

5

6

1

1

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

If MEAOS 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 MEAOS MEAOS or MEA06 is required.

Only one of MEAOS or MEAOS may be present.

MEA04 defines the unit of measure for MEA03, MEA05, 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

ASCXI2, the codesfor evaluation factors will be available in the ASCXI

2

Version/Release 3050.

Data Element Summary

Ref. Data

Pes. Element Name Attributes

MEAOl 737 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 PM to indicate that measurement values are applicable to the minimum and maximum quantity or dollar value permitted per order against an indefinite instrument. Use MEA 05/06 to indicate the minimum and

maximum.

CS Core Size

CT Counts

DE Defects

PM Permitted

MEA02 738 Measurement Qualifier O ID 1/3

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

Listed codes are preferred.

RELEASE - 003040FED00A 28 31 August 1994
840 - Request for Quotation

MEA03 739

MEA04 COOl

Must Use COOlOl 355

MEA05 740

MEA06 741

RELEASE - 003040FED00A

Data maintenance has been submitted to ASCX12 to add codesfor the following evaluation factors: cost, cost realism, humanfactors, management,

price, prior experience, past performance, quality, schedule and technical. If

approved, codes will be available for use inASCX12 Version/Release 3050.

1. Use code MXwhen MEAOl is code CS, to indicate the maximum size standard applicable to the SIC code identified in the I/REF/050 segment.

2. Use code PO to indicate the percent variation in quantity permittedfor the

line items. Use MEA05/06 to indicate the percent over and under.

3. Use code TT to indicate the length ofa warranty period. Specify the length

oftime in h^{EA03 and the time period in MEA04-1.

MX Maximum

PO Percent of Order (-, +)

TT Time

Measurement Value C R 1/10

The value of the measurement

Composite Unit of Measure C

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

byASCXn.

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. mien MEAOl is code CS andMEA02 is code MX, MEA04 can be either code ID or code R5.

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

byASCXn.

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

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

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

code cited in the I/REF/050 segment.

5. Use code UN when evaluation factors are available for use in ASCXI2 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 ofimportance). IE Person R5 Thousands of Dollars

UN Unit

Range Minimum C 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 MEA 01 is code PM, use to identify the minimum quantity or dollar value for an order that can be placed against a requirements or indefinite quantity instrument. Range Maximum C R 1/10

29 31 August 1994
840 - Request for Quotation

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.

2. When MEA 01 is code PM, use to identify the maximum quantity or dollar value for an order that can be placed against a requirements or indefinite quantity instrument.

RELEASE - 003040FEDOOA 30 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

PWK

210

Paperwork

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.

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

specifications are being provided by the buying party or required to be provided by the quoting party.

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

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

3. Use the l/PWK/210 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 ASC X12 to add codesfor: Certified Cost and

Price Data, Wage Determination, Union Agreement, andAttachment. We

expect these codes to be available for use in ASCXI2 Version/Release 3050.

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

2. Use code 35 to indicate a subcontracting plan is required.

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

4. Use code CP to indicate a Certificate ofConformance.

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)

CY Contract Funds Status Report (CFSR)

DW Drawing(s)

Fl Cost Performance Report (CPR) Format 1 F2 Cost Performance Report (CPR) Format 2 F3 Cost Performance Report (CPR) Format 3

RELEASE - 003040FED00A 31 31 August 1994
840 - Request for Quotation

PWK02

PWK03

PWK04

PWK05

PWK06

PWK07

PWK08

Must Use C00201

F4 Cost Performance Report (CPR) Format 4

F5 Cost Performance Report (CPR) Format 5 IT Certified Inspection and Test Results MR Material Inspection and Receiving Report

MS Material Safety Data Sheet

PD Proof of Delivery PJ Purchasing Specification

SD Support Data for a Request for Quote

SN Shipping Notice

SP Specification

US "BUY AMERICA" Certification of Compliance

756 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 ASCXI2 transaction sets specifically designed

for 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 applicaable, to identify a party relevant to the cited

paperwork.

Refer to 003040 Data Element Dictionary for acceptable code values. 66 Identification Code Qualifier C ID 1/2

Code designating the system/method of code structiu'e used for Identification Code (67)

Use any code. Refer to 003040 Data Element Dictionary for acceptable code values. 67 Identification Code C 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

specified paperwork item. Use is discouraged.

C002 Actions Indicated O

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.

151

98

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 ASCXI2 askingfor a code for Provided.

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

3050. In the meantime, use this code. RELEASE - 003040FED00A 32 31 August 1994
840 - Request for Quotation

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

5 Generate

RELEASE - 003040FED00A 33 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

Ref. Pes. PKGOl

PKG02

PKG

220

Marking, Packaging, Loading

Heading

Optional

200

To describe marking, packaging, loading, and imloading requirements

1 At least one of PKG04 PKG05 or PKG06 is required. 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 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).

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 available for use in ASCXI

2

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

ID 1/1

753

Item Description Type ' Code indicating the format of a descripfion

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

2. Use code S only when the packaging information is identified as a MILSTD 2073-2C code string.

3. Use code Xwhen the packaging information is identified as both free-form

text and a MIL-STD 2073-2C code string.

F Free-form

S Structiu'ed (From Industry Code List)

X Semi-structured (Code and Text)

Packaging Characteristic Code O ID 1/5

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

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

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

RELEASE - 003040FED00A 34 31 August 1994
840 - Request for Quotation

PKG03 559

PKG05 352

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

string in PKG05.

65 Core Characteristics Agency Qualifier Code C 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 ASCX12. Ifapproved, a code for Federal

Government will be available in ASCX12 Version/Release 3060.

DD Department of Defense

GS General Services Administration (GSA)

ZZ Mutually Defined

Description C AN 1/80

A free-form description to clarify the related data elements and their content Use to identify a string ofMIL-STD 2073-2C packaging 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 F ofMIL-STD 2073-

1. Zeros shall be inserted in the code string for data that is not being

provided. A comma (J 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.

RELEASE - 003040FEDO0A 35 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

TD5 Carrier Details (Routing Sequence/Transit Time)

240

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 TD5 1 2 is required. 2 If TD502 is present, then TD503 is required.

3 If TD507 is present, then TD508 is required.

4 If TD5 10 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 acttial 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 Summary

Ref. Pes. TD502

TD503

TD504

Data

Element

66

67

91

Name Attributes

Identification Code Qualifier C ID 1/2

Code designating the system/method of code structiu'e 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 C AN 2/17

Code identifying a party or other code

Transportation Method/Type Code C 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.

RELEASE - 003040FED00A 36 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

Ref. Pes. TD401

TD402

TD403

TD404

TD4

260

Carrier Details (Special Handling or Hazardous Materials or Both)

Heading

Optional

5To specify transportation special handling requirements, or hazardous materials

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 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

Name Attributes

208

209

352

Special Handling Code C H) 2/3

Code specifVing special transportation handling instructions HM Endorsed as Hazardous Material

NC Notify Consignee Before Delivery

Hazardous Material Code Qualifier C YD III Code which qualifies the Hazardous Material Class Code (209)

A requestfor the following codes has been submitted to ASCX12; Storage

Compatibility Group and Hazard Class or Division. We expect these codes to be available in ASCXJ2 Version/Release 3050. D Hazardous Materials ID, DOT

Hazardous Material Class Code C AN 2/4

Code specifying the kind of hazard for a material

Description C AN 1/80

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

RELEASE - 003040FED00A 37 31 August 1994
840 - Request for Quotation

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 niunber 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.

Data Element Summary

Ref. Pes. Must Use MANOl

Must Use MAN02

MAN03

MAN04

MAN05

MAN06

Data

Element

88

87

87

88

87

87

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

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

Marks and Numbers O AN

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

Marks and Numbers Qualifier O ID

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

1/45

1/45

1/2

RELEASE - 003040FED00A 38 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

RRA Required Response

280

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.

