EDI 860 - Purchase Order Change

After discussing changes to a purchase order, buyers send the EDI 860 to suppliers with updated quantities, items, dates, or prices. Both the original purchase order and the changes are provided, and the supplier can then view and accept the new purchase order.

EDI Documents

Benefits of using an EDI 860 Purchase Order Change (Buyer Initiated)

Both the buyer and the seller benefit from implementing the EDI Purchase Order Change. The EDI 860 can prevent invoicing issues because it enables the supplier to invoice the retailer for the correct amount, and ensures that the retailer doesn’t overpay for items that weren’t delivered. Many of these benefits are dependent on how automated and integrated the transaction is for both parties.

Benefits of the EDI 860 include:


Allow the purchaser to modify an order quantity based on current inventories to enable future demand planning.


Improve efficiency of executing purchase order changes.


Ensure accuracy of final order.


Update the buyer’s and supplier’s system to create a record of the change, should any discrepancies arise. This provides an audit trail.

Key data elements in an EDI Purchase Order Change document include:


Purchase order number


Purchase order date


Type of order change (change/cancellation)

Additional data that may also be included in the purchase order change:


Additional item/services identifiers such as buyer item number and/or vendor part number


Product item/services identifiers such as UPC/EAN/GTIN


Item additions and/or deletions


Vendor number


Item price


Pertinent dates (i.e. cancel by dates, requested ship and/or delivery date)


Location(s) where products or services should be supplied to


Sender and recipient codes


Item quantity


Item description

Common issues regarding EDI 860

PO changes can occur at different times within the order cycle.

The purchase order change can be sent if a portion of the order has been shipped, but the balance of the order needs a quantity adjustment, new ship date or has to be outright canceled.

 A retailer might send an EDI Purchase Order Change after an order is shipped to correct pricing before billing happens.

 Automate Purchase Order Changes with Full-Service EDI from SPS Commerce

Managing ongoing EDI tasks can be complex and time-consuming. Full-service EDI providers like SPS Commerce deliver EDI technology and associated staffing resources responsible for customizing, optimizing and operating your EDI solution.

A full-service provider, like SPS Commerce, has an expert team that handles ongoing management of your EDI solution so you can prevent EDI errors and chargebacks.

SPS communicates directly with your trading partners to manage connectivity, setup, requirements, updates and support efforts. Our team takes ownership of understanding your trading partner requirements and making map changes. We actively manage 9,000 changes from retailers each year.

Our full-service team also proactively monitors and optimizes your solution to minimize keystrokes and data entry. Interested in learning more about our EDI solution?

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