EDI 855 – Purchase Order Acknowledgment

EDI 855 is the electronic option for issuing a purchase order (PO) Acknowledgment. With EDI 855, a seller confirms the receipt of a PO from a buyer. A key function of the EDI 855 is to “accept” or “reject” the buyer’s request for goods or services based on predefined criteria (e.g. pricing or quantity thresholds). Like the paper version, EDI 855 contains:

• Pricing information
• Sales requirements
• Terms of the sale
• Discount details
• Lead time
• Carrier details

Transaction before

EDI 850 – Purchase Order

Format

ASC X12 Standard

Transaction after

EDI 940 – Warehouse Shipping Order (delivering goods through 3PL)

EDI 204 – Motor Carrier Load Tender (delivering goods by Carrier)

EDI 855 - Sample File

ISA*00* *00* *12*3378503333 *01*12345829 *070418*1522*U*00401*000000003*0*P*>
GS*PR*3378503333*12345829*20070418*1522*3*X*004010
ST*855*0002
BAK*00*NA*12635837*20070418
PO1*1*****PL*1
ACK*IA
CTT*1
SE*6*0002
GE*1*3
IEA*1*000000003

Segments of Interest

For general information purposes only. Your trading partner’s specifications may vary.

Contained in the PO1 set, the ACK segment acknowledges the ordered quantities and specifies the ready date for a specific line item

ACK01 element

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

ACK02 element

Numeric value of quantity

ACK03 element

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

ACK04 element

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

ACK05 element

Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year

ACK06 element

Reference number or RFQ number to use to identify a particular transaction set and query (additional reference number or description which can be used with contract number)

ACK07 element

Code identifying the type/source of the descriptive number used in Product/Service ID #1 (234)

ACK08 element

Identifying number for a product or service #1

ACK09 element

Code identifying the type/source of the descriptive number used in Product/Service ID #2 (234)

ACK10 element

Identifying number for a product or service #2

Pattern continues until quantities for all shipping destinations have been allocated through ACK26

ACK27 element

Code identifying the agency assigning the code values

ACK28 element

A reference that indicates the table or text maintained by the Source Qualifier

ACK29 element

Code indicating a code from a specific industry code list

Indicates the beginning of a functional group and to provide control information. (The idea is to group similar sets of information.)

GS01 element

Code identifying a group of application related transaction sets. Type : an.

GS02 element

Code identifying party sending transmission; codes agreed to by trading partners. Type : an.

GS03 element

Code identifying party receiving transmission; codes agreed to by trading partners. Type : an.

GS04 element

Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year. Type : dt.

GS05 element

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). Type : tm.

GS06 element

Assigned number originated and maintained by the sender. Type : n0.

GS07 element

Code identifying the issuer of the standard; this code is used in conjunction with Data Element 480. Type : an. Sample value : ‘X’ : Accredited Standards Committee X12.

GS08 element

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. Type : an. Sample value : ‘007050’.

The PO1 segment specifies basic and most frequently used line-item data. Depending on a businesses needs, PO1 is also a group that serves as a base to supplement line-item information, using the PID (Product / Item Description), SDQ (Destination Quantity), REF (Reference Information), and TXI (Tax Information) segments, for example.

PO101 element

PO Line Item Number

PO102 element

Quantity

PO103 element

Unit of Measure

PO104 element

Unit Price

PO105 element

Price per Unit

PO106 element

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

PO107 element

Identifying number for a product or service

PO1 can continue for several more elements to designate further Item Number information, like Buyer’s Part Number, Supplier’s Part Number, etc. These continue in Qualifier/Value pairs like PO106/PO107, PO108/PO109, etc.

Other Things to Know About EDI 855

EDI 855 vs. EDI 856

EDI 856, known as the Advance Ship Notice, is passed from the seller to the buyer of an outgoing shipment corresponding to an order. While EDI 855 can accept or acknowledge a customer order, EDI 856 verifies the fulfillment of that order or timing of the order shipment. Some 3PLs can send EDI 856 directly to buyers if the buyer’s contact data is passed to them by the seller through a Delivery Notification (EDI 940).

EDI 855 and EDI 865

EDI 865 is a Purchase Order Change Acknowledgment/Request. An EDI 865 would only be used if a seller “rejected” a buyer’s purchase order (for say, incorrect pricing or shipping information) through EDI 855 and the seller resubmitted a purchase order with corrected information using EDI 860 (Purchase Order Change Request). The buyer would then send an EDI 865 to “accept” or “reject” the revised purchase order.

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