1. Use the J/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 not previously 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.

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.

RELEASE - 003040FED00A 39 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

N9 Reference Number

290

N9

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. When 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

Pes. Element Name Attributes

Must Use N901 128 Reference Number Qualifier M D) 2/2

Code qualifying the Reference Number.

A request has been submitted to ASC X12 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 available for 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 clause found in the DFARS.

4. Use code DX to 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 andprovide the information in the following MSG segment.

The numbering system can be based on the uniform contractformat, e.g., H-1

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 KT to indicate another type ofreference number applicable to the

solicitation. This number is not the RFQ number (which isfound in BQT02).

Indicate the source ofthe reference in N903 andprovide, ifnecessary, the

text ofthe item in the following MSG segment. For example, this code could

be used as a way ofgetting to the following MSG segment when the full text must be transmitted. In that case, a reference number thatfollows the

RELEASE - 003040FED00A 40 31 August 1994
840 - Request for Quotation

uniform contractformat could be used.

7. Use code KZ, ifapplicable, to indicate the master solicitation that applies

to the solicitation. 73 Statement of Work (SOW)

a 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

KY Site Specific Procedures, Terms, and Conditions

KZ Master Solicitation Procedures, Terms, and Conditions

VB Department of Veterans Affairs Acquisition

Regulations (VAAR)

N902 127 Reference Number C AN 1/30

Reference number or identification number as defined for a particular

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

N903 369 Free-form Description C AN 1/45

Free-form descriptive text Use is discouraged.

N904 373 Date O DT 6/6 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 the first day ofthe month. This

rule is necessary to comply with ASCX12 syntax.

RELEASE - 003040FED00A 41 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

MSG Message Text

300

N9

Heading

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.

Data Element Summary

Ref. Data

Des. Element Name Attributes

Must Use MSGOl 933 Free-Form Message Text M AN 1/264

Free-form message text

RELEASE - 003040FED00A 42 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Nl Name

310

Nl

Heading

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 NlOl.

Notes: 1. Whenever possible, address information should be transmitted using code values

contained in a combination ofthe NlOl, N103/04 data elements. Use NlOl and the N2-

N4 segments only when it is necessary to transmit the full address. For example, ifa

vendor can be identified by a DUNs number, it is not necessary to transmit the vendor's

full 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 afederal 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 BY and 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 toASCX12 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 code for the purpose. Ifapproved, the code will be applicable inASCX12 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 BY to 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.

RELEASE - 003040FEDOOA 43 31 August 1994
840 - Request for Quotation

5. Use code IC to indicate afreightforwarder.

6. Use code KW to 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 ofthe

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 OH to indicate the Hazardous Materials Office. A request has

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

this code.

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

a named party is to be solicited. A request has been submitted to ASCX12 to add a code for this purpose. We expect to to be availablefor use in ASCX12

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

code for Inspection andAcceptance. We expect this code to be availablefor

use in ASCX12 Version/Release 3050. Until that time, use this code.

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

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

ofthe location rather than the full address which can be added in the resultant purchase order.

15. Use code SV to 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 ASCX12 askingfor a code for Acceptance Point. Ifapproved,

the code will be available inASCX12 Version/Release 3050.

RELEASE - 003040FED00A 44 31 August 1994
840 - Request for Quotation

31 Postal Mailing Address

BY Buying Party (Purchaser)

CP Party to Receive Cert, of Compliance

IC Intermediate Consignee

KW Bid Opening Location

KX Free on Board Point

KY Technical Office

LI Inspection Location

OH Other Departments

PK Party to Receive Copy

PZ Party to Receive Equipment

RELEASE - 003040FED00A 45 31 August 1994
840 - Request for Quotation

RC Receiving Location

ST Ship To

SV Service Performance Site Z7 Mark-for Party

ZZ Mutually Defined

N102 93 Name C AN 1/35

Free-form name

N103 66 Identification Code Qualifler C 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 code for Contractor

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

XI2 Version/Release 3050.

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

users ofthis implementation convention may require the use ofother and

additional numbersfor a transition period in order to cross-reference existing

data bases with new procurement actions.

4. Use ofthe DUNs number (code 1) 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. The full address ofthe ship to party can be

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

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 10 Department of Defense Activity Address Code

(DODAAC)

16 ZIP Code

33 Commercial and Government Entity (CAGE)

A2 Military Assistance Program Address Code (MAPAC)

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

Code identifying a party or other code

RELEASE - 003040FED00A 46 31 August 1994
840 - Request for Quotation

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

Nl

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 NJ 01/03/04.

Data Element Summary

Attributes

Data

Element Name

93 Name

Free-form name

93 Name

Free-form name

M AN 1/35

O AN 1/35

RELEASE - 003040FEIX)0A 47 31 August 1994
840 - Request for Quotation

Segment

Loop:

Level

Usage

Max Use

Purpose

Syntax Notes Semantic Notes Comments

Notes

N3 Address Information

330

Nl

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 N101/03/04.

Ref. Pes. Must Use N301

N302

Data Element Summary

Data

Element Name

166 Address Information

Address information

166 Address Information

Address information

Attributes

M AN 1/35

O AN 1/35

RELEASE - 003040FEDOOA 48 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

N4 Geographic Location

340

Nl

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.

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

in N101/03/04.

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 ASCX12

Version/Release 3050.

Data Element Summary

Ref. Pes. N401

N402

N403

N404

N405

N406

Data

Element

19

156

116

26

309

310

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)

Countr) Code O ID 2/3

Code identifying the country

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

byASCXn.

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

RELEASE - 003G40FED00A 49 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

REF Reference Numbers

350

Nl

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 Summary

Ref. Data

Pes. Element Name Attributes

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

Code qualifying the Reference Number.

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

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 KK Delivery Reference

REF02 127 Reference Number C AN 1/30

Reference number or identification number as defined for a particular

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

RELEASE - 003040FED00A 50 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

PER Administrative Communications Contact

360

Nl

Heading

Optional

3To identify a person or office to whom administrative commmiications 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 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, 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 ASCX12

Version/Release 3050.

Data Element Summary

Ref. Pes. Must Use PEROlData

Element Name Attributes

366 Contact Function Code M ID 2/2

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

named

Use to identify individuals who can be contacted regarding the solicitation

I. Use code IC to indicate a general information point ofcontact at the location cited in NlOl.

BD Buyer Name or Department

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

PC Purchasing Contracting Officer (PCO)

QR Ordering Officer

PER02 93 Name O AN 1/35

Free-form name

Cite the last name first, followed by the first name. Do not truncate the last name ifwhole name is longer than 35 characters. Instead, truncate the first name or use the initial ofthe first name. PER03 365 Communication Number Qualifier C 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

EM Electronic Mail

FX Facsimile IT International Telephone

TE Telephone

Communication Number C AN 1/80

51 31 August 1994 PER04 364RELEASE - 003040FED00A
840 - Request for Quotation

Complete communications number including country or area code when

applicable

PER05 365 Communication Number Qualifler C ID 2/2

Code identifying the type of communication number

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

PER05/06 can be used to cite an Electronic Mail address.

2. Include the country code.

3. Do not use code EX unless there is one iteration ofPEROS/04 using either code AU or code TE.

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

party.

AU Defense Switched Network

EM Electronic Mail

EX Telephone Extension

FX Facsimile

IT International Telephone

TE Telephone

PER06 364 Communication Number C AN 1/80

Complete communications number including country or area code when

applicable

RELEASE - 003040FED00A 52 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

TD5 Carrier Details (Routing Sequence/Transit Time)

390

Nl

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 required. 2 If TD502 is present, then TD503 is required.

3 If TD507 is present, then TD508 is required.

4 If TD5 10 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 Summary

Ref. Pes. TD502

TD503

TD504

Data

Element

66

67

91

Name Attributes

Identification Code Qualifier C 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 C AN 2/17

Code identifying a party or other code

Transportation Method/Type Code C ID 1/2

Code specifying the method or type of transportation for the shipment

J. Use any code.

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

usedbyASCX12.

