D-840-AI 2 July 2011

840 Request for Quotation

Functional Group ID=RQ

Introduction:

This Acquisition Instruction (AI) provides guidance specific to Defense Logistics Agency issued solicitations. This

AI does not include anything that is not in the Federal Implementation Convention.

This Revision 1 to the DLA AI replaces the DLA 840 AI dated February 1, 1997 and any other draft versions.

Notes:

Throughout this document symbols are used in the left margin to indicate the following:

>> - indicates the element will be used in all transactions when the segment is 

used. X - indicates the element is not used

(blank) - indicates the element may be used but is not required

Heading:

Must Use

Pos. 

No.

010

Seg. 

ID

ST

Name

Transaction Set Header

Req. 

Des.

M

Max.Use

1

Loop

Repeat

Notes and

Comments

Must Use 020 BQT Beginning Segment for Request for Quotation M 1

Not Used 030 NTE Note/Special Instruction F 100

Not Used 040 CUR Currency O 1

050 REF Reference Numbers O >1

Not Used 060 PER Administrative Communications Contact O 3

Not Used 070 TAX Tax Reference O 3

080 FOB F.O.B. Related Instructions O >1

Not Used 090 CTP Pricing Information O >1

Not Used 095 PAM Period Amount O 10

110 CSH Header Sale Condition O 25

Not Used

Not Used

120

130

SAC

ITD

Service, Promotion, Allowance, or Charge

Information

Terms of Sale/Deferred Terms of Sale

O

O

25

5

Not Used 140 DIS Discount Detail O 20

150 DTM Date/Time Reference O 10

160 LDT Lead Time O 12

Not Used 180 LIN Item Identification O 5 n1

190 PID Product/Item Description O 200

200 MEA Measurements O 40

Not Used 210 PWK Paperwork O 25

Not Used 220 PKG Marking, Packaging, Loading O 200

Not Used 230 TD1 Carrier Details(Quantity and Weight) O 2

Not Used 240 TD5 Carrier Details (Routing Sequence/Transit O 12

Not Used 250 TD3

Time)

Carrier Details (Equipment) O 12

Not Used

Not Used

260

270

TD4

MAN

Carrier Details(Special Handling, or

Hazardous Materials, or Both) 

Marks and Numbers

O

O

5

10

280 RRA Required Response O 100
D-840-AI 2 July 2011

LOOP ID - N9 1000

290 N9 Reference Number O 1

300 MSG Message Text O 1000

LOOP ID - N1 10000

310 N1 Name O 1

320 N2 Additional Name Information O 2

330 N3 Address Information O 2

340 N4 Geographic Location O >1

Not Used 350 REF Reference Numbers O 12

360 PER Administrative Communications Contact O >1

Not Used 370 FOB F.O.B. Related Instructions O 1

Not Used 380 TD1 Carrier Details (Quantity and Weight) O 2

Not Used 390 TD5 Carrier Details (Routing Sequence/Transit

Time)

O 12
D-840-AI 3 July 2011

Not Used 400 TD3 Carrier Details (Equipment) O 12

Not Used 410 TD4 Carrier Details(Special Handling, or O 5

Hazardous Materials, or Both)

Not Used 420 PKG Marking, Packaging, Loading O 200

Not Used 430 RRA Required Response O 25

LOOP ID - SPI 1

Not Used 440 SPI Specification Identifier O 1

Not Used 450 REF Reference Numbers O 5

Not Used 460 DTM Date/Time Reference O 5

Not Used 470 MSG Message Text O 50

LOOP ID - N1 20

Not Used 490 N1 Name O 1

Not Used 500 N2 Additional Name Information O 2

Not Used 510 N3 Address Information O 2

Not Used 520 N4 Geographic Location O 1

Not Used 530 REF Reference Numbers O 20

Not Used 540 G61 Contact O 1

Not Used 550 MSG Message Text O 50

LOOP ID - CB1 >1

Not Used 560 CB1 Contract and Cost Accounting Standards Data O 1

Not Used 570 REF Reference Numbers O 20

Not Used 580 DTM Date/Time Reference O 5

Not Used 590 LDT Lead Time O 1

Not Used 600 MSG Message Text O 50
D-840-AI 4 July 2011

Detail:

Pos. Seg. Req. Loop Notes and

No. ID Name Des. Max.Use Repeat Comments

LOOP ID - PO1 100000

Must Use 010 PO1 Baseline Item Data M 1

Not Used 020 CUR Currency O 1

Not Used 025 CN1 Contract Information O 1

030 PO3 Additional Item Detail O 25

Not Used 040 CTP Pricing Information O >1

Not Used 045 PAM Period Amount O 10

049 MEA Measurements O 40

LOOP ID - PID 1000

050 PID Product/Item Description O 1

Not Used 060 MEA Measurements O 10

Not Used 070 PWK Paperwork O 25

080 PKG Marking, Packaging, Loading O 200

090 PO4 Item Physical Details O >1

100 REF Reference Numbers O >1

Not Used 110 PER Administrative Communications Contact O 3

Not Used 130 SAC Service, Promotion, Allowance, or Charge

Information

O 25

Not Used 140 IT8 Conditions of Sale O 25

Not Used 150 ITD Terms of Sale/Deferred Terms of Sale O 2

Not Used 160 DIS Discount Detail O 20

Not Used 170 TAX Tax Reference O 3

180 FOB F.O.B. Related Instructions O >1

Not Used 190 SDQ Destination Quantity O 50

Not Used 200 DTM Date/TimeReference O 10

Not Used 230 FST Forecast Schedule O >1

Not Used 240 TD1 Carrier Details (Quantity and Weight) O 1

Not Used 250 TD5 Carrier Details (Routing Sequence/Transit

Time)

O 12

Not Used 260 TD3 Carrier Details (Equipment) O 12

Not Used 270 TD4 Carrier Details (Special Handling, or O 5

Hazardous Materials, or Both)

Not Used 280 MAN Marks and Numbers O 10

Not Used 290 RRA Required Response O 25

Not Used 295 MSG Message Text O 1000

Not Used 296 SPI Specification Identifier O >1

LOOP ID - SCH 104

Not Used 297 SCH Line Item Schedule O 1 n2

Not Used 298 TD1 Carrier Details (Quantity and Weight) O 2

Not Used 299 TD5 Carrier Details (Routing Sequence/Transit

Time)

O 12
D-840-AI 5 July 2011

F.O.B. Related Instructions O 1

Line Item Schedule O 200

Carrier Details(Quantity and Weight) O 2

Carrier Details (Routing Sequence/Transit O 12

Time)

Carrier Details (Equipment) O 12

Carrier Details (Special Handling, or O 5

Hazardous Materials, or Both)

Marking, Packaging, Loading O 200

Required Response O 25

Pricing Information O 1

Period Amount O 10

LOOP ID - LDT >1

Lead Time O 1

Marks and Numbers O 10

Quantity O 5

Message Text O 1000

Not Used 300 TD3 Carrier Details (Equipment) O 12

Not Used 301 TD4 Carrier Details (Special Handling, or O 5

Hazardous Materials, or Both)

LOOP ID - LDT >1

302 LDT Lead Time O 1

Not Used 303 QTY Quantity O >1

Not Used 304 MSG Message Text O 1

LOOP ID - LM 1

Not Used 305 LM Code Source Information O 1

Not Used 306 LQ Industry Code M 1

LOOP ID - SLN 1000

Not Used 308 SLN Subline Item Detail O 1

Not Used 310 PID Product/Item Description O 1000

LOOP ID - N9 1000

320 N9 Reference Number O 1

330 MSG Message Text O 1000

LOOP ID - N1 >1

340 N1 Name O 1

350 N2 Additional Name Information O 2

360 N3 Address Information O 2

370 N4 Geographic Location O 1

Not Used 380 REF Reference Numbers O 12

Not Used 390 PER Administrative Communications Contact O 3

Not Used 400 FOB

Not Used 405 SCH

Not Used 410 TD1

Not Used 420 TD5

Not Used 430 TD3

Not Used 440 TD4

Not Used 450 PKG

Not Used 460 RRA

Not Used 465 CTP

Not Used 469 PAM

Not Used 470 LDT

Not Used 480 MAN

Not Used 490 QTY

Not Used 500 MSG

Summary:

Pos. Seg. Req. Loop Notes and

No. ID Name Des. Max.Use Repeat Comments

Must Use 010 CTT Transaction Totals M 1 n3

Must Use 020 SE Transaction Set Trailer M 1

Transaction Set Notes

1. If segment LIN is used, do not use LIN01.

2. The SCH segment is used to specify various quantities of items ordered that are to be scheduled. When this 

segment is used, the unit of measurement code (SCH02) should always be identical to the unit of

measurement code in the associated PO1 segment (PO103) and the sum of values of quantity (SCH01) should 
D-840-AI 6 July 2011

always equal the quantity ordered (PO102) in the PO1 segment.

