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Acronyms & Abbreviations Common in Electronic Data Interchange

ANSI X12 Transaction Types

810 -- Invoice
An invoice is sent out in response to receiving an 850 (see below).

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
Indicates that there was a problem with a transaction. Usually, an 824 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. As a courtesy, Simplix provides free registration with FACNET and GATEC.

838c -- Trading Partner Profile (Confirmation)
The 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 product or service.

841 -- Specifications/Technical Information
Complete or partial technical description of a product, process, or service. This information can include graphic, text, parametric, tabular, image, spectral, or audio data.

843 -- Response to Request For Quotation
A bid.

850 -- Purchase Order
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
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
The X12 equivalent of electronic mail.

865 -- Purchase Order Change Acknowledgment/Request - Seller Initiated
Used to convey acceptance or rejection of changes to a previously submitted purchase order.

940 -- Warehouse Shipping Order
Used by the depositor to advise a warehouse to make a shipment, confirm a shipment, or modify or cancel a previously transmitted shipping order.

945 -- Warehouse Shipping Advice
Used by a warehouse to advise the depositor that shipment was made. It is used to reconcile order quantities with shipment quantities.

997 -- Functional Acknowledgement
Contains date and time of receipt as well as whether the transaction was accepted or rejected.

Common Acronyms And Abbrevi-
ations

Listed below are simple explanations of the most common abbreviations that appear in electronic commerce transactions and the CBD:

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

ASCII
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. Offerors do not need a CAGE code to submit a bid for a contract.

CALS
Continuous Acquiestion and Life-Cycle Support

CAM
Computer Aided Manufacturing

CASE
Computer Aided Software Engineering

CBD
Commerce Business Daily--A daily newspaper publication that provided notice of proposed government procurement actions, contract awards, sales of government property, and other procurement information. The CBD ceased publication on January 4, 2002.

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
Contractur 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

DEF
Delivery Evaluation Factor--The complete rules and procedures governing DEF can be found in DSCP Guiding Principles for Acquisition (DGPA) 11.403-P on the Web at http://131.82.241.3/contract/dgpa/dgpahome.htm and in the Standard Operating Procedures (SOP) for Administering Delinquent Awards Following Differential Payment

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. 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

DLAD
Defense Logistics Agency Directive-- DLA Support Services maintains a numerical listing of the directives.

DLAPS
Defense Logistics Agency Publishing System

DMS
Defense Message System

DoD
Department of Defense (sometimes abbreviated as DOD)

DODAAC
Department of Defense Activity Address Code--a code assigned to identify specific units, activities, and organizations, non-DoD and contract activities engaged in the requisitioning, receiving, and billing of materiel.

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

DVD
Direct Vendor Delivery

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

FedBizOpps
Federal Business Opportunties--The electronic replacement for the Commerce Business Daily; the Internet entry point for all federal bids valued over $25,000.

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 Infomration 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

HIPPA
Health Insurance Portability Act

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 offerors 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

PACE
Procurement Automated Contract Evaluation--A DPACS program that attempts to make automatic awards. DSCP maintains a web page describing the PACE program

PAT
Process Action Team

PEM
Privacy Enhanced Mail

PID
Part Identifier--A unique number used to identify a specific item.

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

QAP
Quality Assurance Provisions

QAR
Quality Assurance Rep

PL
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
Reponse 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.

SPA
Simplified Purchase Agreement--For more information refer to the DSCP web site

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




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