Data Requirements by Order Type - Standalone PO (ORD1)
This section contains a technology-independent view of the data requirements for this order type. The individual technologies have specific requirements.

Inheritance of Basic (Common) Data
Order Model 1 inherits Basic Order Data and Basic Line Item data from the Class Diagram: Basic Data Requirements.

Click here to view a larger image.

Contents of Standard Purchase Orders
This section contains a technology-independent view of the data requirements for Forecast/Planning requirements. The individual business content and technology standards have specific requirements.

Order Model 1 inherits Basic Order Data and Basic Line Item data from the Class Diagram: Basic Data Requirements. The additional information sent in Blanket Order files is somewhat different than what is sent in other types of order files. This order type will contain n major pieces of information. They are:

• Effective and Expiration Dates

All of these pieces of information are necessary for a supplier to process the buyer's order.

The following list of PO contents is standards-neutral. Different standards may require elements that are not on this list; cardinality (mandatory vs. optional, number of occurrences) in the standards may vary. We have not gotten as far as taking a stand on which things should be expressed as name-value pairs (qualifier + data) and which should be expressed as standalone data elements and which as attributes of an element; most standards have developed beyond that point anyway. We merely want to say what information needs to be in a purchase order.

• Purchase Order Identification (PO Number, Document Number, whatever) - mandatory
• Purchase Order Date - mandatory
• Document status code - mandatory
  • To indicate if PO is original or confirming
• Purchase Order Type - mandatory
  • To indicate if order is discrete order or blanket order
• Purchase Order Subtype - mandatory
  • To indicate if order is drop-ship, consignment or normal
• Buyer identification - mandatory
• Seller identification - mandatory
• Contact names - optional
  • Usually ignored by systems, but useful if a PO kicks out of the system and requires manual trouble-shooting
  • Name and e-mail address, and optionally, phone number
• Ship-To - mandatory
  • Ship-to code and ship-to name
  • No physical addresses - cross-references between addresses should have been pre-established.
• Bill-To - mandatory
  • Bill-to code and bill-to name
  • No physical addresses - cross-references between addresses should have been pre-established.
• Payment method should be pre-established; no payment info, terms, etc. needed for standard PO
• Product Identification (Item ID, Part Number, whatever) - mandatory
  • At least one of Buyer's part number or supplier's (vendor's) part number
  • Additional options: manufacturer's part number, GTIN
• Purchase Order Line ID(item number, line number, line item number) - mandatory
  • But we note that for blanket orders (a different animal altogether), line item number will probably be optional
• Quantity - Line Item Total - mandatory
• Quantity Unit of Measure - mandatory
• Price - mandatory
• Price Unit of Measure - mandatory
  • Unit associated with the price (not the delivery quantity), e.g. per each, per hundred, per thousand, etc.
• Currency Code - mandatory
  • Should be pre-established, however, some jurisdictions require currency code to be explicitly sent; to avoid having to keep track of the requirements of every jurisdiction, this should be mandatory.
• Tax Exemption Status - mandatory
• Price basis - mandatory
  • Code indicating whether price is based on contract, catalog, or quote
• Contract number - optional
  • Contract number is optional even if pricing is based on a contract - referencing the contract number is not legally required but is good business practice
• Delivery quote number - optional
• Price quote number - optional
• Ship instructions - optional
  • Overrides may be sent; standard ship instructions, transit times, etc. should be pre-established
• Delivery Date - optional
  • Actually, we were undecided about this. There are many cases where the buyer doesn’t specify a delivery date, such as when you order things from a storefront web site however, the implication is that this means delivery is wanted ASAP, so there is a de facto delivery date.
  • Elements need to be available for specifying delivery date
  • The standard PO needs to support the specification of multiple delivery dates.