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Transaction Set
in
X12 Release 004030

142 Product Service Claim

Functional Group WA

This Draft Standard for Trial Use contains the format and establishes the data contents of the Product Service Claim Transaction Set (142) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to transmit the servicing organization, claimant, manufacturer, seller, and purchaser of the product. It can specify the product's current usage, date the product was sold, delivered, and placed in service as well as identify product model and serial numbers and serial numbers of any subassemblies. It can specify a malfunction or recall condition, service performed, labor, parts, and any other associated costs. It can show the costs of the repair and the date service was requested and when it was available to be placed back in service.

Heading

Sequence
Segment
Name
Max use
0100
Transaction Set HeaderMandatory
Max 1
To indicate the start of a transaction set and to assign a control number
0200
Beginning SegmentMandatory
Max 1
To indicate the beginning of a transaction set
BGN02 contains the warranty reference number. This could be a batch number for a group of claims. It will be used in LIN03 in the corresponding product service claim response transaction (141). BGN03 contains the product service claim transaction original creation date.
0250
Reference Identification
Max >1
To transmit identifying information as specified by the Reference Identification Qualifier
N1 Loop
Repeat 4
0300
NameMandatory
Max 1
To identify a party by type of organization, name, and code
The N1 loop identifies the sending party, usually the servicing organization, and the receiving party, usually the product's manufacturer. In addition, a third party, such as the product's distributor, can be identified. It is also possible to specify a secondary warranter such as a credit card issuer or a motor oil manufacturer.
0400
Additional Name Information
Max 2
To specify additional names
0500
Address Information
Max 3
To specify the location of the named party
0600
Geographic Location
Max 1
To specify the geographic place of the named party
0700
Reference Identification
Max 2
To specify identifying information
An independent servicing agency, usually identified as the sending party in the first iteration of the N1 loop, has a servicing contract with the manufacturer, usually the receiving party identified in the second iteration of the N1 loop. The REF segment in the N1 loop can contain the identity of this servicing contract between the two parties.
0800
Administrative Communications Contact
Max 2
To identify a person or office to whom administrative communications should be directed
The PER segment within the N1 loop of the heading area is used to refer to an individual for administrative purposes. It is not intended to be the one with whom technical issues would be discussed. The technical contacts would be contained in the PER segment within the N1 loops in the detail area. PER02 can be used to identify a person by name or job function or department.

