ANSI: American National Standards Institute is the coordinator and clearing house for information on U.S. standards
ASC X12: Accredited Standards Committee X12 is chartered by ANSI (American National Standards Institute) to develop uniform standards for the inter-industry electronic interchange of business transactions. Its work is accomplished through voluntary efforts operating democratic environment.
Communication Protocol: The method by which two computers coordinate their communications. Asynchronous and Bisynchronous are two examples.
Communication Session: The computer-to-computer transmission of data.
Communication Software: Software that manages communication between two companies.
Compliance Checking: Checking process used to ensure that a transmission complies with X12 syntax rules.
Data Element: The smallest unit of information in a transaction set. Data elements are combined to make data segments. It is the equivalent of a "field" in the data processing. This is also simply called an "element".
Data Element Dictionary: A publication that defines all the elements which may be used within an EDI standard. This is also referred to as simply the "data" dictionary.
Data Element Number: The number which identifies each element in a segment diagram with its corresponding definition in the data dictionary. Also know as "element reference number".
Data Mapping: The relationship between the user's data and the X12 message status.
Data Segment: The intermediate unit of information in an EDI transaction set. A segment consists of a pre-defined set of functionally related data elements which are identified by their sequential position within the segment. A segment begins with a segment identifier - a unique three character alphabetic upper case code (EDIFACT) or a two or three character code composed of upper case characters and digits (X12) which uniquely identifies each segment, and ends with a segment terminator. A data segment is analogous to a logical "record". It is also referred to as simply a "segment".
Data Segment Dictionary: The publication which shows the format of all segments in the standard.
Dedicated Line: This a point to point line in a data communication system between two computer devices that is always connected.
Delimiter: Special character chosen to separate elements in a segment or segments in a transaction set.
DISA: Data Interchange Standards Association that functions as the Secretariat of the X12 committee and the North American EDIFACT board.
Document: A "transaction set" or "message".
Document Standards: Approved standards of form for EDI business transaction sets.
Document Translation: It is process of transforming documents into a standard acceptable format. The document is input by the sender or created by the originating application and the transfer formulates the document into a standard format; then the document can be received at the receiver's end.
EDI: Electronic Data Interchange is the computer to computer exchange of business documents in a standardized format. Standard formats ensure that different companies can exchange business data without having to modify their computer systems. For pure EDI, "computer to computer" means "original application program to processing application program".
Electronic Mailbox: A repository for information belonging to a single user that is usually provided by a thrid-party value added network (VAN). This mailbox makes it unnecessary for a user to provide dedicated hardware to receive incoming data. It also allows for the consolidation of EDI transactions allowing the user to send to multiple receivers in a single session. An electronic mailbox is analogous to a post office box.
Element: The smallest unit of information in a transaction set. Elements are combined to make segments. It is the equivalent of a "field" in data processing. This is also referred to as a "data element".
Element Delimiter: A special character used to separate elements in a segment. It follows the segment identifier and each data element in a segment except the last. This is also referred to as a "element separator".
Element Reference Number: The number which identifies each element in a segment diagram with its corresponding definition in the data dictionary. This is also referred to as "data element number".
Element Separator: A special character used to separate elements in a segment. It follows the segment identifier and each data element in a segment except the last. This is also referred to as an "element delimiter".
E-mail: Electronic mail. It is defined as terminal to terminal text communication with no interfacing with business application systems.
Functional Acknowledgement: The functional Acknowledgement is EDI's equivalent of registered mail. When EDI transactions are received, the recipient prepares and sends the Functional Acknowledgement to the sender. It tells the sender the EDI transactions were received and indicates if the transaction contains errors.
Functional Group: A group of related transaction sets belonging to the same class. A "PO" functional group may contain purchase orders, purchase order acknowledgements, purchase order changes, etc.
Gateway: A connection between two networks which allows messages on one network to be routed through the other. This is also referred to as an "interconnect".
Header: The segment that indicates the start of an entity to be transmitted. Headers are control structures.