3. The number of line items (CTT01) is the accumulation of the number of PO1 segments. If used, hash total

(CTT02) is the sum of the value of quantities ordered (PO102) for each PO1 segment.
D-840-AI 7 July 2011

Segment: ST Transaction Set Header

Position: 010

Loop:

Level: Heading

Usage: Mandatory

Max Use: 1

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

Syntax Notes:

Semantic Notes: 1 The transaction set identifier (ST01) 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:

Ref. Data

Data Element Summary

Des. Element Name Attributes

>> ST01 143 Transaction Set Identifier Code M ID 3/3

Code uniquely identifying a Transaction Set

840 X12.7 Request for Quotation

>> ST02 329 Transaction Set Control Number M AN 4/9

Identifying control number that must be unique within the transaction set

functional group assigned by the originator for a transaction set
D-840-AI 8 July 2011

X BQT04 374 Date/Time Qualifier

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

X ID 3/3

X BQT05 373 Date

Date (YYMMDD)

X DT 6/6

BQT06 92 Purchase Order Type Code O ID 2/2

Code specifying the type of Purchase Order

Segment: BQT Beginning Segment for Request for Quotation

Position: 020

Loop:

Level: Heading

Usage: Mandatory

Max Use: 1

Purpose: To indicate the beginning of a Request for Quotation Transaction Set and transmit 

identifying numbers and dates

Syntax Notes: 1 If either BQT04 or BQT05 is present, then the other is required.

Semantic Notes: 1 BQT03 is the date to be used for reference purposes in an RFQ and a reponse to

RFQ.

Comments:

Ref. Data

Data Element Summary

Des. Element Name Attributes

>> BQT01 353 Transaction Set Purpose Code M ID 2/2

Code identifying purpose of transaction set

Use to identify the purpose of the transaction set.

00 Original

01 Cancellation

07 Duplicate

17 Cancel, to be Reissued

18 Reissue

>> BQT02 586 Request for Quote Reference Number M AN 1/45

Number assigned by the purchaser to identify his request for quote

Use to identify the unique number assigned to the solicitation. If this is an 

amendment to a solicitation (BQT01 is either Code 18 (if the original 

solicitation number is retained) and BQT07 is Code 06), the solicitation 

number and amendment number will be concatenated.

>> BQT03 373 Date M DT 6/6

Date (YYMMDD)

Use to identify either the date of the solicitation (when BQT01 is one of 

codes 00, 01, 07, 17, 18 (if a new solicitation number is used), or 22); the 

date of the amendment (when BQT01 is code 18 if the original solicitation 

number is retained)

KC Contract

A legally binding document wherein one party agrees to 

provide supplies or services and another party agrees to 

provide compensation for the supplies or services

KN Purchase Order

Procurement instrument within the small purchasing 

threshold

RL Release or Delivery Order

An order for goods and services placed against a preexisting contract or blanket order

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

Code specifying the type of request for quote

01 Request For Quote
D-840-AI 9 July 2011

BQT08 1166 Contract Type Code 0 ID 2/2

Code identifying a contract type

FR Finn Fixed Price

FX Fixed Price with Economic Price Adjustment

X BQT09 786 Security Level Code 0 ID 2/2

Code indicating the level of confidentiality assigned by the sender to the 

information following

X BQTlO 1232 Purchase Category 0 ID 2/2

Code identifying the broad category of products or services being acquired
D-840-AI 10 July 2011

Segment: REF Reference Numbers

Position: 050

Loop:

Level: Heading

Usage: Optional

Max Use: >1

Purpose: To specify identifying numbers.

Syntax Notes: 1 At least one of REF02 or REF03 is required.

Semantic Notes: 

Comments:

Notes: 1. Use this 1/REF/050 segment to identify reference numbers that apply to all of the 

line items. If the reference numbers vary by line item, use the 2/REF/100 segment.

2. There must be one occurrence of this REF segment in all transmissions when

BQT01 is code 00, 07, or 18, with REF01 citing code IJ.

Ref. Data

Data Element Summary

Des. Element Name Attributes

>> REF01 128 Reference Number Qualifier M ID 2/2

Code qualifying the Reference Number.

2E Foreign Military Sales Case Number

A reference number designating the foreign military

sale records

DG Drawing Number

DS Defense Priorities Allocation System (DPAS) Priority

Rating

IJ Standard Industry Classification (SIC) Code

IL Internal Order Number

Used to indicate the MILSTRIP/FEDSTRIP

K4

requisition document number.

Criticality Designator

A number assigned to a contract or order that expresses 

the relative importance of that contract or order and

thereby assists the contractor in making performance

decisions and assists in making production surveillance

decisions

KS Solicitation

A discreet number assigned by the purchasing activity 

to differentiate between different solicitations

NI Military Standard (MIL-STD) Number

P4 Project Code

PH Priority Rating

Used to indicate the MILSTRIP/FEDSTRIP priority

RQ

rating.

Purchase Requisition No.

Used to indicate the Purchase Request (PR) number.

S2 Military Specification Number (MILSPEC)

S3 Specification Number

T4 Signal Code

Defense Fuel Supply Center to bill back fuel purchases

to the appropriate service or agency account fund

XE Transportation Priority Number

Number indicating the level of government priority 

associated with the transportation of a shipment

ZZ Mutually defined
D-840-AI 11 July 2011

REF02 127 Reference Number X AN 1/30

REF03 352

Transaction Set, or as specified by the Reference Number Qualifier

If a document has a revision or extension, the document number and the 

revision or extension number will be concatenated and cited in this data 

element.

Description X AN 1180

A free-form description to clarify the related data elements and their content
D-840-AI 12 July 2011

Segment: FOB F.O.B. Related Instructions

Position: 080

Loop:

Level: Heading

Usage: Optional

Max Use: >1

Purpose: To specify transportation instructions relating to shipment

Syntax Notes: 1 If FOB03 is present, then FOB02 is required.

2 If FOB04 is present, then FOB05 is required.

3 If FOB07 is present, then FOB06 is required.

4 If FOB08 is present, then FOB09 is required.

Semantic Notes: 1 FOB01 indicates which party will pay the carrier.

2 FOB02 is the code specifying transportation responsibility location.

3 FOB06 is the code specifying the title passage location.

4 FOB08 is the code specifying the point at which the risk of loss transfers. This may

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

Comments:

Notes: Use this 1/FOB/080 segment if the FOB point and the acceptance location apply to all

of the line items. When the FOB point and/or acceptance location varies by line item, 

use the 2/FOB/180 segment.

Ref. Data

Data Element Summary

Des. Element Name Attributes

>> FOB01 146 Shipment Method of Payment M ID 2/2

Code identifying payment terms for transportation charges

BP Paid by Buyer

The buyer agrees to the transportation payment term 

requiring the buyer to pay transportation charges to a 

specified location (origin or destination location) 

Indicates a Government Bill of Lading (GBL) will be 

issued.

PP Prepaid (by Seller)

Use to indicate that transportation charges are not 

included in the unit price but are prepaid and are to be 

added as a separate item on this instrument's invoice.

PS Paid by Seller

The seller agrees to the transportation payment term 

requiring the seller to pay transportation charges to a 

specified location (origin or destination location)

Use to indicate transportation charges are included in 

the unit price.

FOB02 309 Location Qualifier X ID 1/2

Code identifying type of location

DE 

OR

Destination (Shipping) 

Origin (Shipping Point)

ZZ Mutually Defined

Used to indicate an Other FOB point, i.e., neither at

origin nor at destination. Provide the address in the

1/N1/310 loop, citing code KX in N101.