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.

RELEASE - 003040FED00A 53 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

POl Baseline Item Data

010

POl

Detail

Mandatory

1To specily basic and most frequently

1 If POl03 is present, then POl02

2 If PO105 is present, then PO104

3 If PO1 06 is present, then PO1 07

4 IfPO108 is present, then PO109

5 IfPOllO is present, then POl 11 6 If PO1 1 2 is present, then PO1 1

3

7 If PO1 1 4 is present, then PO1 1

5

8 IfP0116 is present, then POl 17 9 If PO1 1 8 is present, then PO1 1

9

10 IfPO120 is present, then P0121

11 If P0122 is present, then P0123

12 If P0124 is present, then P0125

used line item data

is required,

is required,

is required,

is required,

is required,

is required,

is required,

is required,

is required,

is required,

is required,

is required.

1 See the Data Dictionary for a complete list of ID's. 2 POlOl is the line item identification. 3 POl 06 through P0125 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.

Notes: 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, SUBCUN or RUN cited in POIOL

Data Element Summary

Ref. Pes. POlOl

PO102

PO103

PO104

PO105

Data

Element Name Attributes

350 Assigned Identification O AN 1/11

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

330 Quantity Ordered C R 1/9

Quantity ordered

1. Use to identify the quantity ofthe item being solicited.

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

level. 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

7. 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. 212 Unit Price C R 1/14

Price per unit of product, service, commodity, etc. Use only when POl05 is code TB and enter the number 0. 639 Basis of Unit Price Code O ID 2/2

Code identifying the type of unit price for an item

RELEASE - 003040FED00A 54 31 August 1994
840 - Request for Quotation

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

cited in POIOI. The cost ofthe item may be included in the cost ofanother, related item. For example, ifthis line item isfor 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 in ASC

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

PO106 235 Product/Service ro 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 P0125 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 appliable 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 ASCXI2for the following

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 wil be available for use in ASCXI

2

Version/Release 3050.

4. Use code F7 to indicate the end item, ifapplicable, 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, ifapplicable, to indicate the list that contains the technical

information related to the line item cited in POIOI.

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

to indicate the data category ofa CDRL.

JO. 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 MG to indicate the manufacturer's part number assigned to the

solicited item.

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

RELEASE - 003040FED00A 55 31 August 1994
840 - Request for Quotation

13. Use code PU to indicate a part number assigned by an industry not tied to a specific manufacturer. Do not use for 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 RS.

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

16. Use code SN to indicate, ifapplicable, the serial number ofthe item cited

in POIOI. For example, ifthe solicitation isfor the repair ofa serial numbered aircraft engineer.

1 7. Use code SW to 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

AK Refined Product Code

CG Commodity Grouping

CL Color

CN Commodity Name

F7 End-Item Description

F8 Next Higher Used Assembly

FS National Stock Number

FT Federal Supply Classification KA Engineering Data List KB Data Category Code

LT Lot Number

MF Manufactiu-er

MG Manufacturer's Part Number

MN Model Number

MS Military Specification (MILSPEC) Number

Nl National Drug Code in 4-4-2 Format

N2 National Drug Code in 5-3-2 Format

N3 National Drug Code in 5-4-1 Format

N4 National Drug Code in 5-4-2 Format

ND National Drug Code (NDC)

PD Part Number Description

PU , Part Reference Number

RC Returnable Container No. SH Service Requested

SN Serial Number

SW Stock Number

SZ Vendor Alphanumeric Size Code (NRMA)

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

RELEASE - 003040FED00A 56 31 August 1994
840 - Request for Quotation

PO107 234

PO108 235

PO109 234

POllO 235

VP

ZB

Vendor's (Seller's) Part Number

Commercial and Government Entity (CAGE) Code

POlll

P0112

P0113

P0114

P0115

P0116

P0117

P0118

P0119

PO120

P0121

P0122

P0123

234

235

234

235

234

235

234

235

234

235

234

235

234

Product/Service D) C 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 C 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 C 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 C 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 C 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 C 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 C 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 C 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 C AN 1/30

RELEASE - 003040FED00A 57 31 August 1994
840 - Request for Quotation

P0124 235

P0125 234

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 C AN 1/30

Identifying number for a product or service

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840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

P03 Additional Item Detail

030

POl

Detail

Optional

25

Notes:

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

structiu'e 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 identijy additional information relative to the item indicated in POIOI.

Ref. Pes. Must Use PO301

Must Use PO306

Must Use PO307

Data

Element

371

380

355

Data Element Summary

Name Attributes

Change Reason Code M ID 2/2

Code specifying the reason for price or quantity change

1. 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 be for 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

billing units ofmeasurement.

2. Use code EV to indicate the estimated quantityfor a requirements or

indefinite quantity instrument. AQ Alternate Quantity and Unit of Measure

EV Estimated Quantity

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.

RELEASE - 003040FEDOOA 59 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes:

Comments:

Notes:

CTP Pricing Information

040

POl

Detail

Optional

1To specify pricing information

1 If CTP04 is present, then CTP05 is required. 2 IfCTP06 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 quoting parties that a

variety ofprices are being solicited, e.g., step-ladder pricing (prices based on a

solicited range ofquantities), zone prices (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 offered price 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 N901. 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 available for up to 25 iterations in the 843 transaction.

3. A request has been sent to ASCXI2 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

available for use in ASCXI2 Version/Release 3050.

4. A request has been submitted to ASCXI2 askingfor the addition ofdata element 499

Condition Code as an optional data element as CTP10. This data element would be

used to identify the packaging level, protection level or delivery zone, when CTP02

cites a related code.

Data Element Summary

Ref. Data

Pes. Element Name Attributes

CTP02 236 Price Identifier Code C ID 3/3

Code identifying pricing specification

7. Use to identify the type ofprices a bidder is required to submit in the

quote.

2. Data maintenance has been submitted to ASCXI2 askingfor the addition

ofcodesfor: Hourly labor ratesfor categories oflabor, pricesfor different packaging protection levels and different packing levels. Ifapproved, these codes will be availablefor use inASCX12 Version/Release 3050.

3. Use code ALT to indicate a lease-to-purchase price. Data maintenance

has been submitted to ASCXI2. RELEASE - 003040FED00A 60 31 August 1994
840 - Request for Quotation

CTP04

CTP05

380

355

4. Use code CA T to indicate that the quoting party, in addition to the quoted

price, is to provide a catalog price for the item cited in POL

5. Use code GOV to indicate the sale price to the government.

6. Use code PAQ to indicate that quoting party is to provide a replacement

price for an item ifit is less costly than to repair the item.

7. Use code PUR to indicate the quoting party price for 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.

ALT Alternate Price

CAT Catalog Price

GOV Government Price

PAQ Price Break Quantity(s)

PUR Purchase

SPC Special Price

Quantity o

c

R

ID

1/15

2/2

Numeric value of quantity

Unit or Basis for Measurement Code

Code specilying the units in which a value is being expressed, or manner 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.

RELEASE - 003040FED00A 61 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

MEA Measurements

049

POl

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 MEAOS MEA05 or MEA06 is required.

6 Only one of MEAOS 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.

7. Use the 2/A'fEA/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

1. 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 CT to indicate variation in quantity when expressed as a discrete

quantity. Use MEA05/06 to indicate the quantity over and under.

5. Use code DE to indicate a warranty period.

6. Use code PM to 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 Qualifler O ID 1/3

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

I. Use any code. Listed codes are to be used in accordance with their accompanying notes.

RELEASE - 003040FED00A 62 31 August 1994
840 - Request for Quotation

2. When MEA 01 is code CS, use code MXto indicate the maximum size standard ofthe SIC code applicable to the line item.

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 TT to 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 C R 1/10

The value of the measurement

Composite Unit of Measure C

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 byASC

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 the purpose indicated in their accompanying notes.