Header Area: Portion of the transaction set which contains preliminary information that pertains to the entire transaction set, such as date, company name, address, terms, etc.
Hub: A large company very active in EDI. It is usually through encouragement and / or mandate of the Hub company that the smaller companies (which are referred to as spokes) begin utilizing EDI.
Interchange: A group of transaction sets sent from one sender to one receiver at one time. The interchange is delineated by an interchange control header and an interchange control trailer. It is comparable to an outer envelope in paper transmissions.
Interchange Control Header: The data segment that indicates and identifies the beginning of an interchange.
Interchange Control Trailer: The data segment that indicates the end of an interchange.
Interconnect: The extra communication link between two VANs that occurs when the sender and receiver of EDI documents do not communicate through the same VAN.
Loop: A repetition of a segment or a group of segments within a transaction set.
Mapping: Taking the data from company specific format and fitting it into the standard format.
Message: A collection of data, organized in segments, and exchanged to convey meaning between partners engaged in EDI. It is also called a "document" or "transaction set". It represents a common business transaction. Each message starts with a message header segment and ends with a message trailer segment. The message type identifying the type of business transaction is given in the message header segment.
Modem: MOdulator-DEModulator is device which converts the digital signal from a computer into a series of tones for transmission over ordinary telephone lines. The process is reversed at the other end.
Network: A group of terminals, computers, and other equipment that use communication channels to share data.
Qualifier: A data element that gives a generic segment or a generic data element a specific meaning.
Segment: The intermediate unit of information in an EDI transaction set. A segment consists of a predefined set of functionally related data elements that are identified by their sequential position within the segment. A segment begins with a segment identifier - a unique three character alphabetic upper case code (EDIFACT) or a two or three character code composed of upper case characters and digits (X12) which uniquely identifies each segment, and ends with a segment terminator. A segment is analogous to a logical "record". It is also referred to as a "data segment".
Segment Code: A code that uniquely identifies each segment as specified in a segment directory.
Segment Delimiter: It is special character that marks the end of a segment. This may also be referred to as a "segment terminator".
Segment Diagram: This is the schematic that depicts the format and composition of a segment.
Segment Dictionary: Provides the purpose and format of the segments used in the construction of transaction sets. The directory lists each segment by name, purpose, identifier, the containing data elements in the specified order, and the requirements designator for each data element.
Segment Identifier: It is a pre-defined code that identifies the segment.
Segment Name: A name that identifies the segment
Segment Qualifier: It is data element that gives the segment a specific meaning.
Segment Specifications: These are the distinct attributes of a segment, including structure and content.
Segment Terminator: This is a special character that marks the end of a segment. This may also be referred to as a "segment delimiter".
Standards: Established format for transmitting inter-company business documents in a uniform manner.
Standards Levels: A particular release of a standard that is effective until another release level is issued.
Third Party Network: Third-party network, also called value-added networks (VANs), act as electronic post offices: companies send data to an electronic mailbox on the network rather than directly to trading partners. Companies are thus freed from maintaining individual connections with all partners.
Trading Partner (TP): A business associate with whom EDI transactions are exchanged.
Trading Partner Agreement: This is the agreement between trading partners that sets forth electronic conditions and terms for conducting trades.
Trailer: The ending segment of a set of segments. The trailer is a control structure.
Transaction Set: The term used in EDI to describe a complete business document such as an invoice, a purchase order, or advance ship notice. Transaction set 810, for instance, is used to transmit X12 invoice data. It may also be referred to as a "document" or "message".
Transaction Set ID: An identifier that uniquely identifies the transaction set. This identifier is the first data element of the transaction set header segment.
Transaction Set Header Area: Contains segment information pertinent to the entire transaction set.
Transaction Set Agreement: Signifies the beginning of a transaction set.
Transaction Set Line Items Area: An area that encompasses the actual business transaction set and included information such as quantities, descriptions, and prices.