X FOB03 352 Description O AN 1/80

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

X FOB04 334 Transportation Terms Qualifier Code

Code identifying the source of the transportation terms

O ID 2/2

X FOB05 335 Transportation Terms Code X ID 3/3

Code identifying the trade terms which apply to the shipment transportation

responsibility

FOB06 309 Location Qualifier X ID 1/2
D-840-AI 13 July 2011

Code identifying type of location

Identifies the acceptance/inspection point.

DE 

KE

Destination (Shipping) 

Port of Embarkation

OR Origin (Shipping Point)

ZZ Mutually Defined

Used to indicate the acceptance point is neither at

origin nor at destination.

When both the acceptance and inspection points are

the same location but neither origin nor destination,

use the 1/N1/310 loop, citing code 7M in N101.

When both the acceptance and inspection points are at

different locations but neither are origin nor

destination, use the 1/N1/310 loop to provide the

acceptance point address, citing code KZ in N101 and

the inspection point in another iteration of the N1

loop, citing code L1 in N101.

X FOB07 352 Description O AN 1/80

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

X FOB08 54 Risk of Loss Qualifier

Code specifying where responsibility for risk of loss passes

O ID 2/2

X FOB09 352 Description X AN 1/80

A free-form description to clarify the related data elements and their content
D-840-AI 14 July 2011

Segment: CSH Header Sale Condition

Position: 110

Loop:

Level: Heading

Usage: Optional

Max Use: 25

Purpose: To specify general conditions or requirements of the sale

Syntax Notes: 1 If CSH02 is present, then CSH03 is required.

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

Semantic Notes: 1 CSH03 is the maximum monetary amount value which the order must not exceed.

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

3 CSH05 is the date specified by the sender to be shown on the invoice.

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

5 CSH09 is the percent of the Set-Aside.

Comments:

Notes: Use this 1/CSH/110 segment to identify conditions of sale that apply to all of the line

items. If there are conditions of sale that apply to a specific line item, use the 2/IT8/140

segment.

Ref. Data

Data Element Summary

Des. Element Name Attributes

CSH01 563 Sales Requirement Code O ID 1/2

Code to identify a specific requirement or agreement of sale

K Small Purchase Set Aside for Small Businesses

A procurement action that has been reserved for (set 

aside for) businesses classified as ``small business''

UP Unrestricted Procurement

X CSH02 564 Do-Not-Exceed Action Code O ID 1/1

Code indicating the action to be taken if the order amount exceeds the value of

Do-Not-Exceed Amount (565)

X CSH03 610 Amount

Monetary amount

X N2 1/15

X CSH04 508 Account Number

Account number assigned

O AN 1/35

X CSH05 373 Date

Date (YYMMDD)

O DT 6/6

X CSH06 559 Agency Qualifier Code

Code identifying the agency assigning the code values

X ID 2/2

X CSH07 560 Special Services Code

Code identifying the special service

X ID 2/10

CSH08 566 Product/Service Substitution Code O ID 1/2

Code indicating product or service substitution conditions

B0 No Substitution Allowed

X CSH09 954 Percent

Percentage expressed as a decimal

O R 1/10
D-840-AI 15 July 2011

Segment: DTM Date/Time Reference

Position: 150

Loop:

Level: Heading

Usage: Optional

Max Use: 10

Purpose: To specify pertinent dates and times

Syntax Notes: 1 At least one of DTM02 DTM03 or DTM06 is required.

2 If either DTM06 or DTM07 is present, then the other is required.

Semantic Notes: 

Comments:

Ref. Data

Data Element Summary

Des. Element Name Attributes

>> DTM01 374 Date/Time Qualifier M ID 3/3

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

997 Quote to be Recieved By

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

location specified in an RFQ

Use to indicate the date and time for quote receipt.

DTM02 373 Date X DT 6/6

Date (YYMMDD)

DTM03 337 Time X TM 4/8

Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or

HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-

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

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

Use to identify the time of bid receipt.

DTM04 623 Time Code O ID 2/2

Code identifying the time. In accordance with International Standards 

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

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

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

ET Eastern Time

DTM05 624 Century O N0 2/2

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

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

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

X DTM07 1251 Date Time Period X AN 1/35

Expression of a date, a time, or range of dates, times or dates and times
D-840-AI 16 July 2011

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 unit of time periods.

Ref. Data

Data Element Summary

Des. Element Name Attributes

>> LDT01 345 Lead Time Code M ID 2/2

Code indicating the time range

AT From Bid Opening to Expiration of Bid

Use to specify the time period for which the submitted 

quote must remain valid with the bid opening date as 

the basis.

AU From Required-By Date to Expiration Date

Use to specify the time period the submitted quote 

must remain valid with the bid receipt date as the 

basis.

AY From Date of Award to Date of Delivery

>> LDT02 380 Quantity

Numeric value of quantity

M R 1/15

>> LDT03 344 Unit of Time Period or Interval

Code indicating the time period or interval

M ID 2/2

Refer to 003050 Data Element Dictionary for acceptable code values.

X LDT04 373 Date O DT 6/6

Date (YYMMDD)
D-840-AI 17 July 2011

Segment: PID Product/Item Description

Position: 190

Loop:

Level: Heading

Usage: Optional

Max Use: 200

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

Syntax Notes: 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 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

Comments: 1

not apply. Any other value is indeterminate.

If PID01 = ``F'', then PID05 is used. If PID01 = ``S'', then PID04 is used. If PID01 =

``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: This segment to provides a description of the requested items/materiel that applies to

all of the line items. When the descriptions vary by line item, the description will be 

provided in segment 2/PID/050.

Ref. Data

Data Element Summary

Des. Element Name Attributes

>> PID01 349 Item Description Type M ID 1/1

Code indicating the format of a description

F Free-form

X PID02 750 Product/Process Characteristic Code O ID 2/3

Code identifying the general class of a product or process characteristic

X PID03 559 Agency Qualifier Code X ID 2/2

X PID04 751

Code identifying the agency assigning the code values

Product Description Code X AN 1/12

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

characteristic

PID05 352 Description X AN 1/80

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

X PID06 752 Surface/Layer/Position Code O ID 2/2

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

X PID07 822 Source Subqualifier O AN 1/15

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

X PID08 1073 Yes/No Condition or Response Code O ID 1/1

Code indicating a Yes or No condition or response
D-840-AI 18 July 2011

Segment: MEA Measurements

Position: 200

Loop:

Level: Heading

Usage: Optional

Max Use: 40

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

and weights(See Figures Appendix for example of use of C001)

Syntax Notes: 1 At least one of MEA03 MEA05 MEA06 or MEA08 is required.

2 If MEA05 is present, then MEA04 is required.

3 If MEA06 is present, then MEA04 is required.

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

5 Only one of MEA08 or MEA03 may be present.

Semantic Notes: 1 MEA04 defines the unit of measure for MEA03, MEA05, and MEA06.

Comments: 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.

Ref. Data

Data Element Summary

Des. Element Name Attributes

MEA01 737 Measurement Reference ID Code O ID 2/2

Code identifying the broad category to which a measurement applies

CS Core Size

When REF01 is Code IJ, use to indicate the size 

standard for the cited SIC code.

MEA02 738 Measurement Qualifier O ID 1/3

Code identifying a specific product or process characteristic to which a 

measurement applies

MX Maximum

Indicates the maximum size standard applicable to the

SIC code specified in the REF segment.

PO Percent of Order (-, +)

Expression of allowable variance of order expressed 

either as absolute (for example 92% to 110%) or 

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

Indicates the variation in quantity permitted when it is 

expressed as a percent of the quantity ordered. The 

percent under and/or over will be specified in 

MEA05/06.

MEA03 739 Measurement Value X R 1/20

The value of the measurement

MEA04 C001 Composite Unit of Measure X

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

use.)

>> C00101 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

IE Person

When MEA01 is code CS, indicates the SIC size 

standard in terms of number of employees.

R5 Thousands of Dollars

When MEA01 is code CS, indicates the SIC size 

standard in terms of dollar amount of sales.

