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In Electronic Document Interchange (EDI), an EDI 855 Purchase Order Acknowledgment is essentially an electronic version of a phone call or fax that informs the submitter of a purchase order the supplier will be filling the order as requested.
The EDI 855 informs the buyer that you will be filling the order and shipping the goods as requested by the date requested. If this is not the case, and the order can not be fulfilled as requested, then the EDI 855 is used to communicate to the buyer that the supplier will be unable to complete the order as-is. the order can be outright rejected, or accepted with changes in this case. An order can be rejected for any reason in this case, such as insufficient stock for the items specified or a disagreement with the terms of the Purchase Order.
EDI 855 Format
ISA*01*0000000000*01*0000000000*ZZ*ABCDEFGHIJKLMNO*ZZ*123456789012345*101127*1719*U*00400*000003438*0*P*>
GS*PR*4405197800*999999999*20110527*1719*1421*X*004010VICS
ST*855*1001
BAK*00*AC*ABC123*20000430*****20000430
DTM*067*20000507
N1*ST**21*HO1000A00
PO1*1*10*CA*72.95*CT*UK*50387698433528
ACK*IA*10*CA*067*20000507**UK*50387698433528
PO1*2*25*BX*15.75*CT*UK*30387698775411
ACK*IA*25*BX*067*20000507**UK*30387698775411
CTT*2
SE*10*1001
GE*1*1421
IEA*1*000004438
GS*PR*4405197800*999999999*20110527*1719*1421*X*004010VICS
ST*855*1001
BAK*00*AC*ABC123*20000430*****20000430
DTM*067*20000507
N1*ST**21*HO1000A00
PO1*1*10*CA*72.95*CT*UK*50387698433528
ACK*IA*10*CA*067*20000507**UK*50387698433528
PO1*2*25*BX*15.75*CT*UK*30387698775411
ACK*IA*25*BX*067*20000507**UK*30387698775411
CTT*2
SE*10*1001
GE*1*1421
IEA*1*000004438
EDI 855 Purchase Order Acknowledgment Key Data
When it comes to an EDI 855 Purchase Order Acknowledgement, depending on the agreement between trading partners, there is typically a set of standard data that is included, such as:
- Purchase order number
- Estimated shipping and delivery dates
- Unique product and service identifiers such as UPC/EAN/GTIN, as well as their respective quantities
- Item status, such as accepted, rejected, accepted with changes, or back ordered
An EDI 855 Purchase Order Acknowledgment accepted with changes will likely include one of the following amendments to the original Purchase Order:
- Header level changes. This can include line items accepted, changes in freight, or amendments to cash terms
- Changes or rejection of one or more line items, without header-level changes
- Header-level changes may be included along with one or more line items changed or rejected
Additional data may be included or required according to trading partner specifications. These data can include:
- Vendor number
- Item price
- Additional item identifiers such as Buyer Item Number or Vendor Part Number
- Item description
EDI 855 Purchase Order Acknowledgment Benefits
EDI 855 offers plenty of benefits to both the purchaser and the supplier. When implementing the use of a Purchase Order Acknowledgement, benefits can include:
- Visibility into a supplier’s commitment to fulfilling an order
- Quicker routing of acknowledgments and changes with automation
- Improved organization of order information between suppliers and partners
- Reduction of issues post-invoicing
- Easy confirmation of supplier-fulfilled orders direct to end consumers
For more information on Encompass Solutions’ EDI offerings, read more about our Rapid EDI Implementation.
About Encompass Solutions
Encompass Solutions is a business and software consulting firm that specializes in ERP systems, EDI, and Managed Services support for Manufacturers and Distributors. Serving small and medium-sized businesses since 2001, Encompass modernizes operations and automates processes for hundreds of customers across the globe. Whether undertaking full-scale implementation, integration, and renovation of existing systems, Encompass provides a specialized approach to every client’s needs. By identifying customer requirements and addressing them with the right solutions, we ensure our clients are equipped to match the pace of Industry.
In Electronic Document Interchange (EDI), an EDI 850 Purchase Order (PO) is a transaction set used when placing an order for goods or services. It is one of the most commonly utilized supply chain documents as they relate to EDI transaction sets. The 850 document is most widely used in general merchandise, while its counterpart, the EDI 875 Purchase Order, is reserved for grocery items.
An 850 purchase order transaction set is typically insufficient to fully comply with EDI standards. Additional documentation is necessary to fully comply with the sales cycle and supply chain requirements. An acknowledgement document, such as an 810 Invoice, will need to be included as well as an advance shipping notice, such as an EDI 856 Advance Ship Notice. An EDI 856 will include important information regarding the outbound shipment, including the shipment’s contents and how the items were prepared for shipment.