Transaction Set Summary Area: An area which contains control information and other data that relates to the total transaction.
Transaction Set Trailer Area: Signifies the end of a transaction set.
Transaction Software: Software that formats outgoing application generated data into EDI data (document generation) or in the reverse, incoming EDI data into application usable data (document interpretation).
X12 Standards: The X12 standards are generic EDI standards designed to allow a company to exchange data with any other company, regardless of industry. The standards are maintained by the Accredited Standards Committee X12 (ASC X12), with the American National Standards Institute (ANSI) accredited to set standards for EDI. The X12 standards are often called ANSI X12 standards.
Version #: A number that identifies the publication of the EDI standard used for the generation or interpretation of data. Each updated release of the X12 standard receives a new Version # for identification.
ANSI X12 Transaction Types
810: Invoice
An invoice is sent out in response to receiving an 850
820: Payment Order/Remittance Advice
Used to make a payment, send a remittance advice, or make a payment and send a remittance advice. The remittance advice can go directly from the payer to payee through a financial institution or through a third party
824: Application Advice
An 824 indicates that there was a problem with a transaction and usually will explain what was wrong.
832: Price/Sales Catalog
Used by GSA schedule holders to submit the prices of goods or services in the form of a catalog.
836: Contract Award
Notification that a contract has been awarded as well as who received the contract.
838r: Trading Partner Profile (Registration)
A vendor's request to become an electronic trading partner..
838c: Trading Partner Profile (Confirmation)
This is confirmation that an 838r was accepted. The 838c also contains information that may be of interest to the vendor. It is recommended that you save a copy this transaction.
840: Request for Quotation
Just what it sounds like; an agency is looking for bids on one or more products or services. The buyer sends out information in the form of an 840-Request for Quotation electronic form.
841: Specifications/Technical Information
Complete or partial technical description of a product, process, or service with information that can include graphic, text, parametric, tabular, image, spectral, or audio data.
843: Response to Request for Quotation
This an electronic form used to send a bid on an item that your company wishes to sell in response to an 840-Request for Quotation electronic form sent by buyer.
850: Purchase Order
This is confirmation that you have been awarded a contract.
855: Purchase Order Acknowledgement
Response confirming receipt of a buyer's purchase order and containing, if applicable, shipping and quantity information related to fulfillment of the Purchase Order.
856: Ship Notice/Manifest
The Ship Notice/Manifest lists the contents of a shipment of goods as well as additional information about the shipment, such as type of packaging and carrier information.
860: Purchase Order Change Request
Used by the buyer to (1) request a change to a previously submitted purchase order or (2) confirm acceptance of a purchase order change initiated by the seller or by mutual agreement of the buyer and seller.
864 -- Text Message
This is the X12 equivalent of electronic mail.
865 -- Purchase Order Change Acknowledgment/Request –
Seller Initiated form used to convey acceptance or rejection of changes to a previously submitted purchase order.
997 -- Functional Acknowledgement
The Functional Acknowledgement contains date and time of receipt as well as whether the transaction was accepted or rejected.
A-E Architect-Engineer
A&E Architecture and Engineering
AC Accepted and shipped (used when defining back order status)
ACH Automated Clearing House--A system run by the Federal Reserve that acts as a storage and transfer facility for electronic payments
ACO Administrative Contracting Officer
ADP Automated Data Processing
ADR Alternate Dispute Resolution
ADRA Alternate Dispute Resolution Act
AIAG Automotive Industry Action Group
AIS Automated Information System
ALE Annual Loss Expectancy
ANSI American National Standards Institute
APPL Agency Application
AR Accepted and released for shipment (used when defining back order status)
ARO After Receipt Of Order
ASC Accredited Standards Committee
ASCI I American Standard Code for Information Interchange
ASN Advance Ship Notice--An EDI document that lists what is coming in next shipment. The X12 document number for an advance ship notice is 856.