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

byASCXI2.

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. MEA05 740 Range Minimum C R 1/10

The value specifying the minimum of the measurement range

1. When MEAOI is code CT orMEA02 is code PO, use to identify the variation under.

2. When MEA 01 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 C R 1/10

The value specifying the maximum of the measurement range

1. When MEAOI is code CT or MEA02 is code PO, use to identify the variation over.

2. When MEA 01 is code PM, use to identify the maximum quantity or dollar value ofeach order that can be placed against an indefinite instrument.

MEA03 739

MEA04 COOl

Must Use COOlOl 355

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840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes:

Comments:

PID Product/Item Description

050

FID

Detail

Optional

1To describe a product or process in coded or free-form format

1 If PID04 is present, then PID03 is required. 2 At least one of PID04 or PID05 is required.

3 If PID07 is present, then PID03 is required.

4 If PID08 is present, then FIDOS is required.

1 Use PID03 to indicate the organization that publishes the code list being referred to. 2 FID04 should be used for industry-specific product description codes. 3 FIDOS 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.

1 If FIDO 1 = ' F", then FIDOS is used. If FIDO 1= ^8", then FID04 is used. If FIDO 1 = "X", then both FID04 and FID05 are used. 2 Use FID06 when necessary to refer to the product surface or layer being described in the segment.

3 FID07 specifies the individual code list of the agency specified in FID03.

Notes: 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.

Ref. Pes. Must Use ProOl

PID05

Data

Element

349

352

Data Element Summary

Name Attributes

Item Description Type M ID 1/1

Code indicating the format of a description

F Free-form

Description C 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. Use is discouraged.

RELEASE - 003040FED00A 64 31 August 1994
840 - Request for Quotation

PWK Paperwork

070

POl

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.

1. 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 be

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

Data

Element Name Attributes

755 Report Type Code M D) 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, andAttachment. We

expect these codes to be available for use inASCX12 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 and price data is required.

4. Use code CP to indicate a Certificate ofConformance.

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 being provided by the

soliciting party or required ofthe selling party in the quote.

25 Piuchase Plan

35 Subcontractor Plan

CI Cost Data Summary

CP Certificate of Compliance (Material Certification)

CX Cost/Schedule Status Report (C/SSR)

CY Contract Funds Status Report (CFSR)

Fl Cost Performance Report (CPR) Format 1 F2 Cost Performance Report (CPR) Format 2

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

Ref. Des. Must Use PWKOl

RELEASE - 003040FEDOOA 65 31 August 1994
840 - Request for Quotation

PWK02

PWK03

PWK04

PWK05

PWK06

PWK07

PWK08

Must Use C00201

F3 Cost Performance Report (CPR) Format 3 F4 Cost Performance Report (CPR) Format 4

F5 Cost Performance Report (CPR) Format 5 IT Certified Inspection and Test Results KA Contract Data Requirements List (CDRL)

MR Material Inspection and Receiving Report

MS Material Safety Data Sheet

PD Proof of Delivery

SD Support Data for a Request for Quote

SN Shipping Notice

SP Specification

756 Report Transmission Code O ID 2/2

Code defining timing, transmission method or format by which reports are to be sent

JVhile any code can be used, code EL is preferred when the indicated

paperwork can be provided electronically using one ofthe transaction sets specifically designedfor the purpose. BM By Mail

EL Electronically Only

FX By Fax

WS With Shipment (With Package)

757 Report Copies Needed O NO 1/2

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

98 Entity Identifier Code O ID 2/2

Code identilying 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. 66 Identification Code Qualifier C 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. 67 Identification Code C 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 additional information or instructions related

to a specific paperwork item. Use is discouraged.

C002 Actions Indicated O

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 the specific paperwork will be required under the resulting contract or order.

2. Use code B to indicate the specified paperwork will be provided. Data

maintenance has been submitted toASCX12. Ifapproved, the code will be

available for use inASCX12 Version/Release 3050. In the meantime, use

this code.

RELEASE - 003040FED00A 66 31 August 1994
840 - Request for Quotation

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

5 Generate

RELEASE - 003040FED00A 67 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

PKG Marking, Packaging, Loading

080

POl

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 PKGO 1 is required.

3 If PKG05 is present, then PKGO 1 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 PKGOI = 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). Notes: 1. Use the 2/PKG/080 segment ifthe 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

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

2

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

Ref. Data

Des. Element Name Attributes

PKGOl 349 Item Description Type C ID 1/1 Code indicating the format of a description

1. Use code F only when the packaging information is identified asfree-form

text.

2. Use code S only when the packaging information is identified as a MILSTD 2073-2C code string.

3. Use code Xwhen the packaging information is identified as both free-form

text and a MIL-STD 2073-2C code string.

F Free-form

S Structured (From Industry Code List)

X Semi-structured (Code and Text)

PKG02 753 Packaging Characteristic Code O ID 1/5

Code specilying the marking, packaging, loading and related characteristics being described

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

packaging characteristic code, e.g., CD - Cleaning/Drying Procedures, CTCushioning Thickness, etc. We expect those codes to be available for use in ASCXI2 Version/Release 3050. In the meantime, use code 65 when

RELEASE - 003040FED00A 68 31 August 1994
840 - Request for Quotation

providing the MIL-STD 2073-2C code strings in PKD05.

1. Use code 65 to indicate MIL-STD 2073-2C packaging codes. Cite the code

string in PKG05.

65 Core Characteristics PKG03 559 Agency Qualifier Code C 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 ASCX12. Ifapproved, a code for Federal Government will be available inASCX12 Version/Release 3060.

ZZ Mutually Defined

PKG05 352 Description C AN 1/80

A free-form description to clarify the related data elements and their content Use to identify a string ofMIL-STD 2073-2C packaging 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 F ofMIL-STD 2073-

1. Zeros shall be inserted in the code string for data that is not being

provided. A comma (J 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.

RELEASE - 003040FED00A 69 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

P04 Item Physical Details

090

POl

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 PO410 is present, then P0413 is required.

6 If P04 1 1 is present, then P04 1 3 is required. 7 If P04 1 2 is present, then P04 1 3 is required.

8 If P04 1 3 is present, then at least one of P04 10 P04 1 1 or P04 12 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 I2-Chmce

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, P0411, and P0412.

1. Use to identify the dimensions ofthe unit or intermediate pack. In ASCXI2

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 ASCXJ2 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 be

provided.

Ref. Data

Pes. Element

PO404 103

2. Use code UNT to indicate a unit container. PKG Package

UNT Unit

01 Aluminum

04 As Specified by the DOT

07 Burlap

10 Chemically Hardened Fibre

13 Cloth

Data Element Summary

Name Attributes

Packaging Code O AN 5/5

Code identifying the type of packaging; Part 1: Packaging Form, Part 2: Packaging Material

I. Use code PKG to indicate an intermediate container. A request has been

submitted to ASCX12 to add a codefor Intermediate container. Ifapproved,

this code will be available inASCX12 Version/Release 3050. In the meantime, use this code.