X C00102 1018 Exponent O R 1/15

X C00103 649

Power to which a unit is raised

Multiplier O R 1/10
D-840-AI 19 July 2011

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

X C00104 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

X C00105 1018 Exponent O R 1/15

Power to which a unit is raised

X C00106 649 Multiplier O R 1/10

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

X C00107 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

X C00108 1018 Exponent

Power to which a unit is raised

O R 1/15

X C00109 649 Multiplier

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

O R 1/10

X C00110 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

X C00111 1018 Exponent

Power to which a unit is raised

O R 1/15

X C00112 649 Multiplier

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

O R 1/10

X C00113 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

X C00114 1018 Exponent

Power to which a unit is raised

O R 1/15

X C00115 649 Multiplier

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

O R 1/10

MEA05 740 Range Minimum X R 1/20

The value specifying the minimum of the measurement range

MEA06 741 Range Maximum X R 1/20

The value specifying the maximum of the measurement range

X MEA07 935 Measurement Significance Code O ID 2/2

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

X MEA08 936 Measurement Attribute Code X ID 2/2

Code used to express an attribute response when a numeric measurement value

cannot be determined

X MEA09 752 Surface/Layer/Position Code O ID 2/2

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

X MEA10 1373 Measurement Method or Device O ID 2/4

The method or device used to record the measurement
D-840-AI 20 July 2011

Segment: RRA Required Response

Position: 280

Loop:

Level: Heading

Usage: Optional

Max Use: 100

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

Syntax Notes:

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

Comments:

Notes: This segment is used to indicate that specific information must be provided with their 

proposal, e.g., a certification, a representation or other information.

Ref. Data

Data Element Summary

Des. Element Name Attributes

>> RRA01 701 Information Type M ID 2/2

Code specifying the information required in the response

14 As Indicated by the Cited Reference

Indicates the reference number that requires an

offeror to provide a certification, representation or

other information. This reference number will be a

clause number or some unique reference number

previously provided to offerors

RRA02 127 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.
D-840-AI 21 July 2011

Segment: N9 Reference Number

Position: 290

Loop: N9

Level: Heading

Usage: Optional

Max Use: 1

Purpose: To transmit identifying numbers and descriptive information as specified by the reference 

number qualifier

Syntax Notes: 1 At least one of N902 or N903 is required.

2 If N906 is present, then N905 is required.

Semantic Notes: 1 N906 reflects the time zone which the time reflects.

Comments:

Notes: Use this 1/N9/290 loop to identify various clauses (e.g., FAR, DFAR, DLAR, or other 

clauses), special instructions or other references which are applicable to the entire 

solicitation. If the information varies by line item, use the 2/N9/320 loop.

Ref. Data

Data Element Summary

Des. Element Name Attributes

>> N901 128 Reference Number Qualifier M ID 2/2

Code qualifying the Reference Number.

CJ Clause Number

Indicates a purchasing activity clause (i.e., a clause

not found in FAR/DFARS, etc.). The purchasing

DF

activity issuing the clause will be identified in N903.

Defense Federal Acquisition Regulations (DFAR)

DX Department/Agency Number

Indicates and Agency clause with the Agency

FA

identified in N903.

Federal Acquisition Regulations (FAR)

K7 Paragraph Number

Used to indicate specific paragraphs (clauses) from

the Master Solicitation that are applicable to the

solicitation. The applicable Master Solicitation will be

KD

identified using qualifier KZ.

Special Instructions Number

Indicates a special instruction provided by the agency

KT

or purchasing activity identified in N903.

Request for Quotation Reference

A discrete number assigned for identification purposes

to a request for quotation

KY Site Specific Procedures, Terms, and Conditions

A set of procedures, terms, and conditions, applicable to

a category of procurement emanating from a specific

location, which will be incorporated into all

procurement actions in that category by referencing its

unique number rather than by incorporating the lengthy

details it represents

Indicates a clause included in a master solicitation.

KZ Master Solicitation Procedures, Terms, and Conditions

A set of standard procedures, terms, and conditions,

applicable to a category of procurement, which will be

incorporated into all procurement actions in that

category by referencing its unique number rather than

by incorporating the lengthy details it represents

Indicates the Master Solicitation number that contains

terms and conditions applicable to this solicitation.

N902 127 Reference Number X AN 1/30
D-840-AI 22 July 2011

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 X AN 1/45

Free-form descriptive text

N904 373 Date O DT 6/6

Date (YYMMDD)

X N905 337 Time X TM 4/8

Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or

HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-

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

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

X N906 623 Time Code O ID 2/2

Code identifying the time. In accordance with International Standards

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

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

restricted character, + and - are substituted by P and M in the codes that follow
D-840-AI 23 July 2011

Segment: MSG Message Text

Position: 300

Loop: N9

Level: Heading

Usage: Optional

Max Use: 1000

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

Syntax Notes: 

Semantic Notes:

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

page, advance a line, etc.

Notes: 1. Use this segment to carry the title or full text of any clause, if it is required, or 

another solicitation reference associated with the number cited in N902.

2. This segment is also used to carry clause fill-in information if that information is 

not provided elsewhere within the transaction set. When providing fill-in information, 

the clause title, if cited, and the alternate identifier and date, if applicable, will be the 

first data provided. This data will be followed by a numeric designation of the fill-ins 

being provided. Each fill-in will be preceded by the paragraph or section identifier in 

the clause where the fill-in information is to be inserted (if identifiers are included in 

the clause). If there is no paragraph or section designator, the required information 

will immediately follow the numeric designation of the fill-ins being provided.

3. A pipe sign (|) will be inserted after each data item. As an example, the fill-in 

information required by FAR 52.212-3 will be provided as follows:

Commencement, Prosecution, and Completion of Work| Alternative I (Apr 1984)| 3| (a)

30| (c) Sep 30, 1995| Jan 15, 1995|

Ref. Data

Data Element Summary

Des. Element Name Attributes

>> MSG01 933 Free-Form Message Text M AN 1/264

Free-form message text

X MSG02 934 Printer Carriage Control Code O ID 2/2

A field to be used for the control of the line feed of the receiving printer
D-840-AI 24 July 2011

Segment: N1 Name

Position: 310

Loop: N1

Level: Heading

Usage: Optional

Max Use: 1

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

Syntax Notes: 1 At least one of N102 or N103 is required.

2 If either N103 or N104 is present, then the other is required.

Semantic Notes:

Comments: 1 This segment, used alone, provides the most efficient method of providing

organizational identification. To obtain this efficiency the "ID Code" (N104) must 

provide a key to the table maintained by the transaction processing party.

2 N105 and N106 further define the type of entity in N101.

Ref. Data

Data Element Summary

Des. Element Name Attributes

>> N101 98 Entity Identifier Code M ID 2/2

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

31 Postal Mailing Address

7M Inspection and Acceptance Location

Used to indicate the inspection and acceptance point 

when both are at the same location but the location is 

neither at origin nor at destination.

BY Buying Party (Purchaser)

CY Country

KZ Acceptance Location

Indicates the acceptance point is other than origin or 

destination.

L1 Inspection Location

Place where the item was viewed or inspected

Indicates the inspection location when it is other than 

origin or destination.

ST Ship To

XP Party to Receive Solicitation

Z7 Mark-for Party

The party for whom the needed material is intended

N102 93 Name X AN 1/35

Free-form name

N103 66 Identification Code Qualifier X ID 1/2

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

Code (67)

10 Department of Defense Activity Address Code

(DODAAC)

33 Commercial and Government Entity (CAGE)

N104 67 Identification Code X AN 2/20

Code identifying a party or other code

X N105 706 Entity Relationship Code

Code describing entity relationship

O ID 2/2

X N106 98 Entity Identifier Code O ID 2/2

Code identifying an organizational entity, a physical location, or an individual
D-840-AI 25 July 2011

Segment: N2 Additional Name Information

Position: 320

Loop: N1

Level: Heading

Usage: Optional

Max Use: 2

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

Syntax Notes: 

Semantic Notes: 

Comments:

Ref. Data

Data Element Summary

Des. Element Name Attributes

>> N201 93 Name M AN 1/35

Free-form name

N202 93 Name O AN 1/35

Free-form name
D-840-AI 26 July 2011

Segment: N3 Address Information

Position: 330

Loop: N1

Level: Heading

Usage: Optional

Max Use: 2

Purpose: To specify the location of the named party

Syntax Notes: 

Semantic Notes: 

Comments:

Ref. Data

Data Element Summary

Des. Element Name Attributes

>> N301 166 Address Information M AN 1/35

Address information

N302 166 Address Information O AN 1/35

Address information
D-840-AI 27 July 2011

Segment: N4 Geographic Location

Position: 340

Loop: N1

Level: Heading

Usage: Optional

Max Use: >1

Purpose: To specify the geographic place of the named party

Syntax Notes: 1 If N406 is present, then N405 is required.