ASQC American Society for Quality Control
BAA Broad Agency Announcement--A notice from the government that requests scientific or research proposals from private firms concerning certain areas of interest to the government. The proposals submitted by the private firms may lead to contracts.
BBS Bulletin Board System/Service
BLS Bureau of Labor Statistics: An organization in the U.S. Department of Labor.
BOA Basic Ordering Agreement: A general outline of the supplies or services to be provided by the contractor. Alternatively, BOA may refer to a Blanket Order Agreement. See BPA for more information.
BOD Bid Opening Date--The final date that a bid must be received by the appropriate government office.
BP Item accepted partial shipment balance back ordered (used when defining back order status)
BPA Blanket Purchase Agreement--An agreement between the government and a vendor. The agreement gives the government the option to purchase goods or services from the vendor when needed on a on-call basis.
bps Bits per second (a measure of the computer's processing speed)
BRAC Base Realignment and Closure Commission
CA Contract Award
CAD Computer Aided Drafting/Design
CAGE Contractor and Government Entity Code--An identification code assigned to the awardees of DOD contracts. The codes are used by DOD for record keeping purposes. Offers do not need a CAGE code to submit a bid for a contract.
CALS Continuous Acquisition and Life-Cycle Support
CAM Computer Aided Manufacturing
CASE Computer Aided Software Engineering
CBD Commerce Business Daily
CAAS Contracting for Advisory Assistance Services
CAS Cost Accounting Standards
CCR Central Contractor Registration
CDBG Community Development Block Grant
CEC Contractor Establishment Code
CFR Code of Federal Regulations: A collection of publications that contains regulations for all Federal Departments and Agencies.
CFS Center for Standards
CICA Competition in Contracting Act: A law that requires full and open competition for Federal contracts.
CID Commercial Item Description
CIM Computer Integrated Manufacturing
CLS Contractor Logistics Support
CNT Contract
COB Close of Business
COC Certificate of Competency
COE Corps of Engineers: An organization in the U.S. Department of the Army.
CONUS Continental United States (except Alaska)
COOP Continuity of Operations
COTS Commercial Off-the-shelf
DAASC Defense Automated Addressing System Center -- A form of EDI used primarily by DLA
DAC Defense Acquisition Circular
DARO Days after Receipt of Order
DAU Defense Acquisition University
DCAA Defense Contract Audit Agency
DCSC Defense Construction Supply Center: An organization in the U.S. Department of Defense.
DDN Defense Data Network
DEL Delivery
DESC Defense Electronics Supply Center: An organization in the U.S. Department of Defense, Defense Logistics Agency.
DFAR Defense Federal Acquisition Regulations: Procurement regulations used by organizations in the Department of Defense. It is also called Defense Acquisition Regulations (DAR). Hill AFB maintains one of the best sites listing the regulations. They may also be purchased on CDROM from a variety of sources.
DFAS Defense Finance and Accounting Service
DGSC Defense General Supply Center: An organization in the U.S. Department of Defense, Defense Logistics Agency.
DISA Defense Information Systems Agency
DISC Defense Industrial Supply Center--An organization in the U.S. Department of Defense, Defense Logistics Agency.
DISN Defense Information Systems Network
DLA Defense Logistics Agency
DMS Defense Message System
DOD Department of Defense (sometimes abbreviated as DOD)
DOE Department of Energy
DOJ Department of Justice
DOL Department of Labor
DOS Disk Operating System
DOT Department of Transportation
DP Distribution Point
DPACS-EC DLA Pre-Award Contracting System-Electronic Commerce
DTD Dated
DUNS® Data Universal Numbering System
EBCDIC Extended Binary Code Decimal Interchange Code
EC Electronic Commerce
ECP Engineering Change Proposal
ECPN Electronic Commerce Processing Node
ECRC Electronic Commerce Resource Center
EDI Electronic Data (or Document) Interchange: Electronic exchange of information, paperless office.