RELEASE - 003040FED00A 70 31 August 1994
840 - Request for Quotation 16 Clotn Top

19 Cloth or Fabnc

22 Compressed

25 Corrugated or Solid

28 Double-wall Paper

31 Fibre

34 Fibre (Paperboard)

37 Fiberboard

40 Fiberboard Metal

43 Glass

46 In Inner Containers

48 Wire/Cord

49 Insulated 50 Steel - Vinyl Coated

51 Wire Mesh

52 Iron or Steel 53 Jumbo

54 Special Jumbo

55 Lead

58 Metal

5y Metal Cans

C 1 oi Moisture Resistant

64 Molded Plastic 67 Multiple-wall Paper (2 or more walls)

70 Multiple-wall Paper (3 or more walls) 71 Not Otherwise Specified

11 Paper - VCI

73 Other than ulass

74 Other than Metal or Plastic Tubes, or Glass

75 Plastic - Vacuum Formed

76 Paper

11 Plastic - Structural Foam

no Plastic - Injection Molded

/y Plastic OAoO Polyethylene Lined

O 1 Plastic - Virgin

82 Pulpboard

83 Plastic - Regrind

84 Polystryrene

85 KuDDer

86 Foam

88 Rubber and Fabric

89 Special

90 Standard

91 Stainless Steel 92 Tubes, Metal or Plastic 94 Wood

95 Single Wall Corrugated Board

96 Double Wall Corrugated Board

RELEASE - 003040FED00A 71 31 August 1 994
840 - Request for Quotation

PO410 82

P0411

P0412

P0413

189

65

355

97 Triple Wall Corrugated Board

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 measmement 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 C ID 2/2

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

1. Use any code.

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

X12.

Refer to 003040 Data Element Dictionary for acceptable code values.

RELEASE - 003040FED00A 72 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

REF Reference Numbers

100

POl

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. When

the reference number applies to all the line items, use the l/REF/050 segment.

Data Element Summary

Ref. Data

Pes. Element Name Attributes

Must Use REFOl 128 Reference Number Qualifler M D) 2/2

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. Ifthe SOW is a part ofthe solicitation, the PWK segment can be used to indicate

how it is being transmitted to the quoting party ifnot otherwise included in the solicitation. Ifit is included in the solicitation, use the following MSG

segment, ifapplicable.

3. Use code EVto indicate the office or other symbol ofthe requiring office responsible for 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 are found in code source 329.

7. Use code K4, ifapplicable, to indicate the surveillance criticality

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 items on

the CDRL are to be delivered.

10. Use code KK to indicate a Ship-To address list.

11. Use code KVto qualify a cited CDRL distribution list.

12. Use code PH to indicate the MILSTRIP/FEDSTRIP priority.

13. Use code RQ, as appropriate, to indicate an internal number such as a

RELEASE - 003040FErX)0A 73 31 August 1994
840 - Request for Quotation

purchase request or purchase request order number. When citing a purchase

request number, concatenate its line item number with the purchase request

number ifit 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.

16 Military Interdepartmental Purchase Request (MIPR)

Number

2E Foreism Military Sales Case Niimher

73 Statement of Work (SOW)

82 Data Item Description (DID) Reference

83 Extended (or Exhibit) Line Item Number (ELIN)

97 Package Number

BV Purchase Order Line Item Identifier rBuver^

C7 Contract Line Item Number

CH Customer catalog number

CT Contract Number

DG Drawing Number

EV Receiver Identification Number

IJ Standard Industry Classification (SIC) Code

IL Internal Order Number

KO Approval Code

K4 Criticality Designator

K6 Purchase Description

K7 Paragraph Number

KC Exhibit Distribution List KK Delivery Reference

KV Distribution Statement Code

LT Lot Number

P4 Project Code

PH Priority Rating

QC Product Specification Document Number

RQ Purchase Requisition No. RS Returnable Container Serial Number

S2 Military SpecificaUon Number (MILSPEC)

S3 Specification Number

TN Transaction Reference Number

TP Test Specification Number

W2 Weapon System Number

W6, Federal Supply Schedule Number

XE Transportation Priority Number

ZF Contractor Establishment Code (CEC)

ZZ Mutually Defined

REF02 127 Reference Number C 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,

RELEASE - 003040FED00A 74 3 1 August 1 994
840 - Request for Quotation concatenate the reference number and the revision/suffix/extension number

and carry the resultant number in this data element. REF03 352 Description C 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.

RELEASE - 003040FEDOOA 75 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

PER Administrative Communications Contact

110

POl

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 required. 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 toASCX12 to add data element 443, Contact Inquiry

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

in PER02. Ifapproved, this data element will be availablefor use inASCXI2

Version/Release 3050.

3. Use onlyfor CRDL information.

Data Element Summary

Ref. Des. Must Use PEROl

PER02

PER03

PER04

PER05

Data

Element

366

93

365

364

365

Name Attributes

Contact Function Code M ID 2/2

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

named

1. Use code AU 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

Name O AN 1/35

Free-form name

Cite the last namefirst, followed by the first name. Do not truncate the last name ifwhole name is longer than 35 characters. Instead, truncate the first name or use the initial ofthe first name. Communication Number Qualifier C ID 2/2

Code identifying the type of communication number

/. Include the country code with code IT.

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

party.

AU Defense Switched Network

EM Electronic Mail

FX Facsimile IT International Telephone

TE Telephone

Communication Number C AN 1/80

Complete communications number including coimtry or area code when

applicable

Communication Number Qualifier C ID 2/2

RELEASE - 003040FED00A 76 31 August 1994
840 - Request for Quotation

Code identifying the type of communication nmnber

Use to identify a second communications networkfor the party 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 code AU or code TE.

2. Include the country code with code IT.

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

party.

AU Defense Switched Network

EM Electronic Mail

EX Telephone Extension

FX Facsimile IT International Telephone

TE Telephone

PER06 364 CommunicatioD Number C AN 1/80

Complete communications number including country or area code when

applicable

RELEASE - 003040FED00A 77 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes:

Comments:

Must Use

Ref. Pes. SACOl

SAC02

SAC05

SAC Service, Promotion, Allowance, or Charge Information

130

POl

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 SACll 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 SACO 1 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.

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 J/SAC/120 segment.

Data Element Summary

Data

Element

248

Name Attributes

1/1

1300

610

Allowance or Charge Indicator M ID

Code which indicates an allowance or charge for the service specified

/. 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. C Charge

R Allowance Request

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

Code identifying the service, promotion, allowance, or charge : Use any code. Refer to 003040 Data Element Dictionary for acceptable code values. Amount O N2 1/15

RELEASE - 003040FEDG0A 78 31 August 1994
840 - Request for Quotation

Monetary amount

RELEASE - 003040FED00A 79 3 1 August 1 994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

1X8 Conditions of Sale

140

POl

Detail

Optional

1To specify general conditions or requirements and to detail conditions for substitution of

alternate products

1 At least one of 1T801 IT802 1T803 1T805 or IT807 is required. 2 If 1T808 is present, then 1T809 is required.

3 If 1T8 10 is present, then IT8 1 1 is required.

4 If 1T812 is present, then 1T813 is required.

5 If 1T814 is present, then ITS 15 is required.

6 If IT816 is present, then 1T817 is required. 7 If IT8 1 8 is present, then 1T8 1 9 is required.

8 If IT820 is present, then IT82 1 is required.

9 If IT822 is present, then 1T823 is required.

10 If IT824 is present, then IT825 is required. 11 If IT826 is present, then IT827 is required.

1 IT804 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 IT827 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 ASCX12 to increase the maximum

use ofthis segment to 25. Ifapproved, that increase will be effective with ASCXI

2

Version/Release 3050.

Data Element Summary

Ref. Pes. IT801Data

Element

563

Name Attributes

Sales Requirement Code C 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 available for use in ASCXI2 Version/Release 3050.

1. Use code SC to indicate that partial shipments will not be accepted.

2. Use code SV to indicate that the cited line item is to be shipped in place.

3. Use code Z to 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

RELEASE - 003040FED00A 80 31 August 1994
840 - Request for Quotation

Z Mutually Defined

IT807 566 Product/Service Substitution Code C D) 1/2

Code indicating product or service substitution conditions

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

conditions applicable to offering a substitute product.

1. Use code BO only when IT80I does not cite code IS.

2. 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

RELEASE - 003040FED00A 81 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes:

Comments:

Notes:

FOB F.O.B. Related Instructions

180

POl

Detail

Optional

1To si)ecify transportation instructions relating to shipment

123

4

123

4

If FOB03 is present, then FOB02 is required.

If FOB04 is present, then FOB05 is required.

