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Purchase Order Change Acknowledgment/Request - Seller Initiated
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X12 865 Purchase Order Change Acknowledgment/Request - Seller Initiated

X12 Release 4010

This Draft Standard for Trial Use contains the format and establishes the data contents of the Purchase Order Change Acknowledgment/Request - Seller Initiated Transaction Set (865) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to convey acceptance or rejection of changes to a previously submitted purchase order by the seller or to notify the buyer of changes initiated by the seller to a previously submitted purchase order by the seller.

Delimiters
  • ~ Segment
  • * Element
  • > Component
EDI samples
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    Overview
    ISA
    -
    Interchange Control Header
    Max use 1
    Required
    GS
    -
    Functional Group Header
    Max use 1
    Required
    heading
    ST
    010
    Transaction Set Header
    Max use 1
    Required
    BCA
    020
    Beginning Segment for Purchase Order Change Acknowledgment
    Max use 1
    Required
    Buying Party (Purchaser)
    GE
    -
    Functional Group Trailer
    Max use 1
    Required
    IEA
    -
    Interchange Control Trailer
    Max use 1
    Required
    ISA

    Interchange Control Header

    RequiredMax use 1

    To start and identify an interchange of zero or more functional groups and interchange-related control segments

    Example
    ISA-01
    I01
    Authorization Information Qualifier
    Required

    Code to identify the type of information in the Authorization Information

    00
    No Authorization Information Present (No Meaningful Information in I02)
    ISA-02
    I02
    Authorization Information
    Required
    Min 10Max 10

    Information used for additional identification or authorization of the interchange sender or the data in the interchange; the type of information is set by the Authorization Information Qualifier (I01)

    ISA-03
    I03
    Security Information Qualifier
    Required

    Code to identify the type of information in the Security Information

    00
    No Security Information Present (No Meaningful Information in I04)
    ISA-04
    I04
    Security Information
    Required
    Min 10Max 10

    This is used for identifying the security information about the interchange sender or the data in the interchange; the type of information is set by the Security Information Qualifier (I03)

    ISA-05
    I05
    Interchange ID Qualifier
    Required
    Min 2Max 2

    Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified

    Codes
    ISA-06
    I06
    Interchange Sender ID
    Required
    Min 15Max 15

    Identification code published by the sender for other parties to use as the receiver ID to route data to them; the sender always codes this value in the sender ID element

    ISA-07
    I05
    Interchange ID Qualifier
    Required
    Min 2Max 2

    Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified

    Codes
    ISA-08
    I07
    Interchange Receiver ID
    Required
    Min 15Max 15

    Identification code published by the receiver of the data; When sending, it is used by the sender as their sending ID, thus other parties sending to them will use this as a receiving ID to route data to them

    ISA-09
    I08
    Interchange Date
    Required
    YYMMDD format

    Date of the interchange

    ISA-10
    I09
    Interchange Time
    Required
    HHMM format

    Time of the interchange

    ISA-11
    I10
    Interchange Control Standards Identifier
    Required

    Code to identify the agency responsible for the control standard used by the message that is enclosed by the interchange header and trailer

    U
    U.S. EDI Community of ASC X12, TDCC, and UCS
    ISA-12
    I11
    Interchange Control Version Number
    Required

    This version number covers the interchange control segments

    00401
    Draft Standards for Trial Use Approved for Publication by ASC X12 Procedures Review Board through October 1997
    ISA-13
    I12
    Interchange Control Number
    Required
    Min 9Max 9

    A control number assigned by the interchange sender

    ISA-14
    I13
    Acknowledgment Requested
    Required
    Min 1Max 1

    Code sent by the sender to request an interchange acknowledgment (TA1)

    0
    No Acknowledgment Requested
    1
    Interchange Acknowledgment Requested
    ISA-15
    I14
    Usage Indicator
    Required
    Min 1Max 1

    Code to indicate whether data enclosed by this interchange envelope is test, production or information

    I
    Information
    P
    Production Data
    T
    Test Data
    ISA-16
    I15
    Component Element Separator
    Required
    Min 1Max 1

    Type is not applicable; the component element separator is a delimiter and not a data element; this field provides the delimiter used to separate component data elements within a composite data structure; this value must be different than the data element separator and the segment terminator

    >
    Component Element Separator

    Functional Group Header

    RequiredMax use 1

    To indicate the beginning of a functional group and to provide control information

    Example
    GS-01
    479
    Functional Identifier Code
    Required

    Code identifying a group of application related transaction sets

    CA
    Purchase Order Change Acknowledgment/Request - Seller Initiated (865)
    GS-02
    142
    Application Sender's Code
    Required
    Min 2Max 15