EDIFACT Electronic Data Interchange for Administration, Commerce and Transport: an EDI standard for international use developed by the United Nations
EDI Electronic Data Interchange (computer-to-computer exchange of standard business data according to agreed-upon formats)
EDJT Economic Development Job Training
EDWAA Economic Dislocation and Worker Adjustment Assistance
EEC Equal Employment Council
EEO Equal Employment Opportunity
EFT Electronic Funds Transfer
Email Electronic Mail
EPA Environmental Protection Agency
FA Functional Acknowledgement (notice of receipt of an EDI transaction)
FAC Federal Acquisition Circular
FACNET Federal Acquisition Computer Network: The name given by the new Federal Acquisition Streamlining Act of 1994 to the system architecture developed by the Electronic Commerce interagency group. The system allows agencies to transmit RFQs through a central network so that they are available to all potential vendors, who can then bid and receive purchase orders electronically through the same network. Vendors register centrally with the government and send/receive through VANs.
FAI Federal Acquisition Institute
FAR Federal Acquisition Regulation: Procurement regulations used by both civilian and defense organizations. Hill AFB maintains one of the best sites listing the regulations. They may also be purchased on CDROM from a variety of sources.
FASA Federal Acquisition Streamlining Act
FAT First Article Testing--When DOD buys certain goods they may perform extensive tests on the first item delivered.
FDA Food and Drug Administration
FFP Firm Fixed-Price--A type of contract under which the government agrees to purchase goods or services at a set price.
FFRDC Federally Funded Research & Development Center: A facility funded by the government that conducts research and development work. The facility is operated by a university or a related non-profit organization.
FIRMR Federal Information Management Resources Regulation: Government-wide regulations that govern the purchase of computer goods and services.
FOB Freight on Board
FMS Foreign Military Sales -or- Financial Management Service
FRB Federal Reserve Bank
FSC Federal Supply Classification--A code number used by the government to identify various items of equipment which are purchased by the government.
FSN Federal Stock Number--A code number used to identify documents sold by the U.S. Government Printing Office, Superintendent of Documents.
FSS Federal Supply Service--An organization in the U.S. General Services Administration. Alternatively, FSS may refer to a Federal Supply Schedule, a pre-negotiated price contract.
GAO General Accounting Office
GATEC Government Acquisition through Electronic Commerce, a Department of Energy project
GEIS General Electric Information Services
GFE Government-Furnished Equipment
GFM Government-Furnished Materials
GII Government Information Infrastructure
GITS Government Information Technology Services
GOCO Government-Owned, Contractor Operated
GOSIP Government Open Systems Interconnection Profile
GOTS Government Off-the-shelf
GSA General Services Administration
GSBCA General Services Board of Contract Appeals
HCA Head of Contracting Agency
HHS Health & Human Services
HTML HyperText Mark-up Language, used to format WWW pages
HTTP HyperText Transfer Protocol, used to transmit web-based information such as WWW pages
IAO Inspection Acceptance Origin -- the location where the inspection and acceptance will take place for I and A origin quotes.
IAW In Accordance With
IB Backordered
IDIQ Indefinite Delivery Indefinite Quantity
IFB Invitation for Bid: A solicitation issued by the government to prospective bidders. An IFB describes what the government requires and how the offers will be evaluated. Award is based on the lowest bid. Negotiations are not conducted.
IG Inspector General
IH Item on hold (used when defining back order status)
IMPAC International Merchant Purchase Authorization Card
IR Rejected (used when defining back order status)
IRS Internal Revenue Service
ISO International Standards Organization
IT Information Technology
ITA International Trade Administration
J&A Justification and Analysis
JTPA Job Training Partnership Act
LLNL Lawrence Livermore National Laboratory
LMI Logistics Management Institute
LSA Labor Surplus Area--A Federal program to set-aside certain contracts to businesses located in areas with high unemployment.