If FOB07 is present, then FOB06 is required.

If FOB08 is present, then FOB09 is required.

FOBOl indicates which party will pay the carrier. FOB02 is the code specifying transportation responsibility location. FOB06 is the code specifying the title passage location. 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/080 segment to identify the FOB point and acceptance location when

they varyfor a specific line item. Ifthe FOB point and acceptance location apply to all ofthe line items, use the 1/FOB/180 segment.

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

Ref. Data

Pes. Element

Must Use FOBOl 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 FOB point is origin (or source)..

2. Use code PE when shipping costs are authorized to be prepaid and added

to an invoice.

FOB02

FOB03

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

PE Prepaid and Summary Bill PP Prepaid (by Seller)

309 Location Qualifier C 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 FOB point is neither origin nor

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

FOB point is an address or geographical location, use in conjunction with one iteration ofthe appropriate NI loop, using code KX in NIOI.

DE Destination (Shipping)

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

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

RELEASE - 003040FED00A 82 31 August 1994
840 - Request for Quotation

FOB06 309

FOB07 352

Use to identify the FOB point only when FOB02 is code ZZ. Ifnecessary, use one iteration ofthe Nl loop, using code KX in NlOl, to specify the address of

the FOB point. Use ofthis data element is discouraged.

Location Qualifier C ID 1/2

Code identi^ing t>pe of location Use to identify the acceptance point.

1. Use code ZZ to identify that the acceptance point is neither at origin nor at

destination. When used, cite the actual acceptance point in FOB07. Ifthe actual FOB point 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

Description O AN 1/80

A fi-ee-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/210 loop, using code ZZ in NlOl, to identify the address ofthe acceptance point. Use ofthis data element is discouraged.

RELEASE - 003040FED00A 83 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes:

Comments:

Notes:

SDQ Destination Quantity

190

POl

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 If SDQ09 is present, then SDQ10 is required.

4 If SDQl 1 is present, then SDQ 12 is required.

5 If SDQ13 is present, then SDQ14 is required.

6 If SDQ 15 is present, then SDQ16 is required. 7 If SDQ 17 is present, then SDQ18 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, SDQll, 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 identily areas within a store, e.g., front room, back room,

selUng 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 AiAPAC.

Data Element Summary

Ref. Data

Des. Element Name Attributes

Must Use SDQOl 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

1. Use any code.

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

usedbyASCXn.

Refer to 003040 Data Element Dictionary for acceptable code values. SDQ02 66 Identification Code Qualifier O ID 1/2

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

1. Use ofthe DUNs number (code 1) 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 code A2 to indicate a MAPAC address.

1 D-U-N-S Number, Dun & Bradstreet 10 Department of Defense Activity Address Code

(DODAAC)

33 Commercial and Government Entity (CAGE)

A2 Military Assistance Program Address Code (MAPAC)

RELEASE - 003040FED00A 84 31 August 1994
840 - Request for Quotation

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

Identification Code

Code identifying a party or other code

Quantity

Numeric value of quantity

Identification Code

Code identifying a party or other code

Quantity

Niuneric 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 identilying a part>' 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

M R

O AN

C R

O AN

C R

O AN

C R

O AN

C R

O AN

C R

O AN

C R

O AN

C R

O AN

C R

O AN

C R

O AN

2/17

1/15

2/17

1/15

2/17

1/15

2/17

1/15

2/17

1/15

2/17

1/15

2/17

1/15

2/17

1/15

2/17

1/15

2/17

1/15

1/30

RELEASE - 003040FED00A 85 31 August 1994
840 - Request for Quotation

Segment: DXIVI Date/Time Reference

i^osiiion. ZUVJ POl

LiCvelr l^CUUl Usage. WpUUIloi

]Vfax Uset Purpose: To specify pertinent dates and times

oyniaA nioies. 1 /\i icdsi one 01 J-* 1 iviuz Lf i iviuj or i iviuo is requireu. 2 If either DTM06 or DTM07 is present, then the other is required.

Semantic Notes: Comments:

Notes: }. Use the segment to identify actual dates relative to the item being solicited documents associated with the line item.

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 of

calendar days after the occurrence ofsome event, e.g., receipt ofthe order, use the 2/LDT/298 loop or the 2/LDT/470 segment ifthe delivery schedule is associated with a

specific address.

3. Use this 2/DTM/200 segment ifthe date applies to a specific line item. Ifthe date

applies to all line items, use the 1/DTM/I50 segment.

Data Element Summary

Ref. Data

Des. 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

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 1 74 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 date for the submission ofdata.

9. Use code 601 to specify the date ofthe first 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

RELEASE - 003040FED00A 86 31 August 1994
840 - Request for Quotation

DTM02

DTM03

373

337

DTM04 623

DTM06 1250

made on or before the specified date.

yji 1 diup JNot Deiore

UDj uo JNoi ueiiver Aiicr

UO'f jjo JNOI i-'ciiver Dcioic

Uoj 1st Schedule Delivery

Uoo 1st octieauie olup

077 Kequesiea lor ueiivery (weeK oi)

1 n^i 13 1

1

1ran r iveijuireu tsy

1 <r> 1 jU service renoa btart 1^1 Service Period End

1 /4 Month Ending

Approved

J /i Order Start J /4 Urder tncl

^ AC 405 Production

600 As Of

601 First Submission

602 Subsequent Submission

996 Required Delivery

Date

Date (YYMMDD)

Time

DT 6/6

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

Date Time Period Format Qualifier C ID 2/3

Code indicating the date format, lime 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.

RELEASE - 003040FEDO0A 87 31 August 1994
840 - Request for Quotation

Refer to 003040 Data Element Dictionary for acceptable code values. DTM07 1251 Date Time Period C 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.

RELEASE - 003040FED00A 88 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

S>ntax Notes:

Semantic Notes: Comments:

Notes:

SCH Line Item Schedule

220

POl

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 SCH12 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 Summary

Ref. Pes. Must Use SCHOl

Must Use SCH02

Must Use SCH05

Must Use SCH06

SCH08

Data

Element

380

355

374

373

374

Name Attributes

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

1. Use any code.

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

used by ASCXI2. Refer to 003040 Data Element Dictionary for acceptable code values. 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 Ship Not Before

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

Date

Date (YYMMDD)

Date/Time Qualifier

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

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

M DT 6/6

ID 3/3

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

RELEASE - 003040FED00A 89 31 August 1994
840 - Request for Quotation

code 996for due on or before a specified date.

3. When code J 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. 063 Do Not Deliver After 064 Do Not Deliver Before

065 1st Schedule Delivery

066 1st Schedule Ship

Oil Requested for Delivery (Week of) 106 Required By

174 Month Ending

996 Required Delivery

SCH09 373 Date O DT 6/6 Date (YYMMDD)

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.

RELEASE - 003040FED00A 90 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

S>Titax Notes:

Semantic Notes: Comments:

Notes:

Ref. Pes. TD502

TD503

TD504

TD5 Carrier Details (Routing Sequence/Transit Time)

250

POl

Detail

Optional

12To 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, then TD511 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 2/TD5/250 segment to identify the transportation method that is applicable to a line item. Ifthe transportation method applies to all line items, use the 1/TD5/240

segment.

2. Use the 2/rD5/420 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

66 Identification Code Qualifier C ID 1/2

Code designating the sy stem/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 of the pipeline. 10 Department of Defense Activity Address Code

(DODAAC)

67 Identification Code C AN 2/17

Code identifying a party or other code

91 Transportation Method/Type Code C ID 1/2

Code specif>ing 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.

RELEASE - 003040FED00A 91 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

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

270

POl

Detail

Optional

5To specify transportation special handling requirements, or hazardous materials

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 items in the solicitation, use the 1/TD4/260 segment.