Detail

Sequence
Segment
Name
Max use
LX Loop
Repeat >1
0100
Assigned NumberMandatory
Max 1
To reference a line number in a transaction set
The LX loop represents an individual claim. Normally a claim will be for an independent product, assembly, subassembly, or component. However, a single claim also can be used for a group of similar products to be submitted to a single party.
N9 Loop
Repeat >1
0200
Reference IdentificationMandatory
Max 1
To transmit identifying information as specified by the Reference Identification Qualifier
N902 in the first or only occurrence of a N9 segment at this position in the LX loop must contain the reference number for all charges in this iteration of the LX loop.
0250
Message Text
Max >1
To provide a free-form format that allows the transmission of text information
LIN Loop
Repeat >1
0300
Item IdentificationMandatory
Max 1
To specify basic item identification data
The LIN loop must be used to describe the product being serviced. The LIN segment contains 235-234 data element pairs that can be used to identify the product manufacturer (MF), model number (MN), serial number (SN), equipment identification number (EM), vehicle identification number (VV), model year (RY), etc.
0400
Product/Item Description
Max >1
To describe a product or process in coded or free-form format
The PID segment provides capability for further description of a product that cannot be described in an LIN segment. PID03 to PID05 can be used to described these features, such as the cab configuration of a vehicle.
0450
Location
Max 1
To describe the location in space and time of the axis of an item relative to an origin axis; Euclidean geometry has been assumed with orthogonal axes; the sequence of axes has been chosen in the customary sequence of X, Y, and Z, however, it is possible to just use two-dimensional space rather than three-dimensional space
The LOC segment is used to describe the position of equipment within a structure or an assembly, subassembly, or part within a piece of equipment in space relative to an origin. For example, it could describe the location of a telephone switch within a building and of an individual circuit card within the switch by giving the position of a drawer within a rack within a switch.
0500
Quantity
Max >1
To specify quantity information
The QTY segment in the LIN loop reflects the quantity of items that do not have a serial number and are being serviced together under one repair order. For all items with a serial number, the value to be used is either explicitly or implicitly set to one. It also can specify the current service life such as miles, kilometers, or hours of the product being serviced.
0600
Date/Time Reference
Max >1
To specify pertinent dates and times
The DTM segment could contain product related dates such as product delivery date (035), acceptance date (301), service requested (211), returned to customer (212), purchased (304), and manufacturer (094).
0700
Reference Identification
Max >1
To specify identifying information
The REF segment provides additional data about the product, its registration data and servicing environment that don't fit well within the LIN segment either because it requires too much extraneous data to be sent or the required codes are not available in the codes lists of the data elements within the LIN segment, but are available within the Reference Number Qualifier data element used in the REF segment.
0800
Administrative Communications Contact
Max 1
To identify a person or office to whom administrative communications should be directed
The PER segment lists the contact at the servicing location for technical questions regarding the repair or condition of the product. This could be the service manager or service technician.
0900
Product Service Contract
Max >1
To describe the conditions of a product service contract as in a warranty registration
The PSC segment describes the status of the warranty, the type of warranty, recall notice, service bulletin, or service contract or other conditions for the product that could allow a service claim in effect at the time of service, if any. It also identifies the service contract number in PSC05. The PSC segment is used to describe the period of the warranty or service contract.
1000
Special Services
Max >1
To specify special conditions or services associated with the purchased product
The SSS segment can be used to describe conditions such as carry-in or on-site service.
LM Loop
Repeat 3
1040
Code Source Information
Max 1
To transmit standard code list identification information
The LM/LQ loop provides the capability to use an industry or company code list to specify the area of the product under repair.
1080
Industry CodeMandatory
Max >1
Code to transmit standard industry codes
N1 Loop
Repeat >1
1100
Name
Max 1
To identify a party by type of organization, name, and code
The N1 loop will be used to specify the parties involved with the item being serviced. It could be the registered owner (RW), the one who requested service (SQ), the one who is to be notified when the service has been completed (N1), the item's owner (OW), the initial dealer (ID), or any combination of them. The N1 loop is optional. If the product had been registered, the ownership data should already be available and can be accessed by the model and serial numbers that are placed in the LIN segment. The N1 loop also can be used to identify individuals in the service shop associated with this claim. For example, it could be used to identify the individual who received the item from the customer and wrote the repair order (OE). Another possible use for the N1 loop is to identify who pre-approved the claim. The N9 segment within the N1 loop would be used for the appropriate authorization number.
1200
Additional Name Information
Max 2
To specify additional names
1300
Address Information
Max 3
To specify the location of the named party
1400
Geographic Location
Max 1
To specify the geographic place of the named party
1500
Reference Identification
Max 2
To transmit identifying information as specified by the Reference Identification Qualifier
1600
Administrative Communications Contact
Max 2
To identify a person or office to whom administrative communications should be directed
The PER segment in the N1 loop can give the communications contact information, such as telephone number, of an owner's representative (OS) who can supply additional information about the complaint.
PRR Loop
Repeat >1
1700
Problem ReportMandatory
Max 1
To describe a product condition causing an engineering change or the condition when presented for service, for a recall notice, or for a service bulletin