Semantic Notes:

Comments: 1 A combination of either N401 through N404, or N405 and N406 may be adequate to

specify a location.

2 N402 is required only if city name (N401) is in the USA or Canada.

Ref. Data

Data Element Summary

Des. Element Name Attributes

N401 19 City Name O AN 2/30

Free-form text for city name

N402 156 State or Province Code O ID 2/2

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

N403 116 Postal Code O ID 3/11

Code defining international postal zone code excluding punctuation and blanks

(zip code for United States)

N404 26 Country Code O ID 2/3

Code identifying the country

N405 309 Location Qualifier X ID 1/2

Code identifying type of location

AR Armed Services Location Designation

Indicates an Army Post Office (APO) or a Fleet Post

Office (FPO).

N406 310 Location Identifier O AN 1/30

Code which identifies a specific location

When N405 is AR, this element provides the two letter APO or FPO

identifier.

AA - Miami

AE - New York

AP - San Francisco
D-840-AI 28 July 2011

Segment: PER Administrative Communications Contact

Position: 360

Loop: N1

Level: Heading

Usage: Optional

Max Use: >1

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

Syntax Notes: 1 If either PER03 or PER04 is present, then the other is required.

2 If either PER05 or PER06 is present, then the other is required.

3 If either PER07 or PER08 is present, then the other is required.

Semantic Notes: 

Comments:

Ref. Data

Data Element Summary

Des. Element Name Attributes

>> PER01 366 Contact Function Code M ID 2/2

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

BD Buyer Name or Department

PER02 93 Name O AN 1/35

Free-form name

PER03 365 Communication Number Qualifier X ID 2/2

Code identifying the type of communication number

TE Telephone

PER04 364 Communication Number X AN 1/80

Complete communications number including country or area code when 

applicable

PER05 365 Communication Number Qualifier X ID 2/2

Code identifying the type of communication number

FX Facsimile

PER06 364 Communication Number X AN 1/80

Complete communications number including country or area code when 

applicable

X PER07 365 Communication Number Qualifier X ID 2/2

Code identifying the type of communication number

X PER08 364 Communication Number X AN 1/80

Complete communications number including country or area code when

applicable

X PER09 443 Contact Inquiry Reference O AN 1/20

Additional reference number or description to clarify a contact number
D-840-AI 29 July 2011

Segment: PO1 Baseline Item Data

Position: 010

Loop: PO1

Level: Detail

Usage: Mandatory

Max Use: 1

Purpose: To specify basic and most frequently used line item data

Syntax Notes: 1 If PO103 is present, then PO102 is required.

2 If PO105 is present, then PO104 is required.

3 If either PO106 or PO107 is present, then the other is required.

4 If either PO108 or PO109 is present, then the other is required.

5 If either PO110 or PO111 is present, then the other is required.

6 If either PO112 or PO113 is present, then the other is required.

7 If either PO114 or PO115 is present, then the other is required.

8 If either PO116 or PO117 is present, then the other is required.

9 If either PO118 or PO119 is present, then the other is required.

10 If either PO120 or PO121 is present, then the other is required.

11 If either PO122 or PO123 is present, then the other is required.

12 If either PO124 or PO125 is present, then the other is required.

Semantic Notes:

Comments: 1 See the Data Dictionary for a complete list of ID's.

2 PO101 is the line item identification.

3 PO106 through PO125 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.

Ref. Data

Data Element Summary

Des. Element Name Attributes

PO101 350 Assigned Identification O AN 1/11

Alphanumeric characters assigned for differentiation within a transaction set

Used to indicate the Solicitation Line Item Number.

PO102 330 Quantity Ordered X R 1/9

Quantity ordered

Specifies the quantity of the item being solicited. If prices for step ladder 

quantities are being solicited, PO102 will cite the base quantity that is being 

solicited and the step ladder quantities will be cited in the 2/CTP/040 

segment.

PO103 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

Refer to 003050 Data Element Dictionary for acceptable code values.

X PO104 212 Unit Price

Price per unit of product, service, commodity, etc.

X R 1/17

X PO105 639 Basis of Unit Price Code

Code identifying the type of unit price for an item

O ID 2/2

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

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

Product/Service ID (234)

FS National Stock Number

MG Manufacturer's Part Number

The manufacturer's CAGE code will be cited in the 

next 235/234 pair identified with code ZB.

PO107 234 Product/Service ID X AN 1/40

PO108 235

Identifying number for a product or service

Product/Service ID Qualifier X ID 2/2
D-840-AI 30 July 2011

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

Product/Service ID (234)

MG Manufacturer's Part Number

The manufacturer's CAGE code will be cited in the 

next 235/234 pair identified with code ZB.

ZB Commercial and Government Entity (CAGE) Code

A code that identifies a commercial contrator authorized 

to do business with the U.S. government

PO109 234 Product/Service ID X AN 1/40

Identifying number for a product or service

PO110 235 Product/Service ID Qualifier X ID 2/2

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

Product/Service ID (234)

MG Manufacturer's Part Number

The manufacturer's CAGE code will be cited in the 

next 235/234 pair identified with code ZB.

ZB Commercial and Government Entity (CAGE) Code

A code that identifies a commercial contrator authorized 

to do business with the U.S. government

PO111 234 Product/Service ID X AN 1/40

Identifying number for a product or service

PO112 235 Product/Service ID Qualifier X ID 2/2

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

Product/Service ID (234)

MG Manufacturer's Part Number

The manufacturer's CAGE code will be cited in the 

next 235/234 pair identified with code ZB.

ZB Commercial and Government Entity (CAGE) Code

A code that identifies a commercial contrator authorized 

to do business with the U.S. government

PO113 234 Product/Service ID X AN 1/40

Identifying number for a product or service

PO114 235 Product/Service ID Qualifier X ID 2/2

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

Product/Service ID (234)

MG Manufacturer's Part Number

The manufacturer's CAGE code will be cited in the 

next 235/234 pair identified with code ZB.

ZB Commercial and Government Entity (CAGE) Code

A code that identifies a commercial contrator authorized 

to do business with the U.S. government

PO115 234 Product/Service ID X AN 1/40

Identifying number for a product or service

PO116 235 Product/Service ID Qualifier X ID 2/2

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

Product/Service ID (234)

MG Manufacturer's Part Number

The manufacturer's CAGE code will be cited in the 

next 235/234 pair identified with code ZB.

ZB Commercial and Government Entity (CAGE) Code

A code that identifies a commercial contrator authorized 

to do business with the U.S. government

PO117 234 Product/Service ID X AN 1/40

Identifying number for a product or service

PO118 235 Product/Service ID Qualifier X ID 2/2

Code identifying the type/source of the descriptive number used in
D-840-AI 31 July 2011

Product/Service ID (234)

MG Manufacturer's Part Number

The manufacturer's CAGE code will be cited in the 

next 235/234 pair identified with code ZB.

ZB Commercial and Government Entity (CAGE) Code

A code that identifies a commercial contrator authorized 

to do business with the U.S. government

PO119 234 Product/Service ID X AN 1/40

Identifying number for a product or service

PO120 235 Product/Service ID Qualifier X ID 2/2

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

Product/Service ID (234)

MG Manufacturer's Part Number

The manufacturer's CAGE code will be cited in the 

next 235/234 pair identified with code ZB.