    Code identifying party sending transmission; codes agreed to by trading partners

    GS-03
    124
    Application Receiver's Code
    Required
    Min 2Max 15

    Code identifying party receiving transmission. Codes agreed to by trading partners

    GS-04
    373
    Date
    Required
    CCYYMMDD format

    Date expressed as CCYYMMDD

    GS-05
    337
    Time
    Required
    HHMM, HHMMSS, HHMMSSD, or HHMMSSDD format

    Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)

    GS-06
    28
    Group Control Number
    Required
    Min 1Max 9

    Assigned number originated and maintained by the sender

    GS-07
    455
    Responsible Agency Code
    Required
    Min 1Max 2

    Code used in conjunction with Data Element 480 to identify the issuer of the standard

    T
    Transportation Data Coordinating Committee (TDCC)
    X
    Accredited Standards Committee X12
    GS-08
    480
    Version / Release / Industry Identifier Code
    Required

    Code indicating the version, release, subrelease, and industry identifier of the EDI standard being used, including the GS and GE segments; if code in DE455 in GS segment is X, then in DE 480 positions 1-3 are the version number; positions 4-6 are the release and subrelease, level of the version; and positions 7-12 are the industry or trade association identifiers (optionally assigned by user); if code in DE455 in GS segment is T, then other formats are allowed

    004010
    Draft Standards Approved for Publication by ASC X12 Procedures Review Board through October 1997

    Heading

    ST
    010

    Transaction Set Header

    RequiredMax use 1

    To indicate the start of a transaction set and to assign a control number

    Example
    ST-01
    143
    Transaction Set Identifier Code
    Required

    Code uniquely identifying a Transaction Set

    • The transaction set identifier (ST01) used by the translation routines of the interchange partners to select the appropriate transaction set definition (e.g., 810 selects the Invoice Transaction Set).
    865
    Purchase Order Change Acknowledgment/Request - Seller Initiated
    ST-02
    329
    Transaction Set Control Number
    Required
    Min 4Max 9

    Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set

    BCA
    020

    Beginning Segment for Purchase Order Change Acknowledgment

    RequiredMax use 1

    To indicate the beginning of the Purchase Order Change Acknowledgment Transaction Set and transmit identifying numbers and dates

    Example
    BCA-01
    353
    Transaction Set Purpose Code
    Required

    Code identifying purpose of transaction set

    01
    Cancellation
    04
    Change
    06
    Confirmation
    BCA-02
    587
    Acknowledgment Type
    Required

    Code specifying the type of acknowledgment

    AC
    Acknowledge - With Detail and Change
    AT
    Accepted
    RD
    Reject with Detail
    BCA-03
    324
    Purchase Order Number
    Required
    Min 1Max 22

    Identifying number for Purchase Order assigned by the orderer/purchaser

    BCA-06
    373
    Date
    Required
    CCYYMMDD format

    Date expressed as CCYYMMDD

    • BCA06 is the date assigned by the purchaser to purchase order.
    BCA-13
    92
    Purchase Order Type Code
    Required

    Code specifying the type of Purchase Order

    OS
    Special Order
    N1 Buying Party (Purchaser)
    OptionalMax >1
    Variants (all may be used)
    N1Supplier/Manufacturer
    N1
    300

    Name

    RequiredMax use 1

    To identify a party by type of organization, name, and code

    Example
    At least one of Name (N1-02) or Identification Code Qualifier (N1-03) is required
    If either Identification Code Qualifier (N1-03) or Identification Code (N1-04) is present, then the other is required
    N1-01
    98
    Entity Identifier Code
    Required

    Code identifying an organizational entity, a physical location, property or an individual

    BY
    Buying Party (Purchaser)
    N1-02
    93
    Name
    Required
    Min 1Max 60

    Free-form name

    N1-03
    66
    Identification Code Qualifier
    Optional

    Code designating the system/method of code structure used for Identification Code (67)

    94
    Code assigned by the organization that is the ultimate destination of the transaction set
    N1-04
    67
    Identification Code
    Optional
    Min 2Max 80

    Code identifying a party or other code

    • This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the "ID Code" (N104) must provide a key to the table maintained by the transaction processing party.
    Usage notes

    Should be the O’Reilly Store Number.

