865 Purchase Order Change Acknowledgment

Functional Group CA

X12M Supply Chain Subcommittee

This standard provides for the format and establishes the data contents of a purchase order change acknowledgment transaction set. This transaction set can be used: (1) by the seller to acknowledge or convey acceptance of changes to a previously submitted purchase order or (2) by a seller to notify the buyer of changes initiated by the seller to a previously submitted purchase order.

What is an EDI 865?

An EDI 865 Purchase Order Change Acknowledgment/Request - Seller Initiated communicates a response to the buyer's EDI 860 Purchase Order Change Request - Buyer Initiated. Similar to the EDI 855 Purchase Order Acknowledgment, it contains information about whether the EDI 860 has been accepted or not (BCA segment), line level detail (POC segment) and per line acknowledgment detail (ACK segment).

How is an EDI 865 used?

For example, Retailer A accidentally orders 100 units of a SKU from Vendor B in an EDI 850 Purchase Order. Retailer A then realizes their mistake, and reduces the order to 10 units of the SKU by issuing an EDI 860 Purchase Order Change Request - Buyer Initiated to Vendor B. Vendor B responds with an EDI 865 Purchase Order Change Acknowledgment/Request - Seller Initiated to confirm they will only fill the 10 units.

Heading

Position
Segment
Name
Max use
  1. To indicate the start of a transaction set and to assign a control number

  2. To indicate the beginning of the purchase order change acknowledgment transaction set and transmit identifying numbers and dates.

  3. To transmit information in a free-form format, if necessary, for comment or special instruction

  4. To specify the currency (dollars, pounds, francs, etc.) used in a transaction

  5. To specify identifying numbers.

  6. To identify a person or office to whom administrative communications should be directed

  7. To provide data required for proper notification/determination of applicable sales and related taxes applying to the transaction.

  8. To specify transportation instructions relating to shipment

  9. To specify pricing information

  10. To specify special conditions or services associated with the purchased product

  11. To specify general conditions or requirements of the sale

  12. To specify allowances, charges or services

  13. To specify terms of sale.

  14. To specify the exact type and terms of various discount information.

  15. To specify pertinent dates and times

  16. To specify lead time for availability of products and services.

  17. To specify basic item identification data.

    If segment LIN is used, do not use LIN01.
  18. To describe a product or process in coded or free-form format

  19. To specify physical measurements, including dimensions, tolerances, weights and counts.

  20. To specify the type and transmission of paperwork relating to a product, order or report.

  21. To describe marking, packaging, loading and unloading requirements.

  22. To specify the transportation details relative to commodity, weight and quantity.

  23. To specify the carrier, sequence of routing and to provide transit time information

  24. To specify transportation details relating to the equipment used by the carrier.

  25. To specify transportation special handling requirements and hazardous materials information

  26. To indicate identifying marks and numbers for shipping containers

  27. N9 Loop Optional
    Repeat 1000
    1. To transmit identifying numbers and descriptive information as specified by the reference number qualifier

    2. To provide a free form format that would allow the transmission of text information.

  28. N1 Loop Optional
    Repeat 200
    1. To identify a party by type of organization, name and code

    2. To specify additional names or those longer than 35 characters in length

    3. To specify the location of the named party

    4. To specify the geographic place of the named party

    5. To specify identifying numbers.

    6. To identify a person or office to whom administrative communications should be directed

    7. To specify transportation instructions relating to shipment

    8. To specify the transportation details relative to commodity, weight and quantity.

    9. To specify the carrier, sequence of routing and to provide transit time information

    10. To specify transportation details relating to the equipment used by the carrier.

    11. To specify transportation special handling requirements and hazardous materials information

    12. To describe marking, packaging, loading and unloading requirements.

Detail

Position
Segment
Name
Max use
  1. POC Loop Optional
    Repeat 10000
    1. To specify changes to a line item

    2. To specify the currency (dollars, pounds, francs, etc.) used in a transaction

    3. To specify additional item related data involving variations in normal price/quantity structure.

    4. To specify pricing information

    5. To specify physical measurements, including dimensions, tolerances, weights and counts.

    6. PID Loop Optional
      Repeat 1000
      1. To describe a product or process in coded or free-form format

      2. To specify physical measurements, including dimensions, tolerances, weights and counts.

    7. To specify the type and transmission of paperwork relating to a product, order or report.

    8. To describe marking, packaging, loading and unloading requirements.

    9. To specify the physical qualities, packaging, weights and dimensions relating to the item.

    10. To specify identifying numbers.

    11. To identify a person or office to whom administrative communications should be directed

    12. To specify special conditions or services associated with the purchased product

    13. To specify allowances, charges or services

    14. To specify general conditions or requirements and to detail conditions for substitution of alternate products

    15. To specify terms of sale.

    16. To specify the exact type and terms of various discount information.

    17. To provide data required for proper notification/determination of applicable sales and related taxes applying to the transaction.

    18. To specify transportation instructions relating to shipment

    19. To specify destination and quantity detail.

    20. To specify pertinent dates and times

    21. To specify lead time for availability of products and services.

    22. To specify the data for scheduling a specific line item.

    23. To specify the transportation details relative to commodity, weight and quantity.

    24. To specify the carrier, sequence of routing and to provide transit time information

    25. To specify transportation details relating to the equipment used by the carrier.

    26. To specify transportation special handling requirements and hazardous materials information

    27. ACK Loop Optional
      Repeat 104
      1. To acknowledge the ordered quantities and specify the ready date for a specific line item.

      2. To specify pertinent dates and times

    28. To indicate identifying marks and numbers for shipping containers

    29. To indicate the total monetary amount.

    30. SLN Loop Optional
      Repeat 1000
      1. To specify product subline detail item data

      2. To describe a product or process in coded or free-form format

      3. To specify additional item related data involving variations in normal price/quantity structure.

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

    31. N9 Loop Optional
      Repeat 1000
      1. To transmit identifying numbers and descriptive information as specified by the reference number qualifier

      2. To provide a free form format that would allow the transmission of text information.

    32. N1 Loop Optional
      Repeat 200
      1. To identify a party by type of organization, name and code

      2. To specify additional names or those longer than 35 characters in length

      3. To specify the location of the named party

      4. To specify the geographic place of the named party

      5. To specify identifying numbers.

      6. To identify a person or office to whom administrative communications should be directed

      7. To specify transportation instructions relating to shipment

      8. To specify the transportation details relative to commodity, weight and quantity.

      9. To specify the carrier, sequence of routing and to provide transit time information

      10. To specify transportation details relating to the equipment used by the carrier.

      11. To specify transportation special handling requirements and hazardous materials information

      12. To describe marking, packaging, loading and unloading requirements.

Summary

Position
Segment
Name
Max 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.
  2. To indicate the total monetary amount.

  3. To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments).

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