ZB Commercial and Government Entity (CAGE) Code

A code that identifies a commercial contrator authorized 

to do business with the U.S. government

PO121 234 Product/Service ID X AN 1/40

Identifying number for a product or service

PO122 235 Product/Service ID Qualifier X ID 2/2

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

Product/Service ID (234)

MG Manufacturer's Part Number

The manufacturer's CAGE code will be cited in the 

next 235/234 pair identified with code ZB.

ZB Commercial and Government Entity (CAGE) Code

A code that identifies a commercial contrator authorized 

to do business with the U.S. government

PO123 234 Product/Service ID X AN 1/40

Identifying number for a product or service

PO124 235 Product/Service ID Qualifier X ID 2/2

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

Product/Service ID (234)

ZB Commercial and Government Entity (CAGE) Code

A code that identifies a commercial contrator authorized 

to do business with the U.S. government

PO125 234 Product/Service ID X AN 1/40

Identifying number for a product or service
D-840-AI 32 July 2011

Segment: PO3 Additional Item Detail

Position: 030

Loop: PO1

Level: Detail

Usage: Optional

Max Use: 25

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

structure

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

Semantic Notes:

Comments: 1 Some examples of price/quantity variations are: price in different units from the PO1

segment, price changes by date, or price changes by quantity (break and level).

2 PO307 defines the unit of measure for PO306.

Ref. Data

Data Element Summary

Des. Element Name Attributes

>> PO301 371 Change Reason Code M ID 2/2

Code specifying the reason for price or quantity change

AQ Alternate Quantity and Unit of Measure

X PO302 373 Date O DT 6/6

Date (YYMMDD)

X PO303 236 Price Identifier Code

Code identifying pricing specification

X ID 3/3

X PO304 212 Unit Price

Price per unit of product, service, commodity, etc.

O R 1/17

X PO305 639 Basis of Unit Price Code

Code identifying the type of unit price for an item

X ID 2/2

>> PO306 380 Quantity

Numeric value of quantity

M R 1/15

>> PO307 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

Refer to 003050 Data Element Dictionary for acceptable code values.

X PO308 352 Description O AN 1/80

A free-form description to clarify the related data elements and their content
D-840-AI 33 July 2011

Segment: MEA Measurements

Position: 049

Loop: PO1

Level: Detail

Usage: Optional

Max Use: 40

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

and weights(See Figures Appendix for example of use of C001)

Syntax Notes: 1 At least one of MEA03 MEA05 MEA06 or MEA08 is required.

2 If MEA05 is present, then MEA04 is required.

3 If MEA06 is present, then MEA04 is required.

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

5 Only one of MEA08 or MEA03 may be present.

Semantic Notes: 1 MEA04 defines the unit of measure for MEA03, MEA05, and MEA06.

Comments: 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.

Ref. Data

Data Element Summary

Des. Element Name Attributes

X MEA01 737 Measurement Reference ID Code O ID 2/2

Code identifying the broad category to which a measurement applies

MEA02 738 Measurement Qualifier O ID 1/3

Code identifying a specific product or process characteristic to which a 

measurement applies

PO Percent of Order (-, +)

Expression of allowable variance of order expressed 

either as absolute (for example 92% to 110%) or 

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

Indicates the variation of quantity permitted expressed 

as a percent of the quantity ordered. The percent 

under and/or over is specified in MEA05/06.

X MEA03 739 Measurement Value X R 1/20

The value of the measurement

MEA04 C001 Composite Unit of Measure X

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

use.)

>> C00101 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

P1 Percent

X C00102 1018 Exponent

Power to which a unit is raised

O R 1/15

X C00103 649 Multiplier

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

O R 1/10

X C00104 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

X C00105 1018 Exponent O R 1/15

Power to which a unit is raised

X C00106 649 Multiplier O R 1/10

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

X C00107 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

X C00108 1018 Exponent O R 1/15
D-840-AI 34 July 2011

Power to which a unit is raised

X C00109 649 Multiplier

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

O R 1/10

X C00110 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

X C00111 1018 Exponent O R 1/15

Power to which a unit is raised

X C00112 649 Multiplier O R 1/10

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

X C00113 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

X C00114 1018 Exponent

Power to which a unit is raised

O R 1/15

X C00115 649 Multiplier

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

O R 1/10

MEA05 740 Range Minimum X R 1/20

The value specifying the minimum of the measurement range

1. Specifies the variation in quantity under.

2. Percents will be cited as follows: 4.25% will be cited as 4.25; 3% will be 

cited as 3 (leading and trailing zeros are suppressed).

MEA06 741 Range Maximum X R 1/20

The value specifying the maximum of the measurement range

1. Specifies the variation in quantity over.

2. Percents will be cited as follows: 4.25% will be cited as 4.25; 3% will be 

cited as 3 (leading and trailing zeros are suppressed).

X MEA07 935 Measurement Significance Code O ID 2/2

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

X MEA08 936 Measurement Attribute Code X ID 2/2

Code used to express an attribute response when a numeric measurement value

cannot be determined

X MEA09 752 Surface/Layer/Position Code O ID 2/2

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

X MEA10 1373 Measurement Method or Device O ID 2/4

The method or device used to record the measurement
D-840-AI 35 July 2011

Segment: PID Product/Item Description

Position: 050

Loop: PID 

Level: Detail 

Usage: Optional

Max Use: 1

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

Syntax Notes: 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 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

Comments: 1

not apply. Any other value is indeterminate.

If PID01 = ``F'', then PID05 is used. If PID01 = ``S'', then PID04 is used. If PID01 =

``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.

Ref. Data

Data Element Summary

Des. Element Name Attributes

>> PID01 349 Item Description Type M ID 1/1

Code indicating the format of a description

F Free-form

X PID02 750 Product/Process Characteristic Code O ID 2/3

Code identifying the general class of a product or process characteristic

X PID03 559 Agency Qualifier Code X ID 2/2

X PID04 751

Code identifying the agency assigning the code values

Product Description Code X AN 1/12

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

characteristic

PID05 352 Description X AN 1/80

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

X PID06 752 Surface/Layer/Position Code O ID 2/2

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

X PID07 822 Source Subqualifier O AN 1/15

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

X PID08 1073 Yes/No Condition or Response Code O ID 1/1

Code indicating a Yes or No condition or response
D-840-AI 36 July 2011

Segment: PKG Marking, Packaging, Loading

Position: 080

Loop: PO1

Level: Detail

Usage: Optional

Max Use: 200

Purpose: To describe marking, packaging, loading, and unloading requirements

Syntax Notes: 1 At least one of PKG04 PKG05 or PKG06 is required.

2 If PKG04 is present, then PKG03 is required.

3 If PKG05 is present, then PKG01 is required.

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

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

counts, physical restrictions, etc.

2 If PKG01 = ``F'', then PKG05 is used. If PKG01 = ``S'', then PKG04 is used. If

PKG01 = ``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: Packaging information such as the number of items in a unit container, the number of

unit containers in an intermediate container, and the gross weight, cube and 

dimensions of a unit container or an intermediate container, is carried in the

2/PO4/090 segment.

Ref. Data

Data Element Summary

Des. Element Name Attributes

PKG01 349 Item Description Type X ID 1/1

Code indicating the format of a description

Refer to 003050 Data Element Dictionary for acceptable code values.

PKG02 753 Packaging Characteristic Code O ID 1/5

Code specifying the marking, packaging, loading and related characteristics 

being described

CD Cleaning or Drying Procedure

CT Cushioning Thickness 

CUD Cushioning and Dunnage 

HM Hazardous Material

IC Intermediate Container

LP Level Of Preservation

OPI Optional Procedure Indicator

PK Packing

PM Preservation Method 

PML Preservation Material 

SMK Special Marking

UC Unit Container

UCL Unit Container Level

WM Wrapping Material

PKG03 559 Agency Qualifier Code X ID 2/2

Code identifying the agency assigning the code values

DF Department of Defense (DoD)

PKG04 754 Packaging Description Code X AN 1/7

A code from an industry code list which provides specific data about the 

marking, packaging or loading and unloading of a product

The actual codes associated with the packaging characteristic codes cited in

PKG02 can be found in ASC X12 Code Source List 197 (which is MIL-STD2073-2C).

