The EDI 865
transaction set is a Purchase Order Change Request/Acknowledgement – Seller Initiated. Sellers of goods and services transmit 865 documents for two purposes. First, they use the 865 as an Acknowledgment to communicate the acceptance or rejection of purchase order changes previously submitted by the buyer. Second, changes made by sellers to previously submitted purchase orders are communicated to the buyers in an 865 transaction (used as a Request).
The 865 represents one in a sequence of transactions in a typical business process involving a buyer (such as a retailer) and a seller (such as a manufacturer). That process, in general, includes the following exchanges:
- Buyers submit 850 Purchase Order transactions to sellers to order products
- The sellers respond with EDI 855 Purchase Order Acknowledgment
- A buyer wishing to make changes to the original Purchase Order communicates those changes with 860 Purchase Order Change Request transaction
- The seller communicates acceptance or rejection of the buyer’s changes with an 865 Acknowledgement
- Sellers may also request changes to the original PO using the 865 Request
Note that an acknowledgement of a buyer’s purchase order change request may be communicated by the seller either with an 855 Acknowledge or with an 865 Acknowledgment. This is the choice of the buyer and will likely be indicated in the buyer’s EDI Guidelines.
The EDI 865 transaction typically includes much of the same information that appears in a purchase order (850 transaction set
), such as product description and quantities, shipping information, terms and costs. However, it will likely also include specific references to what is changed from the original PO. It will also include a code to indicate whether the document is being used as a Request or as an Acknowledgement.
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This X12 Transaction Set 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.