The PRR loop describes the reported problem. It can be a product recall or service bulletin as well as a customer complaint. Each iteration of the PRR loop describes a single problem. The complaints should be in a coded format contained in PRR04 so that the transaction can be processed by a computer program. The PRR segment can have a code that describes the urgency or severity of the problem.
1800
Item Identification
Max 1
To specify basic item identification data
If necessary, the LIN segment describes the portion of the entire product causing the complaint. For example, it may be a subassembly or component. If more than one subassembly is having a problem, each would be identified in a separate PRR loop. The LIN segment contains 235-234 data element pairs that can be used to identify the product manufacturer (MF), model number (MN), and serial number (SN).
1850
Location
Max 1
To describe the location in space and time of the axis of an item relative to an origin axis; Euclidean geometry has been assumed with orthogonal axes; the sequence of axes has been chosen in the customary sequence of X, Y, and Z, however, it is possible to just use two-dimensional space rather than three-dimensional space
The LOC segment is used to describe the position of equipment within a structure or an assembly, subassembly, or part within a piece of equipment in space relative to an origin. For example, it could describe the location of a telephone switch within a building and of an individual circuit card within the switch by giving the position of a drawer within a rack within a switch.
1900
Quantity
Max 1
To specify quantity information
The QTY segment can specify the quantity of components or subassemblies that do not have a serial number and are being serviced together under one service order. For all items with a serial number the value to be used is either implicitly or explicitly set to one. The QTY segment can also specify the current service life of the component or subassembly, such as mileage or time. The equivalent information regarding the entire product should be contained in the QTY segment within the LIN loop.
2000
Date/Time Reference
Max >1
To specify pertinent dates and times
The DTM segment can be used, for example, to report the time of failure (319) or when service was performed on the unit (302).
2100
Message Text
Max >1
To provide a free-form format that allows the transmission of text information
The MSG segment can be used to describe the customer's complaint. Non-standard complaints that can't be coded in PRR04 can be placed here. This, however, limits the possibility of having a computer completely process the claim.
2200
Root Cause
Max 1
To specify the specific part responsible for a customer complaint in a request for service of a product and/or to describe the particular failure mechanism in a failing part or assembly
The RC segment can specify the principle part involved in the failure in RC02. If a part number is specified in RC02, then the condition of the part must be included in either RC06 or RC07. Any free form description of the root cause should be included in RC08. The use of RC08 will probably require human analysis. It may be that a root cause is entitled only to fixed reimbursement.
2300
Administrative Communications Contact
Max 1
To identify a person or office to whom administrative communications should be directed
The PER segment lists the contact at the servicing location for technical questions regarding the repair condition of the component or subassembly.
2400
Product Service Contract
Max >1
To describe the conditions of a product service contract as in a warranty registration
The PSC segment describes the status of the warranty, the type of warranty, recall notice, service bulletin, or service contract or other conditions for the assembly or subassembly that could allow a service claim in effect at the time of service, if any. If the assembly or subassembly has a separate service contract that is different than that for the entire product, it can be identified in PSC05.
2500
Special Services
Max >1
To specify special conditions or services associated with the purchased product
The SSS segment can be used to describe conditions that pertain only to the assembly or subassembly.
CID Loop
Repeat >1
2600
Characteristic/Class ID
Max 1
To specify the general class or specific characteristic upon which test results are being reported or are to be taken
The CID segment describes a particular portion of the product which has individual test specifications. For example, the tuner in a television set.
2700
Test Method
Max >1
To describe the nature of the test performed
The TMD segment specifies a code test procedure which will be used in the analysis of the customer's complaint.
MEA Loop
Repeat >1
2800
Measurements
Max 1
To specify physical measurements or counts, including dimensions, tolerances, variances, and weights (See Figures Appendix for example of use of C001)
The MEA segment provides the results of any testing done before performing the service. Unless noted otherwise, this same test usually will be performed at the completion of the service activity. The preceding CID specifies the test conditions.
2900
Date/Time Reference
Max 1
To specify pertinent dates and times
Some tests may require being run at various intervals of time. The time the separate tests were run is specified here.
3000
Item Identification
Max >1
To specify basic item identification data
The LIN segment can contain the identity of the test equipment, if significant.
REP Loop
Repeat >1
3100
Repair ActionMandatory
Max 1
To specify the action that was taken or is to be taken in response to a service request
The REP loop is used to describe the actions that were taken in servicing a problem. There can be a separate REP loop for each individual repair action, such as for each part replaced or individual adjustment. If this repair was the result of a service bulletin, then the bulletin number would be specified in REP03. A repair action can be identified in REP08 or REP09. For example, it could be the replacement of a part or assembly (RT), performing a calibration (CL), performing an alignment (AL), soldering a component (SD), etc. The repair action (REP08) should be in a coded format so that the transaction can be processed by a computer program. REP01 can be used to identify the repair action line number for use in the product service claim response in LIN09 to identify this individual repair action.
3200
Reference Identification
Max >1
To specify identifying information