PKG05 352 Description X AN 1/80
D-840-AI 37 July 2011

X PKG06 400

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

Use to provide Supplemental Instructions or Special Packaging Instructions. 

Unit Load Option Code X ID 2/2

Code identifying loading or unloading a shipment
D-840-AI 38 July 2011

Segment: PO4 Item Physical Details

Position: 090

Loop: PO1

Level: Detail

Usage: Optional

Max Use: >1

Purpose: To specify the physical qualities, packaging, weights, and dimensions relating to the item

Syntax Notes: 1 If either PO402 or PO403 is present, then the other is required.

2 If PO405 is present, then PO406 is required.

3 If either PO406 or PO407 is present, then the other is required.

4 If either PO408 or PO409 is present, then the other is required.

5 If PO410 is present, then PO413 is required.

6 If PO411 is present, then PO413 is required.

7 If PO412 is present, then PO413 is required.

8 If PO413 is present, then at least one of PO410 PO411 or PO412 is required.

Semantic Notes: 

Comments: 1 PO403 - The "Unit of Measure Code" (Element #355) in this segment position is for

purposes of defining the pack (PO401) /size (PO402) measure which indicates the

quantity in the inner pack unit. Example: If the carton contains 24 12-Ounce

packages, it would be described as follows: Element 356 = 24; Element 357 = 12;

Element 355 = OZ.

2 PO413 defines the unit of measure for PO410, PO411, and PO412.

Notes: Use this segment to specify the weight, cube, or dimensions of the unit or intermediate

pack, or the unit pack quantity or intermediate container quantity; to indicate that 

palletized loads are required; or to indicate that shrink wrap is required. To specify the 

unit pack quantity, use PO401 and PO404 (code UNT). If there are 50 pairs in a unit 

container, PO401 would cite 50 and PO404 would cite code UNT. The number of unit 

containers in an intermediate container would be carried in PO414. If only the

quantity per intermediate container is required, use code INT in PO404 and cite the 

quantity in PO414.

Ref. Data

Data Element Summary

Des. Element Name Attributes

PO401 356 Pack O N0 1/6

Number of inner pack units per outer pack unit

1. Used to identify the unit pack quantity.

2. The number 777777 indicates a bulk quantity (MIL-STD 2073-2C code

BLK).

3. The number 888888 indicates "Packager's option as long as all other 

requirements are met" (MIL-STD 2073-2C code YYY).

4. The number 999999 indicates "Special requirements - refer to 

supplemental data , special instructions or drawings provided" (MIL-STD

2073-2C code ZZZ).

X PO402 357 Size X R 1/8

Size of supplier units in pack

X PO403 355 Unit or Basis for Measurement Code X ID 2/2

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

which a measurement has been taken

PO404 103 Packaging Code O AN 3/5

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

Packaging Material

INT Intermediate Container

UNT Unit

X PO405 187 Weight Qualifier

Code defining the type of weight

O ID 1/2
D-840-AI 39 July 2011

X PO406 384 Gross Weight per Pack X R 1/9

X PO407 355

Numeric value of gross weight per pack

Unit or Basis for Measurement Code X ID 2/2

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

which a measurement has been taken

X PO408 385 Gross Volume per Pack X R 1/9

Numeric value of gross volume per pack

X PO409 355 Unit or Basis for Measurement Code X ID 2/2

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

which a measurement has been taken

X PO410 82 Length X R 1/8

Largest horizontal dimension of an object measured when the object is in the

upright position

X PO411 189 Width X R 1/8

Shorter measurement of the two horizontal dimensions measured with the

object in the upright position

X PO412 65 Height X R 1/8

Vertical dimension of an object measured when the object is in the upright

position

X PO413 355 Unit or Basis for Measurement Code X ID 2/2

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

which a measurement has been taken

PO414 810 Inner Pack O N0 1/6

Number of units in each selling pack

1. Use to specify the quantity of unit containers in an intermediate container.

2. The number 666666 indicates "See appendix B, MIL-STD 2073-1B" 

(MIL-STD 2073-2C code AAA).

3. The number 777777 indicates "See method of preservation" (MIL-STD

2073-2C code XXX).

4. The number 888888 indicates "Packer's option as long as all other 

requirements are met" (MIL-STD 2073-2C code YYY).
D-840-AI 40 July 2011

Segment: REF Reference Numbers

Position: 100

Loop: PO1

Level: Detail

Usage: Optional

Max Use: >1

Purpose: To specify identifying numbers.

Syntax Notes: 1 At least one of REF02 or REF03 is required.

Semantic Notes: 

Comments:

Ref. Data

Data Element Summary

Des. Element Name Attributes

>> REF01 128 Reference Number Qualifier M ID 2/2

Code qualifying the Reference Number.

2E Foreign Military Sales Case Number

A reference number designating the foreign military 

sale records

IL Internal Order Number

Requisition Number

P4 Project Code

PH Priority Rating

RQ Purchase Requisition No.

XE Transportation Priority Number

Number indicating the level of government priority 

associated with the transportation of a shipment

ZZ Mutually Defined

REF02 127 Reference Number X AN 1/30

Reference number or identification number as defined for a particular

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

REF03 352 Description X AN 1/80

A free-form description to clarify the related data elements and their content
D-840-AI 41 July 2011

Segment: FOB F.O.B. Related Instructions

Position: 180

Loop: PO1

Level: Detail

Usage: Optional

Max Use: >1

Purpose: To specify transportation instructions relating to shipment

Syntax Notes: 1 If FOB03 is present, then FOB02 is required.

2 If FOB04 is present, then FOB05 is required.

3 If FOB07 is present, then FOB06 is required.

4 If FOB08 is present, then FOB09 is required.

Semantic Notes: 1 FOB01 indicates which party will pay the carrier.

2 FOB02 is the code specifying transportation responsibility location.

3 FOB06 is the code specifying the title passage location.

4 FOB08 is the code specifying the point at which the risk of loss transfers. This may

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

Comments:

Ref. Data

Data Element Summary

Des. Element Name Attributes

>> FOB01 146 Shipment Method of Payment M ID 2/2

Code identifying payment terms for transportation charges

BP Paid by Buyer

The buyer agrees to the transportation payment term 

requiring the buyer to pay transportation charges to a 

specified location (origin or destination location)

Used to indicate a Government Bill of Lading (GBL)

will be issued.

PP Prepaid (by Seller)

Used to indicate transportation charges are not to be 

included in the unit price but are to be prepaid and 

added as a separate item on the invoice.

PS Paid by Seller

The seller agrees to the transportation payment term 

requiring the seller to pay transportation charges to a 

specified location (origin or destination location) 

Used to indicate transportation charges are to be 

included in the unit price.

FOB02 309 Location Qualifier X ID 1/2

Code identifying type of location

Used to identify the FOB point.

DE 

OR

Destination (Shipping) 

Origin (Shipping Point)

ZZ Mutually Defined

Used to indicate an Other FOB point, i.e., neither at

origin nor at destination. Provide the address in the

2/N1/340 loop, citing code KX in N101.

X FOB03 352 Description O AN 1/80

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

X FOB04 334 Transportation Terms Qualifier Code

Code identifying the source of the transportation terms

O ID 2/2

X FOB05 335 Transportation Terms Code X ID 3/3

Code identifying the trade terms which apply to the shipment transportation

responsibility

FOB06 309 Location Qualifier X ID 1/2
D-840-AI 42 July 2011

X FOB07 352

Code identifying type of location

Refer to 003050 Data Element Dictionary for acceptable code values. 

Description 0 AN 1180

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

X FOB08 54 Risk of Loss Qualifier 0 ID 2/2

X FOB09 352

Code specifying where responsibility for risk of loss passes

Description X AN 1180

A free-form description to clarify the related data elements and their content
D-840-AI 43 July 2011

Segment: LDT Lead Time

Position: 302

Loop: LDT 

Level: Detail 

Usage: Optional

Max Use: 1

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 unit of time periods.