    N1 Supplier/Manufacturer
    OptionalMax >1
    Variants (all may be used)
    N1Buying Party (Purchaser)
    N1
    300

    Name

    RequiredMax use 1

    To identify a party by type of organization, name, and code

    Example
    N1-01
    98
    Entity Identifier Code
    Required

    Code identifying an organizational entity, a physical location, property or an individual

    SU
    Supplier/Manufacturer
    N1-02
    93
    Name
    Required
    Min 1Max 60

    Free-form name

    Detail

    POC Loop
    OptionalMax >1
    POC
    010

    Line Item Change

    RequiredMax use 1

    To specify changes to a line item

    Example
    If either Product/Service ID Qualifier (POC-10) or Product/Service ID (POC-11) is present, then the other is required
    POC-02
    670
    Change or Response Type Code
    Required

    Code specifying the type of change to the line item

    CA
    Changes To Line Items
    NC
    Concurrent Item (No Change)
    QD
    Quantity Decrease
    QI
    Quantity Increase
    POC-03
    330
    Quantity Ordered
    Required
    Min 1Max 15

    Quantity ordered

    POC-04
    671
    Quantity Left to Receive
    Required
    Min 1Max 9

    Quantity left to receive as qualified by the unit of measure

    POC-05
    C001
    Composite Unit of Measure
    To identify a composite unit of measure (See Figures Appendix for examples of use)
    C001-01
    355
    Unit or Basis for Measurement Code
    Required
    Min 2Max 2

    Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

    Usage notes

    Should be the unit of measure as provided on the original purchase order.

    POC-08
    235
    Product/Service ID Qualifier
    Required

    Code identifying the type/source of the descriptive number used in Product/Service ID (234)

    BP
    Buyer's Part Number
    POC-09
    234
    Product/Service ID
    Required
    Min 1Max 48

    Identifying number for a product or service

    Usage notes

    Should be the buyer’s part number as provided on the original purchase order.

    POC-10
    235
    Product/Service ID Qualifier
    Optional

    Code identifying the type/source of the descriptive number used in Product/Service ID (234)

    VP
    Vendor's (Seller's) Part Number
    POC-11
    234
    Product/Service ID
    Optional
    Min 1Max 48

    Identifying number for a product or service

    Usage notes

    Should be the vendor’s part number as provided on the original purchase order (if it was provided).

    POC-12
    235
    Product/Service ID Qualifier
    Required

    Code identifying the type/source of the descriptive number used in Product/Service ID (234)

    PO
    Purchase Order Number
    POC-13
    234
    Product/Service ID
    Required
    Min 1Max 48

    Identifying number for a product or service

    Usage notes

    Should be the original purchase order number.

    LIN
    015

    Item Identification

    OptionalMax use >1

    To specify basic item identification data

    Usage notes

    This segment is required if the original item number has been replaced or a substitution was made.

    Example
    LIN-02
    235
    Product/Service ID Qualifier
    Required

    Code identifying the type/source of the descriptive number used in Product/Service ID (234)

    • LIN02 through LIN31 provide for fifteen different product/service IDs for each item. For example: Case, Color, Drawing No., U.P.C. No., ISBN No., Model No., or SKU.
    RR
    Replacement Product Number
    LIN-03
    234
    Product/Service ID
    Required
    Min 1Max 48

    Identifying number for a product or service

    Usage notes

    Should be the replacement item number.

    CTP
    040

    Pricing Information

    OptionalMax use >1

    To specify pricing information

    Usage notes

    This segment is required if the original item number has been replaced or a substitution was made.

    Example
    CTP-03
    212
    Unit Price
    Optional
    Min 1Max 15

    Price per unit of product, service, commodity, etc.

    • See Figures Appendix for an example detailing the use of CTP03 and CTP04.
    • See Figures Appendix for an example detailing the use of CTP03, CTP04 and CTP07.
    Usage notes

    Should be the price of the replacement item.

    DTM
    200

    Date/Time Reference

    OptionalMax use 10

    To specify pertinent dates and times

    Example
    DTM-01
    374
    Date/Time Qualifier
    Required

    Code specifying type of date or time, or both date and time

    004
    Purchase Order
    DTM-02
    373
    Date
    Required
    CCYYMMDD format

    Date expressed as CCYYMMDD

    ACK Loop
    OptionalMax >1
    ACK
    270

    Line Item Acknowledgment

    RequiredMax use 1

    To acknowledge the ordered quantities and specify the ready date for a specific line item

    Example
    ACK-01
    668
    Line Item Status Code
    Required

    Code specifying the action taken by the seller on a line item requested by the buyer

    Usage notes

    If the item was rejected and the reason for rejection is not listed above, ACK 01 should be “IR”. If “IR” is provided, the MSG segment is required with a description of why the item was rejected.

    AR
    Item Accepted and Released for Shipment
    BP
    Item Accepted - Partial Shipment, Balance Backordered

    If this code is provided, the following DTM segment is mandatory.

    IA
    Item Accepted
    IB
    Item Backordered

    If this code is provided, the following DTM segment is mandatory.