MAC Message Authentication Code
MDOC Michigan Department of Commerce
MIME Multipurpose Internet Mail Extensions
MIO Michigan International Office
MIS Management Information System
MOCAS Mechanization of Contract Administration Services -- a form of EDI used primarily by DFAS
MODs Modifications
ms Millisecond (one one-millionth of a second)
MMBDC Michigan Minority Business Development Center
MMTC Midwest Manufacturing Technology Council
MTAC Michigan Technical Assistance Center
MTIF Michigan Training Incentive Fund
NACHA National Automated Clearing House Association
NASA National Aeronautics and Space Administration
NCMA National Contract Management Association
NECO Navy Electronic Commerce Online
NII National Information Infrastructure
NIST National Institute of Standards and Technology
NLT No Later Than
NPAA National Oceanic and Atmospheric Administration
NPR National Performance Review
NSA National Security Agency
NSF National Science Foundation
NSN National Stock Number--a unique 13 digit number assigned to a particular item. These numbers catalog a wide range of items by commodity, group, and class. Some NSNs may be prefixed with a COG code or suffixed with a spec. code.
NSNA No Stock Number Assigned
NTIA National Telecommunications and Information Administration
o/a On or About
OFPP Office of Federal Procurement Policy
OICC Officer in Charge of Construction
OJT On-the-Job Training
OBM Office of Management and Budget
OS Operating System
OSD Office of the Secretary of Defense
OSDBU Office of Small and Disadvantaged Business Utilization
PAT Process Action Team
PEM Privacy Enhanced Mail
PIN Pre-Invitation Notice--A summary of a solicitation package sent to prospective bidders, who may then request the entire solicitation package.
P.L. Public Law
P/N Part Number
PCO Procuring Contracting Officer
PO Purchase Order The X12 document number for a purchase order is 850.
POC Point of Contact
PR Purchase Request
PTAC Procurement Technical Assistance Centers
QAR Quality Assurance Rep
QPL Qualified Products List
R&D Research and Development
RFI Request for Information
RFP Request for Proposal--A solicitation issued by the government to prospective offerors. An RFP describes what the government requires and how the offerors will be evaluated. Negotiations may be conducted with offers. Award is based on a combination of lowest price and technical merit.
RFQ Request for Quotation--A request for market information by the government, used for planning purposes. The X12 document number for a RFQ is 840.
ROICC Resident Officer in Charge of Construction
RRFQ Response to Request for Quotation--Provides potential buyers with price, delivery schedule, and other items from potential sellers of goods and services, in response to a request for such information. The X12 document number for a RRFQ is 843.
SAP Simplified Acquisition Procedures
SAT Simplified Acquisition Threshold
SB Small Business
SBA Small Business Administration
SDB Small and Disadvantaged Business: A small business that is owned and operated by a socially or economically disadvantaged individual.
SBDC Small Business Development Centers
SBSA Small Business Set Aside--A solicitation restricted to competition completed only among small businesses.
SCORE Senior Corps of Retired Executives
SIC Standard Industrial Code or Classification--A code number used by the government to classify goods or services by their principal purpose.
SF Standard Form
SME Society of Manufacturing Engineers
SOL Solicitation: A document that describes the specifications of what the government requires. A solicitation is usually an IFB or a RFP.
SOO Statement of Objective (AF)
SOW Statement of Work--A description of the government's requirements for purchasing a good or service.
SPC Statistical Process Control
TACOM Tank Automotive Command
TBD To Be Determined
TIN Taxpayer Identification Number
TINA Truth in Negotiations Act
TJTC Targeted Jobs Tax Credit
TPA Trading Partner Agreement
TPIN Trading Partner Identification Number
TQM Total Quality Management
TSOW Technical Scope of Work
UCC Uniform Commercial Code
USC United States Code
UN United Nations
USPS United States Postal Service
UTN Universal Tracking Number; used to tie together several related X12 messages
VA Department of Veterans Affairs or Veterans Administration
VAN Value Added Network; a system of telephone links by which computers exchange information.
VAS Value Added Service
V.32 CCITT standard for 9600 bps modems
V.32bis CCITT standard for 14400 bps modems