Ref. Data

Data Element Summary

Des. Element Name Attributes

>> LDT01 345 Lead Time Code M ID 2/2

Code indicating the time range

>> LDT02 380

AY

Quantity

From Date of Award to Date of Delivery

M R 1/15

Numeric value of quantity

>> LDT03 344 Unit of Time Period or Interval

Code indicating the time period or interval

M ID 2/2

DA Calendar Days

X LDT04 373 Date

Date (YYMMDD)

O DT 6/6
D-840-AI 44 July 2011

Segment: N9 Reference Number

Position: 320

Loop: N9

Level: Detail

Usage: Optional

Max Use: 1

Purpose: To transmit identifying numbers and descriptive information as specified by the reference 

number qualifier

Syntax Notes: 1 At least one of N902 or N903 is required.

2 If N906 is present, then N905 is required.

Semantic Notes: 1 N906 reflects the time zone which the time reflects.

Comments:

Ref. Data

Data Element Summary

Des. Element Name Attributes

>> N901 128 Reference Number Qualifier M ID 2/2

Code qualifying the Reference Number.

KD Special Instructions Number

Indicates a special instruction provided by the agency

or purchasing activity identified in N903.

KY Site Specific Procedures, Terms, and Conditions

A set of procedures, terms, and conditions, applicable to

a category of procurement emanating from a specific

location, which will be incorporated into all

procurement actions in that category by referencing its

unique number rather than by incorporating the lengthy

details it represents

Indicates a clause included in a master solicitation.

X N902 127 Reference Number X AN 1/30

Reference number or identification number as defined for a particular

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

N903 369 Free-form Description X AN 1/45

Free-form descriptive text

X N904 373 Date O DT 6/6

Date (YYMMDD)

X N905 337 Time X TM 4/8

Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or

HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-

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

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

X N906 623 Time Code O ID 2/2

Code identifying the time. In accordance with International Standards

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

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

restricted character, + and - are substituted by P and M in the codes that follow
D-840-AI 45 July 2011

Segment: MSG Message Text

Position: 330

Loop: N9

Level: Detail

Usage: Optional

Max Use: 1000

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

Syntax Notes: 

Semantic Notes:

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

page, advance a line, etc.

Data Element Summary

Ref. Data

Des. Element Name Attributes

>> MSG01 933 Free-Form Message Text

Free-form message text

M AN 1/264

MSG02 934 Printer Carriage Control Code O ID 2/2

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

Refer to 003050 Data Element Dictionary for acceptable code values.
D-840-AI 46 July 2011

Segment: N1 Name

Position: 340

Loop: N1

Level: Detail

Usage: Optional

Max Use: 1

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

Syntax Notes: 1 At least one of N102 or N103 is required.

2 If either N103 or N104 is present, then the other is required.

Semantic Notes:

Comments: 1 This segment, used alone, provides the most efficient method of providing

organizational identification. To obtain this efficiency the "ID Code" (N104) must 

provide a key to the table maintained by the transaction processing party.

2 N105 and N106 further define the type of entity in N101.

Ref. Data

Data Element Summary

Des. Element Name Attributes

>> N101 98 Entity Identifier Code M ID 2/2

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

31 Postal Mailing Address

Provides the Parcel Post address when different from 

the Freight shipping address.

CY Country

Indicates the country to which a Foreign Military Sale 

applies. Cite "FMS" in N102 and cite the applicable 

two position ISO 3166 country code in N404.

ST Ship To

Z7 Mark-for Party

The party for whom the needed material is intended

N102 93 Name X AN 1/35

Free-form name

N103 66 Identification Code Qualifier X ID 1/2

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

Code (67)

10 Department of Defense Activity Address Code

(DODAAC)

N104 67 Identification Code X AN 2/20

Code identifying a party or other code

X N105 706 Entity Relationship Code O ID 2/2

Code describing entity relationship

X N106 98 Entity Identifier Code O ID 2/2

Code identifying an organizational entity, a physical location, or an individual
D-840-AI 47 July 2011

Segment: N2 Additional Name Information

Position: 350

Loop: N1

Level: Detail

Usage: Optional

Max Use: 2

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

Syntax Notes: 

Semantic Notes: 

Comments:

Ref. Data

Data Element Summary

Des. Element Name Attributes

>> N201 93 Name M AN 1/35

Free-form name

N202 93 Name O AN 1/35

Free-form name
D-840-AI 48 July 2011

Segment: N3 Address Information

Position: 360

Loop: N1

Level: Detail

Usage: Optional

Max Use: 2

Purpose: To specify the location of the named party

Syntax Notes: 

Semantic Notes: 

Comments:

Ref. Data

Data Element Summary

Des. Element Name Attributes

>> N301 166 Address Information M AN 1/35

Address information

N302 166 Address Information O AN 1/35

Address information
D-840-AI 49 July 2011

Segment: N4 Geographic Location

Position: 370

Loop: N1

Level: Detail

Usage: Optional

Max Use: 1

Purpose: To specify the geographic place of the named party

Syntax Notes: 1 If N406 is present, then N405 is required.

Semantic Notes:

Comments: 1 A combination of either N401 through N404, or N405 and N406 may be adequate to

specify a location.

2 N402 is required only if city name (N401) is in the USA or Canada.

Ref. Data

Data Element Summary

Des. Element Name Attributes

N401 19 City Name O AN 2/30

Free-form text for city name

N402 156 State or Province Code O ID 2/2

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

N403 116 Postal Code O ID 3/11

Code defining international postal zone code excluding punctuation and blanks

(zip code for United States)

N404 26 Country Code O ID 2/3

Code identifying the country

N405 309 Location Qualifier X ID 1/2

Code identifying type of location

AR Armed Services Location Designation

Indicates an Army Post Office (APO) or Fleet Post

Office (FPO).

N406 310 Location Identifier O AN 1/30

Code which identifies a specific location

When N405 is AR, this element provides the two letter APO or FPO

identifier.

AA - Miami

AE - New York

AP - San Francisco
D-840-AI 50 July 2011

Segment: CTT Transaction Totals

Position: 010

Loop:

Level: Summary

Usage: Mandatory

Max Use: 1

Purpose: To transmit a hash total for a specific element in the transaction set

Syntax Notes: 1 If either CTT03 or CTT04 is present, then the other is required.

2 If either CTT05 or CTT06 is present, then the other is required.

Semantic Notes:

Comments: 1 This segment is intended to provide hash totals to validate transaction completeness

and correctness.

Ref. Data

Data Element Summary

Des. Element Name Attributes

>> CTT01 354 Number of Line Items M N0 1/6

Total number of line items in the transaction set

Identifies the number of PO1 segments contained in this transaction set.

CTT02 347 Hash Total O R 1/10

Sum of values of the specified data element. All values in the data element will 

be summed without regard to decimal points (explicit or implicit) or signs. 

Truncation will occur on the left most digits if the sum is greater than the 

maximum size of the hash total of the data element.

Example:

-.0018 First occurrence of value being hashed. .18 Second occurrence of value 

being hashed. 1.8 Third occurrence of value being hashed. 18.01 Fourth 

occurrence of value being hashed. ------- 1855 Hash total prior to truncation.

855 Hash total after truncation to three-digit field.

This is the sum of the quantities (PO102) for all of the PO1 segments.

X CTT03 81 Weight X R 1/10

X CTT04 355

Numeric value of weight

Unit or Basis for Measurement Code X ID 2/2

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

which a measurement has been taken

X CTT05 183 Volume X R 1/8

Value of volumetric measure

X CTT06 355 Unit or Basis for Measurement Code X ID 2/2

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

which a measurement has been taken

X CTT07 352 Description O AN 1/80

A free-form description to clarify the related data elements and their content
D-840-AI 51 July 2011

Segment: SE Transaction Set Trailer

Position: 020

Loop:

Level: Summary

Usage: Mandatory

Max Use: 1

Purpose: To indicate the end of the transaction set and provide the count of the transmitted 

segments (including the beginning (ST) and ending (SE) segments).

Syntax Notes: 

Semantic Notes:

Comments: 1 SE is the last segment of each transaction set.

Ref. Data

Data Element Summary

Des. Element Name Attributes

>> SE01 96 Number of Included Segments M N0 1/10

Total number of segments included in a transaction set including ST and SE

segments

>> SE02 329 Transaction Set Control Number M AN 4/9

Identifying control number that must be unique within the transaction set

functional group assigned by the originator for a transaction set