    IR
    Item Rejected
    IS
    Item Accepted - Substitution Made
    R1
    Item Rejected, Not a Contract Item
    R2
    Item Rejected, Invalid Item Product Number
    R3
    Item Rejected, Invalid Unit of Issue
    R4
    Item Rejected, Contract Item not Available
    SP
    Item Accepted - Schedule Date Pending
    DTM
    280

    Date/Time Reference

    OptionalMax use 1

    To specify pertinent dates and times

    Usage notes

    This segment is required if the item has been partially or fully back ordered.

    Example
    DTM-01
    374
    Date/Time Qualifier
    Required

    Code specifying type of date or time, or both date and time

    169
    Product Availability Date
    DTM-02
    373
    Date
    Required
    CCYYMMDD format

    Date expressed as CCYYMMDD

    MSG
    292

    Message Text

    OptionalMax use >1

    To provide a free-form format that allows the transmission of text information

    Usage notes

    This segment is required if the item was rejected but a corresponding reason code was not found in ACK 01.

    Example
    MSG-01
    933
    Free-Form Message Text
    Required
    Min 1Max 264

    Free-form message text

    Usage notes

    Should include a free form description of why the preceding item was rejected if the code in ACK 01 is “IR”.

    Summary

    CTT Loop
    OptionalMax >1
    CTT
    010

    Transaction Totals

    RequiredMax use 1

    To transmit a hash total for a specific element in the transaction set

    • Number of line items (CTT01) is the accumulation of the number of POC segments.
      If used, hash total (CTT02) is the sum of the value of quantities ordered (POC03) for each POC segment.
    Example
    CTT-01
    354
    Number of Line Items
    Required
    Min 1Max 6

    Total number of line items in the transaction set

    Usage notes

    Should contain the accumulation of number of POC segments.

    SE
    030

    Transaction Set Trailer

    RequiredMax use 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)

    Example
    SE-01
    96
    Number of Included Segments
    Required
    Min 1Max 10

    Total number of segments included in a transaction set including ST and SE segments

    SE-02
    329
    Transaction Set Control Number
    Required
    Min 4Max 9

    Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set

    Functional Group Trailer

    RequiredMax use 1

    To indicate the end of a functional group and to provide control information

    Example
    GE-01
    97
    Number of Transaction Sets Included
    Required
    Min 1Max 6

    Total number of transaction sets included in the functional group or interchange (transmission) group terminated by the trailer containing this data element

    GE-02
    28
    Group Control Number
    Required
    Min 1Max 9

    Assigned number originated and maintained by the sender

    Interchange Control Trailer

    RequiredMax use 1

    To define the end of an interchange of zero or more functional groups and interchange-related control segments

    Example
    IEA-01
    I16
    Number of Included Functional Groups
    Required
    Min 1Max 5

    A count of the number of functional groups included in an interchange

    IEA-02
    I12
    Interchange Control Number
    Required
    Min 9Max 9

    A control number assigned by the interchange sender

    EDI Samples

    Accepted Order

    ST*865*8650002~
    BCA*06*AT*888888S04444***20150601*******OS~
    SE*3*8650002~

    Back Ordered Item

    ST*865*8650001~
    BCA*04*AC*992097S02068***20150601*******OS~
    N1*SU*Supplier Name~
    N1*BY* OReilly 2068~
    POC**CA*1*0*EA***BP*A12345*VP*A-12345*PO*992097S02068~
    DTM*004*20150601~
    ACK*IB~
    DTM*169*20150701~
    CTT*1~
    SE*10*8650001~

    Cancelled Item

    ST*865*8650003~
    BCA*01*AC*991825S02201***20150601*******OS~
    N1*SU*Supplier Name~
    N1*BY* OReilly 2201~
    POC**CA*1*0*EA***BP*662593A*VP*662593-A*PO*991825S02201~
    DTM*004*20150601~
    ACK*IR~
    MSG*MUST BE ORDERED AS A PAIR~
    CTT*1~
    SE*11*8650003~

    Multiple Items

    ST*865*8650003~
    BCA*04*AC*777777S03334***20150101*******OS~
    N1*SU*Supplier·Name~
    N1*BY*·OReilly···3334~
    POC**CA*1*1*EA***BP*123456***PO*777777S03334~
    LIN**RR*654321~
    CTP***999.99~
    DTM*004*20150101~
    ACK*IS~
    POC**NC*1*1*EA***BP*6565***PO*777777S03334~
    DTM*004*20150101~
    ACK*IA~
    CTT*2~
    SE*14*8650003~

    Replacement/Substituted Item

    ST*865*8650002~
    BCA*04*AC*991545S00930***20150601*******OS~
    N1*SU*Supplier Name~
    N1*BY* OReilly 930*94*930~
    POC**CA*1*1*EA***BP*DW551*VP*DW-551*PO*99145S00930~
    LIN**RR*DW-551-1~
    CTP***99.99~
    DTM*004*20150601~
    ACK*IS~
    CTT*1~
    SE*11*8650002~

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