If you want to refer to a problem or a repair listed earlier in the transaction, REF02 provides an identifier to the relevant PRR loop (PRR01) or to a relevant earlier REP loop (REP01). REF01 would contain the qualifier of "prior identifier". For example, if this is an REP loop to calibrate a circuit because a printed circuit board was replaced, REF02 would be used to refer to the REP loop where the printed circuit board was replaced. This also could be used to refer to a reported problem by referencing PRR01.
3300
Name
Max 2
To identify a party by type of organization, name, and code
The N1 segment provides an identifier to the individual or organization that authorized this particular repair.
3350
Administrative Communications Contact
Max 1
To identify a person or office to whom administrative communications should be directed
3400
Root Cause
Max 1
To specify the specific part responsible for a customer complaint in a request for service of a product and/or to describe the particular failure mechanism in a failing part or assembly
The root cause, specified by the RC - Root Cause segment, is the ultimate reason why this particular repair action had to be performed. For example, a loose lubrication fitting could result in the loss of lubricant which caused an assembly to fail. The root cause of this particular repair action then would be the loose lubrication fitting.
3500
Date/Time Reference
Max >1
To specify pertinent dates and times
The DTM segment specifies dates and, if necessary, times that are important to the service operations performed on the product. For example, it can include the time service was requested, when the product was presented for service, the actual repair start and stop times, and when the product was returned to the customer after the completion of the service. Such detailed time information could be vital if there was a service contract that had a penalty if the item was out of service for more than a specified period of time.
3550
Item Identification
Max >1
To specify basic item identification data
The LIN segment within the REP loop is intended to be used to specify the parts used in the service action. The manufacturer, model and serial number, location on product, etc. can be specified.
3570
Allowance, Charge or Service
Max >1
To specify allowances, charges, or services
3600
Message Text
Max >1
To provide a free-form format that allows the transmission of text information
The MSG segment can be used to describe a non-standard repair action. This, however, limits the possibility of having a computer completely process the claim. The use of a standard repair action in REP08 rather than putting a reason in an MSG segment allows computer processing of the claim.
3620
Part Disposition
Max 1
To specify the disposition of the removed part, subassembly or assembly
LM Loop
Repeat 3
3650
Code Source Information
Max 1
To transmit standard code list identification information
The LM/LQ loop provides the capability to use an industry or company code list to specify the area of the product under repair.
3680
Industry CodeMandatory
Max >1
Code to transmit standard industry codes
MEA Loop
Repeat >1
3700
Measurements
Max 1
To specify physical measurements or counts, including dimensions, tolerances, variances, and weights (See Figures Appendix for example of use of C001)
The MEA loop is for any tests that are run at the completion of the repair to prove that the product is now able to operate within the specifications as given in the CID loop within the PRR loop above. The function of segments within this MEA loop are the same as in the MEA loop above.
3800
Date/Time Reference
Max 1
To specify pertinent dates and times
This is used, for example, when time is significant in the test procedures.
3900
Item Identification
Max >1
To specify basic item identification data
The LIN segment can contain the identity of the test equipment, if significant.
IT1 Loop
Repeat >1
4000
Baseline Item Data (Invoice)
Max 1
To specify the basic and most frequently used line item data for the invoice and related transactions
The IT1 segment is used to specify a charge associated with the servicing of one item. For example, each of the individual parts or assemblies can be specified by part number. It also can list the labor operation number and the standard labor hours for this repair. Each occurrence of IT101 within a single transmission must be a unique alphanumeric string. Therefore, it is possible, but not required, to use sequential numbers as the identifier in IT101.
4050
Item Identification
Max >1
To specify basic item identification data
The LIN segment within the IT1 loop is intended to be used to specify the parts or supplies that are being charged against the service action.
4100
Name
Max >1
To identify a party by type of organization, name, and code
The N1 segment is the source of a purchased replacement part.
4200
Reference Identification
Max >1
To transmit identifying information as specified by the Reference Identification Qualifier
The N9 segment, if necessary, can contain the invoice number for the purchased replacement part. It refers back to the previous N1 segment which identified the source of the part.
4300
Part Disposition
Max 1
To specify the disposition of the removed part, subassembly or assembly
The PRT segment specifies the actual or specified disposition of the replaced part identified by the IT1 loop.
4350
Date/Time Reference
Max 1
To specify pertinent dates and times
4400
Allowance, Charge or Service
Max >1
To specify allowances, charges, or services
The ITA segment specifies summary charges for each REP loop. This can include any special service charges, a minimum labor charge, and miscellaneous charges.
4450
Currency
Max 1
To specify the currency (dollars, pounds, francs, etc.) used in a transaction
AMT Loop
Repeat 1
4500
Monetary Amount
Max 1
To indicate the total monetary amount
AMT01 contains the amount claimed for this LX loop. The AMT loop contains financial data for the entire claim. Of course, the transmission could have been composed of more than one claim. If so, table 3 will contain the summary financial data for the entire transaction.
4600
Tax Information
Max >1
To specify tax information
The TXI segment specifies the taxes, usually sales tax, for each of the taxing jurisdictions that can be involved in this particular claim.
4700
Currency
Max 1
To specify the currency (dollars, pounds, francs, etc.) used in a transaction
One or the other of the CUR segments in table 2 or 3 can be used, but not both. In table 2, CUR represents the currency in a single iteration of the LX loop. In table 3, it represents the currency for the entire transaction. CUR segments will only be used if there are two different currencies involved in the claim. For example, the claim is being submitted to a firm in the United States and the work was done in Canada and the claim is to be paid in Canadian funds.