EDI 850 Format
ISA*01*0000000000*01*0000000000*ZZ*ABCDEFGHIJKLMNO*ZZ*123456789012345*101127*1719*U*00400*000003438*0*P*>
GS*PO*4405197800*999999999*20101127*1719*1421*X*004010VICS
ST*850*000000010
BEG*00*SA*08292233294**20101127*610385385
REF*DP*038
REF*PS*R
ITD*14*3*2**45**46
DTM*002*20101214
PKG*F*68***PALLETIZE SHIPMENT
PKG*F*66***REGULAR
TD5*A*92*P3**SEE ABC RETAIL ROUTING GUIDE
N1*ST*ABC RETAIL*9*0003947268292
N3*8119 NEW BRADFORD CT
N4*LEXINGTON*NC*27292-0336**SN*1010
PO1*1*120*EA*9.25*TE*CB*065322-117*PR*RO*VN*AB3542
PID*F****SMALL WIDGET
PO4*4*4*EA*PLT94**3*LR*15*CT
PO1*2*220*EA*13.79*TE*CB*066850-116*PR*RO*VN*RD5322
PID*F****MEDIUM WIDGET
PO4*2*2*EA
PO1*3*126*EA*10.99*TE*CB*060733-110*PR*RO*VN*XY5266
PID*F****LARGE WIDGET
PO4*6*1*EA*PLT94**3*LR*12*CT
PO1*4*76*EA*4.35*TE*CB*065308-116*PR*RO*VN*VX2332
PID*F****NANO WIDGET
PO4*4*4*EA*PLT94**6*LR*19*CT
PO1*5*72*EA*7.5*TE*CB*065374-118*PR*RO*VN*RV0524
PID*F****BLUE WIDGET
PO4*4*4*EA
PO1*6*696*EA*9.55*TE*CB*067504-118*PR*RO*VN*DX1875
PID*F****ORANGE WIDGET
PO4*6*6*EA*PLT94**3*LR*10*CT
CTT*6
AMT*1*13045.94
SE*33*000000010
GE*1*1421
IEA*1*000003438
GS*PO*4405197800*999999999*20101127*1719*1421*X*004010VICS
ST*850*000000010
BEG*00*SA*08292233294**20101127*610385385
REF*DP*038
REF*PS*R
ITD*14*3*2**45**46
DTM*002*20101214
PKG*F*68***PALLETIZE SHIPMENT
PKG*F*66***REGULAR
TD5*A*92*P3**SEE ABC RETAIL ROUTING GUIDE
N1*ST*ABC RETAIL*9*0003947268292
N3*8119 NEW BRADFORD CT
N4*LEXINGTON*NC*27292-0336**SN*1010
PO1*1*120*EA*9.25*TE*CB*065322-117*PR*RO*VN*AB3542
PID*F****SMALL WIDGET
PO4*4*4*EA*PLT94**3*LR*15*CT
PO1*2*220*EA*13.79*TE*CB*066850-116*PR*RO*VN*RD5322
PID*F****MEDIUM WIDGET
PO4*2*2*EA
PO1*3*126*EA*10.99*TE*CB*060733-110*PR*RO*VN*XY5266
PID*F****LARGE WIDGET
PO4*6*1*EA*PLT94**3*LR*12*CT
PO1*4*76*EA*4.35*TE*CB*065308-116*PR*RO*VN*VX2332
PID*F****NANO WIDGET
PO4*4*4*EA*PLT94**6*LR*19*CT
PO1*5*72*EA*7.5*TE*CB*065374-118*PR*RO*VN*RV0524
PID*F****BLUE WIDGET
PO4*4*4*EA
PO1*6*696*EA*9.55*TE*CB*067504-118*PR*RO*VN*DX1875
PID*F****ORANGE WIDGET
PO4*6*6*EA*PLT94**3*LR*10*CT
CTT*6
AMT*1*13045.94
SE*33*000000010
GE*1*1421
IEA*1*000003438
EDI 850 Purchase Order Key Data
When it comes to an EDI 850 purchase order, depending on the agreement between trading partners, there is typically a set of standard data that is included, such as:
- Purchase order number
- Purchase order date
- Location(s) where the product or services should
- Be supplied to
- Requested ship and/or delivery date
- Product item identifiers/services such as
- UPC/EAN/GTIN needed with their respective quantities
Additional data may be required according to trading partner specifications. These data can include:
- Carrier and service levels
- Vendor number
- Item price
- Expected charges and/or allowances
- Additional item identifiers such as buyer item number and vendor part number
- Item description
- Additional dates (Ex: cancel by dates)
EDI 850 Purchase Order Benefits
EDI 850 offers plenty of benefits to both the purchaser and the supplier. When implementing the use of electronic purchase orders, benefits can include:
- Reduced in the volume of paper-based processes
- Reduced time to complete transactions on both ends of trading partnerships
- Reduced time invested in manual processes, such as order submissions and PO entry
- Increase in value-added work as resources are freed by automation of manual processes
- Fewer data entry errors
- Optimized fulfillment
- Reduced on-hand inventory for retailers
For more information on Encompass Solutions’ EDI offerings, read more about our Rapid EDI Implementation.
About Encompass Solutions
Encompass Solutions is a business and software consulting firm that specializes in ERP systems, EDI, and Managed Services support for Manufacturers and Distributors. Serving small and medium-sized businesses since 2001, Encompass modernizes operations and automates processes for hundreds of customers across the globe. Whether undertaking full-scale implementation, integration, and renovation of existing systems, Encompass provides a specialized approach to every client’s needs. By identifying customer requirements and addressing them with the right solutions, we ensure our clients are equipped to match the pace of Industry.