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X12 transaction guide · Communications

EDI 501 Vendor Performance Review

The bi-directional X12 document used to request and receive past performance information, and to challenge or respond to challenges.

Sent by
Buyer or vendor
Received by
Vendor or buyer
Standard
ANSI ASC X12

What is an EDI 501?

The EDI 501 Vendor Performance Review is the bi-directional ANSI X12 transaction set used to request and receive past performance information. It can also be used to challenge the validity of the information received and to respond to such challenges.

Government buyers in particular consider vendors' past performance when awarding contracts. The 501 lets them obtain performance records and lets vendors see and dispute ratings they believe are wrong, giving both a documented process. Ratings can cover quality, timeliness and cost control.

How the EDI 501 worksDiagram of the EDI 501 Vendor Performance Review. Buyer or vendor sends it to vendor or buyer. It usually starts the exchange. It is usually followed by 997. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: BGN (Beginning Segment). 2 optional loops are listed by their first segment.How the EDI 501 worksVendor Performance Review: who sends it, where it fits and what the standard marks required1 WHERE IT FITSUSUALLY FOLLOWSStarts the exchangeEDI 501SENDERBuyer or vendorRECEIVERVendor or buyer997 or 999 acknowledgment back, if the partners agreeUSUALLY FOLLOWED BY997FunctionalAcknowledgment2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDsISA … IEAFunctional group, ID code WGGS … GETransaction set 501ST … SEHEADINGBGNBeginning Segment+ 1 optional loop, starting with:N1DETAIL+ 1 optional loop, starting with:CRTBlue box: required loop. Optional loops are listed by the segment that starts them; when a loop is used, that first segment is required. Optional segmentsoutside loops are not drawn.Structure: required segments and loops in the X12 008010 listing for the 501. Your trading partner's implementation guide adds its own requirements.
How the EDI 501 worksDiagram of the EDI 501 Vendor Performance Review. Buyer or vendor sends it to vendor or buyer. It usually starts the exchange. It is usually followed by 997. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: BGN (Beginning Segment). 2 optional loops are listed by their first segment.How the EDI 501 worksVendor Performance Review: who sends it,where it fits and what the standard marksrequired1 WHERE IT FITSUSUALLY FOLLOWSStarts the exchangeEDI 501SENDERBuyer or vendorRECEIVERVendor or buyer997 or 999 acknowledgment back, if the partnersagreeUSUALLY FOLLOWED BY997Functional Acknowledgment2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDs (ISA… IEA)Functional group, ID code WG (GS … GE)Transaction set 501 (ST … SE)HEADINGBGNBeginning Segment+ 1 optional loop, starting with:N1DETAIL+ 1 optional loop, starting with:CRTBlue box: required loop. Optional loops are listedby the segment that starts them; when a loop isused, that first segment is required. Optionalsegments outside loops are not drawn.Structure: required segments and loops in the X12008010 listing for the 501. Your trading partner'simplementation guide adds its own requirements.

How to read this diagram: the top row shows who sends the 501, to whom, and which documents usually come before and after it. The lower part shows what X12 release 008010 itself requires: the envelopes around the 501 and the segments and loops the standard marks as required, area by area. Optional loops are listed by the segment that starts them rather than drawn in full. This is the standard's minimum, not a trading partner's requirement: each partner's implementation guide usually makes some optional loops mandatory, restricts the codes and may use a different release.

Expand diagram Download SVG

When it is used

  • Requesting a vendor's performance history
  • Sharing performance ratings with vendors
  • Challenging and responding to ratings

Where it fits in the document flow

This document 501 Vendor Performance Review
Usually followed by 997 Functional Acknowledgment

Structure

Mandatory segments in the 501 (X12 release 008010)

The segments X12 release 008010 marks as mandatory at their level, in order. Segments inside optional loops are needed only when the loop is used. This is the standard's requirement, not your trading partner's: each partner's implementation guide names the release it uses, adds the optional segments it requires and restricts the values. The requirement status comes from one published X12 reference listing and has not been checked against a second source.

  • ST
  • BGN
  • N1
  • LM
  • LQ
  • CRT
  • REF
  • DTP
  • QTY
  • SE

Practical example

The 501 in practice

A procurement office evaluating bids requests past performance records for each bidder with a 501. One vendor reviews its record and challenges a late-delivery rating, providing evidence that the delay was caused by a buyer change. The office reviews the challenge and corrects the record.

Implementation

Implementation considerations for the 501

  • Base performance ratings on documented evidence.
  • Allow time for vendors to challenge ratings.
  • Keep a record of challenges and outcomes.
  • Follow procurement regulations on performance information.

How ECOM helps

Automate the 501 with ECOM

Solution

Procure-to-Pay Automation

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Solution

Supply Chain Visibility

Track orders, shipments and invoices across partners and catch exceptions early.

Industry

Industrial Manufacturing

Distributor, OEM customer and supplier integration for industrial manufacturers.

More general questions about EDI are answered in the EDI FAQ.

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