Conventions for EDI documents and data elements

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Introduction

Understanding Standards, Conventions and Guidelines
The BISAC Implementation Guide uses the terms, standards, conventions, and guidelines and the following definitions to assist the reader in understanding the difference between the terms:

• Standards
  Standards are the technical documentation approved by ASC X12, specifically Transaction Sets, Segments, Data Elements, Code sets and interchange Control Structure. Standards define what is included in each ASC X12 standard.
   
• Conventions
  Conventions are the common practices and/or interpretations of the use of ASC X12 standards, complying with the standards as agreed upon by two or more trading partners. Conventions define what is included in a specific implementation of an ASC X12 standard.
   
• Guidelines
  Guidelines are instructions on the use of EDI and additional information to conduct EDI. Guidelines are intended to provide assistance on how to implement EDI.

Format

Transaction Sets
Each transaction set begins with an introduction which contains any information or conditions applicable only to that transaction set. After the introduction, the ASC X12 segment hierarchy is listed.

The ASC X12 segment hierarchy lists all segments, in order, available from the ASC X12 standard. Segments that are utilized by BISAC are indicated in two ways:

• The segment ID is shaded, and
   
• There is a page number reference.

Following the segment hierarchy is a detailed description of each segment listed with the segment ID and name, level (header, detail, or summary), loop (if the segment is contained within a loop), loop repeat (for the first segment in the loop), requirement within the transaction set, maximum use, purpose (as defined by ASC X12), ASC X12 syntax notes, ASC X12 comments for segment usage, and notes that explain the BISAC convention for the segment within the transaction set. It is important to note, all shaded text is either BISAC convention or BISAC terminology. Shaded code lists refer to recommendations selected from the entire ASC X12 data element code list. The unshaded areas contain definitions and comments from the ASC X12 standard. See the following sample.

The data element summary lists each data element, in order, for the segment. For each data element there is one line to identify the reference designator, data element number, data element name, and attributes.

The data element summary includes the following type of information:

• Reference Designator
  This is the segment identifier with the data element sequence number within the segment.
   
• Data Element Number
  This is the number assigned to the data element by ASC X12. This number may be used for direct reference into the ASC X12 Data Element Dictionary.
   
• Data Element Name
  This is the name assigned to the data element by ASC X12, in the ASC X12 Data Element Dictionary.
   
  • Attributes
    Each data element has three attributes: Element Usage, Element Type, and Minimum/Maximum Length.
     
    • Element Usage
      • M     Mandatory
        The data element must be used if the segment is used.
         
      • O     Optional
        The data element may be used if the segment is used.
         
      • C     Conditional
        The data element may be used - its presence is dependent on the presence or absence of other data elements in the same segment.

        The particular condition/relation will be stated in the Data Element Summary for the segment when used. for more information, refer to the Application Control Structure section of the ASX X12 Standards Manual.
         

      
      

    • Element Type
      • ID     Identifier
        Values for the identifier-type data elements are taken from a predefined list in the ASC X12 Data Element Dictionary.
         
      • AN     String
        Values for the string-type data element are a sequence of any printable characters.
         
      • DT     Date
        Values for the date-type data element are in the format YYMMDD.
         
      • TM     Time
        Values for a time-type data element are in the format HHMM expressed in 24 hour clock.
         
      • Nx     Numeric
        Values for a numeric data element are in an implied decimal format, where "x" indicates the number of places to the right of the decimal point. for negative values the leading minus sign (-) is used. Asence of a minus sign indicates a positive number. The decimal point is not transmitted in the character stream.

        e.g.,

        N0 is a whole number (999.)
         To send the number 999 the field contains "999"

        N2 is 999.99
         To send the number 999.99 the field contains "99999"

      • R      Decimal
        This is a numeric field in character format, with a decimal point included. It is treated as alpha/numeric. The decimal point is not sent for whole numbers. The decimal point is not included in the calculation of data element field length. For negative values the leading minus sign (-) is used. Absence of a minus sign indicates a positive number.

        e.g.,

         To send the number 0128.734 the field contains "128.734"

         To send the number 0789.00 the field contains "789"

        In accordance with the standards established by EDItEUR, the following shall be industry practice for the maximum number of decimal places to be used:

        	Maximum Decimal Places
        Dimensions and general quantities	3
        Prices, percentages, tax rates	4
        Currency rates	6

        
        

    • Minimum/Maximum
      This is the minimum and maximum length the field can be.
       
    • Data Element Description
      This is the description of the data element found in the ASC X12 Data Element Dictionary.
       
    • Industry Usage note
      The term Not Used may appear to indicate the BISAC use convention for an optional data element.
       
    • Industry Code Values
      Represented as shaded text, these code lists represent BISAC recommendations from the entire ASC X12 data element code list.

      Industry-specific terminology may appear as shaded text below a selected code to further define it.

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