EDI 865 - Purchase Order Change

EDIFACT ORDRSP

The EDI 865 transaction set is a Purchase Order Change Request/Acknowledgment – Seller Initiated. This document is also called EDIFACT ORDRSP, x12 865 Purchase Order Change.
Sellers (suppliers) transmit EDI 865 documents for two purposes:
-To acknowledge the acceptance or rejection of purchase order changes previously submitted by the buyer (retailer or distributor).
-To request changes from buyers (retailers or distributors) for previously submitted purchase orders.

An acknowledgment of a buyer’s Purchase Order Change Request may be communicated either with EDI 855 or an EDI 865, depending on the buyer’s EDI guidelines.

EDI Documents

Benefits of using the EDI 865 Purchase Order Change Acknowledgment/Request – Seller Initiated

Both buyers and sellers benefit from implementing the EDI 865. Benefits include:

For Sellers:

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Reduce errors and discrepancies from manual data entry

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Improve efficiency by eliminating the need to call, email or fax confirmation of order changes

For buyers:

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Reduce post-invoice reconciliation issues

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Confirm e-commerce order details for end consumers

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Provide timely and automated visibility into a supplier’s commitment to fulfill an order

Key data elements included in an EDI Purchase Order Change

The EDI 865 transaction typically includes much of the same information that appears in an EDI 850 Purchase Order, such as product descriptions and quantities, shipping information, terms and costs. However, it will likely also include specific references to what is changed from the original purchase order. It will also include a code to indicate whether the document is being used as a change request or as an acknowledgment.

The data elements included in the line item change request of an EDI 865.

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AI – Add Additional Item(s)

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CA – Changes To Line Items

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PC – Price Change

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QD – Quantity Decrease

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QI – Quantity Increase

The code elements included in the line item acknowledgment of an EDI 865.

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DR – Item Accepted – Date Rescheduled

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IA – Item Accepted

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IC – Item Accepted – Changes Made

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ID – Item Deleted

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IQ – Item Accepted – Quantity Changed

Common issues regarding EDI 865

Document creation:

The PO Change Request/Acknowledgment is often a new requirement for companies that are just starting with EDI. Like other EDI documents, issues can arise from incomplete data, incorrect data or data that does not align with retailer’s expectations.

Timeliness: 

Retailers have different requirements for suppliers sending the EDI 865 document. It’s important to respond quickly. Often the EDI 865 must be sent within 24 to 48 hours after receiving the original purchase order.

Automate 865 Purchase Order Change Acknowledgment/Request – Seller Initiated 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.

SPS communicates directly with your trading partners to manage connectivity, setup, requirements, updates and support efforts. SPS also takes ownership of understanding your trading partner requirements and making map changes.

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