Summary

Sequence
Segment
Name
Max use
TDS Loop
Repeat 1
0100
Total Monetary Value Summary
Max 1
To specify the total invoice discounts and amounts
The TDS loop in table 3 is used to accumulate the total costs and charges associated with all items being claimed in this single transaction. This loop is placed at the end rather than the beginning of the transaction to supply the grand total and to simplify processing the accumulated values.
0200
Tax Information
Max >1
To specify tax information
The TXI segment specifies the taxes, usually sales tax, for each of the taxing jurisdictions that can be involved in this entire transaction.
0300
Currency
Max 1
To specify the currency (dollars, pounds, francs, etc.) used in a transaction
The currency used specifies that for the entire transaction these are the currency conversion rates. The CUR segment in this TDS loop should not be used if the CUR segment was used in one or more iterations of the preceding AMT loop. That would have indicated that some of the individual claims within this transaction were to be paid in one currency and others in another currency.
0400
Transaction Set TrailerMandatory
Max 1
To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments)
Stedi is a registered trademark of Stedi, Inc. Stedi's EDI Reference and Mapping Guides are provided for marketing purposes and are free of charge. All names, logos, and brands of third parties listed on our site are trademarks of their respective owners (including “X12”, which is a trademark of X12 Incorporated). Stedi, Inc. and its products and services are not endorsed by, sponsored by, or affiliated with these third parties. Our use of these names, logos, and brands is for identification purposes only, and does not imply any such endorsement, sponsorship, or affiliation.
Stedi is a registered trademark of Stedi, Inc. Stedi's EDI Reference and Mapping Guides are provided for marketing purposes and are free of charge. All names, logos, and brands of third parties listed on our site are trademarks of their respective owners (including “X12”, which is a trademark of X12 Incorporated). Stedi, Inc. and its products and services are not endorsed by, sponsored by, or affiliated with these third parties. Our use of these names, logos, and brands is for identification purposes only, and does not imply any such endorsement, sponsorship, or affiliation.