Data Element Summary

Ref. Pes. TD401

TD402

TD403

TD404

Data

Element

152

208

209

352

Name Attributes

Special Handling Code C ID 2/3

Code specifying special transportation handling instructions HM Endorsed as Hazardous Material

NC Notify Consignee Before Delivery

Hazardous Material Code Qualifier C H) 1/1

Code which qualifies the Hazardous Material Class Code (209)

A requestfor the following codes has been submitted to ASCX12: Storage

Compatibility Group and Hazard Class or Division. We expect these codes to be available in ASCXJ2 Version/Release 3050.

D Hazardous Materials ID, DOT

Hazardous Material Class Code C AN 2/4

Code specifying the kind of hazard for a material

Description C AN 1/80

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

RELEASE - 003040FED00A 92 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes:

Comments:

Notes:

MAN Marks and Numbers

280

POl

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 niunber 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 Summary

Ref. Pes. Must Use MANOl

Must Use MAN02

MAN03

MAN04

MAN05

MAN06

Data

Element

88

87

87

88

87

87

Name Attributes

Marks and Numbers Qualifier M ID 1/2

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

L Line Item Only

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)

L Line Item Only

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

RELEASE - 003040FED00A 93; 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

RRA Required Response

290

POl

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/RRA/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.

RELEASE - 003040FED00A 94 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

MSG Message Text 295

POl

Detail

Optional

1000

To provide a free form format that would allow the transmission of text iivformation.

1 MSG02 is not related to the specific characteristics of a printer, but identifies top of

page, advance a line, etc. Use to provide free-form text associated with the line item being solicited. Use is discouraged.

Must Use

Ref. Pes. MSGOl

MSG02

Data

Element

933

934

Attributes

M AN 1/264

Data Element Summary

Name

Free-Form Message Text

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

Refer to 003040 Data Element Dictionary for acceptable code values.

RELEASE - 003040FED00A 95 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

LDT Lead Time

298

LDT

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 time period

after the occurrence ofsome event, and varies by line item. Ifthe delivery schedule is associated with an address, use the 2/LDT/470 segment. 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 LDT loop 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 the frequency ofdelivery ofdata items on a Contract Data

Requirements List (CDRL). Ifapproved, both the MSG segment and the LM/LQ loop

will be available for use in ASCXI2 Version/Release 3050. ASCXI2 has been

requested to add these same loops in the 843 and 850 transaction sets. Ifapproved,

these loops will be available for use in ASCXI2 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.

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 ASC XI2 to add the following 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 ofAward to Date of

Completion, From Date ofSpecified Event to Delivery, and From Date of

Award to Date ofDelivery. We expect these codes to be available in ASC

X12 Version/Release 3050.

Must Use LDT02 380

Must Use LDT03 344

RELEASE - 003040FED00A

I. Use code AI 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

96 M ID 2/2

31 August 1994
840 - Request for Quotation

Code indicating the time period or interval Use code KK to 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)

RELEASE - 003040FED00A 97 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

Ref. Pes. Must Use QTYOl

Must Use QTY02

QTY Quantity

299

LDT

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

quantity per time period, e.g., 1000 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.

Data Element Summary

Attributes

Data

Element Name

QTY03

673 Quantity Qualifier M ID 2/2

Code specifying the type of quantity

A request has been submitted to ASC X12 to add a code for Shipments. We

expect this code to be available for use in ASCXl2 Version/Release 3050.

1. Use code IJ to 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 KF to 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

IK Time Units

52 Number of Originals

K6 Drafts

KF Duplicates

380 Quantity M R 1/15

Numeric value of quantity

7. 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. 355 Unit or Basis for Measurement Code O ID 2/2

RELEASE - 003040FEDOOA 98 31 August 1994
840 - Request for Quotation

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

1. Use to identify the time period, when the quantity is to be delivered as a

rate over some time period.

2. Use any code.

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

byASCXn.

4. When QTYOl is code IJ, use code DA to indicate the frequency 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 the frequency ofdelivery.

When QTYOl is code IK, use to indicate the length ofthe delivery period.

6. When QTYOl is code IJ, use code Ql to indicate the frequency ofdelivery.

When QTYOl is code IK, use to indicate the length ofthe delivery period.

7. When QTYOl is code IJ, use code WK to indicate the frequency ofdelivery.

When QTYOl is code IK, use to indicate the length ofthe delivery period

8. When QTYOl is code IJ, use code YR to indicate the frequency ofdelivery.

When QTYOl is code IK, use to indicate the length ofthe delivery period.

DA Days

MO Months

Ql Quarter (Time)

WK

YR

Week

Years

RELEASE - 003040FED00A 99 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

N9 Reference Number

320

N9

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 DF to indicate a clause found in the DFARS.

4. Use code DX to 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 andprovide the information in the following MSG segment.

The numbering system can be based on the uniform contractformat, e.g., H-1

for special requirements, or any other numbering system the originator

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

when it is applicable to a line item.

6. Use code KT to indicate another type ofreference number applicable to the

solicitation. This number is not the RFQ number (which isfound in BQT02).

Indicate the source ofthe reference in N903 andprovide, ifnecessary, the

text ofthe item in the following MSG segment. For example, this code could

be used as a way ofgetting to the following MSG segment when the full text must be transmitted. In that case, a reference number thatfollows the

RELEASE - 003040FED00A 100 31 August 1994
840 - Request for Quotation

uniform contractformat could be used.

7. Use code KZ, ifapplicable, to indicate the master solicitation that applies

to the solicitation.

N902

N903

N904

127

369

373

8. Use code ZZ to 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)

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

KY Site Specific Procedures, Terms, and Conditions

KZ Master Solicitation Procedures, Terms, and Conditions

VB Department of Veterans Affairs Acquisition

Regulations (VAAR)

ZZ Mutually Defined

Reference Number C 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 C AN 1/45

Free-form descriptive text Use is discouraged.

Date O DT 6/6

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 the first day ofthe month. This

rule is necessary to comply with ASCX12 syntax.

RELEASE - 003040FED00A 101 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

Notes:

MSG Message Text

330

N9

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, ifrequired, 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. Pes. Must Use MSGOl

Data Element Summary

Data

Element Name

933 Free-Form Message Text

Free-form message text

Attributes

M AN 1/264

RELEASE - 003O40FEDO0A 102 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Nl Name

340

Nl

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 NlOl.

Notes: 1. Whenever possible, 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 the full address. For example, ifa

vendor can be identified by a DUNs number, it is not necessary to transmit the vendor's

full 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/N1/3 10 loop.

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 code for 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 BY to 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.).

RELEASE - 003040FED00A 103 31 August 1994
840 - Request for Quotation use code ZN in N102, and indicate the locations ofthe zone in N405/06. Use

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 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.

9. 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 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 OH to indicate the Hazardous Materials Office. A request has

been submitted to ASCX12 to add a code for this location. Ifapproved it will be available for use inASCXll 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

code for Inspection andAcceptance. We expect this code to be availablefor

use in ASCX12 Version/Release 3050. Until that time, use this code.

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

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

ofthe location rather than the full address which can be added in the resultant purchase order.

16. Use code SV to indicate a location where a service, e.g., grass cutting, will be performed 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 code for Acceptance Point. Ifapproved,

the code will be available inASCX12 Version/Release 3050.

3 1 Postal Mailing Address

88 Approver

BY Buying Party (Purchaser)

RELEASE - 003040FED00A 104 31 August 1994
840 - Request for Quotation

CP

DZ

IC

KX

KY

LI

OH

PI

PZ

RC

ST

SV

Z7

Party to Receive Cert, of Compliance

Delivery Zone

Intermediate Consignee

Free on Board Point

Technical Office

Inspection Location

Other Departments

Preparer

Party to Receive Equipment

Receiving Location

Ship To

Service Performance Site Mark-for Party

ZZ Mutually Defined

N102 93 Name

Free-form name

Identification Code Qualifier

C AN 1/35

N103 66 C 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 code for Contractor

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

XI2 Version/Release 3050.

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

users ofthis implementation convention may require the use ofother and

additional numbersfor a transition period in order to cross-reference existing

data bases with new procurement actions.

4. Use ofthe DUNs number (code 1) is preferred over any other coded

number to identify a named party.

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 J 6 to indicate the ZIP code as a general

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

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

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.

10. Use code ZN to indicate a delivery zone when NIOI is code DZ. Indicate

the zone in NI04, e.g., 1, 2, 3, etc.

1 D-U-N-S Number, Dun & Bradstreet 10 Department of Defense Activity Address Code

16

(DODAAC)

ZIP Code

RELEASE - 003040FED00A 105 31 August 1994
840 - Request for Quotation

33 Commercial and Govenmient Entity (CAGE)

A2 Military Assistance Program Address Code (MAPAC)

FA Facility Identification ZN Zone

N104 67 Identification Code C AN 2/17

Code identrfying a party or other code

RELEASE - 003040FED00A 106 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

N2 Additional Name Information

350

Nl

Detail

Optional

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

Data Element Summary

Ref. Data

Des. Element Name Attributes

Must Use N201 93 Name M AN 1/35

Free-form name N202 93 Name O AN 1/35

Free-form name

RELEASE - 003040FED00A 107 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

N3 Address Information

360

Nl

Detail

Optional

2To specify the location of the named party

Data Element Summary

Ref. Data

Des. Element Name

Must Use N301 166 Address Information

Address information

N302 166 Address Information

Address information

RELEASE - 003040FED00A 108
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

N4

Notes:

Geographic Location

370

Nl

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 Nl 01/03/04.

Ref. Pes. N401

N402

N403

N404

N405

Data

Element

19

156

116

26

309

Attributes

O AN 2/30

N406 310

Data Element Summary

Name

City Name

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 my be required to convert agency codes to the codes used

byASCXn.

Location Qualifier C ID 1/2

Code identifying type of location

1. When NlOl is code DZ, ifapplicable, use code CC to indicate a country in the delivery zone.

2. When NlOl is code DZ, ifapplicable, use code SP to indicate a state or province in the delivery zone. Refer to 003040 Data Element Dictionary for acceptable code values. Location Identifier O AN 1/30

Code which identifies a specific location

RELEASE - 003040FED00A 109 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

SCH Line Item Schedule

405

Nl

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 SCH12 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 l/Nl/310 loop, use the 2/SCH/220 segment.

Ref. Pes. Must Use SCHOl

Must Use SCH02

Must Use SCH05

Must Use SCH06

SCH08

Data

Element 380

355

374

373

374

Data Element Summary

Name Attributes

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

J. 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. 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 J 06 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 Ship Not Before

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

Date

Date (YYMMDD)

Date/Time Qualifier

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

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

M DT 6/6

ID 3/3

2. When code 1 74 is used, cite the last date ofthe month.

RELEASE - 003040FED00A 110 31 August 1 994
840 - Request for Quotation

3. Use code 996 to made on or before

037

077

174

996

SCH09 373 Date

Date (YYMMDD)

indicate the required delivery date when delivery can be

the specified date. Ship Not Before

Requested for Delivery (Week of) Month Ending

Required Delivery

O DT 6/6

RELEASE - 003040FED00A 111 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes:

Semantic Notes: Comments:

Notes:

Ref. Pes. TD502

TD503

TD504

TD5 Carrier Details (Routing Sequence/Transit Time)

420

Nl

Detail

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 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 10 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/TD5/420 segment when the shipment method is applicable to a named entity

for a specific line item in the solicitation.

Data Element Summary

Data

Element Name Attributes

66 Identification Code Qualifier C 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 C AN 2/17

Code identifying a party or other code

91 Transportation Method/Type Code C ID 1/2

Code specifying the method or type of transportation for the shipment

7. Use any code.

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

hyASCXn.

Refer to 003040 Data Element Dictionary for acceptable code values.

RELEASE - 003040FEDO0A 112 31 August 1994
840 - Request for Quotation

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.

Ref. Pes. Must Use CTTOl

CTT02

Data

Element

354

347

Attributes

M NO 1/6

Data Element Summary

Name

Number of Line Items

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 p)oints (explicit or implicit) or

signs. Truncation will occiu" on the left most digits if the sum is greater than

the maximmn 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 be a true hash total. Do not use to transmit an

operational amount.

RELEASE - 003040FED00A 113 31 August 1994
840 - Request for Quotation

Segment:

Position:

Loop:

Level:

Usage:

Max Use: Purpose:

Syntax Notes: Semantic Notes: Comments:

SE Transaction Set Trailer

020

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).

SE is the last segment of each transaction set.

Data Element Summary

Ref. Data

Des. Element Name Attributes

Must Use SEOl 96 Number of Included Segments M NO 1/10

Total number of segments included in a transaction set including 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 fimctional group assigned by the originator for a transaction set

RELEASE - 003040FED00A 114 31 August 1994
Technical Publications

Periodical

Journal of Research of the National Institute of Standards and Technology—Reports NIST research and development in those disciplines of the physical and engineering sciences in which the Institute is active. These include physics, chemistry, engineering, mathematics, and computer sciences. Papers cover a broad range of subjects, with major emphasis on measurement methodology and the basic technology

underlying standardization. Also included from time to time are survey articles on topics closely related to the Institute's technical and scientific programs. Issued six times a year.

Nonperiodicals

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Institute's scientific and technical activities. Handbooks—Recommended codes of engineering and industrial practice (including safety codes) devel- oped in cooperation with interested industries, professional organizations, and regulatory bodies. Special Publications—Include proceedings of conferences sponsored by NIST, NIST annual reports, and

other special publications appropriate to this grouping such as wall charts, pocket cards, and bibliographies.

National Standard Reference Data Series—Provides quantitative data on the physical and chemical

properties of materials, compiled from the world's literature and critically evaluated. Developed under a worldwide program coordinated by NIST under the authority of the National Standard Data Act (Public

Law 90-396). NOTE: The Journal of Physical and Chemical Reference Data (JPCRD) is published

bimonthly for NIST by the American Chemical Society (ACS) and the American Institute of Physics (AIP).

Subscriptions, reprints, and supplements are available from ACS, 1155 Sixteenth St., NW, Washington, DC

20056.

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materials, components, systems, and whole structures. The series presents research results, test methods, and

performance criteria related to the structural and environmental functions and the durability and safety

characteristics of building elements and systems.

Technical Notes—Studies or reports which are complete in themselves but restrictive in their treatment of

a subject. Analogous to monographs but not so comprehensive in scope or definitive in treatment of the subject area. Often serve as a vehicle for final reports of work performed at NIST under the sponsorship of

other government agencies.

Voluntary Product Standards—Developed under procedures published by the Department of Commerce

in Part 10, Title 15, of the Code of Federal Regulations. The standards establish nationally recognized

requirements for products, and provide all concerned interests with a basis for common understanding of

the characteristics of the products. NIST administers this program in support of the efforts of private-sector

standardizing organizations.

Order the following NIST publications—FIPS and NISTIRs—from the National Technical Information

Service, Springfield, VA 22161.

Federal Information Processing Standards Publications (FIPS PUB)—Publications in this series

collectively constitute the Federal Information Processing Standards Register. The Register serves as the

official source of information in the Federal Government regarding standards issued by NIST pursuant to the Federal Property and Administrative Services Act of 1949 as amended. Public Law 89-306 (79 Stat. 1127), and as implemented by Executive Order 11717 (38 FR 12315, dated May II, 1973) and Part 6 of

Title 15 CFR (Code of Federal Regulations).

NIST Interagency Reports (NISTIR)—A special series of interim or final reports on work performed by

NIST for outside sponsors (both government and nongovernment). In general, initial distribution is handled

by the sponsor; public distribution is by the National Technical Information Service, Springfield, VA 22161,

in paper copy or microfiche form.
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